Loading...
HomeMy WebLinkAbout09 Report 2, SPPC, 05 January 2011 REPORT NO. 2, STRATEGIC PLANNING AND PRIORITIES COMMITTEE TO: The Board DATE: 5 January 2011 A meeting of the Strategic Planning and Priorities Committee was held commencing at 7:40 p.m. in the Trustees’ Committee Room, 133 Greenbank Road, Ottawa, with Trustee Jennifer McKenzie in the chair and the following also in attendance: TRUSTEE MEMBERS: Pam FitzGerald, Bronwyn Funiciello (electronic communication), Shirley Seward, Katie Holtzhauer OTHER TRUSTEES: Donna Blackburn, Rob Campbell, Mark Fisher, Theresa Kavanagh, Lynn Scott STAFF: Barrie Hammond, Director of Education and Secretary of the Board Jennifer Adams, Executive Superintendent Michael Carson, Superintendent of Facilities Dawn Paxton, Superintendent of Learning Support Services Stephen Sliwa, Superintendent of Instruction Michèle Giroux, Executive Officer, Corporate Services Monica Ceschia, Manager of Board Services Dave Miller, Manager, Business and Learning Technologies Diane Pernari-Hergert, Manager of Communications Paula Hall, Policy Analyst Bruce Fraser, Board/Committee Coordinator NON-VOTING REPRESENTATIVES: Anne Teutsch, Ottawa-Carleton Assembly of School Councils Dorothy Baker, Ottawa-Carleton Elementary Operations Committee Beth Doubt, Special Education Advisory Committee Anna Clement and Gregg Dodd, Student Senate Peter Giuliani, Elementary Teachers’ Federation of Ontario Cindy Dubue, Ontario Secondary School Teachers’ Federation (Support Staff) 1. Call to Order Chair McKenzie called the public session to order at 7:40 p.m. 2. Approval of Agenda Moved by Trustee FitzGerald, THAT the agenda be approved. - Carried – 1 Strategic Planning & Priorities Committee 5 January 2011 Report No. 2 3. Public Question Period a. Chris Ellis re Report 10-225, Policy P.077.PLG: Designated Schools/Student Transfers Chris Ellis asked if a matrix could be provided for secondary schools detailing a head count of students requesting transfers-out and the number of transfer requests submitted for each school. He also inquired as to when an analysis of transfers would be available for grade six students moving to grade seven similar to the analysis done for grade eight to grade nine students. Superintendent Carson advised that the matrix would be forthcoming in a report in February or March and the transfer analysis for grade six students moving to grade seven, would be developed during a similar time-period. He advised that both documents would be provided to Mr. Ellis when completed. 4. Delegations There were no delegations. 5. Director’s Report Director Hammond welcomed everyone to the meeting and extended his best wishes for a happy new year. Director Hammond advised that in the coming months staff will be bringing forward recommendations on accommodation reviews, academic staffing, year-end financials and audited financial statements. Work will also begin on budget deliberations, the secondary program review and will continue with respect to governance issues and the development of the new strategic plan. Director Hammond reminded the Committee that the Board/senior staff retreat has been scheduled for 4 February and 5 February 2011 and that details will be included in the Friday agenda package. Director Hammond reported that staff continues to work with the Information and Privacy Commission with respect to the student survey. All required information has been submitted to the Commission and it is anticipated that a report, and possible recommendations, will be received for review in mid to late January and the survey will then be rescheduled. Director Hammond advised that in future the Ottawa Centre for Research and Innovation (OCRI) will support the education sector (school breakfast program, volunteers in education etc.) through the Ottawa Carleton Learning Foundation and that a more detailed memo will be provided at a later date. 6. Chair’s Report Chair McKenzie reported that the contract for the hiring of a consultant to assist with the Director Selection process is being finalized. She requested that interested trustee members advise her as soon as possible of their availability for meeting dates. Chair McKenzie advised that trustees and staff met with Yasir Naqvi MPP and noted that he would like to meet again with a smaller group. Chair McKenzie advised that she would follow-up with interested trustees with respect to possible topics for discussion. Trustee Seward expressed the view that due to the upcoming election, the Board should consider the meeting with Mr. Naqvi as only one aspect of the Board’s advocacy plans with respect to finance and other education issues. 