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HomeMy WebLinkAboutPost-Meeting Minutes - Board, 25 April 2023 1 BOARD PUBLIC MINUTES Tuesday, April 25, 2023, 7:30 pm Board Room Administration Building 133 Greenbank Road Ottawa, Ontario Trustees: Alysha Aziz, Justine Bell (electronic communication), Donna Blackburn, Donna Dickson, Lyra Evans, Jennifer Jennekens, Nili Kaplan-Myrth, Matthew Lee, Cathryne Milburn, Suzanne Nash, Amanda Presley, Lynn Scott, Tabarak Al-Delaimi (Student Trustee), Antong Hou (Student Trustee) Staff: Michele Giroux (Director of Education), Brett Reynolds (Associate Director of Education), Randy Gerrior (Associate Director, Business Operations), Janice McCoy (Executive Officer, Corporate Services), James Proulx (Executive Officer, Information Technology and Digital Transformation), Prince Duah (Superintendent of Instruction), Mary Jane Farrish (Superintendent of Instruction), Paula Hall (Superintendent of People, Culture and Leadership), Amy Hannah (Superintendent of Instruction), Reg Lavergne (Superintendent of Instruction), Shawn Lehman (Superintendent of Instruction), Richard Sinclair (General Counsel, Superintendent of Labour Relations, Risk Management and Privacy), Shannon Smith (Superintendent of Instruction), Peter Symmonds (Superintendent of Learning Support Services), Stacey Kay (General Manager of Learning Support Services), Sandy Owens (General Manager, Business & Learning Technologies), Diane Pernari (General Manager of Communications & Information Services), Nicole Guthrie (General Manager, Board Services), Michael Guilbault (Content Creator, Digital Multimedia Technician), Marco Paladino (Training & Support Specialist), James Baker (Board/Committee Coordinator) 1. Call to Order -- Chair of the Board Chair Lyra Evans called the public meeting to order at 9:27 p.m. 2. Acknowledgement of Territorial Lands 2 Chair Lyra Evans 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. Report from In Camera Session Vice-Chair Aziz reported that the Board met in camera earlier this evening and reports and recommends as follows: Moved by Matthew Lee Seconded by Alysha Aziz THAT staff proceed as directed in Board in Camera with respect to a contract matter. For (12): Alysha Aziz, Justine Bell, Donna Blackburn, Donna Dickson, Lyra Evans, Jennifer Jennekens, Nili Kaplan-Myrth, Matthew Lee, Cathryne Milburn, Suzanne Nash, Amanda Presley, and Lynn Scott Carried (12 to 0) 5. Approval of the Agenda Moved by Trustee Presley, seconded by Trustee Aziz, THAT the agenda be approved. Carried 6. Briefing from the Chair of the Board During the Briefing from the Chair of the Board, the following information was provided:  Earth Day was used as a learning opportunity to focus on environmental initiatives and allowed students to consider how they can make a difference for the planet; and  Grade 8 science students at Fisher Park Public School received the international Ciena Solutions Challenge Sustainability Award. This global challenge invited middle and high school students to design solutions that address the United Nations Sustainable Development Goals in their communities. 7. Briefing from the Director During the Briefing from the Director, the following information was provided: 3  In consideration of Mental Health Week, and to support learning and reflection, the Ottawa-Carleton District School Board’s (OCDSB) Mental Health Team has prepared daily activities, resources, and tip sheets that have been shared with staff and students;  Education Week took place during the first week of May 2023. The theme was "Education for a Brighter Future."  The Education Foundation of Ottawa raised over $60,000 through the "Toonie Tuesday" initiative in February 2023, which will support OCDSB students in need; and  The Ottawa Public Library announced the winners of its 2023 Awesome Authors writing contest. Participants submitted writing works that included poetry, short stories and comics. Several students from across the OCDSB were finalists in this contest. The winning texts will be published in an anthology which will be available at the end of this yea r. 8. Delegations There were no delegations. 9. Confirmation of Board Minutes 9.1 28 March 2023 Moved by Trustee Presley, seconded by Trustee Kaplan-Myrth, THAT the Committee of the Whole report, dated 28 March 2023, be received. Trustee Lee noted corrections required on item 6, where the word “Board” needs to be replaced with “Committee of the Whole. Additionally, item 11.1.c.b. that the time Trustee Lyra Evans resumed the chair was upon completion of all voting. Moved by Trustee Presley, seconded by Trustee Kaplan-Myrth, THAT the Committee of the Whole report, dated 28 March 2023, be received, as amended. Carried 10. Business Arising from Board Minutes There was no business arising from the minutes. 