HomeMy WebLinkAbout11.0 Special Board Meeting_Aug25_2020
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SPECIAL BOARD PUBLIC MINUTES
Tuesday, August 25,
2020
7:00 pm
Zoom Meeting
Trustees Present: Justine Bell, Donna Blackburn, Rob Campbell, Chris Ellis,
Lyra Evans, Mark Fisher, Wendy Hough, Jennifer
Jennekens, Keith Penny, Lynn Scott, Christine Boothby, Joy
Liu (Student Trustee), Charles Chen (Student Trustee)
Staff Present: Camille Williams-Taylor (Director of Education), Brett
Reynolds (Associate Director), Mike Carson (Chief Financial
Officer), Janice McCoy (Superintendent of Human
Resources), Michele Giroux (Executive Officer, Corporate
Services), Carolyn Tanner (Human Rights and Equity
Advisor), Dorothy Baker (Superintendent of Instruction),
Prince Duah (Superintendent of Instruction), Mary Jane
Farrish (Superintendent of Instruction), Eric Hardie
(Superintendent of Instruction), Shawn Lehman
(Superintendent of Instruction), Shannon Smith
(Superintendent of Instruction), Peter Symmonds
(Superintendent of Learning Support Services), Richard
Sinclair (Manager of Legal Services and Labour Relations),
Sandy Owens (Manager, Business & Learning
Technologies), Diane Pernari-Hergert (Manager of
Communications & Information Services), Rebecca Grandis
(Senior Board Coordinator), Nicole Guthrie (Manager of
Board Services), Michael Guilbault (AV Tecnician)
1. Call to Order -- Chair of the Board
Chair Scott called the public meeting to order at 7:00 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.
2. Approval of the Agenda
An amendment moved by Trustee Blackburn, seconded by Trustee Campbell,
THAT items 6.1 and 6.2 be moved on the agenda to precede item 5.1.
Carried
Moved by Trustee Campbell, seconded by Trustee Boothby,
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THAT the agenda be approved, as amended.
Carried
3. Report from the Special Board ( In Camera)
The Board met in Camera earlier this evening and reports and recommends as
follows:
Moved by Trustee Blackburn, seconded by Trustee Penny,
THAT staff proceed as directed in Board in camera with respect to a labour
relations matter.
Carried
The motion was carried on the following division:
FOR: Trustees Boothby, Blackburn, Hough, Ellis, Campbell, Jennekens, Penny,
Lyra Evans, Bell, Fisher, (10)
OPPOSED: Nil (0)
ABSTENTION: Trustee Scott (1)
4. Delegations
4.1 Sherien Youssef, Re. International Baccalaureate Program
Ms. Youssef advised that over 189 students in the International
Baccalaureate (IB) program are required to attend school in person, as
virtual learning is not an option for this cohort. For families with
immunocompromised members it creates significant risk. Ms Youseff
shared a PowerPoint presentation that included several possible options
that would allow IB students to participate in virtual learning. She noted
that students should not have to choose between the pursuit of education
and their health.
When asked if all system programs should have both options available
Ms, Youssef noted that she could not really comment on other programs
but thought it would be optimal for all.
Director Williams-Taylor recognized that this is a complex issue. The
Ottawa District School Board (OCDSB) has many learning pathways for
students and although It would be ideal to deliver a program as close to
real as possible, time and resources are limited.
Associate Director Reynolds noted that this was not a situation the District
would have chosen for families as it would be ideal to offer remote
learning for all. Providing virtual options is possible with larger cohorts.
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Staffing becomes very difficult for smaller cohorts and the IB program has
strict rules about program delivery.
5. Matters for Discussion
5.1 COVID-19 Update
Director Williams Taylor acknowledged the work of so many to support the
reopening of schools. The OCDSB had designed and redesigned the
operation of three school systems involving a comprehensive reimaging of
all processes and practices, made more complicated in an ever-changing
landscape of provincial and health guidance.
Confirmation of Attendance
● Approximately 22 % of families have opted for remote learning; and
● While there is still some work to be completed. staffing must proceed
using the information that is currently available.
