Loading...
HomeMy WebLinkAbout10 Report 6 Strategic Planning and Priorities 04 May 2011 REPORT NO. 6, STRATEGIC PLANNING AND PRIORITIES COMMITTEE TO: The Board DATE: 4 May 2011 A meeting of the Strategic Planning and Priorities Committee was held commencing at 7:30 ee Jennifer McKenzie in the chair and the following also in attendance: TRUSTEE MEMBERS: Bronwyn Funiciello, Jennifer McKenzie (Chair), Shirley Seward, and Katie Holtzhauer OTHER TRUSTEES: Donna Blackburn, Rob Campbell, Theresa Kavanagh, Mark Fisher and Lynn Scott STAFF: Barrie Hammond, Director of Education and Secretary of the Board Jennifer Adams, Executive Superintendent Michael Carson, Superintendent of Facilities Michele Giroux, Executive Officer, Corporate Services Karyn Carty Ostafichuk, Manager of Planning and Transportation Bruce Fraser, Board/Committee Coordinator NON-VOTING REPRESENTATIVES: Anne Teutsch, Ottawa-Carleton Assembly of School Councils Bruce Hubbard, Ottawa-Carleton Elementary Operations Committee Rob Kirwan, Special Education Advisory Committee 1. Call to Order Chair McKenzie called the meeting to order at 7:35 p.m. 2. Approval of Agenda Moved by Trustee Funiciello, THAT the agenda be approved. - Carried 3. Public Question Period There were no public questions. 4. Delegations There were no delegations. Strategic Planning & Priorities Committee 1 4 May 2011 Report No. 6 5. Director Hammond reported the following: Education Week This week, May 2 to 6, 2011, is Education Week and many activities have been organized in schools across the district. Director Hammond noted that 4 May had been designated support staff appreciation day in order to provide schools and administrative departments with an opportunity to acknowledge the work performed by non-academic staff. Security Card Access Procedure for Greenbank Administration Building A security card access procedure for the Administration Building will be implemented the week of May 16 to increase security within the building; Trustees will be issued security swipe cards in order to gain access; Visitors will sign in at reception centre and given card; and Details regarding the implementation plan will be provided in the near future. In response to queries, Superintendent Carson advised that, to avoid the cost of installing fully programmable elevator systems to enhance security, custodial staff on limited duty status will be assigned to assist visitors and monitor the Administration Building on evenings when meetings are held. 6. Chair McKenzie reported that she had recently discussed the possibility of holding an overlapped Board meeting with the Edmonton District School Board (EDSB) in order to video conference a dialogue with respect to creativity initiatives. She noted that a similar meeting could be planned for the future to discuss an OCDSB based initiative. Trustee Campbell noted that he had discussed the subject with EDSB reps at the National School Boards Association conference and expressed the view that the video conference would be more of a presentation to the Board rather than a dialogue. 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: Budget Committee Annual Budget Memo from Chief Financial Officer Clarke will be distributed on Thursday or Friday; Staff recommended Budget will be presented for information 9 May 2011 and presented for debate and action 26 May 2011; One night has been scheduled for delegations and an overflow meeting has also been scheduled should it be required; Education Committee May Add - Report on the Conference for the Council for Exceptional Children (info) Trustee Scott Strategic Planning & Priorities Committee 2 4 May 2011 Report No. 6 Special Education Committee May Add - Special Education Appeal Board Policy P.117.SES Revisions June Add - Report on the Conference for the Council for Exceptional Children (info) Trustee Scott 8. Report 11-080, Key Elements of Next OCDSB Strategic Plan - Schools for the Future Your Committee had before it staff report 11-080, seeking approval of the consultation plan to communicate a strategy map outlining the key elements of the 2011-2015 OCDSB strategic plan Director Hammond and Executive Officer Giroux presented an overview of the key elements of the OCDSB Strategic Plan which provides the overall framework for the direction of the school district over a four year period and is supported by the Board Improvement Plan, School Improvement plans, the Annual Budget and the Annual District Goals. They reviewed the background of the development of the strategic plan process and noted that extensive community consultation sessions were held in the fall of 2010 and an environmental scan was compiled and presented to the Committee in January of 2011. Discussions of the strategic plan were held by the Board and senior staff to consider the community input in conjunction environmental scan. Staff then developed a strategy map which reflects the key elements of the strategic plan including the vision, objectives and the mission for the District over the four year period. The vision is supported by eight tenets which reflect some of the key issues such as: the importance of schools as community hubs; the high quality of programs; the staff and instructional practice; cooperation between schools and families; equity of access to programs and resources; and helping students to develop leadership skills. The strategy map includes a high level list of eight objectives for 2015 which provide the indicators that would be used to assess performance and determine if the vision has been achieved at the end of the plan. The mission reflects the emphasis of the strategic plan on the