MINUTES 23 June 2014 STUDENT TRUSTEES: Abdulgadir …...MINUTES 23 June 2014 - 116 - A meeting of the Ottawa-Carleton District School Board was held this evening in the Board Room,

MINUTES 23 June 2014

- 116 -

A meeting of the Ottawa-Carleton District School Board was held this evening in

the Board Room, 133 Greenbank Road, Ottawa, Ontario, commencing at 6:01 p.m. with Trustee Jennifer McKenzie in the chair and the following also in attendance: Trustees Donna Blackburn, Christine Boothby (electronic communication), Pam FitzGerald, Bronwyn Funiciello, Katie Holtzhauer, Theresa Kavanagh, Lynn Scott and Shirley Seward.

STUDENT TRUSTEES: Abdulgadir Ahmed and Stephen Xu. STAFF: Director of Education, Jennifer Adams; Associate Director, Walter

Piovesan; Chief Financial Officer, Michael Carson; Superintendent of Facilities, Michael Clarke; Superintendent of Human Resources, Janice McCoy; Superintendent of Learning Support Services, Jill Bennett; Superintendent of Curriculum, Pino Buffone; Superintendent of Instruction, Stephen Sliwa; Executive Officer of Corporate Services, Michele Giroux; Manager of Financial Services, Kevin Gardner; Manager of Planning, Karyn Carty Ostafichuk; Manager of Facilities; Peter Wright; Manager of Board Services, Monica Ceschia; Manager of Communications and Information Services, Diane Pernari-Hergert; Coordinator of Budget Services, Charles D’Aoust; Communications/Media Relations Coordinator, Sharlene Hunter; Audio Visual Technician, John MacKinnon; and Board/Committee Coordinator, Sue Baker.

On a motion by Trustee Scott, seconded by Trustee Kavanagh, the Board

resolved into an in camera session. Trustee Seward assumed the Chair in camera and presented the report in the public session. (Board Minute 14-112 refers).

109. Call to Order

Chair McKenzie called the public meeting to order at 7:51 p.m. and apologized for the late start to the meeting.

110. Student Trustee Report – A Year in Review Student Trustee Stephen Xu provided a report on his term as a student trustee

over the past year. He highlighted his actions related to extra-curricular activities for students, refurbishing science labs and the importance of the student voice, as well as his participation in the Student Senate retreat, the Ontario Student Trustees’ Association meetings, and the Governor General’s Youth Roundtable. Student Trustee Xu expressed appreciation to everyone who helped make his term a transformative process and noted that it has helped him become a more effective communicator with multi-dimensional interests and passions.


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Student Trustee Abdulgadir Ahmed noted that he has always been extroverted,

and willing to share his opinion. Having been active in sports and clubs at school, he came to the role of student trustee with many ideas for change and has since learned the value of taking a step back and listening to the insights of others. Student Trustee Ahmed advised that the work on the student voice policy began this year, and although it did not progress as far as hoped, he was confident that it would soon be finished. He noted that during his tenure he learned the value of hard work, patience and time management, as well as compromise and believing that shared opinions will move us forward. He added that his most gratifying experiences were the people he met and the gateways that were opened for him.

111. Presentation to Student Trustees for 2013-2014 Director Adams and Chair McKenzie presented awards to Student Trustees

Abdulgadir Ahmed and Stephen Xu in recognition of their efforts as student trustees. Chair McKenzie congratulated Stephen and Abdul and wished them well in their future endeavours.

Director Adams thanked Stephen and Abdul for their work on the student voice

policy and helping to move that work forward for the Board. On behalf of all staff, Director Adams wished them both good luck in the future.

112. Report from In Camera Session

Trustee Seward reported that the Board met in camera this evening and reports and recommends as follows:

a. Personnel Item 7a.iv 1.

Moved by Trustee Blackburn, seconded by Trustee Seward, THAT staff proceed as directed in Board, in camera, with respect to a personnel item.

