HomeMy WebLinkAbout9.1 Confirmation of Board Minutes, 31 January 2023
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BOARD PUBLIC MINUTES
Tuesday, January 31, 2023, 7:30 pm
Board Room
Administration Building
133 Greenbank Road
Ottawa, Ontario
Trustees: Lyra Evans, Alysha Aziz, Justine Bell, Donna Blackburn, Donna
Dickson, Jennifer Jennekens, Nili Kaplan-Myrth, Matthew Lee,
Cathryne Milburn, Suzanne Nash, Amanda Presley, Lynn Scott
Staff: Tabarak Al-Delaimi (Student Trustee), Antong Hou (Student
Trustee), Michele Giroux (Interim Director of Education), Brett
Reynolds (Associate Director of Education), Randy Gerrior
(Associate Director, Business Operations), Janice McCoy
(Interim Senior Business Official), 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), Shawn Lehman (Superintendent of Instruction),
Richard Sinclair (General Counsel, Superintendent of Labour
Relations, Risk Management and Privacy), Shannon Smith
(Superintendent of Instruction), Karyn Carty Ostafichuk,
(Manager of Planning/Transportation), Pamela LeMaistre
(Manager, Human Resources), Sandy Owens (Manager,
Business & Learning Technologies), Diane Pernari (Manager of
Communications & Information Services), Nicole Guthrie
(Manager, Board Services), Michael Guilbault (Central
Audio/Visual Technical Specialist), Marco Paladino (Training &
Support Specialist), Mellissa Applewaithe (Board/Committee
Coordinator)
1. Call to Order -- Chair of the Board
Chair Lyra Evans called the public meeting to order at 7:30 p.m.
2. Acknowledgement of Territorial Lands
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.
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3. Approval of the Agenda
Moved by Trustee Kaplan-Myrth, seconded by Trustee Nash,
THAT the agenda be approved.
Carried
4. Declarations of Interest
No declarations of interest were filed.
5. Delegations
There were no delegations.
6. Report from the Board (In Camera)
In substitution for Vice-Chair Bell, Trustee Blackburn reported that the Board met
in camera earlier this evening and reports and recommends as follows:
Moved by Jennifer Jennekens
Seconded by Donna Blackburn
THAT staff proceed as directed in Board in Camera with respect to a
Financial Matter.
For (12): Lyra Evans, Alysha Aziz, Justine Bell, Donna Blackburn, Donna
Dickson, Jennifer Jennekens, Nili Kaplan-Myrth, Matthew Lee, Cathryne Milburn,
Suzanne Nash, Amanda Presley, and Lynn Scott
Carried (12 to 0)
Moved by Lynn Scott
Seconded by Donna Blackburn
THAT staff proceed as directed in Board in Camera with respect to a
Human Resources Matter.
For (12): Lyra Evans, Alysha Aziz, Justine Bell, Donna Blackburn, Donna
Dickson, Jennifer Jennekens, Nili Kaplan-Myrth, Matthew Lee, Cathryne Milburn,
Suzanne Nash, Amanda Presley, and Lynn Scott
Carried (12 to 0)
7. Briefing from the Chair of the Board
Chair Lyra Evans noted the following points in her briefing:
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February is Black History month which provides a time for focused
reflection on the lived experiences of Black people’s past and present;
An event titled Black History: A Day of Celebration will be held on 11 February
2023 from 2:00 - 4:00 p.m. at Longfields-Davidson Heights Secondary School;
On 2 February 2023 at 6:00 p.m., the OCDSB will host a virtual strategic
planning consultation session. Multilingual support will be available in
several languages;
A virtual session to support parents of students with developmental
disabilities will be held on 8 February 2023;
A webinar for parents on gender identity and gender expression will be
held on 13 February 2023;
Trustees recently attended the annual Public Education Symposium
(PES) where Ontario public school boards gathered to share best
practices, learning opportunities, and to advocate with the provincial
government for public education; and
The OCDSB has applied to make a presentation to the Standing
Committee on Finance and Economic Affairs on 6 February 2023 as part
of the Ministry's Pre-Budget Consultations. Board Services staff will share
the draft statement, and trustees are encouraged to review and provide
feedback by noon on 3 February 2023. If selected, the OCDSB will share
the final draft with the community and the Standing Committee at the
determined time on 6 February 2023. The OCDSB will share the
presentation time and a link to the live stream as that information is
available.
