HomeMy WebLinkAbout13.0 Committee of the Whole_Sep15_2020
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COMMITTEE OF THE WHOLE PUBLIC REPORT
Tuesday, September 15, 2020, 7:00 p.m.
Zoom Meeting
Trustees Present: Justine Bell, Christine Boothby, Rob Campbell, Chris Ellis, Lyra
Evans, Mark Fisher, Wendy Hough, Jennifer Jennekens, Keith
Penny, Sandra Schwartz, Lynn Scott, Charles Chen (Student
Trustee), Joy Liu (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), 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), Peter Symmonds
(Superintendent of Learning Support Services), Carolyn Tanner
(Human Rights and Equity Advisor), Colin Anderson (System
Principal, Safe Schools) ,Christine Kessler (System Principal,
Learning Support Services), Petra Duschner (Manager of Mental
Health and Critical Services), Karyn Carty Ostafichuk (Manager
of Planning), Sandra Owens (Manager of Business & Learning
Technologies), Diane Pernari-Hergert (Manager of
Communications & Information Services), Stacey Kay (Manager
of Learning Support Services), Amy Hannah (System Principal,
Learning Support Services),Richard Sinclair (Manager of Legal
Services and Labour Relations), Nicole Guthrie (Manager of
Board Services), Julie Cyr (Manager, Extended Day and Child
Care Programs), Michael Guilbault (AV Technician), Rebecca
Grandis (Senior Board Coordinator), Darren Gatley (Committee
Coordinator), Sue Baker (recording),
Non-Voting
Representatives
Present:
Kelly Granum (OSSTF - Occasional Teachers), Stephanie
Kirkey, (OSSTF-Teachers), Christine Lanos (OCEOC), Brian
Lesage (ETFO Alternate), Christine Moulaison (OCASC),
Steven Spidell (OCSSAN Alternate),Susan Gardner (Ottawa-
Carleton Elementary Teachers Association), Melodie Gondek
(OSSTF - ESP), Troy Cluff (OSSTF-PSSP), David Wildman
(OCEOTA)
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1. Call to Order - Vice-Chair of the Board
Vice-Chair Penny called the meeting to order at 7:06 p.m. He 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 Agenda
Moved by Trustee Boothby,
THAT the agenda be approved.
Carried
3. Briefing from the Chair of the Board
Trustee Scott paid tribute to entrepreneur and philanthropist Dave Smith, who
passed away last week at age 87. She noted that Dave cared about the welfare
and well-being of OCDSB youth. Dave was a tireless fundraiser for the Dave
Smith Youth Treatment Centre to serve youth struggling with drug and alcohol
issues, and many other causes supporting at-risk youth. On behalf of the Board,
Chair Scott thanked him for his long service on the board of the Ottawa
Education Foundation and his ongoing support for OCDSB students.
Chair Scott advised that the Board is seeking two community members with
financial expertise and business knowledge to serve on the Audit Committee.
Appointments are effective 1 December 2020. One term will be for two years and
the other for three years. The deadline to apply is 2 October 2020. Further
information is available on the District's website.
Chair Scott extended best wishes to all the Jewish families in the community who
are celebrating the Jewish New Year Rosh Hashanah later this week and
observing Yom Kippur at the end of the month.
4. Briefing from the Director
Director Williams-Taylor advised that OCDSB students and staff will be
participating in Orange Shirt Day on 30 September 2020. Orange Shirt Day is a
movement across Canada helping to educate students and communities on the
history and legacy of Canadian Residential Schools. The District has asked
educators to plan learning activities regarding this topic. The National Centre for
Truth and Reconciliation will also be hosting a virtual event for students in
Grades 5 to 12 to hear from survivors and discuss these issues.
Director Williams-Taylor advised that social media expert and IT professional
Paul Davis will be providing free webinars for students in Grades 4 to 12 to
discuss internet safety. No registration is required. Further information is
available on the District's website.
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Director Williams-Taylor advised that the last Wednesday of September has
been designated as Rowan's Law Day to help raise awareness about concussion
safety. Earlier this year, the OCDSB revised its concussion management policy.
The District's website contains useful information to learn more about the signs
and symptoms and what to do if you suspect a concussion. While sports may be
limited at this time, it’s important to remember that we need to take any head
injury seriously.
5. Delegations
There were no delegations.