well-being of students, staff and the organization, expresses four key priority areas that reflect OCDSB values, Well-being, Engagement, Leadership and Learning (WELL) and includes a statement of the work that will be used to execute the vision. Director Hammond noted that below the Vision area, the strategy map includes a 194 Day Action Plan which reflects the work that would be done next year. The items denoted with a grey background reflect the work to be done in the first 90 days and the items with a purple background to be undertaken over the balance of the school year. Director Hammond noted that two open house sessions are planned to be held prior to the upcoming budget meetings scheduled for 9 May and 16 May 2011 in order to re-consult with stakeholders and staff will work to align the Strategic Plan initiatives with the Board Improvement Plan and the Budget. Executive Officer Giroux noted that the action plan reflects the district goals developed to support the key priorities and provide for the combining of new initiatives with previous commitments. This will allow staff to entertain a more balanced workload and to focus on fewer initiatives done well. Strategic Planning & Priorities Committee 3 4 May 2011 Report No. 6 In closing, Director Hammond noted that the leaders of OCDSB understand that the core purpose of the organization is to improve student achievement and well-being. He asked for trustee comments regarding whether the proposed strategy would result in the desired impact, if it reflect the ideas and concerns raised by the community and the organization and will it be good for schools and students. Following the presentation, the Committee commented on the plan and staff addressed a number of queries. The following points being noted: The reduction of the student achievement equity gap for identified sub-groups should include a target number; The mission statement in the strategic plan is not intended to replace the current OCDSB mission statement; The strategy map should include more detail in the 194 Day Action Plan of achievement expectations including departmental strategies that focus on targets and measurable outcomes. The Board should be provided with the appropriate tools to with respect to the implementation of the plan; The strategy map should remain a high level document and reflect the broader vision as stakeholders do not require the details of staff actions; Community engagement should extend beyond the Parental Involvement Committee; Collaboration with the Parental Involvement Committee does not discount the or other stakeholder groups; Targeted communication must ensure that all stakeholder groups are included; The strategy map effectively reflects the components of a complex process; Acronyms should be spelled out; Objectives should be measurable e.g. vibrancy is difficult to measure; Objectives should be clear, e.g. 90% graduation role timeline; Strategy Map should include a legend to explain the background colours; Action descriptions should reflect what, and why, improvements have been made in order to move forward; The profile of Special Education initiatives and programs should be increased; The participation of parents should be included where appropriate; The participation of trustees should be included where appropriate; The plan should not lose sight of average and/or above average students; Communication of the strategic plan should be geared to an audience of parents and stakeholders who do not work in the field of education; The strategy map accurately captures stakeholder and Board input; The inclusion of Metrics for each objective should be considered; and The Board must be clear on what is being recommended for approval in June. Moved by Trustee Campbell, THAT the consultation plan to communicate the key elements of the 2011-2015 strategic plan contained in the Strategy Map (Appendix A, Report 11-080) be approved. In response to a query regarding the timeline, Executive Officer Giroux acknowledged the limited timelines and advised that staff will consolidate input and refine the strategy map on Strategic Planning & Priorities Committee 4 4 May 2011 Report No. 6 an ongoing basis in order to present the final recommendation at the 1 June 2011 Strategic Planning and Priorities Committee meeting. Some trustees expressed the view that the 194 day action plan does not require public consultation as most of actions in that area are operational in nature. Moved in amendment by Trustee Scott, The recommendation includes a friendly amendment by Trustee Scott to exclude plan. - Carried In response to a query by Trustee Scott regarding the timing of approval by the Board, Executive Officer Giroux advised that staff understand the dilemma faced as the result of meeting timing but noted that staff is comfortable moving ahead with consultation prior to Board approval. Trustee Scott noted that an awkward situation would result should it not be approved by the Board. In response to a query by Chair McKenzie regarding consultation with groups other than those listed, Executive Officer Giroux advised that all groups which participated in the Schools for the Future consultation will be included. Moved by Trustee Campbell, That the consultation plan to communicate the key elements of the 2011- 2015 strategic plan contained in the Strategy Map, as amended (attached as Appendix A) be approved. - Carried - 9. Report 11-084, Full-Day Early Learning Kindergarten - Years 4 and 5 Sites Your Committee had before it staff report 11-084 providing information related to the OCDSB submission of Full-Day Early Learning Kindergarten program Years 4 and 5 