HomeMy WebLinkAbout07a Board 24 April 2018 Public Minutes and AppendicesMINUTES 24 April 2018
A meeting of the Ottawa-Carleton District School Board was held this evening in
the Board Room, 133 Greenbank Road, Ottawa, Ontario, commencing at 6:33 p.m. with
Trustee Shirley Seward as chair and the following also in attendance: Trustees Donna
Blackburn, Christine Boothby, Erica Braunovan (electronic communication), Theresa Kavanagh, Shawn Menard, Keith Penny, Dr. Anita Olsen Harper, Lynn Scott and
Sandra Schwartz.
STUDENT TRUSTEE: Alexander MacDonald.
STAFF: Associate Director of Education, Brett Reynolds; Chief Financial Officer,
Mike Carson; Superintendent of Human Resources, Janice McCoy; Superintendent of
Curriculum, Dorothy Baker; Superintendent of Learning Support Services, Olga
Grigoriev; Superintendent of Instruction, Mary Jane Farrish; Executive Officer,
Corporate Services, Michèle Giroux; Manager of Board Services, Katrine Mallan; Manager of Communications and Information Services, Diane Pernari-Hergert;
Communications Officer, Sharlene Hunter; Audio Visual Technician, John MacKinnon;
and Board/Committee Coordinator, Samantha Flynn.
On a motion by Trustee Schwartz, seconded by Trustee Olsen Harper, the Board resolved into an in camera session. Trustee Scott assumed the Chair in camera and
presented the report in the public session. (Board Minutes 18-068 refers).
66.Call to Order – Chair of the Board
Chair Seward called the public meeting to order at 8:09 p.m. She acknowledged
that the meeting is taking place on unceded Algonquin Territory and thanked the
Algonquin Nations for hosting the meeting on their land.
67.Approval of Agenda
Moved by Trustee Schwartz, seconded by Trustee Kavanagh,
THAT the agenda be approved.
- Carried -
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68. Report from Board (In Camera) Session
Trustee Scott reported that the Board met in camera this evening, and reports
and recommends as follows:
a. Property Matter
Moved by Trustee Boothby, seconded by Trustee Scott,
THAT staff be authorized to proceed, as directed in Board in
camera, with respect to a property matter.
- Carried -
A recorded vote was held and the motion was carried unanimously by
those present:
FOR: Trustees Blackburn, Boothby,
Braunovan (electronic communication), Kavanagh, Menard,
Olsen Harper, Penny, Schwartz,
Scott and Seward
(10)
AGAINST: Nil (0)
ABSTENTION: Nil (0)
69. Briefing from the Chair
Chair Seward acknowledged the tragic incident in Toronto that took place on 23 April. She noted that the District has expressed condolences and support to all those
impacted. Flags were lowered at all OCDSB schools and buildings in honour of those
affected.
Chair Seward invited everyone to celebrate the valuable contributions of the District’s community members, parents, and businesses at the Community
Recognition Awards Reception on Thursday, 24 May at 6:30 pm. She added that all
volunteers are invited to attend the event at the Confederation Education Centre.
Chair Seward noted that the Arts Recognition Award winners will be announced on Saturday, 26 May. A presentation will be held to recognize award winners
on Tuesday, 19 June at 5:00 p.m. in the board room at 133 Greenbank Road.
Chair Seward advised that nominations for municipal elections open on 01
May. Information about the election process is posted on the District’s website and the City of Ottawa website. She encouraged anyone who is interested in seeking
election to the office of trustee to review the District’s website and speak with a trustee
to learn more about the role.
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70. Briefing from the Director
Associate Director Reynolds advised that the District, in conjunction with Ottawa Public Health, is hosting two free public information sessions for parents. The presentations will provide information on how the law is changing in relation to
cannabis use, and how parents can discuss the issue with their children. The
sessions will take place at Gloucester High School on 26 April and Sir Robert Borden
High School on 03 May. He added that both sessions begin at 6:30 pm. Associate Director Reynolds announced that on 08 May, the District is hosting
its annual “Date with Diversity.” The event includes a conversation with students, staff
and community members about equity and how the District can improve its work to
date. The event will serve as an opportunity to ask questions and have conversations with a variety of people representing different aspects or dimensions of diversity. He noted that the event is being held at Sir Robert Borden High School from 6:00 pm to
9:00 pm. and everyone is welcome to attend.
Associate Director Reynolds noted that the District is seeking input from parents and guardians regarding school climate. A survey is available to parents and guardians to reflect their thoughts. The survey is anonymous, voluntary and
confidential, and it will be open for participation from 23 April to 11 May 2018. He
added that all parents are encouraged to participate.
Trustee Schwartz noted that media outlets have been raising questions with regard to the proximity of cannabis vendors to schools. She suggested that the Board
may wish to discuss the issue at a future meeting. Associate Director Reynolds
advised that staff have not had any formal discussions to date with the Ontario
Cannabis Store regarding their consultation plan. He added that further information would be provided to trustees following a discussion with a senior staff member from the Ontario Cannabis Store.
71. Delegations
There were no delegations.
72. Matters for Action
a. Confirmation of Board Minutes
i. 27 March 2018, Board
Moved by Trustee Penny, seconded by Trustee Schwartz,
THAT the 27 March 2018 Board minutes be confirmed.