6. COVID-19 Update
Director Williams-Taylor advised that the COVID-19 update will be in the form of
a presentation by members of senior staff with a focus on community
engagement to keep schools safe. (Note: Please refer to items 6.1 to 6.5 for
specific information on human resources, finance, return to school, outbreak
management, and transportation.)
The District recognizes the importance of communication with staff, trustees and
the public. The Communications team will provide newsletters, social media
analyses, sample letters for principals, videos, webinars, and an "It Takes a
Community" advertising campaign to share information.
During the question and answer period, the following points were noted:
● Communications with the public should reflect that some schools (i.e.,
Colonel By Secondary School) do not follow the "quadmester" model of
organization;
● 22 percent of students have selected the virtual learning option;
● staff continues to verify approximately 1,000 technical adjustments for virtual
enrolment, and actions, where possible, requests for changes;
● the window for requesting changes to/from in-class to virtual learning is
closing. Every effort is being made to accommodate schools in the location
for which they have registered. Requests for changes may be possible at the
end of each semester or quadmester;
● the need for human and financial resources affects the District's ability to
reduce class sizes;
● kindergarten classes have two educators who are encouraged to create pods
within the class to make smaller groups;
● the average size of primary classes is 22, and 90 percent of primary classes
are at 20 students or less;
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● intermediate/junior classes have been in the low 30s in the past; however,
this year classes are well below that and, in some cases, in the high 20s;
● there is no hard cap on the size of virtual classes, but they are well below 50
students per class;
● reductions in class size are focused on communities where COVID-19
transmission is highest and in schools identified in the RAISE index, subject
to the availability of resources;
● secondary occasional teachers are concerned about equity in virtual classes.
Students in school are not required to supply their own art materials and other
supplies; while remote students may not be able to supply their own
materials. Staff advised that they are seeking advice from teachers and
investigating the feasibility of sending supplies to remote students;
● elementary teachers are opposed to the hybrid model for specialized program
classes, particularly for parents who work from home while supporting their
children's online school work;
● enrolment in specialized program classes may be limited to 8 students, two of
whom may be receiving virtual learning. Every attempt was made to minimize
transitions for these students and group them with educators who know them
best. Learning Support Services (LSS) will provide support, where needed;
● secondary teachers are concerned that virtual students with differing
exceptionalities in specialized program classes would not receive the same
level of attention as students who opted for in-school learning;
● LSS is working with Business & Learning Technologies (B<) to add
additional layers of support for students accessing remote learning. Learning
support teachers will provide guidelines and best practices;
● The Ottawa-Carleton Assembly of School Councils (OCASC) invites virtual
schools to reach out for assistance in organizing their school councils;
● parents wishing an exemption from the requirement for mask wearing for their
children in grades 4-12 must apply for an exemption, similar to any
negotiation for human rights on the grounds of disability. An application form
and guidelines will be released on 16 September 2020. Non-compliance will
be dealt with through strategies to support mask wearing to progressive
discipline or exclusion;
● OSTA understands the urgency of providing safe and regulatory c ompliant
transportation to all qualified students, and OSTA will determine if taxi service
is advisable;
● to ensure safety, teachers who move between classes will have appropriate
personal protective equipment (PPE) and control the space between
themselves and their students;
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● occasional teachers who did not receive their teaching assignment until late
last week and who have not received any professional development or time to
prepare for their classes, are expected to receive training and support from
their school principal or online through the staff portal or B< training
modules;
● staff are aware of the added workload for custodians to maintain safety;
● additional custodial positions are currently being posted and filled in
accordance with the requirements of the collective agreement;
● students who are home sick will receive support from their regular classroom
teacher. They will not be able to change cohorts;
● parents who refuse to allow their children to attend in school classes because
of large class sizes may opt for virtual learning or e-learning;
● home schooling is available to all families in Ontario. If home schooling is
selected, the student is removed from the public school structure and parents
must do the teaching;
● virtual schools will be assigned a school board identification number;
● staff has not yet had an opportunity to address grandfathering for siblings,
student councils or extra-curricular activities for virtual schools;
● Multicultural Liaison Officers (MLOs) and Ottawa Community Immigrant
Services Organization (OCISO) are providing translation, interpretation, and
follow-up services to families whose first language is not English;
● Trustee Campbell requested information on the District's financial exposure if
registration for the Extended Day Program remains low;
● liaison between remote schools and school councils will be addressed
through the Google Meets platform and at the next Parent Involvement
Committee meeting. Internet access will be addressed on an as needed
basis;
● principals will monitor remote learning and extra support requirements for
teachers, if required. Learning Support Consultants will be in schools to
identify areas of support that are needed;
● Trustee Boothby requested an update at the next mee ting of the Special
Education Advisory Committee on extra supports available for remote
learning;
● Students enrolled in alternate programs or supervised alternative learning will
continue to receive coaching and other supports that have been provided in
the past; and
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● the Storefront program is still operating at this point; however, students are
not going to workplaces at this time. Staff will monitor and take advice from
OPH.