11. Matters for Action 11.1 Receipt of Committee of the W hole Reports 11.1.a 4 April 2023 4 Moved by Trustee Scott, seconded by Trustee Jennekens, THAT the Committee of the Whole report, dated 4 April 2023, be received. Trustee Lee noted corrections required on item 11.2, striking the words “billable time review” and replacing it with “bell time review”. Moved by Trustee Scott, seconded by Trustee Jennekens, THAT the Committee of the Whole report, dated 4 April 2023, be received, as amended. Carried 11.1.a.a Approval of Policy Review Update This was a non-consent item and when dealt with later in the meeting, the following discussion ensued. In response to concerns that advisory committee members on the ad hoc committee would not be able to vote, staff advised that no ad hoc committees have had non-trustee members that were voters. It was noted that the intent of this committee is to report to the Committee of the Whole and then to the Board. Members of the committee are able to provide input on policy development but policy development is a statutory function of the Board. Staff added that changing the number of voting members would impact quorum. Moved by Trustee Scott, seconded by Trustee Blackburn, THAT the Ad Hoc Policy Committee policy be amended to set quorum at five voting members. Moved by Donna Blackburn Seconded by Lynn Scott A. THAT the Board establish an Ad Hoc Policy Review Committee as set out in Appendix D to Report 23-025 with the addition of IEC, ACE, PIC, SEAC and OCASC representatives, as amended (Attached as Appendix A); B. THAT all members of the Board be entitled to attend meetings of the Ad Hoc Committee, to receive all materials circulated to the committee, 5 and to participate in debate, including the making of motions and voting; and C. THAT the Ad Hoc Policy Review Committee continue to meet until October 2024 or until the completion of the mandate. For (12): Alysha Aziz, Justine Bell, Donna Blackburn, Donna Dickson, Lyra Evans, Jennifer Jennekens, Nili Kaplan-Myrth, Matthew Lee, Cathryne Milburn, Suzanne Nash, Amanda Presley, and Lynn Scott Carried (12 to 0) 11.1.a.b Approval of Revisions to Policy P.019.GOV Special Education Advisory Committee Moved by Donna Blackburn Seconded by Lynn Scott THAT the revisions to policy P.019.GOV Special Education Advisory Committee, attached as Appendix A to Report 23-027, be approved (Attached as Appendix B). For (12): Alysha Aziz, Justine Bell, Donna Blackburn, Donna Dickson, Lyra Evans, Jennifer Jennekens, Nili Kaplan-Myrth, Matthew Lee, Cathryne Milburn, Suzanne Nash, Amanda Presley, and Lynn Scott Carried (12 to 0) 11.1.a.c Approval of Amendments to Policy P.113.GOV Student Senate This was a non-consent item and when dealt with later in the meeting, the following discussion ensued. During the discussion and in response to queries, the following information was provided:  Staff identified that the privacy and safety of students are a concern and that students would not provide any identifying information. 6  General Counsel Sinclair noted that the consent requirement to identify a student in a virtual meeting context could restrict participation;  Staff advised that due to privacy concerns, meetings could not be live streamed but could be recorded; however, the recording could be subject to a Municipal Freedom of Information request;  Having these meetings accessible to the public could subject students to harassment through social media; and  Challenges exist regarding the mitigation of risk and harm of students since it is not possible to remove names or authors from social media. Moved by Trustee Scott, seconded by Trustee Dickson, THAT the draft policy be amended to delete item 4.5, and that staff conduct further study and review. Carried Student Trustees Hou and Al-Delaimi requested that they be included in a non-binding recorded vote. A recorded non-binding vote was held and the motion was carried on the following division: Moved by Amanda Presley Seconded by Lynn Scott A. THAT the Board of Trustees adopt changes to Policy P.113.GOV Student Senate as outlined in Appendix A, as amended; (Attached as Appendix C) B. THAT the student senate revisit the changes to P.113.GOV Student Senate between September 2023 and June 2024, with the intent to make a recommendation on the changes. 