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Trustee Blackburn noted that the recorded vote on folio 20 should be revised to reflect that only 10 trustees voted in favour of the motion.
Trustee Scott noted that a motion on folio 12 did not have a
seconder and requested that her name be inserted as the seconder. Moved by Trustee Penny, seconded by Trustee Schwartz,
THAT the 27 March 2018 Board minutes be confirmed,
as amended.
- Carried –
The report contained no recommendations.
b. Business Arising from Board Minutes
There was no business arising from the 27 March 2018 Board minutes.
c. Receipt of Committee of the Whole Minutes
i. Receipt of Report 12, Committee of the Whole, 03 April 2018
Moved by Trustee Scott, seconded by Trustee Schwartz,
THAT Report 12, Committee of the Whole, dated 03 April
2018, be received.
- Carried –
1. Memo 18-064, Changes to P.008.GOV Advisory Committee
on Equity
Memo 18-064, Changes to P.008.GOV Advisory Committee
on Equity was provided for information.
ii. Receipt of Report 14, Committee of the Whole, 17 April 2018
Moved by Trustee Scott, seconded by Trustee Blackburn,
THAT Report 14, Committee of the Whole, dated 17 April 2018, be received.
Trustees requested the following revisions to Report 14, Committee
of the Whole:
• Trustee Boothby noted that on folio 75, the second last bullet
should be revised to read “Trustee Boothby suggested that
Gifted students who currently attend Merivale High School or
Glebe Collegiate Institute should be provided with an
opportunity to transfer to Bell High School or Lisgar Collegiate Institute should the decision be delayed”; and
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• Trustee Seward requested that the comment on folio 75
currently attributed to she and Trustee Blackburn be revised to
reflect only Trustee Blackburn’s comment that Hillcrest High
School could serve additional students. She noted that on folio
77, her comments should be revised to add that Ridgemont High School, Hillcrest High School and Brookfield High School
could serve additional students.
Moved by Trustee Scott, seconded by Trustee Blackburn, THAT Report 14, Committee of the Whole, dated 17 April 2018, be received, as amended.
- Carried –
1. Approval of Consolidated Capital Addition Project
Moved by Trustee Blackburn, seconded by Trustee
Scott,
A. THAT the Project Expenditure Budget (PEB) for each addition as outlined in Appendices A, B, C and D to Report 18-045 be used at
Agincourt Road Public School, Bell High
School, Merivale High School and Sir
Robert Borden High School as follows: (Attached as Appendices A, B, C and D) i. Agincourt Road Public School -
$5,072,950
ii. Bell High School - $6,534,878 iii. Merivale High School - $6,044,878 iv. Sir Robert Borden High School -
$4,299,878;
B. THAT funding for each addition project consist of: Agincourt Road Public School.
i. $4,697,957 from School
Consolidation Capital Funding
ii. $375,000 from School Condition Improvement Funding Bell High School
i. $3,409,878 School Consolidation
Capital Funding
ii. $3,125,000 from School Condition Improvement Funding
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Merivale High School i. $3,094,878 School Consolidation
Capital Funding
ii. $2,950,000 in School Condition
Improvement Funding Sir Robert Borden High School i. $2,249,878 School Consolidation
Capital Funding
ii. $2,050,000 in School Condition
Improvement Funding; C. THAT staff be authorized to proceed to
tender for each project once Ministry
approval is obtained; and
D. THAT the Chair and Director be given authority to award the contracts to the
successful bidder(s) as long as they are
within the approved project budget.
- Carried –
A recorded vote was held and the motion was carried unanimously by
those present:
FOR: Trustees Blackburn, Boothby,
Braunovan (electronic communication), Kavanagh, Menard,
Olsen Harper, Penny, Scott,
Schwartz and Seward
(10)
AGAINST: Nil (0)
ABSTENTION: Nil (0)
d. Non-Consent Items
i. Approval of Consultation Plan for Policy on Indigenous Education
Advisory Council
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 staff be directed to undertake a consultation process
(Appendix B to Report 18-043) on the draft policy
P.140.GOV for an Indigenous Education Advisory Council.
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Noting her regret at being unable to attend the discussion regarding
the consultation process, Trustee Olsen Harper queried whether the
Indigenous Education Advisory Council’s (IEAC) areas of focus include
increasing the graduation rates of Indigenous students. Superintendent Baker noted that the IEAC’s mandate directs that feedback is provided into the Ministry Board Action Plan for Indigenous Education, under which,
graduation rates are a key priority.
Moved by Trustee Blackburn, seconded by Trustee Scott, THAT staff be directed to undertake a consultation process (Appendix B to Report 18-043) on the draft
policy P.140.GOV for an Indigenous Education
Advisory Council. (Attached as Appendix E)
- Carried –
A recorded vote was held and the motion was carried unanimously by
those present:
FOR: Trustees Blackburn, Boothby, Braunovan (electronic communication), Menard, Olsen
Harper, Penny, Scott, Seward, and
Schwartz
(9)
AGAINST: Nil (0) ABSTENTION: Nil (0)
ii. Approval of Revisions to Policy P.008.GOV Advisory Committee
on Equity This was a non-consent item and, when dealt with later in the
meeting, the following discussion ensued.