6.1 Human Resources
Superintendent of Human Resources McCoy reported that schools were
organized based on student enrolment as of 31 August 2020. September
enrolment was estimated using spring enrolment and staffing projections,
Ministry guidelines, and a confirmation survey sent to parents in
August. Projected class size averages and actual in-person class size
averages are lower than Ministry requirements. Every effort was made to
be accurate; however, some adjustments may be required. It was
determined that in-person class sizes would be lower than virtual class
sizes because of health and safety concerns. Additional staffing was
provided through extra funding from the Ministry of Education and the
federal government. Over the next week, enrolment will be confirmed and
any necessary school reorganizations will take place.
Director Williams-Taylor noted that seven principals and ten vice-
principals are required to lead the seven new virtual schools, and over 700
Full-Time Equivalent (FTE) teaching positions are needed. Most staffing
assignments have been completed, and change requests are under
consideration.
Over 1,000 staff requests for accommodation have been approved or
under review.
Director Williams-Taylor recognized that the workload implications on all
central and school staff have been significant and unprecedented.
Most recently, skids of PPE have been received and are regularly
distributed to schools.
6.2 Finance
There was no COVID-19 financial update.
6.3 Return to School
Director Williams-Taylor noted that the first day of school for most
elementary students was Monday, 14 September 2020. Schools have
gone to great lengths to ensure parents are informed and students receive
an orientation to the new structure in their school and safety
protocols. Guidelines are posted inside and outside the school to control
entrance and exit, and coordinate movement in school. Parents are asked
to not enter the school unless absolutely necessary. Staff recognizes that
some classes are larger than expected and some parents have concerns
about physical distancing. The final enrolment count has not yet taken
place.
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Director Williams-Taylor advised that secondary students began school
last week and, due to the significant effort of educators to engage
students, the students understood the protocol upon entry to the school
and class. Secondary classes were divided alphabetically into cohorts A
and B to average 15 students per class attending on alternate days.
Students at Sir Guy Carleton, Ottawa Technical High School, Alternate
Schools, and Safe Schools classes follow a modified version of this
schedule. Class sizes are monitored and, where the split is uneven,
mitigating where necessary.
Ottawa-Carleton Virtual (OCV) for 17,000 students across the District will
be the last cohort to launch on 18 September 2020. There will be six
elementary campuses, one per superintendent of instruction, and one
secondary campus. Superintendents Lehman and Hardie have organized
the virtual school and the majority of virtual teaching staff received their
assignments over the past weekend. There are still some student transfer
requests to be considered this week.
With respect to students with special education needs, Superintendent
Symmonds advised that all students with Individual Education Plans (IEP)
will be supported by their regular classroom teacher, both in-school and
virtually. Students in specialized program classes will follow a hybrid
model combining in person and virtual learning. LSS has developed a
system to connect the special education class educator team with the
student's family, and in some cases, have augmented support for remote
learning.
The District's Extended Day Program (EDP) commenced on 14
September 2020. Registration is currently 50 percent relative to last year
at this time. Protocols for cleaning EDP spaces are different from school
spaces and staff is working with Ottawa Public Health (OPC) on
developing protocols.
Executive Officer Giroux advised that school councils have yet to be
organized for virtual schools. All school council meetings will be virtual
through the use of the Google Meets platform. Elections for school
council positions must be held by 14 October 2020. There are some
complexities with respect to insurance for school councils and this issue
will be discussed by the Parent Involvement Committee at its meeting on
21 September 2020. Additional information will be available through the
School Council Newsletter which will resume publication this week.
