HomeMy WebLinkAbout17.3.a. Receipt of Ad Hoc Policy Review Committee Report, 31 May 2023
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AD HOC POLICY REVIEW COMMITTEE
May 31, 2023, 5:00 pm
Trustees' Committee Room
133 Greenbank Road
Ottawa, Ontario
Members: Lyra Evans, Lynn Scott , Alysha Aziz (electronic
communication), Nili Kaplan-Myrth (electronic communication),
Cathryne Milburn (electronic communication)
Non Voting Members: Ryan Doucette (Advisory Committee on Equity, electronic
communication)
Staff and Guests Donna Blackburn (Trustee), Donna Dickson (Trustee, electronic
communication), Suzanne Nash (Trustee), Michele Giroux
(Director of Education), Janice McCoy (Executive Officer,
Corporate Services), Nicole Guthrie (General Manager of Board
Services), Engy Abdel Masieh (Policy Analyst), Kenan
Omercajic (Policy Analyst), Mellissa Applewaithe
(Board/Committee Coordinator)
1. Call to Order
Executive Officer McCoy called the meeting to order at 5:05 p.m.
2. Acknowledgement of Territorial Lands
Executive Officer McCoy acknowledged that the meeting is taking place on
unceded Algonquin Homelands and thanked the Algonquin Nations for hosting
the meeting on their land.
3. Declarations of Interest
No declarations of interest were filed.
4. Approval of the Agenda
Moved by Trustee Evans,
THAT the agenda be approved.
Carried
5. Selection of Ad Hoc Committee Chair
Executive Officer McCoy called for nominations for the position of the Ad Hoc
Policy Review Committee chair.
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Trustee Lyra Evans nominated Trustee Scott.
Trustee Scott declined the nomination.
Trustee Aziz nominated Trustee Milburn. Trustee Milburn accepted the
nomination.
Moved by Trustee Lyra Evans,
THAT nominations be closed.
Carried
By acclamation, Executive Officer McCoy declared Trustee Milburn Chair of the
Ad Hoc Policy Review Committee for the period 31 May 2023 to 31 May 2024.
Trustee Milburn was not in the meeting room of the committee.
Trustee Lyra assumed the chair.
6. Matters for Discussion:
6.1 List of Policies for Review 2023-2024
Your Committee had the Policy Work Plan before it for discussion.
During the discussion and in response to queries, the following information
was provided:
It was reported that Ottawa-Carleton District School Board
(OCDSB) senior staff had met to identify policies, procedures and
strategic priorities for the 2023-2024 school year. Staff had
considered the dates of previous policy reviews, ongoing work
currently being undertaken by the Ministry of Education (MOE) and
resource capacity as a guide for their decision in developing a list
of policies for review during the 2023-2024 and 2024-2025 school
years;
It was noted that the list is subject to change resulting from new
Policy and Program Memorandum (PPMs) and MOE direction
requiring the District to develop new policies;
The District has implemented a tired approach to policy review as
follows:
o Tier 1: Policy requiring minor adjustments such as the updating
of position titles, or legislation or policies that are to be
rescinded;
o Tier 2: Policy requiring substantive, but not significant changes
to be brought to Board for approval. Consultation for this type of
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policy would be structured and tailored to those groups affected
by the changes; and
o Tier 3: Policy requiring significant development or changes.
In recognition of the requirement for accessible documents, the
OCDSB has updated the Consultations webpage with a new design
that is easier to navigate. Staff anticipate that translation services
may be provided for community members with English as a second
language at a future date;
Board Services will include the policies identified on the list on a
forward agenda, and advisory committee representatives can
highlight the policies relevant to their committee to the
superintendent during agenda preparation; and
It was noted that the Ad Hoc Policy Review Committee’s progress
should be reviewed at the end of 2023-2024 school year or at the
start of the 2024-2025 school year to evaluate the committee's
success.
6.2 Policy Development and Management
a. Equity Assessment Tool for Policies and Procedures
Policy Analyst Omercajic presented an overview of the Equity
Assessment Tool (EAT), which was developed to uphold the
OCDSB commitment to Indigenous Rights, Human Rights, and
Equity, and to expunge all forms of discrimination and inequity from
OCDSB policies and procedures.
The OCDSB policy analysts will use the EAT to guide their
discussion as policies come forward for consideration. Members
appreciated the work on the EAT and recognized that it will evolve
and change with use.
7. Matters for Action:
7.1 Report 23-047, Rescission of Policy P.111.GOV, Advisory Committee for
Extended Day and Child Care Programs
Your Committee had before it Report 23-047, seeking the rescission of
Board Policy P.111.GOV Advisory Committee for Extended Day and Child
Care Programs and to stand down the committee.
During the discussion and in response to queries, the following information
was provided:
Senior staff have determined that Policy P.111.GOV is outdated,
due to significant changes in the requirements of the OCDSB since
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the committee was created to advise the Board on Extended Day
and Child Care Programs;
The delivery of child care in the District has greatly evolved in
response to government directives within the new Early Years and
Child Care Agreement;
The advisory committee has not been able to provide the advice
expected by the Board, due to continual low attendance and lack of
quorum;
The District has considered risk, operational challenges and
mitigation measures to the committee in making their decision; and
Based on these factors, experience and the importance of
considering rescission as a part of the policy review process, the
District recommends the rescission of the Extended Day and Child
Care Programs policy.
Moved by Trustee Aziz,
THAT the debate be closed and a vote be taken in the motion.
Carried
Moved By Lynn Scott
A. THAT the Advisory Committee for Extended Day and Child
Care Programs be stood down; and
B. THAT Policy P.111 GOV: Advisory Committee for Extended
Day and Child Care Programs be rescinded.
Carried
8. Information Items
There were no matters for information.
9. New Business -- Information and Inquiries
There was no new business.
10. Adjournment
The meeting adjourned at 6:26 p.m.
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Cathryne Milburn, Chair, Ad Hoc Policy Review Committee
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