7 For (14): Alysha Aziz, Justine Bell, Donna Blackburn, Donna Dickson, Lyra Evans, Jennifer Jennekens, Nili Kaplan-Myrth, Matthew Lee, Cathryne Milburn, Suzanne Nash, Amanda Presley, Lynn Scott, Tabarak Al-Delaimi (Student Trustee), and Antong Hou (Student Trustee) Carried (14 to 0) Moved by Amanda Presley Seconded by Lynn Scott A. THAT the Board of Trustees adopt changes to Policy P.113.GOV Student Senate as outlined in Appendix A, as amended; (Attached as Appendix C) B. THAT the student senate revisit the changes to P.113.GOV Student Senate between September 2023 and June 2024, with the intent to make a recommendation on the changes. For (12): Alysha Aziz, Justine Bell, Donna Blackburn, Donna Dickson, Lyra Evans, Jennifer Jennekens, Nili Kaplan-Myrth, Matthew Lee, Cathryne Milburn, Suzanne Nash, Amanda Presley, and Lynn Scott Carried (12 to 0) 11.1.b 25 April 2023 (oral) 11.1.b.a Approval of Amendments to the OCDSB By-laws and Standing Rules Moved by Matthew Lee Seconded by Alysha Aziz THAT the proposed revisions to section 11 of the OCDSB By-laws and Standing Rules as set out in Appendix A to the notice of motion presented at the 25 April 2023 Committee of the Whole, be approved, as amended. (Attached as Appendix D) For (12): Alysha Aziz, Justine Bell, Donna Blackburn, Donna Dickson, Lyra Evans, Jennifer Jennekens, Nili Kaplan-Myrth, Matthew Lee, Cathryne Milburn, Suzanne Nash, Amanda Presley, and Lynn Scott 8 Carried (12 to 0) 11.2 Receipt of Committee of the Whole Budget Report 11.2.a 27 March 2023 COW Budget Moved by Trustee Blackburn, seconded by Trustee Lee, THAT the Committee of the Whole, Budget report, dated 27 March 2023, be received. Carried 11.3 Receipt of Advocacy Strategy Committee Report 11.3.a 6 April 2023 Moved by Trustee Aziz, seconded by Trustee Presley, THAT the Advocacy Strategy Committee report, dated 6 April 2023, be received. Carried 12. Matters for Discussion 12.1 Report from OPSBA Representatives (if required) There was no report from the OPSBA representatives. 13. Matters for Information There were no matters for information. 14. New Business -- Information and Inquiries There was no new business. 15. Adjournment The meeting adjourned at 10:10 p.m. Lyra Evans, Chair of the Board 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, 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 revocation require a recommendation from the Committee as shared through the Committee of the Whole in reports from the Committee. 2. Responsibilities The Ad Hoc Committee will work on the following items: ● Define and recommend the terms of reference for a Standing Committee 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; ● Provide staff with recommendations regarding stakeholder consultation plans as applicable; ● Act as a forum for discussion of key policy issues and concerns; ● Evaluate, monitor and provide recommendations on the policy review process; ● Make recommendations on required changes to the OCDSB By-Laws and Standing Rules ● Perform additional duties delegated to the Committee by the Board as required. 3. Membership The Committee shall be comprised of a minimum of five and a maximum of seven trustees, appointed by the Board annually at its organizational meeting. The Committee shall appoint a Chair from amongst its members. Appendix A to 25 April 2023 Board The Chair 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 availabilities of Trustees 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 to the Committee of the Whole 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 committee and a recommendation to the Board. POLICY P.019.GOV TITLE:SPECIAL EDUCATION ADVISORY COMMITTEE Date Authorized: 29 May 2006 Last Revised:XX February 2023 15 November 2022 Last Reviewed: 15 November 2022 COMMITMENT TO INDIGENOUS RIGHTS, HUMAN RIGHTS, AND EQUITY The District recognizes its responsibility to ensure that this policy and the associated work promotes and protects Indigenous, equity, and human rights and to seek to address and eliminate racism and structural and systemic barriers for students, staff, and community. 1.0 RATIONALE To establish a Special Education Advisory Committee (SEAC) as required by the Education Act and Ontario Regulation 464/97. 2.0 DEFINITIONS For a full list of terms used in this policy, please refer to Appendix A. 3.0 POLICY Terms of Reference 3.1 The Special Education Advisory Committee shall: a) make recommendations to the Board in respect of any matter affecting the establishment, development, and delivery of Special Education programs and services for exceptional pupils of the Board; b) participate in the Board's annual review of its Special Education Plan; c) participate in the Board's annual budget process as it relates to Special Education; and d) review the Board's financial statements related to Special Education. -1-P.019.GOV Appendix B to 25 April 2023 Board 4.0 SPECIFIC DIRECTIVES Composition 4.1 The Board shall appoint three trustees to the Special Education Advisory Committee. 