HomeMy WebLinkAbout1.0 Special Board Meeting Agenda, 9 May 2023
SPECIAL BOARD
PUBLIC AGENDA
Immediately Following Committee of the Whole Public
Tuesday, May 9, 2023, 10:00 pm
Confederation Education Centre
Pages
1.Call to Order -- Chair of the Board
2.Approval of the Agenda
3.Declarations of Interest
4.Matters for Action
4.1 Receipt of Committee of the Whole Public Minutes (oral)
1.9 May 2023
Recommendation
1.Approval of P.073.GOV Board Member Code of
Conduct
4.2 Appointment of Members to Ad Hoc Policy Review Committee 1
5.Matters for Information
6.Adjournment
Ad Hoc Policy Review Committee
Terms of Reference
1.Mandate
The mandate of the Ad Hoc Policy Review Committee (the Committee)will be to assist
the Board in fulfilling its obligations related to the establishment,review,amendment,
implementation,rescission,and evaluation of policies.The Committee will work by
consensus to authorize the work required within the review process.Final
recommendations regarding policy changes or rescission require a recommendation
from the Committee as shared through reports from the Committee to the Board.
2.Responsibilities
The Ad Hoc Committee will work on the following items:
●Evaluate,monitor,and provide recommendations on the policy review
process;
●Subject to the outcome of the above,define and recommend the terms of
reference for a Standing Committee (or similar)on Policy and
Governance;
●Act as a forum for discussion of key policy issues and concerns;
●Provide feedback and recommendations for policy revisions as part of the
policy review process;
●Communicate to the Board,on a timely basis,policy needs arising from
new legislative or PPM requirements;
●Provide staff with recommendations regarding stakeholder consultation
plans as applicable;
●Make recommendations on required changes to the OCDSB By-Laws and
Standing Rules;and
●Perform additional duties delegated to the Committee by the Board.
3.Membership
The Committee shall be composed of five trustees,appointed by the Board annually at
its organizational meeting.
All members of the Board shall be entitled to attend meetings of the Committee,to
receive all materials circulated to the committee,and to participate in debate,including
the making of motions and voting.
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One representative non-voting member nominated by each of the following advisory
committees and external partners:
●Indigenous Education Council;
●Advisory Committee on Equity;
●Parent Involvement Committee;
●Special Education Advisory Committee;and
●the Ottawa-Carleton Assembly of School Councils.
Non-voting representatives will be responsible for reporting to,consulting with,and
representing the views of,the members of their constituent committees/organizations on
policies that are being considered by the Ad Hoc Committee.
The Committee shall appoint a Chair from amongst its members.
The Chair of the Board shall be an ex-officio member and shall have full privileges of
committee membership and are included in the total number of trustees appointed.
The Committee will be supported,as required,by the following internal Board
resources:
●Director or delegate (ex-officio);
●Executive Officer,Corporate Services;
●Board Services;and
●Other staff and or guests as required.
4.Meeting Frequency
The Committee will aim to meet monthly.When determining meeting times,the varied
needs and availability of voting and non-voting members should be considered to
promote equitable engagement opportunities (e.g.scheduling meetings outside of
regular work hours).
5.Reporting Structure
The Chair of the Committee will establish the agenda in consultation with the Executive
Officer and Board Services in alignment with the policy review plan.
The agenda and meeting materials will be distributed to all members of the Board on
the Friday prior to the meeting.The Committee shall submit a report with
recommendations,if any,to the next scheduled meeting of the Board.
The committee shall work by consensus and a straw vote will direct staff regarding
minor suggestions and changes to policy review timelines and work plans.Approval and
rescission of policies must always be determined by a majority vote of the Ad Hoc
Committee and will proceed as a recommendation to the Board.
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