2 Strategic Planning & Priorities Committee 5 January 2011 Report No. 2 Chair McKenzie noted that Executive Officer Giroux will be scheduling training for chairs of committees as well as media protocol for trustees. Chair McKenzie noted that the Chair is the official spokesperson for the Board and individual trustees should contact the Manager of Communications, Diane Pernari-Hergert or Executive Officer Giroux for advice prior to making contact with the media. In response to a query by Anne Teutsch regarding her earlier request that the Ottawa-Carleton Assembly of School Councils (OCASC) be given an opportunity to provide input to the Director Selection Committee, Chair McKenzie acknowledged OCASC’s request and noted that the process has yet to be developed but confirmed that there would be consultation with stakeholders. In response to a query regarding the provision of a draft agenda for the Board/senior staff retreat, Director Hammond advised that information would be provided in the Friday package. 7. Review of Agenda Items for Standing and Statutory Committees Your Committee reviewed agenda items for the Standing and Statutory Committees and the following points were noted: Board meeting 11 January 2011 • The Board meeting has been cancelled and a special Board meeting tentatively scheduled for 12 January 2011 prior to the Business Services Committee meeting. Business Services Committee • A report regarding the disposition of Bronson Shops will likely be forthcoming in April; and • Trustee Scott requested that a report be provided detailing the final costs for recently completed capital projects. Audit Committee • In response to a comment by Trustee Fisher that the Audit Committee meeting may have to be postponed until the external members have been appointed, staff agreed to review the regulations and advise the Committee. Special Education Advisory Committee (SEAC) • In response to a request by Beth Doubt, staff agreed to confirm which of the entries (January or February) regarding Special Education Classes, Programs and Services for 2011-2012 in January and February is correct. Ms. Doubt also requested that the Chair of Education Committee communicate with the Chair of SEAC with respect to the timing of reports coming forward. • Peter Giuliani advised that the Elementary Teachers’ Federation of Ontario (ETFO) has concerns regarding the Annual Wait List report. He will provide comments with respect to special education teachers when the report comes forward in January. Trustee Scott expressed a general comment that the purpose of the review of agendas at the Strategic Planning and Priorities Committee is to coordinate business coming forward through committees in order to move the business of the Board forward effectively. 8. Communications Department Update Manager of Communications, Diane Pernari-Hergert provided a screening of the OCDSB kindergarten registration advertisement currently running in Cineplex theatres prior to feature films and noted that the ad will run until March. She advised that the kindergarten registration campaign includes ads placed in major daily and community newspapers, local magazines, such as Ottawa Life, Ottawa 3 Strategic Planning & Priorities Committee 5 January 2011 Report No. 2 Family Life and the new Ottawa Classrooms, transit shelters, radio stations, as well as Cineplex theatres. Manager Pernari-Hergert noted that the “sticky notes” ad will be repeated only in designated areas of the district due to the significant cost for that type of advertising. She advised that the OCDSB will continue to make use of social networking sites such as Twitter and Facebook, as well as leverage its own website and include posters in public institutions such as branches of the Ottawa Public Library. In response to a query regarding the amount of advertising being undertaken by other area boards, Manager Pernari-Hergert advised that staff monitor the advertising campaigns of other boards and confirmed that the field is quite competitive. She advised that advertising budgets at other boards are higher than that of the OCDSB but noted that many of the advertising functions, such as design, artwork and graphics are undertaken in house; therefore, the OCDSB can make more effective use of the funds allocated. In response to a query regarding the timing of the ads in theatres, Manager Pernari-Hergert confirmed that the time-period for the running of ads can be controlled and noted that staff works to ensure that the appropriate audience demographic is targeted to the extent possible. In response to queries, Manager Pernari-Hergert reviewed the list of community and daily newspapers in which advertisements are placed, and invited the committee to submit the names of any newspapers which were not included. She noted that some advertising is targeted to certain areas of the district and targeting strategies are balanced with the funds available. Manager Pernari-Hergert advised that feedback from the advertising is received through various channels and a summary report of advertising campaigns will be provided in the future. 