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HomeMy WebLinkAboutBoard 27 March 2018 Public Minutes MINUTES 27 March 2018 -54- A meeting of the Ottawa-Carleton District School Board was held this evening in the Board Room, 133 Greenbank Road, Ottawa, Ontario, commencing at 6:32 p.m. with Trustee Shirley Seward as chair and the following also in attendance: Trustees Donna Blackburn, Christine Boothby, Erica Braunovan, Chris Ellis, Mark Fisher, Theresa Kavanagh, Shawn Menard, Dr. Anita Olsen Harper, Keith Penny, Sandra Schwartz, and Lynn Scott. STUDENT TRUSTEES: Rita Ramotar. STAFF: Director of Education, Jennifer Adams; Associate Director, Brett Reynolds; Chief Financial Officer, Mike Carson; Superintendent of Human Resources, Janice McCoy; Executive Officer, Corporate Services, Michèle Giroux; Superintendent of Curriculum Services, Dorothy Baker; Superintendent of Learning Support Services, Olga Grigoriev; Superintendent of Instruction, Mary Jane Farrish; Manager of Communications and Information Services, Diane Pernari-Hergert; Manager of Board Services, Katrine Mallan; Coordinator of Budget Services, Charles D’Aoust; Communications Coordinator, Sharlene Hunter; Audio Visual Technician, John MacKinnon; and Board/Committee Coordinator, Nicole Guthrie. On a motion by Trustee Blackburn, seconded by Trustee Boothby, the Board resolved into an in camera session. Trustee Scott assumed the Chair in camera and presented the report in the public session. (Board Minute 18-058 refers). 56. Call to Order – Chair of the Board Chair Seward called the public meeting to order at 7:05 pm. She acknowledged that the meeting is taking place on unceded Algonquin Territory and thanked the Algonquin Nations for hosting the meeting on their land. 57. Approval of Agenda Moved by Trustee Blackburn, seconded by Trustee Boothby, THAT the agenda be approved. - Carried – -55- 58. Report from Board (In Camera) Session Vice-Chair Scott reported that the Board met in camera this evening, and there were no recommendations. 59. Briefing from the Chair Chair Seward noted that the District will host a Speaker Series regarding its work in equity. Chris D’souza, a human rights strategist, will address Ontario’s Education Equity Action Plan and how to support student achievement and well-being and celebrating unique differences. The session will take place at 7:00 pm on 5 April 2018 at Woodroffe High School. Chair Seward announced that the Education Foundation’s Toonie Tuesday fundraising event raised over $63,000. She thanked everyone who made donations, and extended a special thank you to Chris McGarvey, Executive Director of the Education Foundation of Ottawa, for leading the initiative. 60. Briefing from the Director Director Adams noted that the District will recognize World Autism Day on 3 April 2018 by displaying information regarding autism including curriculum information, e-learning resources, and community resources in the atrium. Art and other engaging activities showcasing the talents of our OCDSB students will also be displayed. Director Adams advised that the Storefront program will remain at its current location in a commercial building near the St. Laurent Shopping Centre for the 2018- 2019 school year. Morguard Properties, contacted staff and expressed interest in reducing or eliminating the rent for the coming school year. Storefront staff will be connecting with current students and their parents to inform them that they will continue in the program, at its current location. Director Adams noted that Glashan Public School hosted a documentary film crew from Brazil. The crew and Educational Consultant Michael Fullan were filming teachers and students for a documentary on deep learning instructional practices. Director Adams advised that the Ministry announced the 2018-2019 Grants for Student Needs (GSNs) on 26 March 2018. Chief Financial Officer (CFO) Carson added that the letter from the Assistant Deputy Minister indicates the District will receive additional funding to increase services through multi-disciplinary teams, guidance staff to assist grade 7 and 8 students plan for success in high school, mental health workers and supports for English language learners. The announcement also includes a four percent increase to transportation funding and trustee honoraria. CFO Carson indicated that the province is implementing a new Cash Management Strategy to manage payments to boards and that it should not impact -56- the District. Further information on the GSNs and will be available at the 24 April 2018 Committee of the Whole Budget meeting and will be circulated in advance by memorandum as required. 61. Delegations a. Malaka Hendela, OCASC Co-Chair Ms. Hendela advised that the OCASC assembly discussed the Consultation Plan for the Management of School Council Funds at their 22 March 2018 meeting. Feedback was received from schools who currently bank with the Board, those who do not, as well as schools where significant fraud events have occurred. The key message OCASC heard from their membership was a universal commitment to improve school communities and the operational management of funds. Ms. Hendela noted that members expressed their concern as to the intent of a “consultation for implementation”. The burden on office staff is a key concern for the OCASC membership. Ms. Hendela requested that the staff recommendation be halted and that the consultation plan be revised and expanded to consider consultation on the overall governance of school council funds. In response to a query from Trustee Braunovan, Ms. Hendela noted that school councils prefer having a choice with respect to banking. School councils are disparate. Many schools partner with other schools to help build capacity and redistribute equity. Schools would like the opportunity to consult on those efforts to ensure all school councils can learn from these activities. The consultation should allow for a thorough review of fundraising governance in a positive and collaborative manner. In response to queries from trustees, Ms. Hendela noted that the OCASC has discussed the possibility of setting up a task force with staff and council members to work collaboratively to review operational scenarios to consider the associated cost benefit. The consultation should include the opportunity for a broader discussion on fund management including social fundraising. The timeframe is important and should extend into the fall and winter of the 2018-2019 school year to ensure that school councils can be adequately engaged. b. Nicole White, Rockcliffe Park Public School Council Treasurer Ms. White expressed the view that the consultation is rushed, and additional time is required to fully explore the implication of the changes to the policy. The consultation requires broader input from stakeholders and the use of additional methods for consultation. -57- She noted that not all school councils can bank through the school. Many schools require the ability to accommodate Moneris credit and debit card transactions for fundraisers. She expressed concern for the office administrators who would be burdened with the extra tasks. She requested that the consolation and changes to the policy be deferred to the new Board of Trustees to ensure a thorough consultation. Schools like Rockcliffe Park Public School had moved to school banking but found it not viable and have since returned to banking independently. The consultation plan requires a broader perspective and the use of interviews and focus groups, with school councils and OCASC added. Focus groups should feature schools that have moved their banking to the school and those who have not. The policy will change both school council and school staff operations. In response to a query from Trustee Schwartz regarding the timeline for the consultation, Ms. White responded that