4.2 One representative and an alternate voting member nominated by each of the following Local Associations shall be appointed by the Board for the duration of the term of the Board: a)Association for Bright Children,Ottawa Region Chapter (ABC); b)Down Syndrome Association,National Capital Region (DSA); c)Learning Disabilities Association of Ottawa-Carleton (LDAO-C); d)Fetal Alcohol Spectrum Disorder (FASD/ONE); e)Autism Ontario,Ottawa Chapter; f)Inclusion Action in Ontario (IAO); g)VOICE for Hearing Impaired Children (VOICE); h)Easter Seals Ontario;and i)Ontario Parents of Visually Impaired Children (OPVIC). 4.3 The Board shall not appoint more than twelve (12)representatives under section 4.2. 4.4 Where there are more than twelve (12)Local Associations within the area of the jurisdiction of the Board,the Board shall,upon the recommendation of the Selection Committee,select up to twelve (12)Local Associations that shall be represented. 4.5 The following additional voting members who are neither representatives of a Local Association nor members of the Board or another committee of the Board shall be appointed by the Board for the duration of the term of the Board: a)One representative and one alternate nominated by the Ottawa-Carleton Assembly of School Councils (OCASC); b)Up to three (3)community representatives,upon the recommendation of the SEAC selection committee;and c)Up to two (2)members to represent the interests of Indigenous students with special education needs,as selected by the Indigenous Education Council. 4.6 Upon the recommendation of the committee consisting of trustees,the Board shall appoint up to three community representatives for the duration of the term of the Board. -2-P.019.GOV 4.7 All members and alternates,nominated or appointed,to the Committee must be eligible to vote for the members of the Board,be resident in the jurisdiction of the Board, and not be employed by the Board. 4.8 If a member is absent for three consecutive regular meetings of the Committee,without prior authorization by resolution,the member relinquishes their seat. 4.9 If a Local Association is without representation for six months,that Local Association will lose its membership on the Committee.An association which has relinquished its membership in this manner may reapply at a later date,if there is renewed interest. 4.10 Vacancies on the Committee shall be filled upon approval by the Board of an eligible candidate nominated by the association.When there is a vacancy,a quorum will consist of the majority of the members remaining qualified. 4.11 In the event of a community representative vacancy during the four year term,the Board shall reconsider a community representative application(s)who interviewed during the most recent selection process for community representatives. 4.12 If both the representative and the alternate of a member organization are present,only the representative may participate in the meeting and vote. 4.13 In addition to the membership appointed under paragraphs 4.1 to 4.5,the Committee shall include a non-voting representative from each of the following groups: a)Council for Exceptional Children; b)Ottawa-Carleton Elementary Teachers'Federation; c)Ontario Secondary School Teachers'Federation (Teachers'Bargaining Unit); d)Ontario Secondary School Teachers'Federation (Professional Student Services Personnel); e)Ottawa-Carleton Secondary School Administrators'Network; f)Ottawa-Carleton Elementary Operations Committee;and g)Ontario Secondary School Teachers'Federation (Educational AssistantsStudent Support Professionals). Non-voting representatives may participate in the discussion,but may not make or vote on motions. Quorum 4.14 Quorum shall be the majority of the appointed members. Reporting Procedure 4.15 The Special Education Advisory Committee shall normally report to the Board through the Committee of the Whole.Notwithstanding this reporting structure,the Committee of the Whole may review and comment on the reports and/or any recommendations from -3-P.019.GOV the Special Education Advisory Committee,but cannot alter the recommendations or reports. In addition,the Special Education Advisory Committee may send a report with recommendations directly to the Board or to the Committee of the Whole,Budget where the normal reporting procedures would not allow for timely consideration of the recommendations by the Board. 4.16 The Special Education Advisory Committee shall have the right to appoint a non-voting representative to the Committee of the Whole and the Committee of the Whole,Budget. Meetings 4.17 Where SEAC has an appointed representative on a committee,it is expected that SEAC will participate in discussion on an issue through their representative during deliberation on the item and shall not appear before the committee as a delegation or as a public questioner. 