9. Report 10-239, Secondary Gifted Boundaries in the Ottawa-Carleton District School Board Your Committee had before it staff report 10-239, recommending changes to secondary gifted boundaries in the Ottawa-Carleton District School Board. A revised copy of the report was circulated at the meeting. Superintendent Carson noted that §5f and part A of the recommendation, had both been revised to replace the reference to “Sir Wilfrid Laurier Secondary School” with “Cairine Wilson Secondary School”. Director Hammond advised that staff had been asked by the Board to look at the possibility of revising the secondary gifted boundaries to recognize ease of access by transit or cycling, etc. but some confusion resulted with respect to which boundaries would be in place until the requested review was completed. He noted that the original boundaries had been established to try to reduce the possibility of overcrowding at Lisgar Collegiate Institute. Director Hammond advised that to respond to the uncertainty, staff is recommending that options be provided to those students whose gifted catchments would otherwise have changed. While not an ideal solution, staff believes that several families had already made plans based on their assumption that their previous gifted boundaries continued to exist. Director Hammond noted that staff remains concerned with respect to possible overcrowding at Lisgar Collegiate Institute and the situation will continue to be carefully monitored. Moved by Trustee Campbell, A. THAT the Board approve the following changes to the gifted boundaries: a) students at John McCrae Secondary School would be given the option of Bell High School or Merivale High School; b) students at Nepean High School would be given the option of Lisgar Collegiate Institute or Merivale High School; c) students at Sir Robert Borden High School would be given the option of Bell High School or Merivale High School; 4 Strategic Planning & Priorities Committee 5 January 2011 Report No. 2 d) students at Woodroffe High School would be given the option of Lisgar Collegiate Institute or Merivale High School; e) students at Osgoode High School would be given the option of Lisgar Collegiate Institute or Merivale High School; f) rural students at Cairine Wilson Secondary School would be given the option of attending Lisgar Collegiate Institute or Merivale High School; g) rural students attending Gloucester High School would be given the option of Lisgar Collegiate Institute or Merivale High School; and h) students attending Ridgemont High School would be given the option of Lisgar Collegiate Institute or Merivale High School. B. THAT the Board confirm that Glebe Collegiate Institute be designated the gifted French Immersion site for those students residing within the Lisgar Collegiate Institute English gifted boundary. Trustee Campbell expressed the view that students should be provided with options and that he was not aware of any complications that would result. In response to a query by Trustee Fisher, Director Hammond advised that the recommendation had been brought to Strategic Planning and Priorities Committee instead of Business Services Committee or Education Committee as registration starts this month and staff wanted to advise parents as early as possible. Trustee Funiciello expressed concern that there was no opportunity for consultation with the community. She noted that the wording of the recommendation is not consistent and requested that staff revise prior to the Board meeting. Superintendent Carson agreed that each statement should start with something to the effect that “students whose normal attendance boundary would have been….” and agreed that the wording would be revised. Moved in amendment by Trustee Funiciello, THATthe following sections be added to part A: i) students whose designated school is Canterbury High School would be given the option of Lisgar Collegiate Institute or Merivale High School; and j) students whose designated school is Hillcrest High School would be given the option of Lisgar Collegiate Institute or Merivale High School. Trustees speaking in favour of the amendment expressed the view that the additional students that choose to attend Lisgar Collegiate Institute can be accommodated and that the two schools are located closer to Lisgar Collegiate Institute than some of the other schools being provided with a similar option. In response to a request for staff comment, Superintendent Carson advised that staff has some concern due to the current enrolment “bubble” and, while he would be more comfortable with the amendments two years from now, he was relatively confident that the changes could be accommodated at Lisgar Collegiate Institute but noted that additional enrolment at Canterbury High School could be a challenge. He advised, in response to a query, that four portables could be located on the Lisgar Collegiate Institute site. Beth Doubt commented that Gifted Students should be made aware of the availability of additional courses at other schools that could enhance their educational experience, such as Steel Drums at Merivale High School or Media Studies at Bell High School. 