HomeMy WebLinkAboutSpecial Board Meeting_Aug14_2020
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SPECIAL BOARD PUBLIC MINUTES
Friday, August 14,
2020
7:00 pm
Zoom Meeting
Trustees Present: Justine Bell, Rob Campbell, Chris Ellis, Lyra Evans, Mark
Fisher, Wendy Hough, Jennifer Jennekens, Keith Penny,
Sandra Schwartz, Lynn Scott, Christine Boothby
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), (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), Nadia Towaij (Superintendent of Program and
Learning K-12), Carolyn Tanner (Human Rights and Equity
Advisor), Richard Sinclair (Manager of Legal Services and
Labour Relations), Petra Duschner (Manager of Mental
Health and Critical Services), Stacey Kay (Manager of
Learning Support Services), Pamela LeMaistre (Manager of
Human Resources), Sandra Lloyd (Manager of Risk and
Supply Chain Management), Karyn Carty Ostafichuk,
(Manager of Planning), Joan Oracheski (Manager of
Research, Evaluation & Analytics Division), Sandy Owens
(Manager of Business & Learning Technologies), Diane
Pernari-Hergert (Manager of Communications & Information
Services), Rebecca Grandis (Senior Board Coordinator),
Nicole Guthrie (Manager of Board Services)
1. Call to Order -- Chair of the Board
Chair Scott called the public meeting to order at 7:01 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.
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2. Approval of the Agenda
Moved by Trustee Lyra Evans, seconded by Trustee Ellis
THAT the agenda be approved.
Carried
3. Matters for Discussion
3.1 OCDSB Return to School Plan
Chair Scott noted that this Special Board meeting was called at the
request of six trustees, in accordance with a provision in the bylaws.
Director Williams-Taylor acknowledged there are many moving parts and
new information continues to be received. She noted that District staff
meet regularly with the Ottawa Public Health (OPH) and the coterminous
boards in the City to ensure an alignment in planning for the reopening of
schools.
Associate Director Reynolds advised that the OCDSB return to school
plan will be provided in the form of a presentation by members of senior
staff. During the presentation the following points were noted:
● Staff anticipate a progressive entry to the start of school beginning on
3 September 2020. Students will be offered in person elementary,
secondary, adapted and remote learning for elementary and
secondary;
● Key dateates: 30 July 2020, the Ministry released the guide to
reopening schools; 10 August the OCDSB released their Return to
School Plan; 13 August the Ministry released the requirements for
online learning (PPM 164) and 16 August, the confirmation of
attendance form is expected to be returned by paren ts;
● On 13 August 2020, the Ministry announced that school boards can
access reserves to address class size, HVAC issues and to secure
leased space. Allocation-based funding for staffing was also
announced;
● 14 August 2020, the Ministry advises the guide is a baseline and
districts can make adaptations that support distancing and health and
safety measures provided there are in person classes for elementary
five days a week, full instructional hours for all students, optional
remote learning for all students, cohorting of students and limiting
contacts and adapted secondary delivery for designated boards;
● Remote learning-synchronous learning (teacher actively engaged with
students through online learning) and instruction times are mandated;
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● Implications of the remote learning regulation will require: dedicated
teachers and principals and the creation of virtual schools; remote
students will not be connected to their community school; there is
reduced fluidity between models and students can only transition
between models at the change of semester; and schools will be
required to reorganized;
● Funding for additional staffing will be automatically allocated to boards.
The OCDSB share of the Provincial amount of $30.0 million is $1.3
million;
● Funding to Support Ventilation - staff are awaiting the details of the
allocation of funding but between $1.0 and $2.0 million is expected.
This is supplementary funding to the $10.0 million annual allocation for
HVAC renewal and upgrades;
● Leased space - no additional funding has been provided for lease
space. Schools are purpose built and most leased spaces would have
to be retrofitted to receive students; and
● Some elements and proposals in the memo will take effect only if
certain regulations are made by the Minister of Educat ion or Lieutenant
Governor under the Education Act, therefore the content of the
Minister's memo of 14 August should only be considered, subject to
such regulation, if and when made.
Director Williams-Taylor noted that the Minister's memo of 14 August 2020
encapsulates, in writing, that the content of the memo is subject to the
regulation being made , The plan being developed by the OCDSB was
done with a hope that the regulation will be made and come to support the
plan.