Moved by Trustee Braunovan, seconded by Trustee Scott, THAT the revisions to Policy P.008.GOV: Advisory Committee on Equity (Appendix A to Report 18-018) be
approved, as amended.
An amendment moved by Trustee Scott, seconded by Trustee Schwartz, THAT “any and all” be deleted in Section 3.1 (a).
In introducing her amendment, Trustee Scott noted that although
recommendations from the committee may be all encompassing in scope, they do not bind the Board to consider the matter in entirety. She
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expressed the view that it may be prudent to revise the language of the section to allow the Advisory Committee on Equity (ACE) to determine
the scope of its efforts with regard to recommendations to the Board.
In response to a query from Trustee Braunovan, Executive Officer Giroux noted that operational issues regarding equity arise regularly in schools and would be outside the purview of the ACE. She added that
the ACE is not precluded from advising on any matters relating to the
Board’s role with respect to equity issues.
Noting her understanding of the proposed amendment’s intent, Trustee Boothby commented that Section 3.1 (a) does not indicate to
whom the ACE will be providing strategic and program advice.
Executive Officer Giroux noted that Section 1.1 clarifies who the ACE will
advise. In wrap up, Trustee Scott urged all trustees to support the
proposed amendment.
An amendment moved by Trustee Scott, seconded by Trustee Schwartz,
THAT “any and all” be deleted in Section 3.1 (a).
- Carried –
A recorded vote was held and the amendment was carried unanimously by those present:
FOR: Trustees Blackburn, Boothby,
Braunovan (electronic
communication), Menard, Olsen Harper, Penny, Scott, Schwartz and Seward
(9)
AGAINST: Nil (0)
ABSTENTION: Nil (0)
In response to a query from Student Trustee Macdonald, Associate
Director Reynolds clarified that Section 4.7 allows for one representative
of a local post-secondary institution as a possible non-voting member. Trustee Schwartz highlighted that Section 4.3 separates who is eligible to become non-voting members using the words “shall” and “may.”
Moved by Trustee Braunovan, seconded by Trustee Scott,
THAT the revisions to Policy P.008.GOV: Advisory Committee on Equity, (Appendix A to Report 18-018, as
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amended) be approved, as amended. (Attached as Appendix F)
- Carried –
A recorded vote was held and the motion was carried unanimously by those present:
FOR: Trustees Blackburn, Boothby,
Braunovan (electronic
communication), Menard, Olsen Harper, Penny, Scott, Schwartz and Seward
(9)
AGAINST: Nil (0)
ABSTENTION: Nil (0)
iii. Approval of Update to P.122.SCO Election Activities
This was a non-consent item and, when dealt with later in the meeting, the following discussion ensued.
Moved in substitution by Trustee Blackburn, seconded by Trustee
Scott,
THAT changes to P.122.SCO: Election Activities, as outlined in Appendix A to Report 18-049 be approved, as amended.
An amendment moved by Trustee Scott,
THAT Section 3.11 (c) be revised to read: “Employees, school council members, and OCDSB advisory committee members shall not endorse a
candidate or political party while undertaking or in
reference to their duties as an agent, appointee,
representative or employee of the Board.” In introducing the amendment, Trustee Scott noted that although
she was pleased to review the revised policy, Section 3.11 (c) should be
more prescriptive with regard to who it pertains to for clarity purposes.
She expressed disappointment that the proposed amendment did not have the support of a seconder and commented on her apprehension in supporting the motion without having passed the amendment.
In response to a query from Trustee Schwartz, Chair Seward
noted that the amendment could not be discussed further in the absence of a seconder.
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Moved in substitution by Trustee Blackburn, seconded by
Trustee Scott,
THAT changes to P.122.SCO: Election Activities, as
outlined in Appendix A to Report 18-049 be approved, as amended. (Attached as Appendix G)
- Carried –
A recorded vote was held and the motion was carried on the following
division: FOR: Trustees Blackburn, Boothby,
Braunovan (electronic
communication), Kavanagh, Menard,
Olsen Harper, Penny, Schwartz and
Seward
(9)
AGAINST: Nil (0)
ABSTENTION: Trustee Scott (1)
73. Matters for Discussion
a. Report from OPSBA Representatives
Trustee Penny drew trustees’ attention to the OPSBA Board of Directors’
meeting summary and noted that the Board’s proposed motion was discussed
and received support from all members. He added that the motion will be
endorsed at OPSBA’s annual general meeting.
Trustee Boothby noted that the proposed amendments to the Education
Act regarding education service and reverse education service agreements have
been released and added that OPSBA has provided it’s feedback to the province.
She highlighted that a motion originating from the Ad-Hoc Committee on Student
Trustees was passed. The motion includes a six-part pilot project plan that will allow participation from the Ontario Student Trustees’ Association (OSTA)
student representatives on both the Education Program and Policy Development
work teams.
Chair Seward commended the OPSBA Board of Directors, Trustee Olsen Harper, and staff for their hard work in drafting the Board’s proposed motion to
OPSBA.
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74. Board Work Plan
Chair Seward highlighted that trustees are committed to the 2017-2018 Board
Work Plan’s key areas of focus and have remained on target to date. She noted that
any revisions will be noted (if required) at the following board meeting.