5 Strategic Planning & Priorities Committee 5 January 2011 Report No. 2 Trustee Fisher expressed concern with the distances involved with directing Osgoode High School students to Merivale High School and Lisgar Collegiate Institute. He noted that the same issue exists in other rural areas of the district and the Board should discuss the locations of programs to ensure that barriers to programs for rural students are not inadvertently put in place. At the request of Trustee Scott, separate votes were held on each part of the amendment. Moved in amendment by Trustee Funiciello, THAT the following sections be added to part A: i) students whose designated school is Canterbury High School would be given the option of Lisgar Collegiate Institute or Merivale High School; and - Carried - Moved in amendment by Trustee Funiciello, j) students whose designated school is Hillcrest High School would be given the option of Lisgar Collegiate Institute or Merivale High School. - Carried - Moved in amendment by Trustee Seward, THAT the following part C be added: C. THAT these changes are effective September 2011 and beyond. Trustee Seward expressed the view that the Board should provide a clear message to parents that the options extend beyond the 2011-2012 school year. Superintendent Carson noted that the wording of the staff recommendation reflects the standard wording of past reports and that staff assumes the revisions commence on the date noted and continue until the item is revisited. He expressed reservation with the inclusion of “and beyond” as it could preclude necessary changes being recommended should the actual enrolment vary significantly from the projected enrolment. Moved in sub-amendment by Trustee Scott, THAT the amendment to add new part C “THAT these changes are effective September 2011 and beyond” be subsumed by adding “for new students beginning in September 2011” following “…gifted boundaries” in part A. - Carried, friendly - Trustee Fisher agreed with Trustee Seward’s viewpoint and expressed concern that these boundary revisions may need to be revisited in two years time during the secondary school program review. He expressed the view that changes should be delayed pending the outcome of the review in order to provide a degree of long term predictability to parents. Director Hammond noted that the recommendations are being brought forward to address the current program delivery challenges in the Gloucester area of the district and that the scope of the secondary program review has yet to be determined. Moved in amendment by Trustee Seward, THAT “for new students beginning in September 2011” be added in part A following “…gifted boundaries”. 6 Strategic Planning & Priorities Committee 5 January 2011 Report No. 2 - Carried - Moved in amendment by Trustee Scott, THAT all parts except g) and h) in part A be revised by replacing “students at…” with “students whose designated school is…”. - Carried, friendly - * Moved by Trustee Campbell, A. THAT the Board approve the following changes to the gifted boundaries for new students beginning in September 2011: a) students whose designated school is John McCrae Secondary School would be given the option of Bell High School or Merivale High School; b) students whose designated school is Nepean High School would be given the option of Lisgar Collegiate Institute or Merivale High School; c) students whose designated school is Sir Robert Borden High School would be given the option of Bell High School or Merivale High School; d) students whose designated school is Woodroffe High School would be given the option of Lisgar Collegiate Institute or Merivale High School; e) students whose designated school is Osgoode High School would be given the option of Lisgar Collegiate Institute or Merivale High School; f) rural students whose designated school is Cairine Wilson Secondary School would be given the option of attending Lisgar Collegiate Institute or Merivale High School; g) rural students attending Gloucester High School would be given the option of Lisgar Collegiate Institute or Merivale High School; and h) students attending Ridgemont High School would be given the option of Lisgar Collegiate Institute or Merivale High School. i) students whose designated school is Canterbury High School would be given the option of Lisgar Collegiate Institute or Merivale High School; j) students whose designated school is Hillcrest High School would be given the option of Lisgar Collegiate Institute or Merivale High School; B. THAT the Board confirm that Glebe Collegiate Institute be designated the gifted French Immersion site for those students residing within the Lisgar Collegiate Institute English gifted boundary. - Carried - * Recommendation dealt with at Special Board meeting 12 January 2011. 