4.18 The Special Education Advisory Committee shall meet at least ten times during the school year. 4.19 A notice of each regular meeting shall be provided to all members of the Committee at least five (5)days before the meeting. 5.0 APPENDICES Appendix A:Policy Definitions 6.0 REFERENCE DOCUMENTS Education Act,1998,§57 Ontario Regulation 464/97 Board By-laws and Standing Rules:Standing,Special Purpose and Ad Hoc Committees Policy P.010.GOV:Community Involvement on Board Standing Committees PR 538 GOV:Appointment of Community Representatives and Local Associations to the Special Education Advisory Committee -4-P.019.GOV APPENDIX A:POLICY DEFINITIONS In this policy, Local Association means an association or organization of parents that operates locally within the area of jurisdiction of a board and that is affiliated with an association or organization that is not an association or organization of professional educators,but that is incorporated and operates throughout Ontario to further the interests and well-being of one or more groups of exceptional children or adults (Ontario Regulation 464/97,Section 1). Additional Members means members who are neither representatives of a local association nor members of the board or another committee of the board (Ontario Regulation 464/97, Section 2[5]). Community Representatives refers to members of the community who have knowledge of special education issues,an understanding of the Ottawa-Carleton District School Board’s (OCDSB)programs and services,and an appreciation of the role and responsibilities of the SEAC.The Community Representatives advocate in the interest of all special needs students,and do not represent the interests of any particular exceptionality. Indigenous Organization means an association or organization that operates locally within the area of jurisdiction of a board and that is not an association or organization of professional educators,and represents the interests of Indigenous students. SEAC Selection Committee refers to a committee comprised of the three trustee members appointed by the Board to serve on the SEAC.The Selection Committee will be responsible for selecting and recommending to the Board,the Community Representatives and Local Associations to serve as members of SEAC for the duration of the term of the Board of Trustees,and where a vacancy arises for the balance of the term of the Board of Trustees. 2.2 Community Representatives to the SEAC refers to members of the community who have knowledge of special education issues,an understanding of the Ottawa-Carleton District School Board’s (OCDSB)programs and services,and an appreciation of the role and responsibilities of the SEAC.The Community Representatives advocate in the interest of all special needs students,and do not represent the interests of any particular exceptionality. -5-P.019.GOV POLICY P.113.GOV TITLE: STUDENT SENATE Date Authorized: 12 June 2007 Last Revised: 26 June 2017 Last Reviewed: XX XXX XXXX COMMITMENT TO INDIGENOUS RIGHTS, HUMAN RIGHTS, AND EQUITY The Board recognizes its responsibility to ensure that this policy and associated procedures promote and protect Indigenous rights, human rights, and equity, The District will strive to address and eliminate racism and structural and systemic barriers for students, staff, and the community. 1.0 RATIONALE To establish a Student Senate (SS) that will provide opportunities for students to become informed and involved in Board governance and to understand the issues and operation of public education. 2.0 DEFINITIONS Please refer to Appendix A for a list of definitions of terms used in this policy. 3.0 POLICY 3.1 The Board shall establish a Student Senate whose mandate shall be: a) to advise the Student Trustees in matters relating to students of the Ottawa-Carleton District School Board and the business of the Board; b) to promote student voice and to encourage students, particularly students in grades 9 and 10, to consider opportunities for student governance; such as student council, Student Senate, and Student Trusteeship; c) to elect two of the Student Trustee Candidates to serve as Student Trustees; d) to elect student members from the Senate as observers at Board standing and advisory committees; e) to determine a process for communicating information to their student councils and to the students at their schools and, where appropriate, feeder schools; and -1-P.113.GOV Appendix C to 25 April 2023 Board f)to advise the Board as soon as possible following an election or by-election of the names of the student trustees elected as well as the names of members of the Student Senate appointed to Board standing and advisory committees. 