75. New Business – Information and Inquiries
Referencing a comment made earlier in the meeting by Chair Seward in response to a presumed gesture from Trustee Scott, Trustee Blackburn expressed the
view that the comment was inappropriate and requested an apology from Chair
Seward. Chair Seward noted that her comment was meant as a compliment to
Trustee Scott in response to her valued advice and willingness to assist her with respect to proper procedure. She offered an apology to Trustee Scott and added that her comment was not intended to be disrespectful or malicious in nature.
76. Adjournment
The meeting adjourned at 8:50 p.m.
Brett Reynolds Shirley Seward
Associate Director of Education Chair of the Board
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APPENDIX A to BOARD
24 April 2018OTTAWA-CARLETON DISTRICT SCHOOL BOARD
Agincourt Road P.S. Addition 2018
PROJECT EXPENDITURE BUDGET
230 Pupil Places
Item Estimate
Total Construction 4,603,000$
Total Consultants 260,000$
Total Permits 76,000$
Other Soft Costs 26,000$
Sub-total 4,965,000$
HST 645,450$
GROSS BUDGET 5,610,450$
Recoveries (83.38% of HST)(537,493)
NET BUDGET (incl. recoveries)5,072,957$
APPENDIX B to BOARD
24 April 2018OTTAWA-CARLETON DISTRICT SCHOOL BOARD
Bell H.S. Gym Addition 2018
PROJECT EXPENDITURE BUDGET
Item Estimate
Total Construction 6,050,000$
Total Consultants 225,000$
Total Permits 95,090$
Other Soft Costs 26,750$
Sub-total 6,396,840$
HST 831,589$
GROSS BUDGET 7,228,429$
Recoveries (83.38% of HST)(693,551)
NET BUDGET (incl. recoveries)6,534,878$
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APPENDIX C to BOARD
24 April 2018
Item Estimate
Total Construction 5,575,000$
Total Consultants 225,000$
Total Permits 90,375$
Other Soft Costs 26,750$
Sub-total 5,917,125$
HST 769,226$
GROSS BUDGET 6,686,351$
Recoveries (83.38% of HST)(641,473)
NET BUDGET (incl. recoveries)6,044,878$
OTTAWA-CARLETON DISTRICT SCHOOL BOARD
Merivale H.S. Gym Addition 2018
PROJECT EXPENDITURE BUDGET
APPENDIX D to BOARD
24 April 2018
Item Estimate
Total Construction 3,935,000$
Total Consultants 175,000$
Total Permits 73,125$
Other Soft Costs 26,750$
Sub-total 4,209,875$
HST 547,284$
GROSS BUDGET 4,757,159$
Recoveries (83.38% of HST)(457,280)
NET BUDGET (incl. recoveries)4,299,878$
OTTAWA-CARLETON DISTRICT SCHOOL BOARD
Sir Robert Borden H.S. Gym Addition 2018
PROJECT EXPENDITURE BUDGET
OCDSB Form 644: Consultation Plan (April 2009)
Appendix E to Board24 April 2018
B
CONSULTATION PLAN
(REFERENCES: POLICY P.110.GOV AND PROCEDURE PR.644.GOV)
DATE: April 3, 2018
PROJECT:
(Project name, Letter of
Transmittal, etc.)
Consultation regarding the introduction of the Policy P.140.GOV Indigenous Education Advisory Council
CONTACT / PROJECT LEAD
(Name, telephone, email): Dorothy Baker, Superintendent, Curriculum Services (613) 596-8211 ext. 8573, dorothy.baker@ocdsb.ca
WHAT?
1.WHAT IS THE PURPOSE OF THE CONSULTATION?
(Describe project scope, nature of consultation, decision to be made, and any relevant information)
To seek input into the draft policy for the creation of an Indigenous Education Advisory Council (IEAC).
Input will be requested from Indigenous community on the composition of the council (i.e. individuals/community agencies representation) and input on a process for determining
membership.
WHY?
2.WHY ARE YOU CONSULTING? (Check all that apply)
__√_ To seek advice, informed opinion or input for consideration prior to decision-making?
__√_ To share information and/or create awareness about a subject/potential recommendations/decision yet to be made?
____ To share information and awareness about a subject/recommendation/decision that has been made?
__√__ Other? (Please explain)
To ensure that the OCDSB is working collaboratively with Indigenous parents and partners to deliver Indigenous education in an inclusive and equitable manner.
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)?
This initiative is linked to the Equity pillar of our Board’s strategic plan and is also in alignment with the First Nations, Métis and Inuit Education Policy Framework and
Implementation Plan.
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)
__√_ Students __√__ Trustees __√__ Agencies/associations - see list below
__√__ Parents/guardians __√__ Superintendents __ √__ Community groups ____________________
__√_ School council(s) __√__ Principals and/or Vice-principals __√__ General Public __________________
__√_ Ottawa Carleton Assembly of School Councils __√__ Managers _____ Other governments ____________________
____ Advisory committees (Specify below) _____ District staff __√___Other Minwashin Lodge, ODAWA, Ottawa Inujit
__√__ Special Education Advisory Committee, etc __√__ Federations Children's Centre, Tungasuvvingat Inuit, Wabano
__√__ Other PIC, ACE _____ Other
Please describe or expand on who will be consulted and any partners in the consultation:
In addition to community agencies and associations, consultation will take place with our Elders, Knowledge Keepers and Senators.