7 Strategic Planning & Priorities Committee 5 January 2011 Report No. 2 10. Board Member Motion: a. 2011-2012 School Year Start Date, Trustee Campbell Notice having been given, Trustee Campbell moved as follows: WHEREAS the Board's draft calendar for the 2011-2012 school year was produced as of December 2010 and had September 6th as the start date; WHEREAS staff has indicated that the major focus of continued stakeholder conversation has been the precise placement of the Christmas break and PD days; WHEREAS area private sector and community association summer camp operators need to know in January what the school start date will be in order to line up programming and resources so that they may advertise camp programming by March; WHEREAS some families need to book travel arrangements for the end of summer early in the new year; WHEREAS the school start date is traditionally after Labour Day and this is an expectation of many; WHEREAS Labour Day was late this school year and will also be late next year creating uncertainty as to the school start date both years in the community; WHEREAS the Board started the 2010-2011 school year after Labour Day even though somewhat later than the 2011 Labour Day; WHEREAS the Board has clearly expressed its concern now on several occasions to settle key dates for the upcoming calendar earlier than later; WHEREAS announcing the school start date can be separated from finalizing the whole calendar which may take some time to work out in complete detail before Ministry filing in early March; THEREFORE BE IT RESOLVED, Moved by Trustee Campbell, THAT the Board confirm that the first day of classes for Ottawa-Carleton District School Board students for the 2011-2012 school year will be 6 September 2011 and that this information be communicated to the community. Trustee Campbell noted that it is important for the Board to confirm the first day of classes in order to provide parents and organizations with as much time as possible to plan for the start of the next school year. Moved by Trustee Campbell, THAT the Board confirm that the first day of classes for Ottawa-Carleton * District School Board students for the 2011-2012 school year will be 6 September 2011 and that this information be communicated to the community. * Recommendation dealt with at - Carried - Special Board meeting 12 January 2011. 8 Strategic Planning & Priorities Committee 5 January 2011 Report No. 2 11.Report 10-225, Policy P.077.PLG: Designated Schools/Student Transfers Implementation of Amended Policy Your Committee had before it staff report 10-225 providing an update on the first year of implementation of the transfer policy and seeking approval of revisions to administrative language in Policy P.077.PLG Designated Schools/Student Transfers. A revised copy of the policy approved at the 14 December 2010 Board meeting was circulated at the meeting. Director Hammond advised that the current transfer policy is based on, and aims to implement, the OCDSB's commitment to community schools and is designed to accommodate the needs of those students whose educational needs cannot be served adequately in their designated schools. He noted that the policy was not intended to raise enrolments at one school at the expense of another but to be more restrictive in order that all schools could provide the best possible programs for all the students in their designated catchment areas. Director Hammond submitted that the revisions made to the policy in December were not designed to reflect a change in philosophy, but to resolve operational problems identified during the first year of implementation. In response to a query by Trustee Scott regarding the tracking of trends in particular areas of the district in order to have more information available to assist with decisions regarding program locations, transportation and childcare, Superintendent Carson advised that staff did monitor trends across the district for childcare challenges but submitted that significant resources would be required to gather and quantify information with respect to transfer requests due to transportation issues, program availability and many others. Several trustees agreed with Trustee Scott’s comment that more analysis is needed with respect to the reasons behind transfer requests as well as the impact on enrolment and the number of students leaving the system. In response to queries, Superintendent Carson advised that Superintendent Yorke-Slader is working on an exit survey and staff will be bringing a comprehensive report forward in the fall based on the results of transfer requests commencing in February 2011. Director Hammond noted that staff recognize that the revisions to the transfer policy were significant and will be monitoring the ongoing process to determine the impact. Superintendent Adams clarified that the exit survey is not a survey per se, but instead, data would be gathered electronically as students leave the system. 