The Director outlined the competing requirements including the Ministry of
Education Guidelines, Ottawa Public Health, the Ottawa Student Transit
Authority and the Union partners, all must be considered in decision
making. As staff looks to prioritize the values that inform the plan, the first
is safety, then pedagogical soundness, and then operational pieces.
Director Williams-Taylor noted that there is not enough time in the next
two weeks to conduct broad consultation or hold public meetings prior to
the reopening of school. Staff must move quickly to implement a plan. The
District has been given permission in writing for a progressive start. The
deadline for the confirmation of registration cannot cannot be delayed as
there are many plans to put in place and classes to organize.
Moved by Trustee Fisher, seconded by Trustee Lyra Evans
That Board move to adopt rules of Committee
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Carried.
Trustees raised a number of questions for staff and responses are noted
below:
Ottawa Public Health (OPH) and Safety Issues
● OPH, in working with staff with has been cooperative and supportive
will full understanding of the complexities of a school board;
● There are safety standards to consider in different areas, student
safety and occupational health and safety for employees;
● All school-based staff will be provided with medical grade masks and
face shields, gowns and gloves will also be provided where
appropriate;
● Staff are in daily contact with OPH staff to ensure alignment with their
priorities;
● The role of OPH is to provide feedback based on data and medical
knowledge; and
● Staff are awaiting direction from the Ministry regarding managing an
outbreak and procedures for closing schools. In the event that an
outbreak occurs, OPH would be responsible for an investigation and
reaching out to contacts;
The Ottawa Student Transportation Authority (OSTA) and Transportation
● Transportation is a challenge, the OCDSB must align with the Ottawa
Catholic School Board (OCSB);
● Transportation for students may not be available on 3 September 2020
when students return to schools;
● OSTA is looking at revised full day models that would link elementary
and secondary routes, savings could be recognized;
● OSTA is working with OCTranspo to look at special midday routes to
transport students;
● OC Transpo has strict safety measures in place, passengers must
wear masks and cleaning is enhanced, physical distancing on public
transit must be observed;
● OSTA will be providing an update on transportation once they have
confirmed their plans; and
● Additional safety measures have been put in place to address
increased traffic around the schools in the absence of school buses in
September as parents will be driving their children to school;
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HVAC Systems and Air Quality in Schools
● Staff commenced looking at ventilation systems in buildings in the
spring to see where modifications are required;
● Systems will be monitored on an ongoing basis;
● There may be a requirement to install windows that open to bring in
fresh air;
● A combination of fresh air and air exchangers will be important;
● HVAC standards are developed through the American Society of
Heating, Refrigeration and and Air Conditioning Engineers (ASHRAE);
● Not all building can be moved to the most up -to-date standards; and
● Where principals have had concerns about ventilation, staff have
looked to see how this might be impacted by COVID 19.
Communications Strategies
● Communication to staff teams has occured on a regular basis,
managers and principals are the leaders that share information with
their staff;
● It is important that staff receive information from someone they trust;
● Work has begun on communication of what the new classroom will
look like,a video is being prepared (in several languages) for
distribution;
● There is communication with three main audiences, students, families
and staff;
● Communication has been based on what decisions must be made
next;
● OPH will be providing a presentation;
● The Children's Hospital of Eastern Ontario (CHEO) will be producing
information for parents;
● Frequently asked questions (FAQs) for parents and staff are updated
and available on the District website;
● An introduction to kindergarten video is planned;
● Tailored communication is planned for families of special education
students; and
● Communication from the District and from principals is intended to
build a school level connection.
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Human Resources and Labour Relations:
● There are challenges associated with collective agreements related to
preparation time, requirements for the lunch period, as well as
assigned and unassigned time. Staff have been in conversation with
the federations to stress the need for flexibility arou nd remote learning;
● Many requests for leaves and accommodations have been received
and Human Resources staff are working through the list;
● Human Resources staff have been recruiting casual staff and
monitoring the casual staff pool to mitigate potential st aff shortages;
● Resources such as deploying central staff to schools has been
contemplated;
● Staff are currently in discussion with the federations regarding access
to work for occasional teachers (OT);
● The Daily Occasional Teacher (DOT) program, currently deployed at
the elementary level is being contemplated for secondary to limit the
number of schools an OT would visit;
● OTs will have a full day of health and safety training, will rely on the
self assessment tool and will be provided with appropriate PPE;
● Casual custodians are generally used for evening cleaning and are not
in contact with students. Appropriate PPE will also be provided to all
cleaning staff; and
● Professional development will continue for staff with a focus on health
and safety, anti-racism and the new math curriculum.