- Carried -

A recorded vote was held and the motion was carried: FOR: Trustees Blackburn, Boothby, FitzGerald,

Funiciello, Holtzhauer, Kavanagh, Scott and Seward

(8)

AGAINST: Nil

(0)

ABSTENTIONS: Trustee McKenzie (1)


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b. Personnel Item 7c 1. Director’s Comprehensive Evaluation

Moved by Trustee FitzGerald, seconded by Trustee Seward, THAT staff proceed as directed in Board, in camera, with respect to the Director’s Comprehensive Evaluation.

- Carried -

A recorded vote was held and the motion was carried unanimously: FOR: Trustees Blackburn, Boothby, FitzGerald,

Funiciello, Holtzhauer, Kavanagh, McKenzie, Scott and Seward

(9)

AGAINST: Nil

(0)

ABSTENTIONS: Nil (0)

c. Property Item 7f

Moved by Trustee Blackburn, seconded by Trustee Seward, THAT staff proceed as directed at Board, in camera with respect to a property item.

- Carried -



(9)

AGAINST: Nil

(0)

ABSTENTIONS: Nil (0) d. Personnel Item 7g

Moved by Trustee Blackburn, substituting for Trustee McKenzie, seconded by Trustee Seward,

THAT staff proceed as directed in Board, in camera, with respect to a personnel item.

- Carried -


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A recorded vote was held and the motion was carried: FOR: Trustees Blackburn, Boothby, FitzGerald,

Funiciello, Holtzhauer, Kavanagh, Scott and Seward

(8)

AGAINST: Nil

(0)

ABSTENTIONS: Trustee McKenzie (1) e. Staffing Item 7h

Moved by Trustee Scott, seconded by Trustee Seward, THAT staff proceed as directed in Board, in camera, with respect to a staffing item.

- Carried -



(9)

AGAINST: Nil

(0)


113. Approval of Agenda Moved by Trustee Seward, seconded by Trustee Blackburn, THAT the agenda be approved. - Carried –

114. Briefing from the Chair Chair McKenzie thanked trustees, staff, stakeholders and the community for all

the hard work and support received during the past school year for the betterment of students. On behalf of the Board, Chair McKenzie wished everyone a well-deserved holiday.

115. Briefing from the Director Director Adams noted that a memorandum was issued on 13 June 2014

providing an update on the Board motion tracking system, reflecting all Board motions up until 16 May. She noted that any questions can be directed to the Superintendent assigned to the motion, or brought up under New Business later this evening.


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A memorandum was issued last Friday providing an update on the phase-in of Autism and Asperger’s specialized program classes. As noted in the memorandum, planning is currently underway for the phase-in of the six specialized program classes for Autism for September 2014 and the location of five additional classes, subject to budget approval this evening. Any questions regarding this information should be forwarded to Superintendent Bennett.

Director Adams noted that the quarterly report outlining the summary of major

capital projects to be completed between 2014 and 2016 was also provided last Friday. Any questions regarding this information can be directed to Superintendent Clarke.

The last day of classes for elementary students is on 27 June 2014, and secondary students are currently in their exam period. Classes will resume for the 2014-2015 school year on 2 September 2014.

Director Adams thanked everyone for their support during the past year and

wished trustees, student trustees, staff, students and their families a safe and happy summer vacation.

116. Delegations a. Meera Mukerjee

Ms. Mukerjee, a parent and resident of Munster Hamlet and a grade 4 MFI

teacher at Richmond Public School, noted that schools in Richmond and Stittsville take students from the Munster Elementary School catchment area for Early French Immersion (EFI) and Middle French Immersion (MFI). As a result, enrolment has plummeted and, with only 4-5 staff members, it is difficult to run extra-curricular programs. Introducing EFI at Munster would benefit the school by improving school climate and boosting enrolment. Ms. Mukerjee expressed the view that Munster residents want French Immersion and there is no need to send them to Stittsville when the Munster school facility is under-utilized. Ms. Mukerjee queried the Board’s plans to help communities thrive and urged trustees to change school boundaries to meet the needs of the community.

b. Jessica Breckenridge

Jessice Breckenridge, community liaison and parent of two children at

Munster Elementary School, expressed the view that the Munster area needs a sustainable option for EFI in the community. Ms. Breckenridge noted that many children leave Munster to go to Stittsville, Richmond or to a Catholic school for French Immersion. She noted that she looks forward to community consultation in the fall and invited Board members to attend a school council meeting at Munster Elementary School in January 2015.

