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HomeMy WebLinkAbout09ai Board 22 May 2018 Public Minutes and AppendicesMINUTES 22 May 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 6:40 p.m. with Trustee Shirley Seward as Chair and the following also in attendance: Trustees Donna Blackburn, Christine Boothby, Erica Braunovan, Mark Fisher, Chris Ellis (electronic), Theresa Kavanagh, Shawn Menard, Keith Penny, Dr. Anita Olsen Harper, Lynn Scott and Sandra Schwartz (electronic). STUDENT TRUSTEES: Alexander MacDonald. STAFF: Director of Education, Jennifer Adams; Associate Director of Education, Brett Reynolds; Chief Financial Officer, Mike Carson; Superintendent of Human Resources, Janice McCoy; Superintendent of Instruction, Mary Jane Farrish; Executive Officer, Corporate Services, Michèle Giroux; Manager of Planning, Karen Carty- Ostifichuk; Manager of Board Services, Katrine Mallan; Manager of Communications and Information Services, Diane Pernari-Hergert; Communications Officer, Sharlene Hunter; Audio Visual Technician, John MacKinnon; Senior Coordinator, Board Services, Sue Baker; and Board/Committee Coordinator, Amanda Rock. On a motion by Trustee Blackburn, seconded by Trustee Penny, 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). 78.Call to Order – Chair of the Board Chair Seward called the public meeting to order at 7:43 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. 79.Approval of Agenda Moved by Trustee Menard, seconded by Trustee Kavanaugh, THAT the agenda be approved. - Carried – Chair Seward announced that Dr. Jennifer Adams, Director of Education, will be retiring from the Ottawa-Carleton District School Board effective December 31, 2018. Chair Seward noted that this is wonderful news for Jennifer and her family and, on - 91 - behalf of the District, she extended her sincere congratulations. Director Adams joined the school district in September 2005 and has made a tremendous impact on student learning and well-being. While her accomplishments are many, a few that warrant mention are the French as a Second Language (FSL) review, the introduction of the Diplôme d’Études en Langue Française testing, the introduction of full day kindergarten, the development of the District’s Exit Outcomes, and several program and accommodation reviews. Chair Seward acknowledged Director Adams’ contributions and extended the sincere thanks of the Board of Trustees. Chair Seward advised that the Board met in camera to discuss the process for the selection of a new Director of Education. She noted that it is imperative that the Board move forward with the process as quickly as possible. 80. Report from Board (In Camera) Session Trustee Scott reported that the Board met in camera this evening, and reports and recommends as follows: a. Approval of Union-Exempt Salary Adjustment Moved by Trustee Boothby, seconded by Trustee Scott, THAT the proposed change to the salary grids for union-exempt staff be approved as outlined in Appendix A to Report 18-062. - Carried - A recorded vote was held and the motion was carried on the following division: FOR: Trustees Blackburn, Boothby, Braunovan, Fisher, Kavanagh, Menard, Olsen Harper, Penny, Scott and Seward (10) AGAINST: Nil (0) ABSTENTION: Trustee Ellis (1) - 92 - b. Approval of Appointment of External Auditor for 2017-2018 and 2018- 2019 Moved by Trustee Penny, seconded by Trustee Scott, THAT KPMG LLP be appointed as the District’s external auditor for the fiscal years 2017-2018 and 2018-2019. - Carried – A recorded vote was held and the motion was carried on the following division: FOR: Trustees Blackburn, Boothby, Braunovan, Fisher, Kavanagh, Menard, Olsen Harper, Penny, Scott and Seward (10) AGAINST: Nil (0) ABSTENTION: Trustee Ellis (1) c. Approval of Executive Compensation Implementation Moved by Trustee Boothby, seconded by Trustee Scott, THAT staff proceed as directed in Board, in camera, with respect to the implementation of the Executive Compensation Program. - Carried – A recorded vote was held and the motion was carried unanimously by those present: FOR: Trustees Blackburn, Boothby, Braunovan, Fisher, Ellis, Kavanagh, Menard, Olsen Harper, Penny, Scott and Seward (11) AGAINST: Nil (0) ABSTENTION: Nil (0) d. Approval of Participation Agreement – Union-Exempt Benefits Trust Moved by Trustee Boothby, seconded by Trustee Scott, A. THAT staff be authorized to confirm participation in the Ontario Non-Union Education Trust; and - 93 - B. THAT staff proceed as directed in Board, in camera, with respect to union-exempt benefits. - 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, Scott and Seward (11) AGAINST: Nil (0) ABSTENTION: Nil (0) e. Recruitment Strategy for Director of Education and Secretary of the Board Moved by Trustee Blackburn, seconded by Trustee Scott, THAT the Board initiate a comprehensive search process for a new Director of Education and Secretary of the Board and undertake the following: A. Authorize the Chair and staff to enter into discussions with Boyden to act as the executive search firm for the new Director of Education, subject to agreement on a fee; and B. Establish an ad hoc committee known as the Director Selection Committee and approve the mandate of the Committee which is attached as Appendix A to Report 18-070. (Attached as Appendix A) - 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, Scott and Seward (11) AGAINST: Nil (0) ABSTENTION: Nil (0) - 94 - 81. Briefing from the Chair 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. The OCDSB is recruiting applicants for the Municipal Compliance Audit Committee. More information is available on the District’s website. 82. Briefing from the Director Director Adams advised that the OCDSB supports the use of its schools and facilities as community hubs. Partnering with community organizations and local service providers can enhance student learning and well-being and introduce students to opportunities which support their development as engaged citizens. In order to facilitate the process for possible partners, staff at the four local-area school boards will hold a joint meeting on 24 May 2018 at 6:00 p.m. at the offices of the Ottawa Catholic School Board. Staff will update trustees should any feasible opportunities or partners be identified at the meeting. 83. Delegations There were no delegations. 84. Matters for Action a. Confirmation of Board Minutes i. 24 April 2018, Board Moved by Trustee Boothby, seconded by Trustee Olsen Harper, THAT the 24 April 2018 Board minutes be confirmed. - Carried – b. Business Arising from Board Minutes There was no business arising from the 24 April 2018 Board minutes. - 95 - c. Receipt of Committee of the Whole Minutes i. Receipt of Report 16, Committee of the Whole, 01 May 2018 Moved by Trustee Scott, seconded by Trustee Braunovan, THAT Report 16, Committee of the Whole, dated 01 May 2018, be received. - Carried – 1. Approval of Declaration and Disposition of Surplus Property 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, A. THAT the following properties be declared surplus to the OCDSB needs and that staff be directed to initiate the disposition process in accordance with Regulation 444/98 to the Education Act: a) The former Grant Alternative School; b) The former Leslie Park Public School; c) The former McGregor Easson Public School; d) The former D.A. Moodie Public School; and e) Vacant land; Village of Vernon, former Osgoode Township (legally described Plan 93, Pt PL 16, 5R13924 Pt 2). B. THAT, with respect to the former McGregor Easson Public School, the Board make a special effort to circulate information to residents in the area by the most effective approach; and C. THAT staff review procedure PR.613.PLG, Declaration and Disposal of Surplus Board Property, to determine if the size of the signs is sufficient to notify the public during the 30-day notification period for properties for disposal. Trustee Menard expressed the view that Part C implies that the District did not effectively notify schools. He emphasized that the residents in the area expressed an interest in having a community hub at the McGregor Easson site and he questioned whether the District received enough feedback from the public. - 96 - CFO Carson clarified that the District discussed with city councillors and with a local member of Legislature the potential use of the property. He noted that the public was aware of the potential disposition and part of the community