8. Briefing from the Director
Director Giroux reported on the following:
The cross-boundary transfer application period for elementary and
secondary students is open until 10 February 2023;
The Middle French Immersion registration period is open from 6 February
to 10 February 2023. Students who have completed the Grade 3
English/Core French Program may register for Middle French Immersion;
Registration for Ottawa-Carleton Virtual (OCV) elementary and secondary
schools will be open until 14 February 2023. Students wishing to attend
OCV or remain in the program will need to complete the registration; and
In support of parent volunteers, the OCDSB Family and Community
Engagement (FACE) department will host a school council professional
development session on 8 February 2023. The virtual event will include a
keynote address by Lisa Anna Palmer and there will be p anel discussions
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on working with school administrators, school gardens, and recruiting a
diverse school council.
In response to a query on when the (OCDSB) plans to hold a strategic planning
consultation session at the Ottawa Technical Secondary School, Director Giroux
noted that the Board expects to host a consultation session at the school in the
spring.
9. Confirmation of Board Minutes
9.1 20 December 2022
Moved by Trustee Presley, seconded by Trustee Kaplan-Myrth,
THAT the Board meeting report, dated 20 December 2022, be
received.
Carried
10. Business Arising from Board Minutes
There was no business arising from the Board Minutes.
11. Matters for Action
11.1 Receipt of Committee of the Whole Report
11.1.a 17 January 2023
Moved by Trustee Bell, seconded by Trustee Presley,
THAT the Committee of the Whole Report dated 17 January
2023, be received.
Carried
11.1.a.a Approval of Study Consultation Plan and Timeline for
New Riverside South Secondary School
Moved by Jennifer Jennekens
Seconded by Justine Bell
A. THAT the timeline and consultation plan attached
as Appendix B and C to Report 23-022, be
approved in order to consult with local school
communities and the public (Attached as
Appendix A and B); and,
B. THAT the Board affirm that a Pupil
Accommodation Review (PAR) under Board
Policy P.118.PLG is not required for this study.
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For (12): Lyra Evans, Alysha Aziz, Justine Bell, Donna
Blackburn, Donna Dickson, 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 Purchase of New Portable Classrooms
Moved by Donna Blackburn
Seconded by Justine Bell
THAT the purchase of ten new modular portable
classrooms, at a budgeted total cost of $2,020,000.00
(excluding HST), be approved and funded from reserves,
subject to Ministry approval.
For (12): Lyra Evans, Alysha Aziz, Justine Bell, Donna
Blackburn, Donna Dickson, 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 1.0 FTE Jewish Equity Coach
Moved by Nili Kaplan-Myrth
Seconded by Justine Bell
THAT the Board approve the hiring of a 1.0 FTE Jewish
Equity Coach, with budget approval of approximately
$100,000 per annum, commensurate with other Equity
Coach salaries.
For (12): Lyra Evans, Alysha Aziz, Justine Bell, Donna
Blackburn, Donna Dickson, Jennifer Jennekens, Nili Kaplan-
Myrth, Matthew Lee, Cathryne Milburn, Suzanne Nash,
Amanda Presley, and Lynn Scott
Carried (12 to 0)
11.2 Non-Consent Items
There were no non-consent items.
12. Matters for Discussion
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12.1 Report from OPSBA Representatives (if required)
Trustee Jennekens reported that trustees had participated in the Public
Education Symposium (PES) in Toronto, which was attended by many
trustees and school board leadership members from Ontario. The event
provided trustees with the opportunity to pa rticipate in workshops and to
meet with trustees and leaders from other districts.
13. Matters for Information
There were no matters for information.
13.1 Trustee Strategic Priorities Identified During 6 December 2022 COW
Meeting
Chair Lyra Evans noted that the strategic planning priorities identified by
trustees at the Committee of the Whole meeting on 6 December 2022
were included on the agenda for information.
Director Giroux noted that the priorities identified by trustees would be
included in the information compiled from consultation input received and
that there will be future opportunities for trustees and senior staff to
participate in the strategic planning process.
Director Giroux noted that strategic planning consultation staff sessions
would take place during the upcoming week, and that trustees were
currently engaged in one-on-one consultation sessions.
Director Giroux noted that Strategic Business Analyst Rahim will attend
the Committee of the Whole meeting on 7 February 2023 to allow trustees
an opportunity to discuss the environmental scan.
14. New Business -- Information and Inquiries
In response to a query from Trustee Nash on the OCDSB plans for Grade 9 and
10 exams in June 2023, Associate Director Reynolds noted that an update will be
provided to the Board at a future date.
In response to a query from Trustee Scott on whether the cancellation of exams
for Grades 9 and 10 students had impacted the number of instructional days
mandated by the Ministry of Education, Director Giroux noted that it did not
impact instructional days and a memorandum wouldl be provided at a future
date.
Trustee Nash expressed concern about the impact that elevated noise levels
created by construction near Devonshire Public School are having on students
and staff. Trustee Nash noted that Councillor Leiper is considering bringing
forward a motion at Ottawa city council to introduce noise limitation standards in
proximity to schools. Chair Lyra Evans noted that she would write a letter of
support to Councillor Leiper's motion upon the Board's request.