Request for Change Process
● Many requests for change have been received since the deadline;
● Requests for change are currently being held until after staffing has
been completed; and
● Any request for change should now be made at the school level.
Staffing
● All school-based staffing assignments are being reviewed based on
enrolment/attendance decisions;
● All expressions of interest for remote learning have been completed
and staff are processing requests; and
● Staff will be guided by the usual process to address any surplus and/or
vacancies in schools or remote learning.
Virtual Learning:
● Approximately 16,000 students have opted for remote learning;
● There may be up to six elementary virtual schools and 1 secondary
virtual school created to accommodate these stu dents;
● Every effort will be made to place students from the same elementary
school in the same virtual school; and
● Virtual schools will require administrators, teachers, office staff and
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● Workspaces.
Secondary in Person:
● The Ministry has asked boards to revisit the in person model to ensure
that contacts do not exceed 100 people;
● Using the quadmester model, students would take two courses at a
time and attend school on alternating days;
● Instructional time would remain the same, but in class learning will
alternate by subject week-to-week.
Health and Safety:
● Administrators are beginning to put health and safety measures in
place in schools;
● In collaboration with the Occupational Joint Health and Safety
Committee, resources have been compiled to ensure staff are aware
of health and safety practices; and
● The Ministry has advised that all PPE has been shipped.
Re-opening of Administrative Sites:
● Planning for reopening administrative sites is underway; and
● The plans include services and staffing through a combination of in -
person, adapted or remote delivery models.
Progressive Start
● The Ministry has used the progressive start framework to encourage
boards to make adjustments to ensure that proper planning and safety
is in place before students arrive;
● The youngest and most vulnerable learners will be privileged with
earlier entry;
● All students will be in school by 18 September; and
● A detailed plan for progressive starts will be released next week.
Supporting Parents
● A webinar was held with Dr. David Tranter to help parents prepare
their children for the start of school;
● Over 1000 people participated in the webinar; and
● Staff are working on additional video resources to support the District's
youngest learners.
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Staff continues to work with other districts, the Ministry of Education and
Ottawa public health. It is hoped that the update along with the video from
Doctor Etches, Medical officer of Health will guide trustees in their
discussion on the motions tonight
Ottawa Public Health Update
Dr. Etches, in a video presentation addressed trustee questions on
the following:
● The wearing of face masks;
● The use of face shields;
● The role of Ottawa Public Health and school board reopening
plans;
● Class sizes and physical distancing;
● Two meter distancing;
● Limiting the movement of staff between schools and contact
tracing;
● Training for staff on safety measures;
● Staff and students must use the COVID 19 assessment tool
daily; and
● Adults in the school must maintain physical distancing;
Dr. Etches encouraged all to become COVID-Wise:
W - wear a mask,
I - Isolate when you are sick,
S - stay metres two meters apart if possible although 1 meter may
be more realistic,
E - exercise proper hand hygiene.
A public health nurse has been assigned to schools to support the
principal and staff and students with regular visits, be available to
answer questions and manage challenges.
OPH will continue to have open dialogue with school boards and
update the website.
Director Williams-Taylor noted that the secondary school in-person
model will be updated to indicate that it would be course 1 for a full
week and course 2 for a full week.
During the question period the following responses were provided:
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● Staff may be deemed surplus to their school but not the system.
As teacher resources are reallocated to remote learning,
schools may have more teachers than required. Staff would
place those surplus teachers elsewhere, possibly in the virtual
school. Staff will act quickly to get information to principals so
that timetables can be updated as quickly as possible;
● Regarding daily screening procedures, staff are working on the
protocols for staff and students. There is a tool available from
OPH for employers that can be used. This tool has been used
for a month. Staff will be asked to complete the assessment
questions in the tool. Should the answer be yes to any of the
questions, staff will be asked not to visit OCDSB sites and their
supervisor will be contacted. The tool will be posted at all sites;
● There are 300 instructional minutes a day for students who are
learning at home. During this time there are synchronous and
asynchronous opportunities;
● Teachers are posting work in the classrooms so students have
the opportunity to review videos and work on lessons, and
attendance will be taken. Staff will ensure there is synchronous
connection with students at home and in the classroom. The
time at home is accountable and accounted for at all times;
● Superintendent McCoy advised that staff are in the process of
constructing messaging for casual teachers and asking them to
restrict work in multiple school sites. Information from OPH will
be reiterated using the language Dr. Etches provided. The
elementary system uses daily occasional teachers (DOTS). The
practice of re-deploying DOTS will be limited to reduce contacts.
