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HomeMy WebLinkAboutBoard 12 April 2011 Minutes Public MINUTES 12 April 2011 A meeting of the Ottawa-Carleton District School Board was held this evening in the Board Room, 133 Greenbank Road, Ottawa, Ontario, commencing at 7:00 p.m. with Trustee Jennifer McKenzie in the chair and the following also in attendance: Trustees Donna Blackburn (electronic communication), Rob Campbell, Cathy Curry, Pam FitzGerald, Bronwyn Funiciello (electronic communication), Katie Holtzhauer, Theresa Kavanagh, Lynn Scott, Shirley Seward and John Shea. STAFF: Director of Education and Secretary of the Board, Barrie Hammond; Superintendent of Human Resources, Janice McCoy; Superintendent of Instruction, Jill Bennett; Executive Officer, Michele Giroux; Manager of Communications, Diane Pernari-Hergert; Manager of Board Services, Monica Ceschia; Communications Coordinator, Sharlene Hunter; Audio Visual Specialist, John MacKinnon; and Senior Board Coordinator, Maureen Strittmatter. On a motion by Trustee Shea, seconded by Trustee Scott, the Board resolved into Committee of the Whole (in camera). Trustee Seward assumed the Chair in Committee and later presented the Committee’s report in the public session. (Board Minute 11-142 refers) 141. Call to Order Chair McKenzie called the public meeting to order at 8:04 p.m. 142. Report from Committee of the Whole (In Camera) Trustee Seward reported that Committee of the Whole met in camera this evening and that there were no recommendations. Trustee Curry questioned whether a discussion had been held at the Committee of the Whole, in camera, meeting that should have been public. Chair McKenzie advised that a discussion had been held and this would be covered under her Chair’s Report. 143. Approval of Agenda Moved by Trustee Curry, seconded by Trustee Campbell, THAT the agenda be approved. - Carried - 144. Confirmation of Minutes a. 22 March 2011 Moved by Trustee Seward, seconded by Trustee Scott, THAT the minutes of the 22 March 2011 Board meeting be confirmed. - Carried – _____________________________________________________________________________________ - 115 - MINUTES 12 April 2011 145. Business Arising from Minutes a. 22 March 2011 Trustee Curry requested a clarification of the statement made on folio 3 that “a discussion had been held at the Board agenda prep meeting about a possible revision to the Board minutes” and questioned whether this was a new practice and how revisions would be handled in the future. Chair McKenzie advised that, at the Board meeting she had noted that the revision would be taken under advisement and a discussion would be held to see if the change accurately reflected what was said. She added that an extensive discussion had been held at the agenda prep meeting resulting in the toolkit that has been provided to board members. Trustee Curry expressed the view that, in her opinion, the minutes should not be verbatim and the Secretary of the Board should decide whether revisions should be made. Trustee Curry noted that she preferred minutes that showed debate in favour and against motions/amendments and expressed the view that a discussion on the minutes should be held in the future. Chair McKenzie agreed to take Trustee Curry’s request under advisement and reiterated that typically a discussion of revisions to the minutes would not be held at agenda prep meetings; however, there was a larger discussion that took place resulting in the toolkit being issued to board members. 146. Director’s Report Director Hammond noted that a donation of $11 thousand had been received from The Print House for the Breakfast Program for our needy students, with a special event held on Monday at Charles Hulse Public School. Education Week runs from May 2 to 6 and there will be a variety of opportunities at the schools including open houses and special events to celebrate learning. In recognition of the contributions of support staff to public education, Wednesday, May 4, will be designated Support Staff Appreciation Day. Director Hammond congratulated former York Street Public School student Benjamin Ford, who Crowned with Fortune's Throne. is now a published author. His book of poetry is called Each year, the Children’s Hospital of Eastern Ontario sponsors a regional art contest to choose the signature image for their spring campaign. This year’s winner is Merivale High School graphic design student, Aspen Barker. Aspen was presented with her award at a special event at the school earlier today. Ottawa-Carleton Education Network (OCENET) supports our international studies program and continues to work with China in establishing Friendship Schools (twinning) with OCDSB schools, and in sending students to Ottawa for immersion experiences. OCENET has invited one superintendent and four _____________________________________________________________________________________ - 116 - MINUTES 12 April 2011 school principals to go to China to sign a Memorandum of Understanding on behalf of the OCDSB. The trip to China is scheduled from April 30 to May 8 with all costs covered by OCENET. The OCDSB principals traveling to China will be involved in hosting and/or supporting a group of Chinese elementary school students traveling to Ottawa this fall. 147. Chair’s Report Chair McKenzie announced that Castor Valley Elementary School Council held