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.)
Indigenous parents, traditional Knowledge keepers, Elders, Senators and partners have been informally consulted regarding the purpose and intent of this policy. These same partners
will be an important part of our formal consultation process which will involve the broader community. Our preliminary thoughts regarding consultation are to create a visual
(electronic) presentation about the importance of Indigenous education and to situate the need for an Indigenous Education Advisory Council in that context and to be in line with the
First Nations, Métis and Inuit Education Policy Framework and Implementation Plan.
.
HOW?
6.HOW WILL STAKEHOLDERS BE MADE AWARE OF THIS CONSULTATION PROCESS? (Check all that apply)
____ Media advertisement (print and/or radio) __√ __ School newsletter
__√__ Letter/distribution/email __√ __ Website (schools and/or OCDSB sites)
__√_ _ School council(s) __√___ Other (school council newsletter)
__√_ 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)?
Information about the consultation will be posted to the district website, linked to school websites, included in the school council newsletter, and communicated to principals for the
information of school councils. Information will be provided directly to our community partners, agencies,, Elders, Knowledge Keepers and Senators.
7.HOW WILL THE CONSULTATION BE CARRIED OUT? (Check all that apply)
Appendix E to Board24 April 2018
OCDSB Form 644: Consultation Plan (April 2009)
_ __ Focus groups ___√__ Ottawa Carleton Assembly of School Councils
____ Interviews ___√__ Public meetings
_√__ Mail-out or email circulation ______ Survey / questionnaire
____ Open houses / workshops / cafes ___√__ Web-based notice / Web-based comments
_√__ School council(s) ______ Other (Thought Exchange)
Please describe:
Information will be provided through School Connects and to School Councils with an opportunity to provide input through an email address. Two public meetings will be scheduled
to provide the opportunity for face-to-face conversation.
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: June 25, 2018 - Board meeting
PROJECTED
DATE(S) ACTIVITY/MILESTONE NOTES**
April 24, 2018 Board approval of consultation plan
April/May 2018 Consultation Student Senate - 3 May 2018
Indigenous Student Youth Council (Original Voices)
SEAC - 9 May 2018
PIC - 16 May 2018
OCASC - 17 May 2018
ACE - 24 May 2018
Two (2) Public Meetings - East End, West End
Community Agencies
June 2018 Analysis of results
June 5 2018 Presentation of recommendations to COW
June 25 2018 Board approval of the policy
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 E to Board24 April 2018
OCDSB Form 644: Consultation Plan (April 2009)
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 - communication with community partners, agencies, Elders, Knowledge Keepers, and Senators
Please describe:
OTHER
10.ESTIMATED COSTS FOR THE CONSULTATION* (i.e. advertising, facilities, translation, materials):
Consultation costs will be managed within existing departmental budgets.
* 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.)
Feedback from our Indigenous Community.
Appendix E to Board
24 April 2018
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POLICY P.008.GOV
TITLE: ADVISORY COMMITTEE ON EQUITY
Date issued: 30 January 1998
Revised: 24 April 2018
Authorization: Board 19 January 1998
1.0 OBJECTIVE
1.1 To establish an Advisory Committee on Equity (ACE) to advise the Board of Trustees in
fulfilling its commitment to provide an equitable and inclusive educational and work
environment which supports student achievement and well-being.
2.0 DEFINITIONS
2.1 Board means Board of Trustees.
2.2 Community Agencies or organizations mean entities focused on serving youth and
families with a diversity, equity, low income or inclusion lens.
2.3 Community groups or associations mean groups representative of communities that
experience systemic barriers and marginalization.
2.4 Creed means a religious or non-religious belief system that influences a person’s
identity, worldview and way of life. A creed:
(a) is sincerely, freely and deeply held;
(b) integrally linked to a person’s identity, self-definition and fulfillment;
(c) is a particular and comprehensive, overarching system of belief that governs
one’s conduct and practices;
(d) addresses ultimate questions of human existence, including ideas about life,
purpose, death, and the existence or non-existence of a Creator and/or a higher
or different order of existence; and
(e) has some “nexus” or connection to an organization that professes a shared
system of belief.
According to the Human Rights Code, creed includes the spiritual beliefs and practices
of indigenous cultures.
Appendix F to Board
24 April 2018
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2.5 Diversity refers to the presence of a wide range of human qualities and attributes within
a group, organization or society. The dimensions of diversity include, but are not limited
to, ancestry, culture, ethnicity, gender, gender identity, language, physical and
intellectual ability, race, creed, sex, sexual orientation, and socio-economic status.
2.6 District means the Ottawa-Carleton District School Board (OCDSB).
2.7 Equity goes beyond treating people the same and takes into account their individual
needs and differences.
2.8 Inclusive Education refers to education that is based on the principles of acceptance
and inclusion of all students. Students see themselves reflected in their curriculum, their
physical surroundings, and the broader environment in which diversity is honoured and
all individuals are respected.
2.9 LGBTQ2S+ means Lesbian, Gay, Bisexual, Transgender, Queer and Questioning, Two-
Spirit, and additional sexual and gender identities.