an extension of the timeline to include the spring and fall would be ideal in order to ensure new school councils are settled and informed. c. Dave Wright Mr. Wright, the former treasurer of the Leslie Park Public School Council, expressed the view that banking with the school placed an additional burden on office administrative staff and negatively restricted the council’s banking activity. To ensure the success of school banking, Mr. Wright noted that adequate resources are required. He noted that the Leslie Park Public School Council experienced stress after the theft of school council funds as a result of a lack of information and communication from the District. In response to a query from Trustee Olsen Harper, Mr. Wright expressed the view that policies and procedures on school council fund management be implemented and adhered to. d. Matt Nguyen, OCDSB Parent Mr. Nguyen noted that his son’s experience in senior kindergarten has not been positive owing to the large class size. Classroom size has impacted the quality of education and the experiences available to his son. He noted that in some instances kindergarten students are inadequately supervised and that the play based learning has diminished. In response to a query from Trustee Menard, Mr. Nguyen expressed the view that the District could split senior and junior kindergarten classes to ensure that all students receive the attention and focus of teachers and early childhood educators (ECE’s). -58- e. Shawn Kahandaliyanage, OCDSB Parent Mr. Kahandaliyanage noted that his son’s experience with kindergarten has been similar to Mr. Nguyen’s. He expressed his concern for the class size and ratios of students to staff. He suggested that the District has witnessed a 7% increase in enrolment for full-day kindergarten and class sizes of 30 students. He noted that with the large number of students, classrooms are on the verge of chaos and that the large numbers are not conducive to student well-being. He expressed concern over a solution to add 7 additional classes while not addressing the issue of class size and ratios. f. Lisa Greaves, Mutchmor Public School Council Member Ms. Greaves, a Mutchmor Public School Council member, expressed her concern regarding the management of school council funds. She noted that the administrative staff will be burdened with additional work which will detract from the important work of ensuring students are supported. The administrative staff will not receive additional pay or staff hours to ensure the fiscal responsibility and oversight of school council funds. In response to a query from Trustee Schwartz, Ms. Greaves responded that the consultation plan should extend into November/December of 2018. She noted that the consultation needs to extend to the office administrators, principals and parent councils. In response to trustee queries, Ms. Greaves responded that the administrative staff of the schools must be consulted. She added that the lack of information on the consultation and the banking element of the consultation have caused school councils to fear that they may lose control of their fundraising and the ways in which the funding is directed. g. Derek Black, OCDSB Parent Mr. Black expressed his concern over the reasons highlighted in Report 18-032, Approval of a Consultation Plan on Recommended Changes to P.133.FIN, Management of School Council Funds to support the proposed changes. He expressed the view that the consultation plan must be amended to remove items not germane to the issue, the scope broadened to include additional options and the timeline extended. He suggested that banking with the Board should not be the only option. In response to a query from Trustee Schwartz, Mr. Black noted that a treasurer task force should be assembled immediately and their work extended into the 2018-2019 school year. He indicated that a recommendation could be presented to the Board in March of 2019 for implementation in the 2019-2020 school year. -59- h. Daphne Dumbrille and Deb Gomes-Schultz, Co-chairs of Hopewell Avenue Public School Council Ms. Dumbrille, Co-Chair of Hopewell Avenue Public School Council, queried the short time frame for the implementation of school banking. She referenced the consultation that was conducted in 2013, which resolved that school councils could choose their banking preference. She suggested that the consultation be extended into the 2018-2019 school year to ensure that school councils have an opportunity to provide meaningful input. In response to a query from Trustee Menard, Ms. Dumbrille noted that the school council relationship with the school has been positive and that their banking has not been an issue. Hopewell Avenue PS Council has a dedicated treasurer and spends a significant amount of time managing the funds. She expressed concern that this burden would be transferred to administrative staff and requested that the consultation include conversations with office administrative staff. i. Karyn Hughes, Mary Honeywell Elementary School Council Chair Ms. Hughes, Chair of Mary Honeywell Elementary School Council, recommended that the consultation period be extended. She noted that the information provided to the councils regarding the process was presented in a manner that suggested the decision had already been made. She added that her school council adheres to the Board’s policy and procedures. She suggested the scope of the consultation must include the differences between elementary and secondary school fundraising as well as direct consultation with administrative staff. She encouraged the District to explore alternative options which enable school councils to work with administrative staff. j. Donna Owen, Briargreen Public School Council Member Ms. Owen, a member of the Briargreen Public School Council, was not in favour of the proposal to require school councils to bank with the school. She expressed concern over the burden that would be placed on office administrative staff. She suggested that the existing policy is strong and that it must be enforced. The scope should allow for multiple options to ensure successful school council banking. Ms. Owen suggested that the timeline of the consultation plan be extended. She noted that school council cycles typically operate from October until May and that any consultation must occur within this timeline to ensure adequate opportunity for discussion. -60- In response to a query from Trustee Olsen Harper, Ms. Owen noted that the auditing of school councils must continue to prevent incidents of fraud. k. Gemma Nicholson, Carleton Heights Public School Parent Ms. Nicholson expressed her concern for the current size of kindergarten class sizes. She noted that Carleton Heights Public School has two kindergarten classes that have 33 students each. She noted that the proposed solution of additional kindergarten classes will not improve the situation at Carleton Heights PS as the school does not have room for an additional class. In response to trustee queries, Ms. Nicholson noted that she was in agreement with the decision made at the 20 March Committee of the Whole meeting. She expressed the view that additional staff, either teaching or support staff would help the situation at Carleton Heights PS and others across the District. She added that the addition of extra classes to certain schools is not an equitable solution. 