Virtual Learning:
● Policy/Program Memorandum (PPM) 164 was shared with the
community, it contains information on the guidance around the nature
of the engagement and timing of virtual learning. The document
contains details on content and delivery to help families make a
decision on which model to chose;
● Staff have contemplated building virtual classrooms considering friend
and family groups and geographic areas;
● Should there be a return to remote learning, new measures have been
put in place to ensure an enhanced experience. These include:
teachers trained in synchronous learning, school work posted online
for students; virtual classrooms, and a requirement for google
classrooms or a virtual learning environment (VLE) that is updated
weekly;
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● All learning models are designed to return to remote learning if
required;
● There would be a schedule for synchronous and asynchronous
learning based on the required number of instructional minutes for
each grade;
● Instructional coaches are available to support teachers and parents;
● If a child is away for three or more days, synchronous learning will be
provided;
● Several schools have received wireless upgrades to manage the
demand for broadband;
● Ethernet adapters have been purchased to assist educators with
connectivity; and
● Students in virtual learning continue to be funded in the same way as
students in the classroom.
Space Concerns and the Use of Community Facilities
● Not all spaces (community spaces etc.) are well suited to students;
● Retrofitting a building to receive students is challenging;
● Transporting students to community buildings would be a challenge;
● Plans to maximize learning spaces within the district have been
evaluated;
● Barriers have been installed on classroom tables to create distancing;
● Desk shields will be provided to students in open concept schools and
for the youngest learners where masks are not part of the guidance
document;
● All school spaces will be evaluated and repurposed for alternate use
(i.e., gymnasiums used for eating areas) and
● Outdoor space will be utilized for both instruction and recess.
Secondary School
● When contemplating the secondary school day, staff reviewed a 9:00
a.m. to 3:00 p.m. model which is a typical workday for staff;
● Students with a spare(s) are considered full time;
● The Youth Services Bureau and the alternate sites will be running but
operating on a different schedule;
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● Secondary school will have a staggered entry to allow grade 9
students to get acclimatized to the the schools prior to the arrival of the
senior grades The staggered entry will also allow teachers the time to
become accustomed to new procedures;
● An optional online support period is scheduled after lunch and affords
students with 75 minutes to travel home from the morning session;
● Octomestering is recommended for the International Baccalaureate
(IB) sites. Although not ideal, it provides students with greater
opportunity to be with teachers for the requisite amount of time;
● Ottawa Technical High School (OTSS) has a maximum class size of
17 students;
● Safety protocols for the performing arts programs have yet to be
developed;
● Half days at secondary were designed with safety in mind to limit
contacts; and
● Staff are reviewing a full time model at secondary but synchronous
learning as well as the collective agreements need to be considered;
● Hands on learning programs (e.g., labs and Specialist High Skill Major
(SHSMs will need to be modified as equipment must be cleaned prior
to each use;
● Advanced placement (AP) IB and gifted classes. It is anticipated that
virtual learning will not be an option for advanced placement (AP) IB
and gifted classes; and
● Cohorts at secondary were developed by grouping students
alphabetically.
Special Education
● Students with special needs will be a priority and all Individual
Education Plans (IEPs) will remain in place; and
● If the requirement in the IEP cannot be met, staff will look at
alternatives.
The 10:30 pm vote obtained the required 2/3 majority to continue the
meeting.
Chair Scott noted that there are still many unknowns at the Ministry level
and that should the trustees indicate a strong preference, she would write
a letter to the Minister expressing concern and seeking clarification. She
added that should any trustees be contemplating additional motions, they
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should provide notice and a meeting maybe arranged to address the
motion(s).
Trustee Bell inquired if the Board could write a letter to Dr. Vera Etches,
Medical Officer of Health, asking her about the efficacy of masks and face
coverings for younger children. Trustee Bell noted that Toronto Public
Health has strongly recommended masks for students in kindergarten to
grade 3. Board members, by a show of hands, expressed their approval
for the Chair to write a letter to Dr. Etches.
Trustee Campbell requested that Dr. Etches be invited to an upcoming
meeting.
4. Adjournment
The meeting adjourned at 11:10 p.m
Lynn Scott, Chair of the Board