2.10 School Community refers to students, parents/guardians, trustees, staff, contractors
and service providers, volunteers and community members.
2.11 Systemic barriers are policies, practices or procedures that result in some people or
groups of people receiving unequal access and/or outcomes or being excluded.
3.0 POLICY
Terms of Reference
3.1 The Advisory Committee on Equity shall:
(a) provide strategic policy and program advice and/or recommendations on matters
of diversity which support equitable education access and outcomes, student
learning and well-being, and the development of citizenship;
(b) advise the Board of Trustees on the review, development, implementation, and
monitoring of all policies and its equity strategy and programs;
(c) advise the Board of Trustees on the identification and elimination of systemic
barriers to providing bias-aware education, including power dynamics,
discrimination and marginalization that may impact the lived experience of
members of the school community;
(d) liaise with community stakeholders by actively engaging parents and community
partners to help create and sustain a safe and inclusive learning environment;
and
(e) advise the Board on potential budget implications that may help or hinder its
commitment to foster equitable and inclusive education.
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4.0 SPECIFIC DIRECTIVES
Composition
4.1 The Committee shall be comprised of up to 19 members, including eleven (11) voting
members and up to eight (8) non-voting members.
4.2 The eleven (11) voting members shall include:
(a) four (4) individual members; and
(b) seven (7) community members representative of community organizations,
agencies, groups and/or associations.
4.3 The non-voting members shall include:
(a) up to two (2) Trustees as appointed by the Board of Trustees;
(b) one (1) Superintendent of Instruction or designate;
(c) one (1) Diversity & Equity Coordinator;
and may include:
(d) one (1) representative appointed by the Student Senate;
(e) one (1) representative appointed by Ottawa-Carleton Elementary Teachers’
Federation;
(f) one (1) representative appointed by Ontario Secondary School Teachers’
Federation; and
(g) one (1) representative of a local post-secondary institution.
4.4 Additional employees of the District may be invited to attend, participate, and act as a
resource to the Committee in a non-voting and non-membership capacity, as
determined on an as needed basis.
Membership Criteria
4.5 All applicants to the Committee shall have a strong interest in and commitment to
student achievement and well-being and have:
(a) knowledge and understanding of the link between equity and inclusive education;
(b) the ability to work effectively and collaboratively with representatives from various
communities who may have diverse opinions and perspectives;
(c) tact, diplomacy and a respect for others;
(d) an enthusiastic approach and ability to motivate and support others; and
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(e) the ability and willingness to attend meetings during the school year.
4.6 Every effort shall be made to ensure that the four (4) individual members are:
(a) parents/guardians with children enrolled in the OCDSB who represent the
diverse demographic composition of the District; and/or
(b) members of the following identities:
(i) Creed-based;
(ii) Disability (e.g., physical, mental, and learning disabilities);
(iii) First Nations, Métis or Inuit;
(iv) Immigrants and newcomers to Canada;
(v) LGBTQ2S+ ; and/or
(vi) Racialized Groups.
4.7 Community organizations, agencies, groups and/or associations seeking membership
on ACE shall be representative of communities experiencing systemic barriers and
marginalization, and have diversity, equity and inclusion-centered mandate. These may
include, but are not limited to the following:
(a) Association of Community Organizations for Reform Now (ACORN);
(b) Children’s Aid Society;
(c) Coalition of Community Health and Resource Centers of Ottawa;
(d) Family Services Ottawa;
(e) Lebanese and Arab Social Services Agency;
(f) Ottawa Chinese Community Service Center;
(g) Ottawa Community Immigrant Services Organization (OCISO);
(h) Ottawa Local Immigration Partnership (OLIP);
(i) Ottawa Police Service;
(j) Pathways to Education;
(k) Rainbow Alliance arc-en-ciel;
(l) Somali Center For Family Services;
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(m) Wabano Centre for Aboriginal Health ; and/or
(n) Youth Services Bureau.
This list may be changed or expanded to reflect the District’s demographic composition
and its equity and inclusive education priorities.
Term of Office
4.8 The term of office for a voting member of the Committee shall be two (2) years
beginning December 1.
4.9 Individual members may serve for no more than two (2) consecutive terms of office.
4.10 Community organizations or agencies may serve multiple consecutive terms but an
individual representative of the organization or agency may serve for no more than two
(2) consecutive terms of office.
4.11 Non-voting members are determined annually.
Appointment of Members
4.12 The Committee shall elect a Chair and a Vice Chair from amongst its eleven (11) voting
members.
4.13 ACE shall review its membership needs and as required create a Membership Sub-
Committee that includes the Chair and Vice-Chair, plus up to three (3) members, as
nominated by the Committee.
4.14 The Membership Sub-Committee shall ensure that the voting members are selected
using a fair and equitable process.
4.15 The Membership Sub-Committee shall,
(a) post a notice inviting applications for appointment of individual members;
(b) identify community agencies, organizations, groups or associations that meet the
criteria stipulated in section 4.7 of this policy and best meet the needs of the
Committee;
(c) invite identified community agencies, organizations, groups or associations to put
forward the names of a representative and an alternate; and
(d) submit a recommendation to the Committee for the appointment of new
members.