3.2 A member of the Student Senate shall: a)represent the interests of students at Student Senate meetings;and b)liaise,represent and gather information with and to their Student Councils and to the students at their schools and,as appropriate,to feeder schools on topics pertaining to students and their schools which have been discussed at Senate meetings,as well as other matters of interest to students and their schools. 3.3 The term of office for a member of the Senior Student Senate will begin on August 1 of the year in which the member is elected and ends two years after that date.The term of Office for a Junior Senator shall be October 31st,and ends 21 months after that date.on July 31 of the following year.A member can be re-elected in accordance with elections directives and qualifications below. 4.0 SPECIFIC DIRECTIVES Senate Membership 4.1 The Senate will consist of: a)one two student voting members from each secondary and alternate school, one in grades 9 or 10,and one in grades 11 or 12,in grades 10,11,or 12,to be known as members of the Student Senate; b)two non-voting Student Trustees; c)two non-voting Board members as determined by the Board,one to serve as member and one as an alternate; d)three non-voting Student Presidents’Council members,two Student Presidents’Council member chairs and one member as determined by Student Presidents’Council; e)five non-voting student-run diversity group leaders selected by a process determined by the Student Senate; f)one school administrator (principal or vice-principal)appointed by the Director of Education as staff advisor;and g)the Director of Education or designate as administrative liaison. Meetings of the Student Senate 4.2 The elected Student Trustees shall co-chair the Student Senate. 4.3 Members of the Student Senate are expected to attend meetings of the Student Senate. A member of the Senate,excluding the Co-Chairs,who participates in a meeting by electronic means is considered to be present at the meeting and will be recorded in the -2-P.113.GOV attendance for the meeting.Given that the member must be able to be heard and hear all other participants in the meeting,audio-teleconferencing will be the electronic means used. 4.4 Prior to the end of the school year,the newly elected members of the Student Senate will meet with the incumbent Senate members for in-service preparation and to define the Senate’s internal structure for the coming school year. 4.5 Meetings of the Student Senate shall be open for virtual attendance to any student enrolled in a school at the district.Students of the district may delegate, by a process as determined by the Student Senate. Meetings of the Board and its Committees 4.6 The representative of the Student Senate elected to a standing and/or an advisory committee may speak to any matter before such committee,in accordance with the Governance Bylaws.Such participation shall provide for a student perspective to be heard at the table and for feedback to students regarding committee decisions. 4.7 Appropriate Board documents shall be provided to members of the Student Senate. Quorum 4.8 A quorum exists if members of the Student Senate from 35%or more of the secondary schools and one Board member or administrator are present at a duly scheduled meeting of the Senate. Budget 4.9 A budget for the operation of the Senate will be co-established annually in June between the Student Senate and the staff advisor,and managed by the staff advisor to the Senate in the Board’s approved expenditure budget from which members of the Student Senate shall be reimbursed for out-of-pocket expenses incurred in fulfillment of their responsibilities,and in accordance with Board policies and procedures. Election of Student Senators 4.10 Each secondary school shall describe in its Student Council’s constitution a process for electing the school’s member of the Student Senate,and shall provide that the members of the Student Senate shall be a member of the school’s Student Council. 4.11 Senior Student Senators will be elected by May 31 for the two school years following,to serve as the co-representative of each year to represent the school for the coming school year as student members on the Student Senate. 4.12 Junior Student Senators will be elected by October 31 for the duration of the year, and the following year,to serve as the schools co-representative on the Student Senate. 