62. Matters for Action a. Confirmation of Board Minutes i. 27 February 2018, Board Moved by Trustee Boothby, seconded by Trustee Penny, THAT the 27 February 2018 Board minutes be confirmed. - Carried – b. Business Arising from Board Minutes There was no business arising from the 27 February 2018 Board minutes. c. Receipt of Committee of the Whole Minutes i. Receipt of Report 9, Committee of the Whole, 6 March 2018 Moved by Trustee Scott, seconded by Trustee Braunovan, THAT Report 9, Committee of the Whole, dated 6 March 2018, be received. Chair Seward indicated that a revised version of Report 9, Committee of the Whole, 6 March 2018, was distributed which includes minor revisions to correct omissions. -61- Moved by Trustee Scott, seconded by Trustee Braunovan, THAT Report 9, Committee of the Whole, dated 6 March 2018, be received, as amended. - Carried – The report contained no recommendations. ii. Receipt of Report 10, Committee of the Whole, 20 March 2018 Moved by Trustee Scott, seconded by Trustee Braunovan, THAT Report 10, Committee of the Whole, dated 20 March 2018, be received. Chair Seward indicated that a revised version of Report 10, Committee of the Whole, 20 March 2018 was distributed which includes minor revisions. Trustees Ellis and Blackburn expressed concern regarding the inclusion of the discussion of Report 18-034, indicating that the comments were made after the meeting had adjourned and requested that item 8 be removed from Report 10. Trustee Boothby requested that the third and fourth bullets on folio 51 be revised to include reference to local priorities funding. Moved by Trustee Scott, seconded by Trustee Braunovan, THAT Report 10, Committee of the Whole, dated 6 March 2018, be received, as amended. - Carried – 1. Approval of 2018-2019 Academic Staffing This was a non-consent item and, when dealt with later in the meeting, the following discussion ensued. Moved by Trustee Menard, seconded by Trustee Scott, THAT the Board approve the elementary and secondary staffing allocations for 2018-2019 as outlined in Appendices A, B and C to Report 18-030, subject to changes in staffing levels that are required (increases and decreases) as a result of fluctuations in projected enrolment to meet Ministry and collective agreement requirements. (Attached as Appendices A, B, and C) -62- CFO Carson indicated that the announcement of the Grants for Student Needs (GSNs) confirmed expectations for the budget. Memo 18-054, 2018-2019 GSNs – Staffing Implications, outlines the initiatives the province will support. Additional funding will be provided to support the implementation of the adjusted kindergarten class size cap as well as to support the successful transition of grade 7 and 8 students. An amendment moved by Trustee Menard, seconded by Trustee Scott, A. THAT an additional 7 kindergarten classes be added to the academic staffing projection and that Appendix A to Report 18-030 be amended to increase the number of "Basic Total Staff" by 7.0 FTE and to increase the "Preparation Time for Basic" by 1.33 FTE (total 8.33 FTE to academic staffing ($833,000); and B. THAT staff be directed to include a corresponding 7.0 FTE Designated Early Childhood Educators ($350,000) in the 2018-2019 draft staff recommended budget. In introducing the amendment, Trustee Menard thanked staff for their assistance in the production of Memo 18-052, Kindergarten Staffing and Enrolment Data. He noted that Memo 18-052 outlines that the District proposes to staff full-day kindergarten in 2018-2019 with the lowest number of kindergarten teachers in the past five years, and is experiencing the highest enrolment in the past five years. Trustee Menard indicated that his motion is consistent with parent concerns raised throughout the year and provides modest assistance to a problem. He noted that the proposed academic staffing budget includes a reduction of kindergarten teachers. In response to a query from Trustee Scott, Superintendent McCoy noted that, based on the information received from the Ministry on the GSNs and staffed according to the new funding ratio, the District would add 3 kindergarten classes as well as the required preparation time. A change from 7 to 3 would be consistent with the funding provided by the Ministry. A sub-amendment moved by Trustee Scott, seconded by Trustee Kavanagh, THAT “7” be revised to “3” in parts A and B. -63- In introducing the sub-amendment, Trustee Scott noted the Ministry will provide funding for 3 kindergarten classes and that the sub-amendment provides the District with the opportunity to reduce kindergarten class sizes, and with the flexibility to adjust additional support staff in the staff-recommended budget. Trustee Schwartz, speaking in support of the sub- amendment, noted that the Ministry will provide the additional funding to support the implementation of the adjusted kindergarten class size cap. She added that she would prefer to reassess the issue of kindergarten classes during the 2019-2020 budget process. Trustee Braunovan queried whether or not the 3 classes have been added as a result of the GSNs. Superintendent McCoy indicated that the 3 classes would have been added only if it were required to meet the cap size of 29. The academic staffing is approved in March and contains the provision that staff may change the complement in September based on final enrolment to align with collective agreements or ministry regulatory requirements, including the kindergarten class size cap. In response to queries from Trustee Braunovan, Superintendent McCoy noted that, since the implementation of full-day kindergarten, staffing is aligned with the funding from the Ministry. Enrolment patterns for late entry enrolment vary and staff analyse enrolment data, trends and patterns when making decisions regarding academic staffing. Families may enroll children in kindergarten at any time. Director Adams advised that staff were pleased to note the province’s support for the reduction of the kindergarten cap from 30 to 29 and is supportive of the additional 3.0 full time equivalent (FTE) however; there will still be challenges within kindergarten classes. Staff has tried to ensure that recommendations within academic staffing allow flexibility to enable the funding of additional non-academic staffing that can assist both the kindergarten classes as well as other needs in the District. The combination of academic and non-academic staffing will promote positive student behaviour, achievement and well-being. In response to a query from Trustee Menard regarding the class size cap, Superintendent McCoy responded that based on the enrolment count date, Ministry guidelines specify that only 10% of kindergarten classes may exceed 29 to a cap of 32. The District staffed kindergarten to ensure a class size cap of 30 or -64- below. Staff was confident that 100% of classes will be at 29 or below by the enrolment count date. However, with additional unforeseen enrolment, it is possible to have classes move above the class size cap. Trustee Menard urged trustees to defeat the sub- amendment and support the original amendment, noting that the Board is approving a reduction of kindergarten staffing despite the cap and the funding. In response to a query from Trustee Kavanagh, Director Adams noted that the additional funding provided for the adjusted kindergarten class size cap has no negative impact on the next phase of the budget process and the additional funding results in 3 additional classrooms which will assist all schools across the District including those that may not have the physical space within their school for an additional class. Trustee Boothby indicated her support of the sub- amendment. She commented that the District requires a holistic approach to the challenges in kindergarten classrooms including the possibility of splitting junior and senior kindergarten. Trustee Penny noted that the challenges in kindergarten are broader than the ratios and a different approach is required. He added that he would be in support of the sub-amendment. Trustee Blackburn expressed her support for the sub- amendment noting the importance of flexibility within the budget process to enable the addition of educational assistants (EAs) across the District. Trustee Ellis commented that the sub-amendment does not