a very successful fundraiser for Japan in the wake of the disaster. The Greely community raised $3,068 with the help of the Embassy of Japan through a display of artifacts, photos of children in kimonos, and Japanese calligraphy. Castlefrank Elementary School will also be holding a fashion show with a twist entitled "Beauty is..." on Thursday, April 14th. The event will focus on self-esteem and positive body image. All funds raised will be donated to The Hopewell Eating Disorder Centre. The show will be organized by the Grade 8 students as part of The Learning Partnership's Entrepreneurial Adventure – a program that introduces students to the world of business. Castlefrank Elementary School has won a national award in this business competition for the past two years and this year's project promises to be just as exciting. Tomorrow, April 13th, Cedarview Middle School is celebrating the International Day of Pink, (against bullying). The entire school will be dressed in pink and perform a ‘surprise’ flash mob dance in the school gymnasium at 3:00 p.m. Students and staff will be joined by Ottawa Mayor Jim Watson and several other community leaders as they spread the message that together we can change attitudes and create opportunities for dialogue. The District's Retirement Reception to honour staff for their years of service will be held on Wednesday, June 15th. Please mark your calendars and join us in wishing our retiring staff all the best in their future endeavours. Chair McKenzie noted that Deputy Minister, Kevin Costante accompanied by Denis Chartrand Regional Manager, Ottawa Regional Office, visited the Board office today. They attended a senior staff meeting and visited Longfields-Davidson Heights Secondary School, Robert E. Wilson Public School and Mutchmore Public School. She added that OCDSB policies and other information on conduct had been provided to all board members in a toolkit that evening and noted that, if there were any questions on the material provided, board members were to feel free to contact her. 148. Public Question Period There were no public questions. _____________________________________________________________________________________ - 117 - MINUTES 12 April 2011 149. Partial Report 5, Strategic Planning & Priorities Committee, 06 April 2011 Moved by Trustee Funiciello, seconded by Trustee Scott, THAT Partial Report 5, Strategic Planning & Priorities Committee, dated 06 April 2011, be received. Trustee Kavanagh noted that on folio 19, under New Business, she had mentioned that the day- to-day management of the board be included in the Board Governance Task Force discussions. Moved by Trustee Funiciello, seconded by Trustee Scott, THAT Partial Report 5, Strategic Planning & Priorities Committee, dated 06 April 2011, be received, as amended. - Carried - a. Approval of Policy P.098.CUR Equity and Inclusive Education and Policy P.086.CUR Religious Accommodation Moved by Trustee Scott, seconded by Trustee Funiciello, THAT the Equity and Inclusive Education Policy (P.098.CUR) and the Religious Accommodation Policy (P.086.CUR) be approved. - Carried – A recorded vote was held and the motion was carried on the following division: FOR: Trustees Blackburn, Campbell, Curry, FitzGerald, (11) Funiciello, Holtzhauer, Kavanagh, McKenzie, Scott, Seward and Shea AGAINST: Nil (0) ABSTENTIONS: Nil (0) Trustee Campbell commended staff for including all the changes discussed at committee. He requested clarification of the understanding of the language in section 3.7 and 3.7 i.e., the addition of “spiritual beliefs, traditions and practices” and questioned whether the new wording captured the concern of who would be consulted, i.e., a humanist organization. Director Hammond noted that staff kept the wording consistent in the two sections and confirmed that the new wording captured the intent. b. Approval of Policy P.013.GOV Community Member Recognition Program Moved by Trustee Scott, seconded by Trustee Funiciello, THAT the Community Member Recognition Program Policy, including the proposed Community Member Recognition Program as set out in Attachment 1 to the Policy be approved. - Carried - _____________________________________________________________________________________ - 118 - MINUTES 12 April 2011 A recorded vote was held and the motion was carried on the following division: FOR: Trustees Blackburn, Campbell, Curry, FitzGerald, (11) Funiciello, Holtzhauer, Kavanagh, McKenzie, Scott, Seward and Shea AGAINST: Nil (0) ABSTENTIONS: Nil (0) In response to a query from Trustee Scott, Director Hammond confirmed that the new recognition program would be implemented for the coming school year. c. Approve in Principle the Statement of Intent and joint the Coalition for Children and Youth Mental Health Moved by Trustee FitzGerald, seconded by Trustee Funiciello, THAT the Ottawa-Carleton District School Board approve in principle the Statement of Intent and formally join the Coalition for Children and Youth Mental Health. - Carried - A recorded vote was held and the motion was carried on the following division: FOR: Trustees Blackburn, Campbell, Curry, FitzGerald, (11) Funiciello, Holtzhauer, Kavanagh, McKenzie, Scott, Seward and Shea AGAINST: Nil (0) ABSTENTIONS: Nil (0) 150. Report 3, Committee of the Whole, Public, 22 March 2011 Moved by Trustee Funiciello, seconded by Trustee Scott, THAT Report 