6.4 Outbreak Management
Director Williams-Taylor noted that health and safety training has been a
priority for professional development at the start of the school year. OPH
is currently in the process of hiring nurses to support school safety and set
up isolation rooms in schools. All schools have received personal PPE for
September and October. Students in grades 4-12 must wear a mask to
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school or obtain a disposable mask at school if they do not have their own
mask. Enhanced PPE will be provided where staff is in close contact with
students with medical needs.
Parents and students are urged to conduct a daily self -assessment prior to
attending school or work and to stay home if unwell. Staff is working with
community partners to reach out and engage families, where necessary.
OPH defines an outbreak as two or more cases in one school which are
related to the school. Individuals with symptoms and without a negative
test result, or have another diagnosis, are required to self -isolate for 14
days. OPH will provide "Do Not Attend" lists for staff and students who
have tested positive and are symptomatic. If a positive case is found in a
school, all parents are advised. The Ministry requires daily reporting for
absences and confirmed cases. A flow-chart is available on the District's
website outlining steps to be followed until the case is resolved. An
"OCDSB COVID-19 Dashboard" will also be posted on the website to
advise on the number of student and staff cases, and classes and/or
schools closed.
6.5 Transportation
Amemo from the Ottawa School Transportation Authority was provided for
information. The memo outlined the status of student transportation as of
14 September 2020.
Routes were given to operators for distribution to drivers on August 28,
2020, almost one month later than usual, due to the numerous scheduling
changes that took place throughout August. On 4 September the Parent
Portal was opened. By Tuesday September 8, it became apparent that
operators would not have enough drivers to cover all yellow bus
routes. On 11 September 2020, OSTA announced and posted that 37
routes were cancelled due to driver shortage. In some cases only
morning or only afternoon portions were cancelled, or both.
OSTA’s first priority is student safety within the system. For this reason, it
is important to let the system stabilize before making any other
changes. Once the driver pool is confirmed, OSTA will focus on making
changes in rural areas where the internet is known to be unreliable and for
high needs school communities, as identified by the school boards. As
drivers become available, service will be reinstated in other areas.
7. Matters for Action:
7.1 Notice of Motion, Re: Review of Police Involvement in Schools, Trustee
Campbell
Notice having been given, Trustee Campbell moved as follows:
Moved by Trustee Campbell,
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WHEREAS there is significant public interest in both OCDSB relations
with Ottawa Police Services (OPS) and the school system's role in the
School-to-Prison pipeline;
WHEREAS the Board is committed to the dismantling of any internal
systemic racism and to the urgent building of trust with impacted
communities and students;
WHEREAS the Board is committed to re-examining its practices, policies,
and outcomes with an equity lens, and this equity focus is an important
part of the Board's 2019-2023 Strategic Plan;
WHEREAS none of (i) the nature nor the purpose of the Board's
engagement with different sorts of School Resource Officers (SRO), (ii)
Policy P.043.SCO Police Involvement in Schools, or (iii) the discretionary
OCDSB commitments made in the multilateral protocol governing all
Board-Police relations, have been reviewed in several years; and
WHEREAS a review of all of SRO programs, the Board's Policy, and
discretionary OCDSB protocol commitments, is timely given that a Board
review of its Safe Schools-related policies is already in progress:
THEREFORE BE IT RESOLVED:
A. THAT the Board Review Policy P.043.SCO Police Involvement in
Schools, including
(i) the role or roles of the School Resource Officer (SRO) in OCDSB
schools, and
(ii) all OCDSB commitments identified as legally discretionary within the
multilateral protocol governing relations between Ottawa Police Services
and Ottawa-area school districts.
B. THAT staff bring forward a report with a plan for Board approval no
later than the end of October 2020, which includes:
(i) a plan for the overall review of police involvement in OCDSB schools,
with milestones;
(ii) internal and external consultation plans, per Policy P.110.GOV; and
(iii) options for the involvement of external academic or other experts, the
creation of an advisory panel, and/or the creation of an ad hoc or steering
committee.
Trustee Campbell advised that the motion contains some minor
amendments proposed by Trustee Scott for clarity. He submitted that,
while it is not an opportune time to propose a policy review during the
COVID-19 pandemic, staff is currently undergoing a review of safe
schools policies and it would be timely to include Policy P.043.SCO Police
Involvement in Schools.