Occasional teachers will be asked to track schools they visit to
contact trace, if required;
● Information on the staggered start will be shared with parents at
the end of the week;
● If staff cannot maintain one metre distancing in class, action will
be taken. Every effort will be made to ensure one metre
between students. Superintendent Towaij advised that staff
measuring means the distances between students when they
are seated. Excess furniture has been removed to provide
additional space;
● Regarding the provision for organizing parent voice, the Director
noted that establishing a reliable structure that will work across
the District from a pedagogical point of view is a priority.
Executive Officer Giroux noted that it is not just a school
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council question but all communication is built on where a
student goes to school, regarding directing students to a
remote school has infrastructure issues, getting schools up and
running is a priority but staff are aware of other issues.;
● Superintendent Towaij confirmed that smaller class sizes will be
implemented.in neighbourhoods with greater vulnerabilities as
identified by OPH;
● Ownership of the return to school plan is an issue for some
staff. Staff will have three days of professional learning.
Staggered entry has provided an opportunity to ensure that the
structures are in place and teachers will have a better idea of
the process. Principals and vice-principals have been mapping
out the design with their staff. Progressive entry will provide an
advantage for both virtual and bricks and mortar schools to
have an opportunity to understand the roll out;
● Associate Director Reynolds advised that lunch will be
supervised, additional staff will be deployed, and students
eating at their desks will wash or sanitize their hands before and
after they eat. Desk shields have been put in place to maintain
distancing. This plan is in place across the province and OPH
supports this;
● Staff have accounted for 300 instructional minutes. For 225
minutes staff will be at school and assigned to supporting
students. For the 75 minutes remaining, staff will be at school. If
they have exhausted their instructional minutes, they will have
prep time;
● The Director acknowledged that some students will not be
attending school until 14 September. OSTA provides presto
cards, through OC Transpo, to some students. It is recognized
that for some students in remote areas transportation could be a
problem. Chief Financial Officer Carson (CFO) confirmed that
the Ottawa Student Transportation Authority (OSTA) has been
working with OC-Transpo. Not being able to provide
transportation will be a problem for some families;
● Regarding extending the school year, the Ministry has not
communicated any direction about lengthening the school year.
Staff are working to address gaps, anticipating that days can be
lost due to weather, etc., and it may be possible to make up the
time;
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● A break period will occur halfway in the 225 minutes. If a
student needs to eat to learn, staff will ensure they have an
opportunity;
● Superintendent Hardie advised there are plans to address the
COOP program and adjustments have been made to the
Specialist High Skills Major (SHSM) program. Certifications can
be received online. Staff have looked for opportunities for
students to obtain volunteer hours online;
● Staff are not expecting in person clubs to meet in the fall.
Students have been coming up with ways to engage using a
number of different platforms. There will be no in-person
gathering but new opportunities may emerge;
● There may be opportunities to switch from remote to in person
at logical breakpoints. Requests would be reviewed on a case
by case basis. As we approach mid-year we may be able to
make greater changes to accommodate students;
● Director Williams-Taylor acknowledged that coming back to
school will be a different process, and classrooms may look
very different. Staff need to think differently about how the
program is delivered. Staff are trying to finalize the assignments
of teachers, recognizing timeframes will be short. Some of this
work may coincide with the arrival of students;
● Staff are looking at various modifications to music programs. At
the intermediate level we are discontinuing the use of shared
instruments but looking at other options to access the music
curriculum;
● Staff will try where possible to emphasize smaller class sizes.
There will be an effort, subject to the number of students in
schools, to maximize the 10% of virtual learning class sizes.
Staff will also be looking at class sizes in those areas identified
as vulnerable by OPH.