c. Michele Visser

Michele Visser thanked the Board for the opportunity to be a delegation

and noted her concerns about the composition of the working group. She


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requested that, in addition to the school principal and a representative of the school council, a member of the EFI committee be included in order to obtain a broader view of the catchment area. Ms. Visser also requested that a “Plan B” be included in the consultation plan. Should it be determined that EFI is not viable at Munster, Ms. Visser asked what would happen to the English program at Munster Elementary School.

d. Nicole Laing

Nicole Laing, speaking on behalf of the A. Lorne Cassidy Public School

community, urged the Board to conduct a full accommodation study (Plan B) rather than disrupting several communities during the consultation process. Ms. Laing noted the declining enrolments at Munster Elementary and A. Lorne Cassidy Public Schools and that many families at A. Lorne Cassidy are opposed to the implementation of EFI at Munster Elementary School as it will further reduce enrolment at A. Lorne Cassidy Public School. Ms. Laing also requested that a minimum of five participants be included in the working group.

117. Confirmation of Board Minutes

27 May 2014 a.

Moved by Trustee Seward, seconded by Trustee Holtzhauer, THAT the 27 May 2014 Board minutes be confirmed.

- Carried –

118. Business Arising from the Minutes

27 May 2014 a. There was no business arising from the minutes.

119. Matters for Action

Receipt of Committee of the Whole Minutes a. i. Receipt of Report 22, Committee of the Whole, Budget, 13 May

2014 Moved by Trustee FitzGerald, seconded by Trustee Blackburn,

THAT Report 22, Committee of the Whole, Budget, dated 13 May 2014, be received.

- Carried –


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ii. Receipt of Report 25, Committee of the Whole, Budget, 02 June 2014 Moved by Trustee FitzGerald, seconded by Trustee Blackburn,

THAT Report 25, Committee of the Whole, Budget, dated 02 June 2014, be received.

- Carried –

iii. Receipt of Report 26, Committee of the Whole, 03 June 2014 Moved by Trustee Seward, seconded by Trustee Scott,

THAT Report 26, Committee of the Whole, dated 03 June 2014, be received.

- Carried –

Consent Items:

Approval of the 2015-2019 Strategic Planning Framework 1.

Moved by Trustee Scott, seconded by Trustee Seward,

THAT the Strategic Planning Framework be approved, as amended.

- Carried -



(9)

AGAINST: Nil

(0)


iv. Receipt of Report 27, Committee of the Whole, Budget, 09 June 2014 Moved by Trustee FitzGerald, seconded by Trustee Blackburn,

THAT Report 27, Committee of the Whole, Budget, dated 09 June 2014, be received.

- Carried –

* * * Following a recess at 8:35 p.m., the meeting was called to order at 8:48 p.m.

* * *


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Non-Consent Item: 1. Approval of the unconsolidated 2014-2015 Operating Budget, as

amended This was a non-consent item and when dealt with later in the

meeting, the following discussion ensued. In response to a query from Trustee FitzGerald regarding a

memorandum from staff proposing an amended recommendation, CFO Carson advised that the Ministry suggested that certain technical projects be treated as capital expenses and be amortized rather than treated as operating expenses. This change requires a transfer of $1.4 million from the operating budget to the capital budget and the addition of $116,000 in amortization expenses. CFO Carson advised that this change would not impact the use of reserves.

A substitute motion moved by Trustee Scott, seconded by Trustee FitzGerald,

A. THAT the unconsolidated 2014-2015 Operating Budget of $859.9 million as detailed in Report 14-078 and the supporting 2014-2015 budget binder be approved, as amended;

B. THAT the Capital Expenditure Budget of $70.9 million

as detailed in the 2014-2015 budget binder attached to Report 14-078 be approved, as amended;

C. THAT the use of $18.5 million of uncommitted

accumulated surplus to finance the 2014-2015 budget be approved; and

D. THAT staff be directed to include savings of $420,000

within the operating budget and to report to Committee of the Whole in December 2014.