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Vacancies
4.16 A vacancy in the membership of the Committee does not prevent the Committee
from delivering on its mandate.
4.17 A member shall lose their seat if absent from three consecutive regular meetings of the
Committee without notice.
4.18 In the event that a voting member vacates their position during the appointed term, the
Committee may fill the position for the remainder of the term.
4.19 To replace a non-voting member, the Board, Student Senate or the District shall appoint
another individual to the position. Where the non-voting member is a Trustee, the Board
of Trustees shall make the appointment.
Roles and Responsibilities of Members
4.20 All members of the Committee shall:
(a) demonstrate a commitment to diversity, equity and inclusive education in the
work of the Committee and the District;
(b) attend and productively participate in Committee meetings;
(c) review all relevant material prior to the Committee meetings;
(d) participate in Committee and sub-committees work (as required);
(e) provide equity-focused input/feedback when they represent ACE at special
meetings of the Board, Ad-Hoc or Advisory Committees; and
(f) bring to the attention of the Committee any issues related to its mission as
stipulated in provision 3.1 of this policy.
4.21 In addition to the above, community agencies, organizations, groups and/or
associations, and the student senator shall act as a liaison between ACE and their
respective community groups or organizations.
4.22 Community agencies, organizations, groups and/or associations with membership on
the Committee shall appoint a representative and an alternate to replace the named
representative if the representative is unable to attend a meeting. Temporary
substitution of a representative by a duly authorized alternate during the course of a
meeting shall be allowed.
4.23 The Chair shall:
(a) plan the agenda in consultation with the Superintendent;
(b) preside over the Committee meetings;
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(c) act as a spokesperson and representative for the Committee in communicating
with the Director of Education, Board of Trustees and the public;
(d) review the minutes before they are circulated to members; and
(e) share information and reports received from various stakeholders with the
District, e.g., community organizations, individuals representing affected groups,
etc.
4.24 The Vice Chair shall assume the roles and responsibilities of the Chair in the event of
their absence.
4.25 The Secretary shall:
(a) keep and maintain all records and property of the Committee including but not
limited to records of minutes and reports of the Committee;
(b) distribute Agendas and Minutes of all meetings to Board Services and committee
members at least five (5) business days prior to the next meeting; and
(c) ensure the minutes are provided to Board Services for distribution to the Board of
Trustees and for posting on the District website.
Meetings
4.26 The Committee shall meet at least six (6) times in each school year.
4.27 All meetings of the Committee will be open to the public and be held at a location that is
accessible to the public.
4.28 The Committee shall welcome and encourage the participation of the public at the
discretion of the Chair.
4.29 The rules of order for the conduct of meetings shall be consistent with the OCDSB By-
Laws and Standing Rules.
4.30 A notice of each regular meeting shall be provided to all members of the Committee at
least five (5) days before the meeting.
4.31 A member who participates in a meeting by electronic means is considered to be
present at the meeting and will be recorded in the attendance for the meeting.
Quorum
4.32 A meeting of the Committee achieves quorum when a majority of voting members are
present. Majority is defined as fifty (50) percent plus one (1).
Voting
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4.33 Each voting member is entitled to one (1) vote.
4.34 Non-voting members of the Committee shall have all the rights and obligations of voting
members except for moving, seconding and voting on a motion, and counting for
quorum.
Sub-committees
4.35 The Committee may establish sub-committees as it deems appropriate to the
achievement of its mandate. Sub-committees may include voting and non-voting
members and non-members.
Reporting
4.36 The Committee shall provide an annual report to the Board of Trustees which
summarizes its activities and achievements during the past year and its plans for the
upcoming year.
4.37 The Director of Education shall have the authority to establish procedures that are
consistent with this policy.
5.0 REFERENCE DOCUMENTS
The Education Act, 1998, section 8.1 (29.1)
Ontario Human Rights Commission Policy on Preventing Discrimination Based on Creed, 2015
Ontario’s Equity Action Plan , 2017
Policy/Program Memorandum No. 119, “Developing and Implementing Equity and Inclusive
Education Policies in Ontario Schools”, June 24, 2009
Realizing the Promise of Diversity: Ontario’s Equity and Inclusive Education Strategy, 2009
OCDSB By-Laws and Standing Rules
Board Policy: P.001.GOV: Policy Development and Management
Board Policy P.010.GOV: Community Involvement on Board Standing Committees
Board Policy P.018.GOV: Electronic Meetings of the Board and Committees
Board Policy P.048.GOV: Board Guiding Principles
Board Policy P.065: Advisory Committees to the Board
Board Policy P.086.CUR Religious Accommodation
Board Policy P.098.CUR: Equity and Inclusive Education
POLICY P.122.GOV
TITLE: ELECTION ACTIVITIES
Date issued: November 2007
Last revised: 17 April 2018
Authorization: Board: 13 November 2007
1.0 OBJECTIVE
To provide a framework to manage political activity related to municipal, provincial, and federal
elections or by-elections and to limit the use of District resources in electoral campaigns. 2.0 DEFINITIONS
In this policy, 2.1 Board means the Board of Trustees.
2.2 Board Resources means staff time, fax, telephone, cellphone, laptop, tablet, website,
newsletter, email, board or school social media accounts or any Board-issued resources and other information technology devices given to a trustee for their work use as a trustee of the Board.