● To reassure the families of kindergarten students,
Superintendent Towaij advised that there will be round tables
with clear dividers so students can see their classmates. There
will be virtual intake meetings to meet with teachers and
ECEs. A video is being created to indicate what the classroom
will look like. Students can bring a backpack and extra shoes,
and store items under their desks;
● In terms of class sizes, 90% of classes would be at 20 or below,
10% would be at 24.5 or below. There would be a hard cap of
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23 at primary and above. Staff are working to keep numbers for
grades 4 to 8 at no more that 24.5; and
● Regarding the number of virtual schools, staff have not finalized
the plan but currently there are six elementary and one
secondary virtual school proposed.
Chair Scott advised that during the meeting it was announced that
the Federal Government will provide approximately $2.0 billion
dollars in funding to the provinces, proportionate to the number of
students in each province.
6. Matters for Action
6.1 Report from Ad Hoc Committee for Board Self Evaluation & the Director
Performance Evaluation Process, 12 August 2020
Moved by Jennekens, seconded by Trustee Boothby
THAT the Report from the Ad Hoc Committee for Board Self
Evaluation and the Director Performance Evaluation Process, Dated
12 August 2020, be received.
Carried
1. Approval of Recommendation to Defer the Director's Performance
Evaluation
THAT the evaluation process and timelines for the 2019-2020
Director of Education Evaluation cycle as outlined in section 3.10
parts B through F of Policy P.051.GOV be delayed by one month.
Trustee Boothby advised that the committee determined that the
focus would be on a return to school in September and the Director
requires additional time to prepare for the performance evaluation
Moved by Trustee Boothby, seconded by Trustee Jennekens,
THAT the evaluation process and timelines for the 2019-2020
Director of Education Evaluation cycle as outlined in section
3.10 parts B through F of Policy P.051.GOV be delayed by one
month.
CARRIED
The motion was carried unanimously by those present.
FOR: Trustees Boothby, Blackburn, Hough, Campbell, Ellis,
Jennekens, Penny, Lyra Evans, Bell, Fisher, Scott, (11)
OPPOSED: Nil (0)
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ABSTENTIONS: Nil (0)
2. Approval of Recommendation to Defer Board Self Evaluation
Moved by Trustee Boothby, seconded by Trustee Jennekens
THAT the Board's annual reflection process for 2019-2020 as
outlined in section 4.4 parts b through c of Policy P.130.GOV be
delayed by one month.
Trustee Boothby noted that the committee recommends delaying
the work to allow staff to have time to focus on the return to school
plans, particularly when it is unknown whether the Ministry would
require additional work to prepare for school opening.
Moved by Trustee Boothby, seconded by Trustee Jennekens,
THAT the Board's annual reflection process for 2019-2020 as
outlined in section 4.4 parts b through c of Policy P.130.GOV
be delayed by one month.
Carried
The motion was carried unanimously by those present.
FOR: Trustees Boothby, Blackburn, Hough, Campbell, Ellis,
Jennekens, Penny, Lyra Evans, Bell, Fisher, Scott, (11)
OPPOSED: Nil (0)
ABSTENTIONS: Nil (0)
6.2 Notice of Motion, Re: Facial Coverings, Trustee Lyra
Moved by Trustee Lyra Evans, seconded by Trustee Blackburn,
THAT the Board requires the wearing of facial coverings at school for
students in Grades K-3 whenever reasonable, exempting those students
with medical or other conditions that would contraindicate such a covering.
Trustee Lyra Evans noted that she agrees with Toronto Public Hea lth and
the Canadian Nurses Association who have acknowledged that masks are
likely to be beneficial for students in kindergarten to grade 3. Young
learners may have difficulty wearing masks, but if others around them
wear masks, they are likely to model their behaviour. She urged her
colleagues to support the motion to protect the immunocompromised,
vulnerable members of families.
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Trustee Blackburn supported the motion, but with an amendment, to
include, after the word covering, recognizing that some students may not
be developmentally or emotionally ready to manage facial coverings.
An amendment moved by Trustee Blackburn, seconded by Trustee
Jennekens,
THAT “recognizing that some students may not be developmentally or
emotionally ready to manage facial coverings” be added at the end of the
recommendation.
Trustee Blackburn submitted that the amendment was straightforward and
provided clarity to parents who may be concerned that some children who
cannot wear masks may be asked to leave school.