consultation process was to receive input. Trustee Menard reiterated that Grant Alternative and McGregor Easson Public Schools are still of concern to him as the community had expressed a desire for a community hub at these sites. Trustee Seward advised that she and CFO Carson have met with some residents of the McGregor Easson community with respect to the process for establishing a community hub. Trustee Menard requested separate votes on Parts A, B, and C of the motion. Moved by Trustee Blackburn, seconded by Trustee Scott, A. THAT the following properties be declared surplus to the OCDSB needs and that staff be directed to initiate the disposition process in accordance with Regulation 444/98 to the Education Act: a) The former Grant Alternative School; b) The former Leslie Park Public School; c) The former McGregor Easson Public School; d) The former D.A. Moodie Public School; and e) Vacant land; Village of Vernon, former Osgoode Township (legally described Plan 93, Pt PL 16, 5R13924 Pt 2). - Carried – A recorded vote was held and Part A of the motion was carried on the following division: FOR: Trustees Boothby,Blackburn Braunovan, Fisher, Kavanagh, Olsen Harper, Penny, Scott and Seward (9) AGAINST: Trustee Menard (1) ABSTENTION: Nil (0) - 97 - B. THAT, with respect to the former McGregor Easson Public School, the Board make a special effort to circulate information to residents in the area by the most effective approach; and - Carried – A recorded vote was held and the motion was carried unanimously by those present: FOR: Trustees Boothby, Blackburn, Braunovan, Fisher, Kavanagh, Menard, Olsen Harper, Penny, Scott and Seward (10) AGAINST: Nil (0) ABSTENTION: Nil (0) C. THAT staff review procedure PR.613.PLG, Declaration and Disposal of Surplus Board Property, to determine if the size of the signs is sufficient to notify the public during the 30-day notification period for properties for disposal. - Carried – A recorded vote was held and the motion was carried unanimously by those present: FOR: Trustees Boothby, Blackburn, Braunovan, Fisher, Kavanagh, Menard, Olsen Harper, Penny, Scott and Seward (10) AGAINST: Nil (0) ABSTENTION: Nil (0) 2. Approval of Advisory Committee on Equity Representation on Committee of the Whole and Committee of the Whole Budget Moved by Trustee Ellis, seconded by Trustee Scott, THAT policy P.010.GOV Community Involvement on Board Standing Committees be amended to: i) add the Advisory Committee on Equity (ACE) to section 2.1, thereby granting ACE the right to appoint one (1) non-voting representative to the Committee of the Whole; and - 98 - ii) add the Advisory Committee on Equity (ACE) to section 2.2, thereby granting ACE the right to appoint one (1) non-voting representative to the Committee of the Whole, Budget. 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, Scott and Seward (11) AGAINST: Nil (0) ABSTENTION: Nil (0) ii. Receipt of Report 17, Committee of the Whole, 15 May 2018 Moved by Trustee Scott, seconded by Trustee Braunovan, THAT Report 17, Committee of the Whole, dated 15 May 2018, be received. Trustee Seward requested that the second last bullet on folio 74 be amended to include the following statements: • “ITP programs in schools for the District’s youngest children, is not only consistent, but in many ways will enhance student achievement and well-being. Education is an ongoing process which begins long before kindergarten; • The province has placed priority on placing early childhood education (ITP) in schools. This is a significant development, and is an important new line of business for OCDSB. If the OCDSB does not do this, we will miss an opportunity, and will be negatively impacted if our coterminous boards act proactively.” Moved by Trustee Scott, seconded by Trustee Braunovan, THAT Report 17, Committee of the Whole, dated 15 May 2018, be received, as amended. - Carried – - 99 - 1. Approval of Capital Priorities 2018 Moved by Trustee Fisher, seconded by Trustee Scott, A. THAT the list of OCDSB 2018 Capital Priorities contained in Appendix B of Report No. 18-056 be approved. (Attached as Appendix B) B. THAT the projects contained in Appendix B of Report No. 18-056, which have planned opening dates which meet the