Trustee Blackburn introduced the budget recommendation and

noted that the budget includes additional support for students. It also provides funding for play structures, while providing some latitude for staff on the disbursement of the funding. Part D of the motion includes an amendment from Trustee Shea directing staff to identify savings of $420,000 to pay for the Committee’s amendments to the staff recommended budget.

In response to Trustee FitzGerald’s request for staff comment on

the reduction of 0.25 FTE speech language resources at Clifford Bowey Public School, Superintendent Bennett advised that while the number of staff has not been reduced, the distribution of the caseload at Clifford Bowey has resulted in a reduction of service of one hour and 45 minutes


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per week. Director Adams advised that staff would look at the situation to see what could be done to ensure there is no reduction of speech and language services.

Trustee Seward highlighted the addition of 5 itinerant and 3 in-

school educational assistants to the staff recommended budget. Chair McKenzie expressed appreciation to Board members for their

work on the budget during her absence and commended staff for their efforts.

Moved by Trustee Scott, seconded by Trustee FitzGerald,

A. THAT the unconsolidated 2014-2015 Operating Budget of $859.9 million as detailed in Report 14-078 and the supporting 2014-2015 budget binder be approved, as amended;

B. THAT the Capital Expenditure Budget of $70.9

million as detailed in the 2014-2015 budget binder attached to Report 14-078 be approved, as amended;

C. THAT the use of $18.5 million of uncommitted

accumulated surplus to finance the 2014-2015 budget be approved; and

D. THAT staff be directed to include savings of

$420,000 within the operating budget and to report to Committee of the Whole in December 2014.

- Carried –



(9)

AGAINST: Nil

(0)

ABSTENTIONS: Nil (0) Chief Financial Officer Carson congratulated the members of the

Committee of the Whole Budget for their amendments and thanked everyone for their participation in the budget process.


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v. Receipt of Report 28, Committee of the Whole, 17 June 2014 Moved by Trustee Scott, seconded by Trustee Kavanagh,

THAT Report 28, Committee of the Whole dated 17 June 2014, be received.

- Carried –

Consent Items:

Approval of guiding principles for development of the draft Green 1.Employer Policy

Moved by Trustee Funiciello, substituting for Trustee McKenzie, seconded by Trustee Scott,

A. THAT the draft green employer policy be developed around the following guiding principles: i. Increase sustainable transportation use; ii. Reduce unsustainable transportation use; iii. Recognize that there may be different

approaches to sustainable transportation across urban, suburban, and rural sites;

iv. Place the preservation of green space and outdoor play space for students paramount where such space is limited and high where it is not;

v. Adopt a collaborative approach in the development and implementation of sustainable transportation and other green employer policy initiatives; and

B. THAT an update, including revised timelines, be

provided to Committee of the Whole in October 2014.

- Carried –



(9)

AGAINST: Nil

(0)



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Approval of use of proceeds of disposition funds for the Broadview 2.Public School Rebuild Project


THAT the Board approve the use of $8.4 million of Proceeds of Disposition funds as a component of funding the reconstruction of Broadview Public School building, in accordance with the terms of the Ministry of Education funding approvals.

- Carried –



(9)

AGAINST: Nil

(0)


Non-Consent Item:

Approval of study process and timelines for the potential 1.introduction of Early French Immersion (EFI) at Munster Elementary School

This was a non-consent item and when dealt with later in the

meeting, the following discussion ensued. Moved by Trustee Blackburn, substituting for Trustee Scott, seconded by Trustee Scott,

THAT the study timelines and consultation plan for Introduction of Early French Immersion Program at Munster Elementary School be approved.

Trustee Scott noted the concerns expressed by community

members and requested staff clarification on the number of representatives from each community that would be appointed to the working group. Manager Carty Ostafichuk noted that two representatives would be appointed from each school community. The representatives could be the school principal or vice-principal and a school council representative, or given the diversity of viewpoints, a school may opt to appoint two parent representatives and ask the principal or vice-principal to attend in an advisory capacity to answer any questions that may arise.


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With respect to the development of a “Plan B”, Manager Carty Ostafichuk advised that if EFI is not seen to be a viable option for Munster Elementary School, then a “Plan B” would follow, and its development would not require specific direction from the Board.