4.13 Each school’s election process shall also describe a replacement process should a student member resign from the Senate,fail to maintain regular attendance or otherwise become disqualified to serve as a member of the Student Senate. -3-P.113.GOV Qualifications 4.14 A member of the Student Senate is disqualified from office and the position is deemed vacant if: a)the student is no longer enrolled as a full-time student in a non-alternate program secondary school of the Board,or a part time student at an alternate secondary school;or b)the student is absent from three consecutive meetings without just cause of the Student Senate or from three consecutive regular meetings of a Board committee which s/he has been designated to attend. 4.15 The Director of Education is authorized to issue such procedures as may be necessary to implement this policy. 5.0 APPENDICES Appendix A:Policy Definitions 6.0 REFERENCE DOCUMENTS The Education Act,§55;191.2 and Education Act Regulation 07/07 Board By-Laws and Standing Rules Board Policy P.004.GOV:Board Member Honoraria Board Policy P.010.GOV:Community Involvement on Board Standing Committees Board Policy P.017.GOV:Student Trustees Board Policy P.018.GOV:Electronic Meetings of the Board and Committees Board Policy P.039.FIN:Expense Policy Board Procedure PR.503.GOV:Trustee Expenses for Professional Development,Constituency Communications and Support Service -4-P.113.GOV APPENDIX A:POLICY DEFINITIONS In this policy, Board means the Board of Trustees of the Ottawa-Carleton District School Board. District means the Ottawa-Carleton District School Board. Student Trustee means an elected student representative to the Board. Student Presidents’Council means the organization composed of student presidents and co-presidents from each secondary school. Student Senate means a committee comprised of up to two student voting representatives per secondary school (grades 9,10,11 or 12)that advises Student Trustees and represents students on Board Standing and Advisory Committees,and makes recommendations to the Board of Trustees. Student Trustee Candidate means a student elected by students at their secondary school to seek election for the office of Student Trustee. -5-P.113.GOV Proposed Revisions to OCDSB By-Laws and Standing Rules (April 11, 2023) Substitute the current Section 11 for the following: 11.0 DELEGATIONS Requirements for Delegation 11.1 Delegates may request to address the Board or a Committee of the Board on an item on the agenda or, at the discretion of the Chair, on any other matter that is relevant to the mandate of the Committee or Board. 11.2. Delegates may address a Committee in person, through electronic means or through written submissions. Written submissions must be provided to Board Services at least one (1) day prior to the meeting. 11.3. A delegation may be made to one Committee or to the Board only once within a 12-month period, unless the subject of the delegation has changed substantially. Delegations on the same subject to multiple Committees or the Board are not permitted. 11.4. Delegations are open to members of the OCDSB community (including parents/guardians/caregivers, students, and volunteers) and residents of the City of Ottawa. 11.5. Any person who is also a member of an advisory committee may delegate on their own behalf but not on behalf of the advisory committee. 11.6 An employee of the Board may, at the discretion of the Chair, in consultation with the Director of Education or designate, delegate on topics other than those concerning individual employment or personal professional interests. Employees requesting to delegate will be required to disclose the fact that they are an employee at the time of making the request. Employees are required to maintain as confidential any and all information they acquire during the course of employment that would reasonably be considered personal or confidential information and are responsible to ensure compliance with all OCDSB policies and procedures. Requests to Appear as a Delegation 11.7 (a) Persons wishing to address the Board or Committee through either an oral or written delegation shall submit a delegation request using the Delegation Request Form. Requests to appear as a delegation, including a brief description of the contents, must be received by Board Services not later than noon at least two (2) business days Appendix D to 25 April 2023 Board prior to the meeting for inclusion in the published agenda for the meeting. Delegations requesting an oral delegation (either in person or electronically) may be granted up to four minutes to make their delegation. (b) Requests received after the deadline noted above may, at the discretion of the Chair, be added to the agenda and granted up to two minutes. (c)The Chair may, in advance of the meeting, direct that a delegation requesting to delegate before the Board attend instead an appropriate Committee