timing requirement criteria contained in the next Ministry of Education capital call, be submitted to the Ministry for funding consideration. - Carried – A recorded vote was held and the motion was carried unanimously by those present: FOR: Trustees Boothby, Braunovan, Ellis, Fisher, Kavanagh, Menard, Olsen Harper, Penny, Scott and Seward (10) AGAINST: Nil (0) ABSTENTION: Nil (0) 2. Approval of UN Declaration re the International Decade for People of African Descent Moved by Trustee Menard, seconded by Trustee Scott, THAT the Ottawa-Carleton District School Board, A. In commemoration of the 390th anniversary of the arrival in New France of the first student of African descent, joins the Orders of Government in adopting 2015-2024 as the United Nations International Decade for People of African Descent; and B. Adopts and commits to the intent of the UN Decade for People of African Descent in Ottawa through our work to: i. Develop and undertake work on the Equity Action Plan; - 100 - ii. Reduce barriers to learning to improve equity of access and opportunity for students of African descent; iii. Intentionally adopt practices to create a safe and caring learning environment that respects, promotes, and protects the human rights of children of African descent; iv. Collect and use identity-based data to measure our progress and inform decisions on policy and programs that impact the education of students; and v. Engage with parents and community organizations comprised of people of African descent in Ottawa to support their sense of belonging in the OCDSB education environment. - Carried – A recorded vote was held and the motion was carried unanimously by those present: FOR: Trustees Boothby, Braunovan, Ellis, Fisher, Kavanagh, Menard, Olsen Harper, Penny, Scott and Seward (10) AGAINST: Nil (0) ABSTENTION: Nil (0) d. Receipt of Committee of the Whole Budget Report i. Receipt of Report 13, Committee of the Whole Budget, 24 April 2018 Moved by Trustee Kavanaugh, seconded by Trustee Fisher, THAT Report 13, Committee of the Whole Budget, dated 24 April 2018, be received. - Carried – There were no recommendations in the report. - 101 - e. Receipt of Ad Hoc Committee Report ii. Receipt of Report 1, Ad Hoc Committee for the Board Self- Evaluation & the Director Performance Evaluation Process, 2 May 2018 Moved by Trustee Boothby, seconded by Trustee Scott, THAT Report 1, Ad Hoc Committee for the Board Self- Evaluation & the Director Performance Evaluation Process, 2 May 2018, be received. - Carried – 1. Approval of evaluation process and instruments to be used for the 2017-2018 Director of Education evaluation and Director’s Job Description to be used for the 2018-2019 Director of Education evaluation Moved by Trustee Scott, seconded by Trustee Boothby, A. THAT the evaluation process and instruments to be used for the 2017-2018 Director of Education Evaluation as outlined in Report 18-038 be approved; and B. THAT the job description and performance assessment guide for the 2018-2019 evaluation cycle (Appendices A-2 and B to Policy P.051.GOV. Evaluation of Director of Education and Secretary of the Board) be approved. - Carried – Trustee Scott queried whether Part A is necessary in light of the Director’s upcoming retirement. Executive Officer Giroux noted that in previous situations of this nature it has not been the practice of the Board to evaluate an outgoing Director of Education. Moved by Trustee Scott, seconded by Trustee Fisher, THAT Part A be postponed indefinitely. - Carried – - 102 - Moved by Trustee Scott, seconded by Trustee Boothby, THAT the job description and performance assessment guide for the 2018-2019 evaluation cycle (Appendices A- 2 and B to Policy P.051.GOV. Evaluation of Director of Education and Secretary of the Board) be approved. - Carried – A recorded vote was held and the motion was carried unanimously by those present: FOR: Trustees Boothby, Braunovan, Fisher, Kavanagh, Menard, Olsen Harper, Penny, Scott and Seward (9) AGAINST: Nil (0) ABSTENTION: Nil (0) f. Report 18-055, Appointments to the Ontario Public School Boards’ Association (OPSBA) for June 2018 to December 2018. Chair Seward called for nominations or volunteers to serve as delegates to the Ontario