In response to a query from Trustee Campbell with respect to who would
determine the ability of a student to wear a mask, Director Williams-Taylor
advised that it may be challenging to determine readiness to wear a mask
and to enforce compliance. Staff may suggest a child attend a virtual
school. She added that suspension and exclusion is not permitted in
grades 3 and under. Should a child refuse virtual learning and a
suspension cannot be imposed then it may be isolation in the classroom.
Trustee Lyra Evans noted that the original motion was intended to require
masks anytime there wasn't an exceptionality or a medical reason or in a
case where staff determined it was not possible. The amendment shifts
the decision making from staff to parents. It was her intention that staff
make the determination.
Trustee Jennekens noted her concern for students with special needs who
rely on facial expressions and some students who do not have the ability
to manage a mask.
Trustee Ellis expressed the opinion that the original m otion covers this
issue and that the amendment is not necessary.
Trustee Blackburn submitted that parents know their children better than
staff.
An amendment moved by Trustee Blackburn, seconded by Trustee
Jennekens,
THAT “recognizing that some students may not be developmentally or
emotionally ready to manage facial coverings” be added at the end of the
recommendation.
Carried
Trustee Bell requested that staff develop a protocol, in consultation OPH,
that would define “reasonable”. Director Williams-Taylor advised that if
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students are required to wear masks in primary grades, it would be
necessary to develop a policy for all grades.
Associate Reynolds advised that OPH strongly encourages mask wearing;
however, it is not mandated at this time. He suggested it would be better
to encourage and educate. He added that there are provisions in the
Education Act to manage compliance for safety reasons.
Trustee Campbell indicated that OPH is not recommending mandatory
mask wearing, and staff should not have to be in a position to enforce the
wearing of masks.
Trustee Penny expressed the opinion that if OPH cannot quantify the
protection a mask would provide, there is no basis for the motion.
An amendment moved by Trustee Jennekens, seconded by Trustee
Campbell,
THAT the words “strongly recommend” replace the word “require”.
Trustee Fisher agreed that this amendment is more in line with OPH
recommendations.
Trustee Ellis noted that it is important to include the word “required” to
send a message to the community.
An amendment moved by Trustee Jennekens, seconded by Trustee
Campbell,
THAT the words “strongly recommend” replace the word “require”.
Carried
Trustee Boothby noted the teacher's concerns about the management of
masks and the lack of evidence that they will be used effectively. She
added that the Sickkids Hospital does not endorse the mandatory wearing
of masks.
An amendment moved by Trustee Boothby, seconded by Trustee
Campbell,
THAT all words following “students in Grades K-3 whenever reasonable“
be deleted.
Carried, friendly
An amendment moved by Trustee Hough, seconded by Trustee Campbell,
THAT “masks” replace “facial coverings”.
Carried, friendly
An amendment moved by Trustee Hough, ,
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THAT ”strongly recommends” be replaced with “encourage”.
The amendment failed for lack of a seconder.
Trustee Ellis noted, for the record, that he indicated to the community that
he would support the original motion; however, the amendments have now
made the motion meaningless in his opinion.
*** The 10:30 vote obtained the required 2/3 majority to continue the
meeting.***
Trustee Lyra Evans expressed the view that saying there is no evidence
does not mean there have been no studies. Toronto Public Health and the
Canadian Nurses Association support the requirement for masks to
reduce the spread of the virus.
Student Trustee Liu requested a non-binding vote.
Moved by Trustee Lyra Evans, seconded by Trustee Blackburn,
THAT the Board strongly recommends the wearing of masks at
school for students in Grades K-3 whenever reasonable.
Carried
On the non-binding vote, the motion was carried on the following division:
FOR: Trustees Boothby, Blackburn, Hough, Campbell, Jennekens, Penny,
Bell, Fisher, Scott (9)
OPPOSED: Trustees Ellis, Lyra Evans, Chen, Liu (4)
ABSTENTIONS: Nil (0)
On the binding vote, the motion was carried on the following division:
FOR: Trustees Boothby, Blackburn, Hough, Campbell, Jennekens, Penny,
Bell, Fisher, Scott (9)
OPPOSED: Trustees Ellis, Lyra Evans (2)
ABSTENTIONS: Nil (0)
6.3 Notice of Motion, Re: Delay Student Return to School Date, Trustee
Blackburn
Moved by Trustee Blackburn, seconded by Trustee Jennekens,
THAT the Board delay the student return to school date until 14
September 2020 for the 2020-2021 school year.