of the Board. (d) Where the agenda and/or supporting materials are posted after the regular/normal/expected deadlines, additional time will be provided to submit delegation requests. (e) Once the Board has made a decision on a matter, the Board will not allow any further delegation on substantially the same issue within the ensuing twelve-month period unless the Chair is of the opinion there is sufficient new information to warrant a review or unless the Board has agreed to re-open the matter. Delegations at Regular Board or Committee Meetings 11.8 (a) At regular Board or Committee meetings, a maximum of 20 minutes will be allotted for delegations. Where the number of requests for delegations exceeds the time available, the Chair may increase the time allotted for delegations or request that delegates submit a written delegation. (b) To ensure that delegations on various topics, or with different points of view on the same topic, can be heard, the Chair may limit the number of delegations and/or the time for each delegation. 11.9 (a) Delegations may appoint up to two spokespersons, each of whom must be qualified to appear as a delegation, to address the Board or Committee. (b) Following a delegation, up to three Board or Committee members may ask a question of clarification only and will not enter into debate or discussion. (c) Where appropriate, the Chair may respond immediately, or request a response through the Director, to questions posed by a delegation. Where a response cannot be given at the meeting, the delegation's name and address will be recorded, and reasonable efforts will be made to provide a written or verbal response within two weeks. Written responses to questions posed at a committee meeting may be posted to the Board’s website and/or attached to a subsequent agenda as supplemental information. (d)Questions or comments concerning the performance or character of identifiable individuals will not be allowed in public meetings. If inappropriate remarks are made about Trustees or staff, the Chair will immediately rule the remarks "out of order" and will request a retraction. If a retraction is not forthcoming and the inappropriate behavior continues, the Chair may expel the speaker(s) from the meeting. 11.10 Delegates are expected to conduct themselves in a respectful and constructive manner, and consistent with the principles of the OCDSB Code of Conduct and Human Rights Policy. Delegates may voice concerns but must not: (a)Promote hate, harassment, or violate OCDSB Policies and Procedures; (b)Use offensive, obscene, or defamatory language, gestures, or images; (c)Use negative or derogatory personal references; (d)Misuse personal information related to OCDSB students, staff, or Trustees; (e)Discuss topics outside of their intended delegation; (f)Discuss matters related to litigation or potential litigation or any matter which is currently before any court or administrative tribunal affecting the OCDSB; or (g)Engage in debate with other delegates, staff, or Trustees. 11.11 Delegates engaged in any behaviour that is disruptive to the meeting or violates any of the above requirements may have their delegation stopped by the Chair and the delegate may be removed from the meeting. 11.12 Delegations will be provided with a copy of the aforementioned directives before the meeting at which they are to appear. 11.13 The Chair, in consultation with or on the advice of the Director of Education or designate, reserves the right to determine the format of submissions (i.e. electronic or written), in response to safety concerns. In Camera Delegations 11.14 (a) Delegations regarding issues which meet the criteria to be heard in closed session will be scheduled at an in camera meeting. Meetings of the Board and its Committees shall be open to the public except when the subject matter under consideration involves: i.the security of the property of the Board; ii.the disclosure of intimate, personal or financial information in respect of a member of the Board or Committee, an employee or prospective employee of the Board or a pupil or their parent or guardian; iii.the acquisition or disposal of a school site; iv.decisions in respect of negotiations with employees of the Board; or v.litigation affecting the Board. Special Meetings for Delegations 11.15 Special meetings of the Board or Committees may be scheduled from time to time for the purpose of hearing delegations on a particular item, for example, the Board’s budget or an accommodation review. Presentations 11.16 Presentations of up to 15 minutes on a matter of interest to the Board may be scheduled with the permission of the Chair, or by decision of the Board at the time of approval of the agenda.