Public School Boards’ Association (OPSBA): a. Two Directors to the Board of Directors Trustee Olsen Harper, seconded by Trustee Menard, nominated Trustee Boothby. Trustee Kavanagh, seconded by Trustee Scott, nominated Trustee Blackburn. Trustee Scott, seconded by Trustee Menard, nominated Trustee Penny. Moved by Trustee Scott, seconded by Trustee Fisher, THAT the nominations be closed. - Carried – Following an election, Chair Seward declared Trustee Boothby and Trustee Penny the two directors to the Board of Directors. - 103 - b. Two Alternate Directors to the Board of Directors Trustee Penny, seconded by Trustee Boothby, nominated Trustee Olsen Harper. Trustee Boothby, seconded by Trustee Fisher, nominated Trustee Braunovan. Trustee Kavanagh, seconded by Trustee Fisher, nominated Trustee Blackburn. Moved by Trustee Blackburn, seconded by Trustee Menard, THAT the nominations be closed. - Carried – Following an election, Chair Seward declared Trustee Braunovan and Trustee Olsen Harper the two alternate directors to the Board of Directors. c. Voting Delegate for the Eastern Regional Council Meetings Trustee Boothby, seconded by Blackburn, nominated Trustee Penny. Moved by Trustee Blackburn, seconded by Trustee Menard, THAT the nominations be closed. - Carried – By acclamation, Chair Seward declared Trustee Penny the voting delegate for the Eastern Regional Council Meetings. d. Alternate Voting Delegate for the Eastern Regional Council Meetings Trustee Penny, seconded by Blackburn, nominated Trustee Boothby. Moved by Trustee Blackburn, seconded by Trustee Fisher THAT the nominations be closed. - Carried – By acclamation, Chair Seward declared Trustee Boothby the alternate voting delegate for the Eastern Regional Council Meetings. - 104 - Moved by Trustee Scott, seconded by Trustee Fisher, THAT the following appointments to the Ontario Public School Boards’ Association (OPSBA) for the period June 2018 to December 2018 be approved: A. Trustees Boothby and Penny as the two directors to the Board of Directors; B. Trustees Braunovan and Olsen Harper as the two alternate directors to the Board of Directors; C. Trustee Penny as the voting delegate for the Eastern Regional Council Meetings; and D. Trustee Boothby as the alternate voting delegate for the Eastern Regional Council Meetings. - Carried – A recorded vote was held and the motion was carried on the following division: FOR: Trustees Boothby, Braunovan, Fisher, Kavanagh, Menard, Olsen Harper, Penny, Scott and Seward (9) AGAINST: Nil (0) ABSTENTION: Trustee Blackburn (1) g. Appointment of Members to the Ad Hoc Director Selection Committee Executive Officer Giroux advised that there are five members in the Ad Hoc Director Selection Committee: Chair, Vice-Chair, plus three elected members. Chair Seward added that all trustees are entitled to attend meetings and receive materials if they commit to being available for all meetings and interviews. Trustee Scott, seconded by Trustee Blackburn, nominated Trustee Schwartz. Trustee Boothby, seconded by Trustee Menard, nominated Trustee Braunovan. Trustee Boothby, seconded by Trustee Braunovan, nominated Trustee Penny. - 105 - Trustee Braunovan, seconded by Trustee Olsen Harper, nominated Trustee Menard. Moved by Trustee Blackburn , seconded by Trustee Braunovan, THAT the nominations be closed. - Carried – Trustee Menard withdrew his nomination following a tie after the first ballot. By acclamation, Chair Seward declared Trustees Penny, Braunovan, and Schwartz to be appointed members to the Ad Hoc Committee. Moved by Trustee Braunovan, seconded by Trustee Fisher, THAT Trustees Braunovan, Penny, and Schwartz be appointed to the Ad Hoc Committee. - Carried – A recorded vote was held and the motion was carried unanimously by those present: FOR: Trustees Blackburn Boothby, Braunovan, Fisher, Kavanagh, Menard, Olsen Harper, Penny, Scott and Seward (10) AGAINST: Nil (0) ABSTENTION: Nil (0) Moved by Trustee Braunovan, seconded by Trustee Fisher, THAT the ballots be destroyed. - Carried – 85. Matters for Discussion a. Report from OPSBA Representatives There was no report from the OPSBA representatives. - 106 - 86. Matters for Information: a. OPSBA Priorities and Policy Resolutions for OPSBA