3, Committee of the Whole, Public, dated 22 March 2011, be received. - Carried - 151. Report 1, Board Governance Task Force, 29 March 2011 Moved by Trustee Kavanagh, seconded by Trustee Holtzhauer, THAT Report 1, Board Governance Task Force, dated 29 March 2011, be received. - Carried – _____________________________________________________________________________________ - 119 - MINUTES 12 April 2011 a. Approval of Revised Mandate for the Board Governance Task Force Moved by Trustee Scott, seconded by Trustee Kavanagh, THAT the motion be substituted with the following motion: THAT the Terms of Reference for the Board Governance Task Force be revised as follows: A. That Items A and B under Task Force Responsibilities be replaced by the following Items A, B and C: A. Development of components of a governance framework for the OCDSB, including but not limited to the following elements:  Governance Commitments (Principles, Philosophy)  Roles and Responsibilities of Board and Director of Education  Board Member Code of Conduct (Principles)  Authority and Accountability  Policy Development and Review (Responsibilities, Process)  Effective Communications  Committee Structure for Effective Governance with consideration for the provisions of the Education Act and its regulations, for the content of the governance modules developed by the Ontario Education Services Corporation (OESC), and for the advice and guidance of governance consultants as relevant; B. Development of recommendations for changes to OCDSB by- laws; and C. Development of recommendations regarding Board and committee agendas and reports (expectations, content, etc.); B. That support for the Board Governance Task Force be augmented by the addition of a fourth bullet: Governance consultants (as relevant); C. That the end of the Term of the Board Governance Task Force be amended from November 2010 to July 2012; and D. THAT staff be directed to develop a schedule for delivery of the governance modules developed by the Ontario Education Services Corporation (OESC) as part of an on-going Board Development Program, supported by qualified facilitators and/or governance consultants. In introducing the motion, Trustee Scott noted that it was important that there be the development of a framework for board governance in this district and requested trustee support. _____________________________________________________________________________________ - 120 - MINUTES 12 April 2011 An amendment moved by Trustee FitzGerald, seconded by Trustee Kavanagh, THAT in Part A, “relevant” be substituted with “determined by the Board Governance Task Force”. In introducing the amendment, Trustee FitzGerald expressed the view that the word “relevant” leaves interpretation open and the Board Governance Task Force should determine when consultants should be employed. In response to a trustee query whether the decision to hire a consultant would come to Board for approval with a Request for Proposal (RFP), Executive Officer Giroux advised that the Board currently has a contract with a facilitator that is nearing its end, and the committee would need to determine how to make use of the balance of that contract and move forward. If there was a desire to extend or have a new contract it would need to come to Board for approval. She added that the Board evaluation process, which also requires a consultant, could possibly come forward and the two pieces merged, if the Board wished. Trustee Scott, speaking against the amendment, noted that this would narrow the scope. The nature of work and support needed may dictate the use of a variety of consultants on a short term basis and this is why “as relevant” should be included. Trustees speaking in favour of the amendment noted that the decision should be left with the Board Governance Task Force; it would provide more flexibility; if the committee decides that a facilitator is needed they would ask staff for the required support, i.e., financial and contractual; and if the contract would involve a large amount of funds then it could be brought to Board for approval. In wrap-up, Trustee FitzGerald noted that the Ministry has recently changed the rules around purchasing and the Board Governance Task Force would need to work with staff to ensure that the rules are followed. She added that the motion does speak to “consultants” in plural and this has not been amended. An amendment moved by Trustee FitzGerald, seconded by Trustee Kavanagh, THAT in Part A, “relevant” be substituted with “determined by the Board Governance Task Force”. - Carried - An amendment moved by Trustee FitzGerald, seconded by Trustee Kavanagh, THAT in Part B, “relevant” be substituted with “determined by the Board Governance Task Force”. - Carried - An amendment moved by Trustee FitzGerald, seconded by Trustee Kavanagh, THAT at the end of Part D, the phrase “as determined by the Board Governance Task Force” be added in parentheses. - Carried - _____________________________________________________________________________________ - 121 - MINUTES 12 April 2011 An amendment moved by Trustee Funiciello, seconded by Trustee Campbell, THAT a new Part D be added and the current Part D be changed to Part E: D. THAT a new section be added to the terms of structure as follows: Reporting Structure THAT the Board Governance Task Force report to the Strategic Planning and Priorities