12. Report 10-212, Board Governance Task Force Your Committee had before it staff report 10-212 providing for discussion and prioritization, a summary of the work to be completed on governance issues. Director Hammond advised that report 10-212 provides an update and status report on the work of the Board Governance Task Force and other governance initiatives and to seek direction to staff and the Task Force on their work going forward. He noted that work in the area of governance has arisen out of the Board’s recognition that changes to governance practices were essential to improve the performance and effectiveness of the Board. Director Hammond indicated that the Board has been working with a consultant, Jim Nininger, on governance issues, including the orientation session and the creation of a Board Development Program. The work with the consultant addresses broader governance issues. 9 Strategic Planning & Priorities Committee 5 January 2011 Report No. 2 Director Hammond advised that a Governance Task Force was established in March 2010 and mandated to improve the governance structure and practices of the OCDSB by reviewing the by-laws and making recommendations for change. The Task Force met several times and discussed the concept of a Committee of the Whole structure being used. It was recognized that a change in structure of that magnitude could not likely be put into effect until September 2011. The Task Force also considered whether there were other changes that should be made to the by-laws in the short-term to better support meetings. Director Hammond noted that the report outlines two questions to assist the committee in its discussion: 1. Should the Task Force pursue the development of a Committee of the Whole structure for the OCDSB as a pilot project to be implemented in September 2011? 2. Should staff develop a report outlining interim revisions to the By-laws with respect to the following items?  Clarifying the rules for the 10:30 pm and 11:00 pm vote;  Limiting participation in the vote to continue meetings past 10:30 pm and 11:00 pm to those members who are appointed to the committee;  Limiting the ability to move motions or to vote on a motion before a standing committee to only those members who are appointed to the committee; and  Clarifying the rules for delegations and public question period. Director Hammond advised that should the Committee support the development of the Committee of the Whole structure, the Task Force will continue its work and will spend the next several months contemplating the associated issues with a view to moving the district to a Committee of the Whole structure in September 2011. Should the Committee support the development of changes to the by-laws to address some of the current issues identified; staff will develop a report for the March Strategic Planning and Priorities Committee. Several members of the Committee expressed support for further development of the concept of a Committee of the Whole structure. While expressing support for the piloting of a Committee of the Whole structure to improve efficiency and streamline the meeting process, the Committee noted the importance of maintaining non-voting members’ representation and participation, as well as ensuring opportunities for stakeholder and public input remain available. Trustee Fisher noted that, when surveyed, eight trustees identified the quality of meetings as a key issue. He expressed concern that the concept of the Committee of the Whole structure, identified by only four trustees as a priority, has been the key area of discussion. Some members of the Committee expressed the view that the quality of meetings can be impacted by the governance structure and that a Committee of the Whole structure could result in improved meeting quality. Trustee Funiciello expressed the view that, while she is not convinced that a Committee of the Whole structure would improve anything overall, she would be willing to support it if she is assured that stakeholder communication and participation would be maintained. Trustees Fisher and Scott expressed the view that, as the responsibility of Committee members and ultimately the Board is to build consensus in support of meeting students’ educational needs across the district, a cultural change in conjunction with changes to the meeting structure will be required. 10 Strategic Planning & Priorities Committee 5 January 2011 Report No. 2 13. Adjournment On a motion by Trustee Campbell the Committee resolved in camera at 10:25 p.m. to deal with the items on the in camera agenda. The meeting subsequently adjourned at 11:00 p.m. The following information items were noted: • Report 10-244, Report on Strategic Planning Consultation – “Schools for the Future” • Report 10-217, OCDSB 2009-2010 District Goals - Measures and Outcomes Jennifer McKenzie Chair Strategic Planning and Priorities Committee 11 Strategic Planning & Priorities Committee 5 January 2011 Report No. 2