address the issue of kindergarten class size in the District and for that reason he could not support it. In wrap-up, Trustee Scott noted that the recommendation made at the 20 March 2018 COW did not include the 3 additional classes. She noted that extending the academic staffing budget beyond 3 places the management of the non-academic staffing budget at risk. She added that flexibility within the non-academic staffing budget enables schools to have greater flexibility in their hiring practices to support kindergarten classes. -65- A sub-amendment moved by Trustee Scott, seconded by Trustee Kavanagh, THAT “7” be replaced with “3” in parts A and B. - Carried – A recorded vote was held and the sub-amendment was carried on the following division: FOR: Trustees Blackburn, Boothby, Fisher, Kavanagh, Penny, Schwartz, Scott, Seward. (8) AGAINST: Trustees Olsen Harper, Ellis, Menard (3) ABSTENTION: Trustee Braunovan (0) (1) Trustee Schwartz indicated her support for the intent of Trustee Menard’s amendment. She noted that the Board should revisit the issue of kindergarten class sizes during the academic staffing process in 2019-2020. She added that, should the challenges in kindergarten classrooms remain, the Advocacy Committee may lobby for changes from the province. * * * Following a break at 9:12 pm the meeting was called to order at 9:22 pm * * * Moved by Trustee Blackburn, THAT the debate be closed and a vote be taken on the amendment. - Carried – In wrap-up Trustee Menard urged fellow trustees to support the amendment to ensure the reductions to staff and kindergarten classes are kept to a minimum. An amendment moved by Trustee Menard, seconded by Trustee Scott, A. THAT an additional 3 kindergarten classes be added to the academic staffing projection and that Appendix A to Report 18-030 be amended to increase the number of "Basic Total Staff" by 3.0 FTE and to increase the "Preparation Time for Basic" by 0.57 FTE (total 3.57 FTE to academic staffing ($357,000); and -66- B. THAT staff be directed to include a corresponding 3.0 FTE Designated Early Childhood Educators ($150,000) in the 2018-2019 draft staff recommended budget. - Carried – A recorded vote was held and the amendment was carried unanimously by those present: FOR: Trustees Blackburn, Boothby, Braunovan, Ellis, Fisher, Kavanagh, Menard, Olsen Harper, Penny, Schwartz, Scott, Seward. (12) AGAINST: Nil (0) ABSTENTION: Nil (0) (0) An amendment moved by Trustee Scott, seconded by Trustee Blackburn, THAT the elementary staffing be increased by 18.0 FTE teachers to support elementary intermediate students successfully transition to secondary school ($1.8 million). In response to a query from Trustee Ellis, Director Adams indicated that the Ministry has announced new, additional funding to support the successful transition of grade 7 and 8 students to high school and that the additional funding is equivalent to approximately 15.0 FTE additional positions. For the last several years, funds equivalent to approximately 3.0 FTE positions, have been allocated across the District through release time to support guidance activities in schools with intermediate programs. Staff recommends adding 18.0 FTE positions to the total elementary staff proposed in Appendix A to Report 18-030. Director Adams advised that increasing the elementary teacher staff by 18.0 FTE will have no negative impact on the staff recommended budget. In response to a query from Trustee Boothby, CFO Carson indicated that the announcement of support through the GSNs for intermediate students recognizes a need across the province as a result of the move to the grade 7 to 12 model. He was optimistic that the funding will remain consistent into the future. -67- Trustees Blackburn and Kavanagh indicated their support for the amendment. Trustee Braunovan expressed her frustration with the process and the lack of specific information from the province regarding the GSNs. She noted that without the information it is difficult for staff and trustees to work together to set the budget. Director Adams indicated that, should the amendment be approved, the equivalent of 18.0 FTE positions will be allocated to support student success and guidance in grades 7 and 8. It is preferable that the majority of academic staffing decisions be made prior to April 2018 as delays complicate the hiring process within schools. In wrap up, Trustee Scott indicated that the B Memo from the province specifically refers to the additional funding as a targeted investment. She noted that school boards have been advocating for additional guidance support for intermediate students and welcomed the funding. An amendment moved by Trustee Scott, seconded by Trustee Blackburn, THAT the elementary staffing be increased by 18.0 FTE teachers to support elementary intermediate students successfully transition to secondary school ($1.8 million). - Carried – A recorded vote was held and the amendment was carried unanimously by those present: FOR: Trustees Blackburn, Boothby, Braunovan, Ellis, Fisher, Kavanagh, Menard, Olsen Harper, Penny, Schwartz, Scott, Seward. (12) AGAINST: Nil (0) ABSTENTION: Nil (0) (0) Moved by Trustee Menard, seconded by Trustee Scott, THAT the Board approve the elementary and secondary staffing allocations for 2018-2019 as outlined in Appendices A, B and C to Report 18- 030, subject to changes in staffing levels that are required (increases and decreases) as a result of fluctuations in projected enrolment to meet -68- Ministry and collective agreement requirements. (Attached as Appendices A, B, and C) - Carried – A recorded vote was held and the motion was carried unanimously by those present: FOR: Trustees Blackburn, Boothby, Braunovan, Ellis, Fisher, Kavanagh, Menard, Olsen Harper, Penny, Schwartz, Scott, Seward. (12) AGAINST: Nil (0) ABSTENTION: Nil (0) (0) 2. Approval of Consultation Plan for Management of School Council Funds This was a non-consent item and, when dealt with later in the meeting, the following discussion ensued. Moved by Trustee Kavanagh, seconded by Trustee Scott, THAT the Board approve the consultation plan, as amended, attached as Appendix B to Report 18- 032, regarding recommended changes to Policy P.133.FIN with respect to the management of school council funds. In introducing the motion, Trustee Kavanagh noted that the issue was initially discussed by the Audit Committee and that the District is not in synchronization with most of the other school districts in the province. Other districts, including the Ottawa Catholic School Board, require school councils to bank with the school without concern or issue. Moved by Trustee Braunovan, seconded by Trustee Scott, THAT the motion be referred back to staff for further consideration. In introducing the motion, Trustee Braunovan indicated that the consultation plan should be delayed until such time that a detailed and engaging consultation can occur with treasurers and members of school councils. Trustee Scott queried whether or not staff could provide intensive training to school staff and council regarding compliance -69- issues should the consultation be referred. CFO Carson indicated that policies and procedures related to school councils are clear regarding the provision of training and development opportunities for members of school councils, to assist them in their roles. Trustee Schwartz suggested that the item be referred to staff and then discussed by the Audit Committee followed by the Committee of the Whole. CFO Carson indicated that the Audit Committee could review a revised consultation plan in December 2018. An amendment moved by Trustee Fisher, seconded by Trustee Scott, THAT the motion be referred back to staff and the Audit Committee for further consideration of this issue in the fall/winter of 2018-2019. - Carried – In introducing the amendment, Trustee Fisher indicated