Annual General Meeting Chair Seward noted that the OPSBA priorities and policy resolutions for the 2018 OPSBA Annual General Meeting can be viewed on folio 98. Trustees Penny and Boothby noted that there are 3 policy resolutions: • The OPSBA Executive Council and the Indigenous Trustees’ Council support the resolution for the OCDSB FNMI staffing recommendation. Trustee Boothby noted that Elaine Johnstone from the Indigenous Council has agreed to be the seconder for the resolution; • OPSBA’s Executive Council recommended the resolution from Waterloo Region DSB on ADHD be referred to the Minister’s Advisory Council on Special Education (MACSE) for evaluation; and, • OPSBA’s Executive Council recommended that the Hastings & Prince Edward DSB resolution on the performance appraisal process for OPSBA members be deferred to staff. 87. New Business – Information and Inquiries There was no new business. 88. Adjournment The meeting adjourned at 8:54 p.m. Jennifer Adams Shirley Seward Director of Education Chair of the Board - 107 - Appendix A Board 22 May 2018 Mandate of the Director Selection Committee 1.The Director Selection Committee is an ad hoc committee of the Boardestablished for the purpose of supporting the management of the search and selection process for a new Director of Education and Secretary to the Board. 2.The committee plays a key liaison role with the Board, the executive search firm and with staff to make recommendations as required on the followingkey steps in the process:i.Administration of Process – involves preliminary planning including the contract with search firm, establishing meeting cycle/dates etc. ii.Strategy Development – key work done with search firm to develop a strategy for finding the best candidate. Discussion oforganization and culture, position responsibilities and qualificationsto develop a position profile. Finalization of search strategy details including posting/advertising, communication and targeted recruiting. iii.Candidate Identification and Assessment – receive and review potential candidate list and determine the list of candidates forinterview. Search firm assists Board with interviews and Board makes decision on preferred candidate. iv.Search Completion and Follow-up – search firm provides information on references and liaises with top candidates in terms of offers, contracts and final selection decisions. v.Appointment Announcement – coordinate with Communications staff and successful candidate to announce appointment. 3.The committee shall meet as required for the purpose of completing itsmandate. The committee shall be stood down on the completion of its mandate which is the appointment of a new Director of Education. 4.The Committee shall be comprised of five members, including the Chair of the Board, Vice-Chair of the Board and three members of the Board appointed by the Board of Trustees. 5.All members of the Board shall be entitled to attend meetings of theDirector Selection Committee and to receive all materials circulated to the committee. 6.In order to ensure the integrity of the hiring process, those members whoopt to participate must be available to participate in the entire process May 2018 Appendix A Board 22 May 2018 7. All members of the committee, including non-appointed participating trustees shall, at all times, ensure that the conduct of the search and selection process demonstrates confidentiality, professionalism and an awareness of the sensitivity of the process. May 2018 Ottawa-Carleton District School Board 2018 CAPITAL PRIORITIES APPENDIX B to Board 22 May 2018 1 New Fernbank ES New School - 628 pp Elementary 2020 2 New Riverside South SS New School - 1,353 pp Secondary 2020 3 New Half Moon Bay ES #2 New School - 674 pp Elementary 2020 4 Viscount Alexander PS Addition - 118 pp Elementary 2019 5 A.Y. Jackson SS Addition - 252 pp Secondary 2019 6 New East Urban Centre ES New School - 674 pp Elementary 2022 7 New Findlay Creek ES #2 New School - 674 pp Elementary 2022 8 New Riverside South ES #2 New School - 628 pp Elementary 2023 Notes: 1.Opening dates are those identified within the District Needs Analysis (DNA) documents - January 2018. Ranking Capital Priority Opening DateProject Type and Scope Panel