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In response to a query from Trustee Blackburn on what the OCDSB could learn
from an Anti-Islamophobia Development Strategy document that the Peel District
School Board recently released, Director Giroux noted that as part of the
OCDSB’s ongoing efforts to combat Islamophobia, the District would be working
with the Equity Team to develop a strategy.
In response to a suggestion from Trustee Kaplan-Myrth that the OCDSB consider
writing an open letter similar to one issued by the Waterloo Region District
School Board (WRDSB) to confirm that the OCDSB will not tolerate homophobia,
transphobia or other forms of discrimination, Director Giroux noted that she had
had a conversation with the Director of the WRDSB and that staff are reviewing
the language from the letter for consideration and use in future District
messaging on issues of hate, discrimination and racism.
15. Adjournment
The meeting adjourned at 8:00 p.m.
Lyra Evans, Chair of the Board
Appendix A to 31 January 2023 Board
New Riverside South Secondary School
Consultation Timeline
Activity Date
Notice of Intention to Commence Study and Approve Study and Timeline
⮚ Committee of the Whole Meeting (potentially an online format)
⮚ Board Approval of Study Consultation Plan and Timeline (potentially an
online format)
January 2023
January 2023
Consultative Stage
⮚ Formation of the Advisory Group
⮚ Information Meeting #1 with Advisory Group (potentially an online format)
⮚ Information Meeting #2 with Advisory Group (potentially an online format)
⮚ Information Meeting #3 with Advisory Group (potentially an online format)
⮚ Public Consultation Meeting (potentially an online format)
January 2023
February 2023
March 2023
March/April 2023
April 2023
Recommendation and Decision Making Stage
⮚ Regular Committee of the Whole Meeting – Presentation of Staff
Recommendation Report (potentially an online format)
⮚ Regular Board Meeting – Final Decisions (potentially an online format)
June 2023
June 2023
Communication and Implementation Stage
⮚ Communication of Board Approved Decision
⮚ Implementation of Board Approved Decision
June 2023
Upon Facility Opening
OCDSB Form 644: Consultation Plan
0.
CONSULTATION PLAN
(REFERENCES: POLICY P.110.GOV AND PROCEDURE PR.644.GOV)
DATE: January 2023
PROJECT:
(Project name, Letter of
Transmittal, etc.)
New Riverside South Secondary School Study – Approval of Timeline and Consultation Plan
CONTACT / PROJECT LEAD
(Name, telephone, email): Randy Gerrior CPA, CMA, Associate Director, Business Operations, 613-596-8211, ext. 8881 (randall.gerrior@ocdsb.ca)
WHAT?
1.WHAT IS THE PURPOSE OF THE CONSULTATION?
(Describe project scope, nature of consultation, decision to be made, and any relevant information)
The scope of the consultation includes five elementary (Steve MacLean, Farley Mowat, Kars on the Rideau Blossom Park, and Vimy Ridge) and six secondary schools (Merivale,
South Carleton, Ridgemont, Osgood Township, Brookfield, and Gloucester).
The consultation process will serve to implement recommendations regarding the attendance boundary, program, and opening grade structure for the new grade 7 to 12 secondary
school. Those changes may result in associated revisions to some area schools not directly impacted by the new school opening.
WHY?
2.WHY ARE YOU CONSULTING? (Check all that apply)
__√_ To seek advice, informed opinion or input for consideration prior to decision -making?
__√_ To share information and/or create awareness about a subject/potential recommendations/decision yet to be made?
____ To share information and awareness about a subject/recommendation/decision that has been made?
____ Other? (Please explain)
3.HOW DOES THIS CONSULTATION LINK TO THE OCDSB STRATEGIC PLAN, DISTRICT IMPROVEMENT PLAN, BUDGET, ANNUAL DISTRICT
GOALS AND OBJECTIVES AND/OR RELEVANT MINISTRY / OCDSB POLICIES OR PROCEDURES (if applicable)?
The consultation will seek to recommend a plan to implement an opening grade structure, program, and attendance boundary for the new school. To minimize disruption to families
and students it will also likely recommend the phasing of some of the recommended changes.
The process will strive to make effective use of District facilities, improve student access to viable programming and appropriate instructional resources. As well, there is the
overriding goal of improving student achievement through the provision of strong educational programming in saf e, healthy, secure and accessible learning environments.
Appendix B to 31 January 2023 Board
OCDSB Form 644: Consultation Plan
CONSULTATION PLAN
(REFERENCES: POLICY P.110.GOV AND PROCEDURE PR.644.GOV)
WHO?
