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HomeMy WebLinkAbout11.1.a.a. Supplemental Information, Memo 23-029, Ad Hoc Policy Review Commttee Terms of Reference Memo No. 23-029, Ad Hoc Policy Review Committee Terms of Reference Page 1 MEMORANDUM Memo No. 23-029 TO: Trustees Student Trustees FROM: Michèle Giroux, Director of Education and Secretary of the Board Janice McCoy, Executive Officer, Corporate Services DATE: 21 April 2023 RE: Ad Hoc Policy Review Committee Terms of Reference At the Committee of the Whole on April 4, 2023, an amendment to alter the composition of the proposed Ad Hoc Policy Review Committee was made. Since the meeting, staff have reviewed the terms of reference and have incorporated the suggested changes, based on the Committee's discussion. The amendment has been incorporated in the attached draft and is highlighted in yellow. It includes the following: ● The addition of a non-voting representative from the Indigenous Education Council, the Special Education Advisory Committee, the Advisory Committee on Equity, Parent Involvement Committee and Ottawa -Carleton Assembly of School Councils; ● Clarification on the role and reporting responsibilities of the non-voting representatives; and ● Language that permits all members of the Board to participate, make motions, and vote at the Ad Hoc Committee. In addition to these changes, the following revisions are also recommended based on the discussion at the committee or as a result of further reflection by staff and have been incorporated in to the attached draft and highlighted in light purple: ● Clarifying the role of the Committee in developing new policies through monitoring legislative updates and revised PPMs; ● Confirming the membership of the committee as 5 trustee members. This reduces the threshold for quorum and ensures that meetings can proceed in a timely manner. It is also supported by the amendment permitting all members of the Board to participate and vote, whether or not they are an appointed member; ● With the addition of non-voting representatives of the advisory committees to the Ad Hoc Committee, so that their views and perspectives are included and Memo No. 23-029, Ad Hoc Policy Review Committee Terms of Reference Page 2 considered, the more appropriate reporting/approval structure for recommendations from the Ad Hoc Committee would be directly to the Board. This is consistent with the reporting structure for other ad hoc committees and provides a more streamlined and efficient process for conducting the Board’s policy development work; ● Clarified voting and non-voting members under meeting frequency when planning for meetings. Any questions, comments, or proposed amendments can be directed to Janice McCoy, Executive Officer, Corporate Services or Nicole Guthrie, Manager, Board Services. cc Senior Staff Manager of Board Services Corporate Records Attach. Appendix A: Amended Terms of Reference - 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, cancellation, 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 the Committee of the Whole in 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 and development 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 as required. 3. Membership The Committee shall be composed of a minimum of five and a maximum of seven 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. Appendix A to Memo 23-029 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 ●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 Trustees 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 Committee of the Whole Board at the Committee’s next scheduled meeting after a meeting of the Committee. 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.