2.3 Candidate means any person registered to run in an election as defined below.
2.4 District means the Ottawa-Carleton District School Board.
2.5 Election means any municipal, provincial, or federal election or by-election.
2.6 Incumbent means any person who has been elected or appointed and currently holds any school board, municipal, provincial, or federal office.
3.0 POLICY
Guiding Principles
3.1 The Board believes that election processes are an important part of the democratic
process and can provide a rich opportunity for students to learn about the democratic
process;
Appendix G to Board
24 April 2018
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3.2 The Board recognizes its responsibility to protect the integrity of the election process by affording all electoral candidates equitable access and opportunity in election related activities in schools or the district;
3.3 The Board recognizes that school district resources shall not be used to support the
election campaigns of candidates and/or political parties; and 3.4 The Board recognizes the importance of maintaining an appropriate separation between
political and administrative duties in relation to election activities and decision-making
processes.
3.5 Schools shall use election periods as learning opportunities for enhancing curriculum delivery wherever appropriate.
a) Community service hours for secondary diploma requirements may be
accumulated for work on a political campaign if the work occurs outside of
regular school hours. b) Schools are encouraged to have students participate in programs such as
STUDENT VOTE and/or candidates events for students.
3.6 School Councils, in consultation with their school communities, shall determine the need and nature of the meetings that they sponsor with political candidates. Where school councils choose to provide access for candidates, fair and equitable access shall be
provided to all candidates.
3.7 Personal information regarding students, parents, and employees will not be provided to any candidates, their staff, or volunteers. Any information that is in the public domain
should be provided by means of the regular requests for information.
Candidate Access to OCSDB Schools and School-related Activities
3.8 Incumbent school board and provincial or federal elected representatives may visit schools in their own zone or constituency at any time in the course of their regular
constituency duties. These types of duties include ceremonial duties (i.e. school
openings, award ceremonies) and those activities that an incumbent would be invited to
attend outside the election campaign period for a particular purpose. They shall not
campaign or conduct themselves in any way that may be perceived as campaigning.
3.9 Any campaign candidate who requests access to visit a school will be governed by the
following parameters:
a) Once an election is called, any candidate, including an incumbent, who requests
access to the school during the instructional day, must clearly state the purpose of the visit to the principal;
b) Where that purpose is determined by the principal to be campaigning, access
shall be denied; and
c) During the campaign period, any individual candidates who are authorized to visit
a school shall not be accompanied by media and shall not use the visit to
promote their candidacy.
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3.10 The principal shall authorize access to schools by election candidates only if the access supplements learning objectives. In this case, fair and equitable access to District
facilities shall be granted to all under the following conditions:
a) No political, partisan activities by individual candidates that are part of an election
campaign shall be permitted; b) The use of students or Board delivery services to distribute print or electronic
materials that openly lobby for a political party or candidate shall not permitted;
c) Activities that are approved by the principal should respect equal access for all candidates and should provide learning opportunities, such as all candidates’ debates; and
d) Access to Board facilities beyond the times that would be ordinarily managed by
the school shall be subject to Policy P.135.CON Community Use of School Facilities.
e) Board materials, equipment, and property shall not be used for political purposes;
Candidate Use of Board Resources 3.11 During the electoral campaign: a) The use of District fund or resources for any campaign-related purposes shall not
be permitted. This includes any campaign expenditures, the display of campaign-
related materials in Board offices, schools, at meetings or events, at OCDSB
school-related events and/or use of the Board’s email, voicemail, or website services for campaign-related purposes;
b) The use of the services of District staff while undertaking their duties as an agent
or employee of the Board to assist or advise in the preparation, distribution or
communication of any election-related material shall not be permitted;
c) Staff shall not endorse a candidate or political party while undertaking their duties
as an agent or employee of the Board;
d) The use of the Board logo or telephone number, email address or other contact information including any Board branding in any campaign-related material shall
not be permitted; and
e) Incumbent Board members shall ensure that all campaign-related expenses are
not charged to an individual Board member allocation or to any Board account.
Election Compliance Audit Committee
3.12 The Board shall establish a Municipal Election Compliance Audit Committee as a
statutory committee for the purpose of administering requests for compliance audit in
accordance with the provisions of the Municipal Elections Act. The Terms of Reference for the Committee are attached as Appendix A to Board Procedure PR.599.GOV
Municipal Election Compliance Audit Committee.
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3.13 The Board shall designate the responsibility for the appointment of members to the Municipal Election Compliance Audit Committee to the Director of Education/Secretary to the Board.
3.14 The Director shall, on or before October 1st of every municipal election year, advise the
Board of the appointments to the Committee.
4.0 REFERENCE DOCUMENTS
Municipal Elections Act Education Act
Board Policy P.014.SCO: School Councils
Board Policy P.046.SCO: School Communications: Distribution of Materials to the Home Via
Students
Board Procedure P.536.SCO: School Communications: Distribution of Materials to the Home
via Students Board Policy P.135.CON: Community Use of School Facilities
Board Procedure PR.507.CON: Community Use of School Facilities
Board Procedure PR.599.GOV Municipal Election Compliance Audit Committee
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