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Trustee Blackburn submitted that many teachers will not be ready for the
proposed start of the school year. OSTA has announced a delay in the
provision of school bus transportation. She expressed the view that by 14
September things may be more normalized, staff will have additional time
to prepare, and principals will have time to go through the personal
protective equipment (PPE). Trustee Blackburn added that other school
boards have delayed their start time, and she encouraged her colleagues
to consider the motion.
Trustee Bell submitted that this is an equity issue for marginalized
students, and staggered start dates are important to "get it right.
An amendment moved by Trustee Bell, seconded by Trustee Fisher,
THAT ” 8 September” replace “14 September.
Director Williams-Taylor noted that start means starting with a staggered
entry. While a later date to receive students provides more time for staff, it
is an issue for families depending on schools to meet their needs. All
students arriving at the same time jeopardizes a safe entry.
Associate Director Reynolds advised there is a lot to do in very little time,
and there is a firm end date to the school year. A later staggered date
would impact instructional time.AS trustees have noted there are
challenges with an earlier start date bu staff want to deliver the best
instructional program possible.
Trustee Bell noted that giving teachers and principals additional time
would be beneficial. She encouraged her colleagues to provide a bit of
additional time but not so much that it further impacts marginalized
communities.
Trustee Fisher advised that trustees are requesting a delay to ensure that
staff have enough operational time to proceed. Director Williams Taylor
advised a staggered entry is necessary to ensure schools are ready to
receive students.
Director Williams-Taylor confirmed that she preferred the 8 September
start date with a staggered start as opposed to 3 September with a
staggered start.
Trustee Blackburn reminded trustees that some racialized students would
not have transportation until September 16. She expressed concern that
those students who cannot get to school will fall behind,
Trustee Penny assumed the chair
Chair Scott inquired whether secondary students could utilize virtual
learning if school were to start on 8 September and transportation was not
available. Director Williams Taylor noted that staff recognize that a start on
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8 September will be a problem for rural students. It may be possible to
utilize virtual learning at the secondary level.
Chair Scott resumed the chair.
Trustee Jennekens expressed her concern about students in rural areas
not having transportation.
*** The 11:00 p.m. voted achieved unanimous consent to continue
the meeting past 11:00 p.m.***
An amendment moved by Trustee Bell, seconded by Trustee Fisher,
THAT “8 September” replace “14 September.
Carried
Trustee Bell inquired whether staff could consider alternatives to
transporting students to school in the first week in lieu of yellow buses.
Director Williams-Taylor noted that this has not been contemplated
as student transportation is OSTA’s responsibility.
CFO Carson advised that OSTA is looking for opportunities for
transporting students to school. Staff will provide updates when they are
available.
Moved by Trustee Fisher, seconded by Trustee Boothby,
That the debate be closed.
Carried
Moved by Trustee Blackburn, seconded by Trustee Jennekens,
THAT the Board delay the student return to school date until 8
September 2020 for the 2020-2021 school year.
Carried
The motion was carried on the following division:
FOR: Trustees Boothby, Blackburn, Hough, Campbell, Ellis, ,Jennekens,
Penny, Lyra Evans, Bell, Fisher, Scott (0)
OPPOSED: Nil (0)
ABSTENSIONS: Nil (0)
Agenda items 6.4 and 6.5 will be moved to a future meeting.
6.4 Notice of Motion, Re: Request to the Province for the Provision of Health and
Safety Precautions, Trustee Scott
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To be dealt with at a future meeting.
6.5 Notice of Motion, Re: Return to In Person Board Meetings, Trustee Blackburn
To be dealt with at a future meeting.
7. New Business -- Information and Inquiries
There was no new business or inquiries.
8. Adjournment
The meeting adjourned at 11:10 p.m
Lynn Scott, Chair of the Board