4. WHO WILL BE CONSULTED? (Key stakeholders) (Check all that apply)
OCDSB Community Internal to OCDSB External / Other (please identify)
_____ Students __√__ Trustees _____ Agencies/associations __________________
__√__ Parents/guardians __√__ Superintendents __√__ Community groups ____________________
__√__ School council(s) __√__ Principals and/or Vice-principals __√__ General Public __________________
_____ Ottawa Carleton Assembly of School Councils _____ Managers _____ Other governments ____________________
_____ Advisory committees (Specify below) _____ District staff _____ Other ______________________________
_____ Special Education Advisory Committee, etc _____ Federations
____ Other _________________________________ _____ Other __________________________
Please describe or expand on who will be consulted and any partners in the consultation:
5. HAVE ANY OF THESE STAKEHOLDERS BEEN INVOLVED IN INFORMAL CONSULTATION AS PART OF THE DEVELOPMENT OF THIS PLAN?
In accordance with section 4.3 of Policy P.110.GOV, it is expected that informal consultation has taken place with repres entative stakeholders to obtain their suggestions prior to
finalizing this plan. Please describe below. (If this informal consultation did not take place, explain why it was not feas ible.)
Yes, local Trustees, the Superintendent of Instruction for area schools, and the Associate Director, Business Operations.
HOW?
6. HOW WILL STAKEHOLDERS BE MADE AWARE OF THIS CONSULTATION PROCESS? (Check all that apply)
__√__ Media advertisement (print and/or radio) __√ __ School newsletter
__√__ Letter distribution __√ __ Website (schools and/or OCDSB sites)
__√__ School council(s) ______ Other
____ Ottawa Carleton Assembly of School Councils
Please describe how stakeholders will be made aware of the consultation process and any special requirements for consultation (translation, alter nate formats, etc)?
7. HOW WILL THE CONSULTATION BE CARRIED OUT? (Check all that apply)
____ Focus groups ______ Ottawa Carleton Assembly of School Councils
____ Interviews ___√__ Public meetings
_√__ Mail-out or email circulation ______ Survey / questionnaire
____ Open houses / workshops / cafes ___√__ Web-based notice / Web-based comments
_√__ School council(s) ______ Other
Please describe:
Appendix C
to Report XXXX
OCDSB Form 644: Consultation Plan
CONSULTATION PLAN
(REFERENCES: POLICY P.110.GOV AND PROCEDURE PR.644.GOV)
WHEN?
8. PROJECT PLAN FOR CONSULTATION (KEY ACTIVITIES AND COMMUNICATIONS)1:
i.e. Identify plan approval dates; Timelines for awareness of consultation; Specific consultation initiatives; Timelines for analysis;
Date for Committee/Board deliberation; Evaluation of consultation
TARGETTED DATE FOR FINAL DECISION: June 2020
PROJECTED
DATE(S)
ACTIVITY/MILESTONE
NOTES**
January 2023
Board Approval of Study Consultation Plan and Timeline
January 2023
Formation of Working Group
February 2023 to
April 2023
Working Group Meetings
April 2023
Public Consultation Meeting
June 2023
Committee of the Whole Meeting – Presentation, Debate, and Recommendations
June 2023
Regular Board Meeting – Final Study Decisions
**In filling out this chart, please note:
the materials, reports or resources that will be distributed to stakeholders, either in advance or at the session;
any constraints such as necessary deadlines, availability of stakeholders; and
the timelines for communicating the outcome/related decisions reached to those consulted.
1 Outline provides information on the minimal number of activities proposed, which may be amended to intensify the process if r equired.
Further information on the overall project/initiative and the specific consultation plan and process can be provided in the Letter of Transmittal to Board.
Appendix C
to Report XXXX
OCDSB Form 644: Consultation Plan
9. HOW WILL THE RESULTS OF THE CONSULTATION AND THE RATIONALE OF THE FINAL DECISION BE COMMUNICATED TO ALL
CONTRIBUTORS TO THE PROCESS? (Check all that apply)
__√_ Email circulation ___√___ School / principal communications / newsletter
__√_ Letter distribution ___√___ Website (schools and/or OCDSB sites)
_____ Letter of Transmittal to committee/Board _______ Media reports
_______ Other
Please describe:
OTHER
10. ESTIMATED COSTS FOR THE CONSULTATION* (i.e. advertising, facilities, translation, materials):
Consultation costs will be managed within existing departmental budgets.
* Note that the consulting body bears responsibility for the costs of the consultation.
11. EVALUATION:
Please specify the method(s) you plan to use to assess the effectiveness and success of this consultation process. (e.g., out comes/results, satisfaction of participants, debriefs,
questionnaires/evaluation sheet collected from participants, peer review, school council meeting discussion with date, etc.)
Appendix C
to Report XXXX