that the referral would allow for the redevelopment of the consultation plan in cooperation with school councils, OCASC and treasurers. In wrap-up, Trustee Braunovan commented that based on the discussion at Committee of the Whole and the input received from delegations, the matter should be referred to staff to ensure concerns are addressed and that the consultation is positive. Moved by Trustee Braunovan, seconded by Trustee Scott, THAT the following motion be referred back to staff and the Audit Committee for further consideration of this issue in the fall 2018/ winter 2019: “THAT the Board approve the consultation plan, as amended, attached as Appendix B to Report 18-032, regarding recommended changes to Policy P.133.FIN with respect to the management of school council funds.” - Carried – A recorded vote was held and the motion was carried unanimously by those present: -70- FOR: Trustees Blackburn, Boothby, Braunovan, Ellis, Fisher, Kavanagh, Menard, Olsen Harper, Penny, Schwartz, Scott, Seward. (12) AGAINST: Nil (0) ABSTENTION: Nil (0) (0) 3. Approval of Consultation Plan for Implementation of International Baccalaureate Program This was a non-consent item and, when dealt with later in the meeting, the following discussion ensued. Moved by Trustee Blackburn, seconded by Trustee Scott, THAT the consultation plan, as outlined in Appendix A to Report 18-033, for the implementation of the International Baccalaureate Program at Merivale High School, be approved. In introducing the motion, Trustee Blackburn highlighted the urgency with respect to the decision. She indicated that the consultation plan references scheduled meetings and dates which should be adhered to, to ensure the consultation is completed on time. An amendment moved by Trustee Ellis, seconded by Trustee Olsen Harper, THAT that the consultation plan seek input with respect to the program delivery model (semestered/non-semestered) at Colonel By Secondary School. In introducing the amendment Trustee Ellis expressed the view that in terms of program delivery it is important to consider the impact of both a semestered and non-semestered option for the program delivery at both IB sites. Associate Director Reynolds noted that staff would not be able to continue the consultation for Merivale HS within the timeframe outlined should questions regarding program delivery at Colonel By SS be introduced to the consultation. Trustee Schwartz commented that the program delivery is an issue for the neighbourhood and not for the IB program students and families. -71- Speaking against the amendment, Trustee Blackburn highlighted the need to proceed with the consultation to ensure the program is implemented on time. Trustee Scott agreed with the intent of the amendment and that the Merivale community should understand the implications of the different needs and interests of the IB students and the local community. She expressed the view that the additional scope would add unnecessary complexity and time to the consultation. Executive Officer Giroux noted that the consultation and ThoughtExchangeTM opens on 30 March 2018. If the consultation plan is expanded to include this element, the open houses will have to be restructured and the feedback process within ThoughtExchangeTM would have to be amended. She added that any changes to the IB program would have to be verified with the International Baccalaureate organization. In wrap up, Trustee Ellis noted that he did not have an opportunity to review the consultation plan until the 20 March 2018 Committee of the Whole meeting and noted that the experiences of the Colonel By SS IB program could assist the Merivale community in broadening their understanding of the program and how a semestered or non-semestered structure may impact their community. With the consent of the Committee, Trustee Ellis’s amendment was withdrawn. Trustee Schwartz indicated that she will raise the issue of program scheduling at the Colonel By SS School Council meeting on 17 April 2018. She added that, should the community request an in-depth discussion on the matter, she would prepare a motion to request that staff revise the consultation plan to include a broader scope in support of the amendment made by Trustee Ellis. An amendment moved by Trustee Menard, seconded by Trustee Olsen Harper, THAT the consultation plan seek input and report back on equity considerations during the implementation of a second IB program in the District. -72- Trustee Menard expressed the view that the consultation plan should reach all students of all backgrounds to ensure there is equitable student representation in the IB program. Trustees Fisher and Scott indicated that they could not support the amendment. The decision to implement an IB program at Merivale HS was made during the Western Area Accommodation Review and the consultation must focus on its implementation at Merivale HS. Trustees Boothby and Blackburn indicated that entry into the IB program is based on set criteria and could not understand how equity is an issue. In wrap-up, Trustee Menard indicated there are issues of financial access to the IB program and commented that it is a significant concern for equitable access. An amendment moved by Trustee Menard, seconded by Trustee Olsen Harper, THAT the consultation plan seek input and report back on equity considerations during the implementation of a second IB program in the District. - Defeated – A recorded vote was held and the amendment was defeated on the following division: FOR: Trustees Olsen Harper, Ellis, Menard, Braunovan, Seward. (5) AGAINST: Trustees Boothby, Blackburn, Kavanagh, Fisher, Penny, Schwartz, Scott (7) ABSTENTION: Nil (0) (0) Moved by Trustee Blackburn, seconded by Trustee Scott, THAT the consultation plan, as outlined in Appendix A to Report 18-033, for the implementation of the International Baccalaureate Program at Merivale High School, be approved. (Attached as Appendix D) - Carried – -73- A recorded vote was held and the motion was carried by those present: FOR: Trustees Blackburn, Boothby, Braunovan, Ellis, Fisher, Kavanagh, Penny, Schwartz, Scott, Seward. (12) AGAINST: Trustee Menard (1) ABSTENTION: Trustee Olsen Harper (0) (1) * * * The 10:30 pm vote obtained the required 2/3 majority to continue the meeting. * * * d. Notice of Motion, OCDSB Motion for OPSBA Annual General Meeting Notice of motion having been given, Trustee Boothby moved as follows: Moved by Trustee Boothby, seconded by Trustee Kavanagh, Whereas, the Ontario’ Education Equity Action Plan (p. 10) of 2017 states: To execute the action plan, the Ministry of Education has created the Education Equity Secretariat, which will bring new resources to bear on the identification and removal of systemic barriers in order to uphold and further the interests of Ontario’s students, school staff and families, and to ensure their empowerment Whereas, the Ontario Education Equity Action Plan (p. 17) of 2017 states: To support the implementation of this step (Leadership, Governance and Human Resource Practices), the action plan prioritizes:  Enhancing diversity in the recruitment, hiring and promotion of educators and school and system leaders; and  Identify(ing) opportunities to promote the teaching profession and remove barriers to entry for under represented communities Whereas, the Ontario’ Education Equity Action Plan (p. 17) of 2017 states: The diversity of the students in Ontario schools should be reflected in the diversity of their education workers, teachers, and school and system leaders. Strengthening diversity in leadership and in the classroom helps not only to promote a sense of belonging among students, but also helps to bolster innovation and creativity in the school environment -74- Whereas, OPSBA’s Indigenous Trustee Council noted in their meeting of Feb 2018, with respect to OPSBA Priority 