Committee. The Strategic Planning and Priorities Committee will receive the Board Governance Task Force report as an action item. Recommendations of the Board Governance Task Force will be considered by the Strategic Planning and Priorities Committee, following receipt of the report. If adopted, the recommendation would move forward to Board for consideration only as a recommendation of the Strategic Planning & Priorities Committee. In introducing the amendment Trustee Funiciello noted that this would provide a mechanism for a broader discussion of the recommendations prior to coming to Board for approval. In response to a query whether there would be an opportunity to bring motions forward at Board if the Strategic Planning and Priorities Committee (SPPC) defeated the motion, Executive Officer Giroux confirmed that the Board Governance Task Force recommendations would be dealt with at SPPC and, if the committee decided not to move the recommendation forward, it would be in the report and would be allowed to be raised when the report comes to Board. Trustee Scott expressed concern that the public may find it difficult to find the minutes from the Board Governance Task Force if they are only attached to the SPPC agenda. She questioned whether it would be best to have the Board Governance Task Force report to the Board through the SPPC, thus ensuring that the whole report still comes forward to Board as an appendix to the SPPC report. A sub-amendment moved by Trustee Scott, seconded by Trustee FitzGerald, THAT “only” be deleted from “If adopted, the recommendation would move forward to Board for consideration only as a recommendation of the Strategic Planning & Priorities Committee.” In introducing the sub-amendment, Trustee Scott expressed the view that it should be clarified whether it is the Board’s will that it would not be possible to raise a recommendation from the Board Governance Task Force without the approval of SPPC. Trustee Campbell, speaking in favour of the sub-amendment, expressed the view that the Board should also discuss the re-raising of motions at Board that have been defeated at Committee in the future. _____________________________________________________________________________________ - 122 - MINUTES 12 April 2011 In response to a query regarding under what circumstances the original motion from the Board Governance Task Force could be brought forward at Board if defeated, Executive Officer Giroux noted that it would depend on the language of the motion. She added that if the Board Governance Task Force dealt with the motion by way of a procedural motion, i.e., deferral that is within the committee’s purview, it would not come forward to Board for approval the same as it would not for a standing committee. Trustee Curry, speaking in favour of the sub-amendment, noted that the removal of “only” would be less restrictive. In wrap-up, Trustee Scott noted that there should not be an amendment passed that is contrary to current practice; however, the board may wish to change the procedures in the future, but a Board discussion should be held first. Trustee Scott requested a recorded vote on the sub-amendment. A recorded vote was held and the sub-amendment was carried on the following division: FOR: Trustees Blackburn, Campbell, Curry, FitzGerald, (11) Funiciello, Holtzhauer, Kavanagh, McKenzie, Scott, Seward and Shea AGAINST: Nil (0) ABSTENTIONS: Nil (0) A sub-amendment moved by Trustee Scott, seconded by Trustee FitzGerald, THAT “only” be deleted from “If adopted, the recommendation would move forward to Board for consideration only as a recommendation of the Strategic Planning & Priorities Committee.” - Carried – Trustees speaking in favour of the amendment noted that it was appropriate to have this type of discussion at the Strategic Planning and Priorities Committee (SPPC) and it will invite discussion at a committee where all trustees have a vote before proceeding to Board. In wrap-up on the amendment, Trustee Funiciello noted that this would also provide an opportunity to obtain input from non-voting representatives that sit on the Strategic Planning and Priorities Committee and this is important due to the matters under discussion. _____________________________________________________________________________________ - 123 - MINUTES 12 April 2011 An amendment moved by Trustee Funiciello, seconded by Trustee Campbell, THAT a new Part D be added and the current Part D be changed to Part E: D. THAT a new section be added to the terms of structure as follows: Reporting Structure THAT the Board Governance Task Force report to the Strategic Planning and Priorities Committee. The Strategic Planning and Priorities Committee will receive the Board Governance Task Force report as an action item. Recommendations of the Board Governance Task Force will be considered by the Strategic Planning and Priorities Committee, following receipt of the report. If adopted, the recommendation would move forward to Board for consideration as a recommendation of the Strategic Planning & Priorities Committee. - Carried - A recorded vote was held and the motion was carried on the following division: FOR: Trustees Blackburn, Campbell, Curry, (11) FitzGerald, Funiciello, Holtzhauer, Kavanagh, McKenzie, Scott, Seward and Shea AGAINST: Nil (0) ABSTENTIONS: Nil (0) Moved by Trustee Scott, seconded by Trustee Kavanagh, THAT