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During discussion of the motion, the following points were noted:
● Trustee Schwartz requested staff to identify ways, other than focus
groups and surveys, to engage students and marginalized and
vulnerable groups in the external consultation;
● Trustee Bell requested to "do no harm" when engaging with
affected groups and to give more weight to their input;
● Student Trustee Chen requested a non-binding recorded vote for
student trustees. Trustee Scott advised that a non-binding
recorded vote can be requested if the motion is presented to Board
for approval;
● Over 1,300 current and former students have responded to a
request from Student Trustees Chen and Liu to indicate their
support for a review of the SRO program and an understanding of
the diverse experiences students have had with the police; and
● Staff indicated that a report will be presented to Committee of the
Whole in mid-October outlining options for the review, including
internal and external consultations.
*** The 10:30 vote obtained a two-thirds majority to continue the meeting
***
Trustee Campbell noted his hope that staff will present options for the
involvement of external academic experts as well as for the creation and
membership of a steering committee to lead the review.
Trustee Campbell noted that Policy P.110.GOV regarding c onsultation
calls for an informal consultation, where feasible, with stakeholders to
obtain their suggestions regarding the proposed timelines, issues and
format before finalizing the consultation plans. Director Williams -Taylor
advised that it may not be feasible to undertake a pre-consultation with
advisory committees prior to presenting a report to the Committee of the
Whole on 13 October 2020.
In response to a suggestion from Trustee Lyra Evans that a phone
meeting be held for the pre-consultation, Trustee Penny advised that this
request would be considered by the Agenda Planning Committee.
Moved by Trustee Campbell,
A. THAT the Board Review Policy P.043.SCO Police
Involvement in Schools, including
(i) the role or roles of the School Resource Officer (SRO) in
OCDSB schools, and
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(ii) all OCDSB commitments identified as legally discretionary
within the multilateral protocol governing relations between
Ottawa Police Services and Ottawa-area school districts.
B. THAT staff bring forward a report with a plan for Board
approval no later than the end of October 2020, which
includes:
(i) a plan for the overall review of police involvement in OCDSB
schools, with milestones;
(ii) internal and external consultation plans, per Policy
P.110.GOV; and
(iii) options for the involvement of external academic or other
experts, the creation of an advisory panel, and/or the creation
of an ad hoc or steering committee.
Carried
8. Report from Statutory and Other Committees
8.1 ACE, 4 June 2020
Moved by Trustee Ellis,
THAT the Report from the Advisory Committee on Equity dated 4
June 2020 be received.
Carried
8.2 SEAC, 10 June 2020
Moved by Trustee Ellis,
THAT the Report from the Special Education Advisory Committee
dated 10 June 2020 be received.
Carried
8.3 IEAC, 25 June 2020
Moved by Trustee Hough,
THAT the Report from the Indigenous Education Advisory Committee
dated 25 June 2020 be received.
Trustee Hough requested the sentence on page 8, in the third paragraph,
beginning with: "She noted the IBDC questionnaires ..." be amended to
read "Superintendent Baker noted the IBDC questionnaires..."
Moved by Trustee Hough,
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THAT the Report from the Indigenous Education Advisory Committee
dated 25 June 2020 be received, as amended.
Carried
8.4 ACE, 23 July 2020
Moved by Trustee Ellis,
THAT the Report from the Advisory Committee on Equity dated 23
July 2020 be received.
Carried
8.5 SEAC, 19 August 2020
Moved by Trustee Boothby,
THAT the Report from the Special Education Advisory Committee
dated 19 August 2020 be received.
Carried
9. Information Items:
9.1 Report from OPSBA (if required)
There was no report from the OPSBA representatives.
9.2 OSTA Update
There was no update from OSTA other than the information provided in
agenda item 6.5 Transportation.
9.3 New Ministry Initiatives Update (if required)
Director Williams-Taylor advised that the District received Ministry health
and safety guidelines on receiving international students. A report will be
presented to the Committee of the Whole in October.
10. New Business - Information and Inquiries
Trustee Scott, on behalf of the Board, expressed sincere appreciation to all staff
for their efforts during a very uncertain and difficult time. She added that the
Board is very appreciative of all staffs' efforts in support of students and families.
Trustee Penny also expressed appreciation for the District's leadership during the
past six months.
11. Adjournment
The meeting adjourned at 10:50 p.m.
_________________________
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Keith Penny, Chair