6: there is a concern around staffing, and making sure that barriers to the hiring of Indigenous staff in schools at all levels are removed. Indigenous students need Indigenous role models in schools, and particular concern was noted about Indigenous leadership role models (principals, superintendents, and DOE), and teachers of the languages being fluent speakers Whereas, the Truth and Reconciliation Commission Call To Action 14 - iv. States: The preservation, revitalization, and strengthening of Aboriginal languages and cultures are best managed by Aboriginal people and communities Whereas, at the June 2017 AGM, OPSBA passed the following motion with almost unanimous support; “THAT OPSBA recommend, the Provincial Hiring Practices (Regulation 274) Committee include as priority topics of discussion, an exemption allowing preferential hiring of qualified FNMI teachers”. The Regulation 274 Committee, which includes Ministry and Union members, recognized the importance of the content of the motion, but was unable to action it through the Committee. THEREFORE, BE IT RESOLVED: THAT OPSBA recommend that the Ministry of Education with the Education Equity Secretariat, as a priority, explore and develop an action plan with the following elements: A. An exemption, allowing preferential hiring of qualified FNMI teachers, notwithstanding Regulation 274; B. Allowing FNMI Elders and Traditional Knowledge Keepers to deliver (as paid instructors) in collaboration with classroom teachers the content of specific FNMI courses such as language, traditions, residential schools, treaties, culture and history, the Indian Act and immigration; C. Recognizing life skills and expertise of FNMI Elders and Knowledge Keepers towards post-secondary teaching credentials, much like British Columbia and Alberta models, through their Prior Learning Assessment and Recognition (PLAR) programs; and D. Changing the pathways towards earning Ontario Teaching Certificates that recognize concepts that more faithfully -75- reflect Indigenous traditional educational transmission processes. In introducing the motion, Trustee Boothby advised that the motion intends to assist the province with efforts to ensure FNMI Elders and Knowledge Keepers can present FNMI subject matter to students. She added that the motion specifically requests that the Ministry and the Education Equity Secretariat make Indigenous education a priority. Trustee Kavanagh, speaking in support of the motion, was pleased to view a solution to the issue of qualification of FNMI teachers. Trustee Scott advised that while she was in support of the motion, she had concerns with it and requested a separate vote on parts C and D. Trustee Blackburn queried whether or not Part D of the motion would impact all future teachers or only those with Indigenous heritage. Director Adams clarified that the life skills qualifications for teaching, expertise and traditional Indigenous educational transmission could be similar to the current practice for trades and technology. Teachers in trades and technology can have a different type of certification to teach that enables them to teach only in the area of specialization gained from prior work experience. The example could be similarly applied to native language. Trustee Scott assumed the Chair. Trustee Seward noted that she was in support of the motion and acknowledged PLAR as a widely used and applicable tool to assess equivalency. She noted that it is important to have the experiences of Indigenous people recognized so they can achieve the required certification to teach. Trustee Seward resumed the Chair. Trustee Boothby acknowledged the assistance of Superintendent McCoy and System Vice Principal of Indigenous Education Jody Alexander in the drafting of the motion and urged fellow trustees to support it. Moved by Trustee Boothby, seconded by Trustee Kavanagh, THAT OPSBA recommend that the Ministry of Education with the Education Equity Secretariat, as a priority, explore and develop an action plan with the following elements: A. An exemption, allowing preferential hiring of qualified FNMI teachers, notwithstanding Regulation 274; -76- B. Allowing FNMI Elders and Traditional Knowledge Keepers to deliver (as paid instructors) in collaboration with classroom teachers the content of specific FNMI courses such as language, traditions, residential schools, treaties, culture and history, the Indian Act and immigration; - Carried – A recorded vote was held and parts A and B of the motion were carried unanimously by those present: FOR: Trustees Blackburn, Boothby, Braunovan, Ellis, Fisher, Kavanagh, Menard, Olsen Harper, Penny, Schwartz, Scott, Seward. (12) AGAINST: Nil (0) ABSTENTION: Nil (0) (0) C. Recognizing life skills and expertise of FNMI Elders and Knowledge Keepers towards post-secondary teaching credentials, much like British Columbia and Alberta models, through their Prior Learning Assessment and Recognition (PLAR) programs; and D. Changing the pathways towards earning Ontario Teaching Certificates that recognize concepts that more faithfully reflect Indigenous traditional educational transmission processes. - Carried – A recorded vote was held and parts C and D of the motion were carried on the following division: FOR: Trustees Blackburn, Boothby, Braunovan, Ellis, Fisher, Kavanagh, Menard, Olsen Harper, Penny, Schwartz, Seward. (11) AGAINST: Nil (0) ABSTENTION: Trustee Scott (0) (1) -77- In summary, the following motion was carried: Moved by Trustee Boothby, seconded by Trustee Kavanagh, THAT OPSBA recommend that the Ministry of Education with the Education Equity Secretariat, as a priority, explore and develop an action plan with the following elements: A. An exemption, allowing preferential hiring of qualified FNMI teachers, notwithstanding Regulation 274; B. Allowing FNMI Elders and Traditional Knowledge Keepers to deliver (as paid instructors) in collaboration with classroom teachers the content of specific FNMI courses such as language, traditions, residential schools, treaties, culture and history, the Indian Act and immigration; C. Recognizing life skills and expertise of FNMI Elders and Knowledge Keepers towards post-secondary teaching credentials, much like British Columbia and Alberta models, through their Prior Learning Assessment and Recognition (PLAR) programs; and D. Changing the pathways towards earning Ontario Teaching Certificates that recognize concepts that more faithfully reflect Indigenous traditional educational transmission processes. - Carried – e. Report 18-044, Appointment of Community Representative to the Special Education Advisory Committee Your Committee had before it Report 18-044 to appoint a community representative to the Special Education Advisory Committee (SEAC) for a term effective 27 March 2018 to 30 November 2018. Moved by Trustee Blackburn, seconded by Trustee Penny, A. THAT Sonia Campbell-Nadon be appointed to the position of Community Representative to SEAC for a term from 27 March 2018 to 30 November 2018 with an option to extend the term to 30 November 2022. B. THAT, in the event there is a further vacancy of a community representative during the term from 27 March 2018 to 30 November 2022, the selection committee shall first contact -78- Sadia Shermeen and then Keith Jansa to confirm their interest in filling the vacancy. In introducing the motion, Trustee Blackburn advised that Ms. Nadon is a dedicated volunteer and would be a valuable addition to SEAC. Moved by Trustee Blackburn, seconded by Trustee Penny, A. THAT Sonia Campbell-Nadon be appointed to the position of Community Representative to SEAC for a term from 27 March 2018 to 30 November 2018 with an option to extend the term to 30 November 2022. B. THAT, in the event there is a further vacancy of a community representative during the term from 27 March 2018 to 30 November 2022, the selection committee shall first contact Sadia Shermeen and then Keith Jansa to confirm their interest in filling the vacancy. - Carried – A recorded vote was held and the motion was carried by those present: FOR: Trustees Blackburn, Boothby, Braunovan, Ellis, Fisher, Kavanagh, Menard, Olsen Harper, Penny, Scott, Seward. (11) AGAINST: Nil (0) ABSTENTION: Trustee Schwartz (0) (1) 63. Matters for Discussion a. Report from OPSBA Representatives There was no report from OPSBA representatives. 