the motion be substituted with the following motion: THAT the Terms of Reference for the Board Governance Task Force be revised as follows: A. That Items A and B under Task Force Responsibilities be replaced by the following Items A, B and C: A. Development of components of a governance framework for the OCDSB, including but not limited to the following elements:  Governance Commitments (Principles, Philosophy)  Roles and Responsibilities of Board and Director of Education  Board Member Code of Conduct (Principles)  Authority and Accountability  Policy Development and Review (Responsibilities, Process)  Effective Communications  Committee Structure for Effective Governance with consideration for the provisions of the Education Act and its _____________________________________________________________________________________ - 124 - MINUTES 12 April 2011 regulations, for the content of the governance modules developed by the Ontario Education Services Corporation (OESC), and for the advice and guidance of governance consultants as determined by the Board Governance Task Force; B. Development of recommendations for changes to OCDSB by-laws; and C. Development of recommendations regarding Board and committee agendas and reports (expectations, content, etc.); B. That support for the Board Governance Task Force be augmented by the addition of a fourth bullet: Governance consultants (as determined by the Board Governance Task Force); C. That the end of the Term of the Board Governance Task Force be amended from November 2010 to July 2012; and D. THAT a new section be added to the terms of structure as follows: Reporting Structure THAT the Board Governance Task Force report to the Strategic Planning and Priorities Committee. The Strategic Planning and Priorities Committee will receive the Board Governance Task Force report as an action item. Recommendations of the Board Governance Task Force will be considered by the Strategic Planning and Priorities Committee, following receipt of the report. If adopted, the recommendation would move forward to Board for consideration as a recommendation of the Strategic Planning & Priorities Committee. E. THAT staff be directed to develop a schedule for delivery of the governance modules developed by the Ontario Education Services Corporation (OESC) as part of an on-going Board Development Program supported by qualified facilitators and/or governance consultants (as determined by the Board Governance Task Force). - Carried - Trustee Kavanagh advised that, due to conflicts with committee member schedules, the next meeting of the Board Governance Task Force will be on May 4, 2011. 152. Appointment of Trustee Member to Board Governance Task Force Chair McKenzie advised that this motion was being brought forward as Trustee Campbell has indicated an interest in joining this committee. _____________________________________________________________________________________ - 125 - MINUTES 12 April 2011 Trustee Scott stated that, at this time, in light of a number of incidents that occurred on 29 March and at subsequent meetings and discussions that had just taken place; she was resigning from the Board Governance Task Force. She expressed the view that she no longer had confidence that any further contributions she could make would be welcomed or seriously considered and could not foresee any clear future opportunity for her meaningful participation. She noted that she would nominate Trustee Campbell to replace her. Trustees Campbell and Seward expressed regret with Trustee Scott’s resignation from the committee, and noted that she was the holder of a great deal of knowledge with respect to governance and requested that she reconsider. Trustee Curry expressed regret with Trustee Scott’s resignation and noted that she had made a comment at the last committee meeting that she would also be resigning as she could not attend meetings at the scheduled time. Trustee Kavanagh and Chair McKenzie noted that the earlier start time for the committee meetings did not suit their schedule and questioned whether Trustee Curry would like to remain on the committee until the future meeting dates and times had been set. Trustee Curry expressed the view that the meeting should not be held prior to another committee meeting. Moved by Trustee Scott, seconded by Trustee Holtzhauer, THAT Trustee Campbell be confirmed as a trustee member to the Board Governance Task Force. - Carried – 153. OPSBA Report, Trustee Shea, Regional Meeting, 26 March 2011 Trustee Shea expressed pleasure in attending the OPSBA meeting as the alternate representative. He noted that the meeting had been held at the Upper Canada District School Board with a number of trustees in attendance. He noted that the meeting centered on orientation for the new trustees. There was considerable discussion on full-day Kindergarten, and not a lot of hope from OPSBA in securing additional funding. Trustee Shea advised that there was also discussion on the lack of access to Minister Dombrowsky, transportation consortiums, school fees and mental health issues. 154. New Business There was no new business. 155. Adjournment The meeting adjourned at 9:13 p.m. Barrie Hammond Jennifer McKenzie Director of Education and Chair of the Board Secretary of the Board _____________________________________________________________________________________ - 126 -