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Memo 18-064 Changes to P.008.GOV Advisory Committee on Equity - 1 -
MEMORANDUM
Memo No. 18-064
TO: Trustees
Student Trustees
FROM: Jennifer Adams, Director of Education and Secretary of the Board
Michele Giroux, Executive Officer, Corporate Services
DATE: 24 April 2018
RE: Changes to P.008.GOV Advisory Committee on Equity
At Committee of the Whole on April 3, 2018, a number of amendments and/or proposed
amendments were made to P.008.GOV Advisory Committee on Equity. Since the
meeting, staff has reviewed the policy and has incorporated the amendments and
proposed additional revisions as required, based on the Committee's discussion.
Several of the amendments were straightforward and have been incorporated in the
attached draft. This includes the following:
● s. 2.2 - insertion of "low income or";
● s. 2.9 - change of “LGBTTQ+” to “LGBTQ2S+” to reflect the increasing
belonging to and growing use of the latter.
● s. 2.11- insertion of "or groups of people" and "and/or outcomes or";
● s. 4.3 - replacement of "may" with "shall" and "one" with "up to two
trustees", insertion of "and may include", and the adjustment of the
language regarding the representatives of the elementary and secondary
teachers federations;
● s. 4.5 (e) - reinsertion of "the ability and willingness to attend meetings
during the school year";
● s. 4.7 (a) - insertion of "Association of Community Organizations for
Reform Now (ACORN);
● s. 4.7 (j,k and m) - insertion of the proper name of the respective
organizations;
● s.4.12 - deleted - the ability for the chair to be re-elected after one term
has elapsed was deleted as it is inoperable; and
● s. 4.37 - insertion of "and non-members".
In addition to these changes, the following revisions are also recommended based on
the discussion at the committee or as a result of further reflection by staff:
Memo 18-064 Changes to P.008.GOV Advisory Committee on Equity - 2 -
● s. 3.1 - "policy and program" and "and/or recommendations" has been
inserted based on the committee discussion. In addition, staff recommend
the Board amend the language in section 3.1 (a) deleting "any and all".
The reason for this suggested revision is that with the above noted
amendments, the inclusion of "any and all" increases the scope of the
committee's authority and responsibility to a level beyond which can be
reasonably expected. For example, it is unlikely that we could guarantee
that ACE would provide advice and/or recommendations on any and all
program issues which support student achievement and well-being. Staff
advises against the adoption of policy language which affects a standard
that cannot likely be achieved.
● s. 4.3 (g) - “One (1) representative of a local post-secondary institution”
has been added to the non-voting members of the Committee. An
alternative approach would be to add “as well as subject matter experts” to
s.4.4 following “employees of the District”. This would allow for subject
matter experts to participate as requested without the responsibility of
membership. S.4.1 may require clarification subject to the Board’s
decision.
● s. 4.5 - “applicants to the Committee” has been reinserted and “members”
has been deleted as the whole section pertains to “Membership Criteria”
required in applicants, not to the responsibilities of the appointed
members.
● s. 4.7 - the last sentence of the paragraph has been amended to remove
"This type of membership" and replace it with "These" as the reference is
to organizations, agencies and associations, not membership types.
● s. 4.16 - staff has put forward a number of proposed revisions to clarify the
role of the Membership Sub-Committee, specifically with respect to inviting
community agencies to serve on the committee and to appoint an
alternate representative.
● s. 4.24 - staff added this section to elaborate on the the organizations’ role
of appointing their representative and alternate in line with the language
used in Policy P.010.GOV Community Involvement in Board Standing
Committees.
● s. 4.27 - the duties of the secretary have been re-inserted in the policy
with a revision to section (c) to require the minutes of the committee to be
distributed to the Board of Trustees.
● s. 4.39 - the authority of the Director to establish procedures has been re-
worded and moved from 4.17 to 4.39.
There was a question at the meeting in terms of support to the committee. Under Board
Policy P.065.GOV Advisory Committees to the Board (s.3.6), Board Services does not
currently support non-statutory advisory committees. Curriculum Services has been
contracting an individual to serve as Secretary to the Committee. The annual cost of this
support is $3,750.
If you have any questions, please contact Michele Giroux at michele.giroux@ocdsb.ca
or 613-596-8211 ext. 8310.
Memo 18-064 Changes to P.008.GOV Advisory Committee on Equity - 3 -
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