64. New Business – Information and Inquiries Trustee Boothby requested a report from staff regarding equity within the International Baccalaureate program and associated fees. -79- 65. Adjournment The meeting adjourned at 10:49 pm. Jennifer Adams Shirley Seward Director of Education Chair of the Board Revised 03.29.2018 Appendix A to Board 27 March Elem Sys Proj Retention change Enrolment Oct to Proj Enrolment (no Congregated Spec. Ed.)46477.00 47578.00 47833.00 255.00 Enrolment Congregated Spec. Ed.1499.00 1376.00 1374.00 -2.00 Total FTE 47976.00 48954.00 49207.00 253.00 Basic staff Basic Total Staff 2051.00 2085.00 2115.00 30.00 (1)2115.00 Preparation time for basic 391.74 398.24 403.97 5.73 403.97 Round Prep up to reduce needs requirement 14.00 14.00 14.00 0.00 (2)14.00 Needs Allocation 17.00 17.00 17.00 0.00 (3)17.00 LD SIP Contingency with prep 4.76 4.76 (4)4.76 2473.74 2514.24 2554.73 40.49 ESL In school and 5 itinerant. (0.5 OCENET funded)84.25 84.25 87.25 3.00 87.25 Itinerant ESL (extenstion agreement)3.50 4.00 4.00 0.00 *4.00 87.75 88.25 91.25 Special Education System Classes 143.00 142.00 138.00 -4.00 138.00 Prep. For System Classes 27.31 27.12 26.36 -0.76 26.36 LST 111.00 111.00 111.50 0.50 111.50 LST (extension agreement)2.50 2.50 2.50 0.00 *2.50 LRT 121.00 121.00 121.00 0.00 121.00 LRT (extension agreement)9.25 9.00 9.00 0.00 *9.00 Hearing and Visual 19.30 19.15 19.80 0.65 19.80 Learning Support Consultants 16.00 17.00 17.00 0.00 (5)17.00 Learning Support Consultants (ext. agreement)1.00 1.00 1.00 0.00 *1.00 Itnrnt. Pr. Spe. Behaviour Specialist (ext. agree)3.00 3.00 3.00 0.00 *3.00 Autism Connections 1.00 1.00 0.00 -1.00 (6)0.00 454.36 453.77 449.16 -4.61 Inclusive, Safe and Caring Reality Check 2.00 2.00 2.00 0.00 2.00 First Place 2.00 2.00 2.00 0.00 2.00 4.00 4.00 4.00 0.00 Curriculum Services & Other (Central) BLT Consultant 1.00 1.00 1.00 0.00 1.00 Instructional Coaches 24.00 25.00 24.00 -1.00 (7)24.00 Itnrnt. Indigenous Ed. (extension agreement)1.00 1.00 1.00 0.00 *1.00 Staffing Committee Resource (OCETF/OCDSB)1.00 1.00 1.00 0.00 1.00 Health and Safety Resource (OCETF/OCDSB)0.50 0.50 0.50 0.00 0.50 Preparing for Success in High School (in school)20.00 20.00 27.50 28.50 47.50 19.00 Total Staff 3047.35 3088.76 3146.63 57.88 2574.97 571.67 Approved for 2017-2018 Proposed Elementary Staff Staffing Chart for 2018-2019 2017-2018 October Actual (8) Proposed 2018-2019 Notes: 1.Projected Basic Classroom Allocation: 2112 JK to Grade 8 classroom positions. This includes 723 Primary Grades 1-3 (18.99:1 average), 361 Kindergarten (25.57:1 average) and 1031 Junior/Intermediate (24.17:1 average). Kindergarten includes 1 FTE for the Inuit Children's Centre, funded from Aboriginal funding allocation. 2.14 FTE have been estimated for rounding up. This will decrease the number of schools requiring needs to meet contractual obligations with regards to preparation time. 3.Needs are used to minimize disruption caused by surplus declaration, organizational difficulties, to assist Intermediate schools in providing some specialized programs and to address other potential implementation issues. Total of rounding up and needs is capped at 31 4.LD SIP Contingency. Integrated LD SIP students can trigger the need for an additional class. These positions will be used as needed. 5.Autism LSC position approved for 2018/19 subject to funding. 6.Autism Connections for two years ending August 31, 2018. 7.RMS Instructional Coach (1.0) to be absorbed within previous complement. 8.October, 2017 to January, 2018 change. Basic enrollment up 160 and basic classrooms up 3. *Extension Agreements: (17/18, 18/19). 1 LSC, 3 Itinerant Primary Special Education Behaviour Specialists, 1 Itinerant Indigenous Education, 4 Itinerant ESL positons, 2.5 LST, 9 LRT Required by Contract or Legislation Subject to Board Decision Proposed 2018-2019 as of March 8, 2018 Appendix B to Board 27 March 2018 Average Daily Enrolment Total Projected ADE (over and under 21)23,776.59 23,948.34 24,496.63 Basic staff Basic staff allocated for classrooms 1259.33 1268.33 1303.50 1303.50 September 30 adjustment 14.00 14.00 14.00 14.00 Needs Allocation 6.00 6.00 6.00 6.00 1279.33 1288.33 1323.50 1 Other in school staff ESL/ELD 28.17 28.83 33.17 2 33.17 OCENET funded 5.50 5.67 5.67 5.67 Tchr Librarians 24.00 24.00 24.00 24.00 Guidance 59.33 60.50 61.33 3 61.33 Program Enhancements 22.33 22.33 22.33 22.33 Prog.Enhanc.(Extension Agreement*)7.00 7.17 7.17 7.17 Student Success 30.00 30.00 30.00 30.00 Program Overlays 12.83 13.17 13.17 13.17 First Place YSB (Pfaff) Winning Attitudes Safe Schools (Suspensions Program) SHSM/Focus Programs Native Studies Urban Aboriginal Arts/IB/Athletes co-ordinators Adult over 21 29.17 30.83 30.83 30.83 218.33 222.50 227.67 Special Education LST 34.50 35.17 36.67 4 33.33 3.33 LST (Extension Agreement*)4.50 5.00 5.00 5.00 System Classes/Programs 78.17 78.17 87.17 5 87.17 Learning Support 4.00 4.00 5.00 6 5.00 121.17 122.33 133.83 Curriculum Services & Other BLT Consultant 1.00 1.00 1.00 1.00 Instructional Coaches 14.00 16.00 15.00 15.00 Secondary Staffing Resource 0.67 0.67 0.67 0.67 15.67 17.67 16.67 TOTAL STAFF ALLOCATED TO DATE 1634.50 1650.83 1701.67 1507.33 194.33 1 2 3 4 5 6 * Basic staff allocated for classrooms: 35.17 increase based on the change in projected ADE and historical increase in enrolment over the summer. The Sept. 30 adjustment and Needs positions are used to address difficult staffing issues and to avoid disruptions due to the number of small schools and small programs and to meet the 22 to 1 Ministry average class size and the collective agreement ESL/ELD 5.00 increase. 4.00 FTE ESL. 1.00 Central Orientation class at Adult Guidance 0.83 increase due to collective agreement enrolment changes LST 1.50 increase. Collective agreement enrolment changes 0.50, discretionary LST 1.00 Special Education system classes up to 6.00 classes plus prep and 1.0 Deaf and Hard Hearing Learning Support 1.00 increase, Learning Support Consultant 1.17 3.67 2.00 1.00 0.67 2.17 1.00 2.00 1.17 3.67 0.67 2.17 0.50 Extension Agreement in place for 2017-2018 and 2018-2019 0.50 1.00 1.83 0.50 2.00 2.00 1.17 3.67 0.67 2.00 2.00 Secondary Staff Staffing Chart 2018-2019 Approved for 2017/2018 Projected 2018/2019 Final 2017/2018 Required by Contract or Legislation Subject to Board Decision Appendix D to Board 27 March 2018 OCDSB Form 644: Consultation Plan (April 2009) CONSULTATION PLAN (REFERENCES: POLICY P.110.GOV AND PROCEDURE PR.644.GOV) DATE: 20 March 2018 PROJECT: (Project name, Letter of Transmittal, etc.) International Baccalaureate Program: Consultation Plan – Program Delivery Model and Attendance Boundary CONTACT / PROJECT LEAD (Name, telephone, email): Brett Reynolds, Associate Director, Ext. 8252 Frank Wiley, Superintendent of Instruction, Ext. 8820 WHAT? 1. WHAT IS THE PURPOSE OF THE CONSULTATION? (Describe project scope, nature of consultation, decision to be made, and any relevant information) To provide information on the establishment of the second International Baccalaureate Program at Merivale High School To seek input for decision making on the future program delivery model for the International Baccalaureate Program at Merivale High School To seek input for decision making concerning the establishment of a student attendance boundary for the International Baccalaureate Program sites. WHY? 