sites, for implementation 2013-2014 and 2014-2015, to the Ministry of Education. Superintendent Carson advised that the Ministry of Education directed all school boards to submit their respective plans for Years 4 and 5 by 6 May 2011 and the capital needs associated with this implementation to be submitted by 24 June 2011. He noted that staff has met with planning and childcare staff at the Ottawa Catholic School Board to ensure that where possible site locations do not provide either board with a market advantage. Superintendent Carson noted that there are a number of challenges to be met with respect to Years 4 and 5 implementation of the Full-Day Early Learning Kindergarten program sites. He noted that full capital and staffing costs are not calculable at this time and that costs will be significant. It is anticipated that Ministry funding will likely not cover all of the projected costs and that the locating of full day kindergarten in some schools could, in certain limited circumstances, require the use of purpose-built kindergarten space currently leased to child care providers. Staff is committed to retaining purpose-built kindergarten space where possible but noted that some spaces sit empty during the day as they are only used for before-and-after school childcare. Strategic Planning & Priorities Committee 5 4 May 2011 Report No. 6 In response to a query by Trustee Fisher regarding the contents of the Business Services report for 11 May 2011, Superintendent Carson advised that the Ministry has stated that school boards will be permitted to work cooperatively with childcare providers. Trustee Fisher expressed the view that the location of extended day programs in some locations such as Farley Mowat Public School, Elizabeth Park Public School and Steve MacLean Public School should be done in concert with the construction of new schools as the current schools could face significant accommodation pressures. Superintendent Carson noted that that a buffer of classes has been included in the process for Year 4 for the 103 schools, including a new school in Chapman Mills, in order to account for an unexpected enrolment increases and the possibility of unfunded classes. In response to a query regarding the Board being provided with a copy of the capital request, Superintendent Carson advised that he will provide the information in a memorandum. In response to a query by Trustee Seward regarding the status of Bayview Public School should funding for expansion not be received, Superintendent Carson advised that as with many schools the situation would require a review of available capital, the use of portables and possible boundary changes in order to accommodate students. He noted that staff is looking well into the future and working collaboratively with school boards across the province to identify possible strategies. 10.Report 11-081, Board and Committee meeting Calendar for 2010-2011 Your Committee had before it for information staff report 11-081 providing the schedule of Board and Committee meetings covering the period of September 2011 to June 2012. Executive Officer Giroux noted that the report will be coming forward to the June Strategic Planning and Priorities Committee meeting for action. She noted the addition of the Parental Involvement Committee meetings and three religious holy days and indicated that there will be few evenings available for additional meetings. Trustee Scott requested that the annual conference of the Canadian Association for the Practical Study of Law in Education (CAPSLE) to be held in Ottawa 29 April 2012 May 1 2012, be added to the calendar. The Committee congratulated Superintendent of Human Resources, Janice McCoy, who was recently Directors and Labour Relations Officer, Janet Beer who has been named Co-chair of the al Conference. In response to a query regarding the timing of the Board/Senior Staff retreat, Executive Officer Giroux agreed there could some merit in holding the retreat in September instead of February. Trustee Scott added that the retreat has been scheduled mid-year during election years to allow new Board members to attend but agreed that it could be held earlier in non-election years. In response to a query regarding the date of the June SEAC meeting, Executive Officer Giroux advised that this date would be proposed to avoid a conflict with school graduation ceremonies. Strategic Planning & Priorities Committee 6 4 May 2011 Report No. 6 Trustee Campbell requested that the name of the appropriate religion be embedded in the calendar for each of the listed holy days. 11.Report 11-079, Board Motions Tracking Report Your Committee had before it for information staff report 11-079 providingthe Board Motion Tracking Report covering the period 12 January 2011 to 12 April 2011. Director Hammond advised that the report is provided a number of times a year for information and noted that the origin of motions will now be included in the report as per a trustee request. 12.New Business There was no new business. 13.Adjournment The meeting adjourned at 10:15 p.m. Jennifer McKenzie Chair Strategic Planning and Priorities Committee Strategic Planning & Priorities Committee 7 4 May 2011 Report No. 6 CC CD we've achieved our vision 0, is met in advance of 2 blic education: C a) a- 7:1 a) _o 0 0) 0 a) ▪ 0 E; F - F E F E cd for educal:i C E 5 3 CL, a, Cr: a, F F a, cc: C/▪ 3 Cl) 0 C▪ l) 0 a. Cl) = 0 0. 0. U) 0▪ . 0) C C CC) 0) 0, C1-r = C Focused on student success using the foun = blishinq a framework for -F F a, ctI CD CD, 02, cn a 4 Key Priori 0 705 C • 0 a, °-; c,6 = t cf. s=' C, E c c.3 APPENDIX A —C - C CQ 4:7 cy, F c F -76 CID c, F