2. WHY ARE YOU CONSULTING? (Check all that apply) ___x__ To seek advice, informed opinion or input for consideration prior to decision-making? ___x To share information and/or create awareness about a subject/potential recommendations/decision yet to be made? ___x_ To share information and awareness about a subject/recommendation/decision that has been made? ____ Other? (Please explain) 3. HOW DOES THIS CONSULTATION LINK TO THE OCDSB STRATEGIC PLAN, DISTRICT IMPROVEMENT PLAN, BUDGET, ANNUAL DISTRICT GOALS AND OBJECTIVES AND/OR RELEVANT MINISTRY / OCDSB POLICIES OR PROCEDURES (if applicable)? The decision to add a second International Baccalaureate Program to the OCDSB was taken to provide equity of access for students who choose an enhanced program opportunity. Appendix D to Board 27 March 2018 OCDSB Form 644: Consultation Plan (April 2009) CONSULTATION PLAN (REFERENCES: POLICY P.110.GOV AND PROCEDURE PR.644.GOV) WHO? 4. WHO WILL BE CONSULTED? (Key stakeholders) (Check all that apply) OCDSB Community Internal to OCDSB External / Other (please identify) ___x__ Students ___x__ Trustees _____ Agencies/associations __________________ ___x__ Parents/guardians ___x__ Superintendents _____ Community groups ____________________ ___x__ School council(s) ___x__ Principals and/or Vice-principals ___x__ General Public __________________ ___x__ Ottawa Carleton Assembly of School Councils _____ Managers _____ Other governments ____________________ _____ Advisory committees (Specify below) ___x__ District staff _____ Other ______________________________ ___x__ Special Education Advisory Committee, etc ___x_ Federations _____ Other ______________________ ___x__ Other _______OSTA___________________ Please describe or expand on who will be consulted and any partners in the consultation: The immediate communities of Colonel By and Merivale HS will have direct impact on the consultation process regarding the issues of program delivery and boundaries. Developing an understanding of the IB program and provide a forum to gather feedback on the issues under consideration (program delivery model, boundary and school start times). 5. HAVE ANY OF THESE STAKEHOLDERS BEEN INVOLVED IN INFORMAL CONSULTATION AS PART OF THE DEVELOPMENT OF THIS PLAN? In accordance with section 4.3 of Policy P.110.GOV, it is expected that informal consultation has taken place with representative stakeholders to obtain their suggestions prior to finalizing this plan. Please describe below. (If this informal consultation did not take place, explain why it was not feasible.) The consultation is designed to elicit feedback to help form senior staff’s final recommendations to Board. HOW? 6. HOW WILL STAKEHOLDERS BE MADE AWARE OF THIS CONSULTATION PROCESS? (Check all that apply) _x___ Media advertisement (print and/or radio) __x____ School newsletter ____ Letter distribution __x____ Website (schools and/or OCDSB sites) _x__ School council(s) ______ Other _x___ Ottawa Carleton Assembly of School Councils Please describe how stakeholders will be made aware of the consultation process and any special requirements for consultation (translation, alternate formats, etc)? Merivale High School and Colonel By Secondary School school communities will contacted directly through SchoolConnects to advise them of the consultation process. Principals and school councils will be provided with materials that may be used at a school council meeting for discussion and feedback. ThoughtExchange will be used to manage direct input on the issues. 7. HOW WILL THE CONSULTATION BE CARRIED OUT? (Check all that apply) _x___ Focus groups __x____ Ottawa Carleton Assembly of School Councils ____ Interviews __x____ Public meetings ____ Mail-out or email circulation _____ Survey / questionnaire _ __ Open houses / workshops / cafes __x____ Web-based notice / Web-based comments _x___ School council(s) ______ Other Appendix D to Board 27 March 2018 OCDSB Form 644: Consultation Plan (April 2009) Please describe: CONSULTATION PLAN (REFERENCES: POLICY P.110.GOV AND PROCEDURE PR.644.GOV) WHEN? 8. PROJECT PLAN FOR CONSULTATION (KEY ACTIVITIES AND COMMUNICATIONS)1: i.e., Identify plan approval dates; Timelines for awareness of consultation; Specific consultation initiatives; Timelines for analysis; Date for Committee/Board deliberation; Evaluation of consultation TARGETTED DATE FOR FINAL DECISION: PROJECTED DATE(S) ACTIVITY/MILESTONE NOTES** 20 March 2018 Committee of the Whole: International Consultation Report 26 March 2018 OSTA Board Meeting : Consultation Plan re Merivale HS Bell Times 27 March 2018 Board Approval: IB Consultation Plan 30 March 2018 Consultation Period begins ThoughtExchange opens 9 April 2018 #1 Public Meeting: 11 April 2018 SEAC 18 April 2018 PIC 19 April 2018 Secondary OCASC 23 April 2018 #2 Public Meeting 1 May 2018 Consultation closes ThoughExchange closes 28 May 2018 OSTA staff recommendation to OSTA Board re: Merivale Bell Times 5 June 2018 Committee of the Whole: OCDSB Staff Recommendations re: IB Attendance Boundary and Program Delivery Model, OSTA Recommendation re: Merivale HS Bell Times 25 June 2018 Board Approval: Program Delivery Model and IB Attendance Boundary 1 Outline provides information on the minimal number of activities proposed, which may be amended to intensify the process if required. Further information on the overall project/initiative and the specific consultation plan and process can be provided in the Letter of Transmittal to Board. Appendix D to Board 27 March 2018 OCDSB Form 644: Consultation Plan (April 2009) CONSULTATION PLAN (REFERENCES: POLICY P.110.GOV AND PROCEDURE PR.644.GOV) **In filling out this chart, please note:  the materials, reports or resources that will be distributed to stakeholders, either in advance or at the session;  any constraints such as necessary deadlines, availability of stakeholders; and  the timelines for communicating the outcome/related decisions reached to those consulted. 9. HOW WILL THE RESULTS OF THE CONSULTATION AND THE RATIONALE OF THE FINAL DECISION BE COMMUNICATED TO ALL CONTRIBUTORS TO THE PROCESS? (Check all that apply) _____ Email circulation ________ School / principal communications / newsletter _____ Letter distribution ________ Website (schools and/or OCDSB sites) _____ Letter of Transmittal to committee/Board ________ Media reports ________ Other Please describe: OTHER 10. ESTIMATED COSTS FOR THE CONSULTATION* (i.e., advertising, facilities, translation, materials): * Note that the consulting body bears responsibility for the costs of the consultation. 11. EVALUATION: Please specify the method(s) you plan to use to assess the effectiveness and success of this consultation process. (e.g., outcomes/results, satisfaction of participants, debriefs, questionnaires/evaluation sheet collected from participants, peer review, school council meeting discussion with date, etc.) 02.20.18 Appendix C to Board 27 March 2018 Secondary Administration In School Staffing Chart 2018-19 change In Schools Actual 2017-2018 Proposed Principals 26 26 0.00 Vice Principals 47.50 47.50 0.00 Total in school allocation 73.50 73.50 0.00 Elementary Administration In School Staffing Chart 2018-19 change In Schools Actual 2017-2018 Proposed Principals 113 113 0.00 Vice-Principals 46.00 50.00 4.00 Total in school allocation 159.00 163.00 4.00 Central Administration Staffing 2018-2019 change Central Actual 2017-2018 Proposed 2018-2019 Principals 6 7 1.00 Vice-Principals 4 4 0.00 10 11 1.00 Total Administration 242.50 247.50 5.00 Notes: Secondary P. Safe Schools P. Curriculum Services -Student Success P. Curriculum Services -Secondary Program P. Continuing Education Elementary P. Learning Support Services P. Curriculum Services -Elementary Program P. Curriculum Services -School Effectiveness V.P. Indigenous Education V.P. B&LT V. P. Special Education V.P. English Language Learning