Moved by Trustee Blackburn, substituting for Trustee Scott, seconded by Trustee Scott,

THAT the study timelines and consultation plan for the introduction of the Early French Immersion Program at Munster Elementary School be approved. (Attached as Appendix A)

- Carried –



(9)

AGAINST: Nil

(0)


vi. Receipt of Report 29, Committee of the Whole, 19 June 2014 Moved by Trustee Scott, seconded by Trustee Seward,

THAT Report 29, Committee of the Whole dated 19 June 2014, be received.

- Carried –

Consent Items:

Approval of the consultation plan for the draft policy on the Capital 1.Plan Decision-making Framework

Moved by Trustee Blackburn, seconded by Trustee Scott,

THAT the consultation plan outlined in Appendix B to Report No. 14-091, be approved. (Attached as Appendix B)

- Carried –


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(9)

AGAINST: Nil

(0)


Support for recommendations in Section 1 of the OPSBA Draft 2.Discussion Paper on EQAO and Large Scale Testing, in principle, with reservations

Moved by Trustee FitzGerald, seconded by Trustee Scott,

THAT the Ottawa-Carleton District School Board supports the recommendations in Section 1 of the OPSBA Draft Discussion Paper on EQAO and Large-Scale Testing, in principle with some reservations: 1. Randomized testing; 2. Lack of literature review; and 3. Well-being testing.

- Carried –



(9)

AGAINST: Nil

(0)


Approval of P.059.SCO: Child Care Programs in Schools and 3.repeal of P.079.CON: Child Care Services


A. THAT Policy P.059.SCO, Child Care Programs in Schools, be approved, as amended (Attached as Appendix C);

B. THAT Policy P.079.CON, Child Care Services in

Schools, be repealed; and


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C. THAT upon passage of Policy P.059.SCO: Child Care Programs in Schools, third-party partners currently running a child care program in a District facility shall be offered first right of refusal to continue operating the program.

- Carried –



(9)

AGAINST: Nil

(0)


Non-Consent Items

Approval to commence consultation on the boundary adjustment for 1.J.H. Putman and Broadview Avenue Public Schools

This was a non-consent item and when dealt with later in the

meeting, the following discussion ensued.

Moved by Trustee Kavanagh, seconded by Trustee Scott, THAT staff begin consultation with regard to redirecting students in the Carlingwood catchment area, south of Sherbourne Road and east of Woodroffe Avenue and north of Carling Avenue continue to have J.H. Putman Public School as their designated Grade 7 and 8 Early French Immersion school with the option of attending Broadview Avenue Public School for Early French Immersion. The change in boundary to be effective for the 2015-2016 school year.

In response to a query from Trustee McKenzie regarding how best

to proceed with the consultation, Manager Carty Ostafichuk advised that staff would prefer to include this boundary adjustment in the group of studies that was referred to staff for a more comprehensive report on the consultation process in the fall.

* * *

Trustee Seward assumed the Chair.

* * *


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Moved by Trustee McKenzie, seconded by Trustee Scott, THAT the following motion be referred to staff for a more comprehensive report in September 2014 on the consultation process:

“Moved by Trustee Kavanagh, seconded by Trustee Scott,

THAT staff begin consultation with regard to redirecting students in the Carlingwood catchment area, south of Sherbourne Road and east of Woodroffe Avenue and north of Carling Avenue continue to have J.H. Putman Public School as their designated Grade 7 and 8 Early French Immersion school with the option of attending Broadview Avenue Public School for Early French Immersion. The change in boundary to be effective for the 2015-2016 school year.”

Trustee McKenzie noted that this boundary change similar in scope

as others in the group that will be coming forward in the fall. The process will allow staff to look at the implications of boundary changes on other schools. Trustee McKenzie expressed the view that this boundary adjustment is not as simple as it was originally thought to be.

In response to a request for clarification of the process that will be

followed, Manager Carty Ostafichuk noted that, as discussed at Committee of the Whole on 17 June 2014, staff would provide additional information in the early fall on what is being studied for each boundary adjustment, and develop a process for any recommendations that may come forward for implementation in 2014-2016. Manager Carty Ostafichuk noted that it is staff’s expectation that the consultations would be completed prior to the commencement of the academic staffing process.

Moved by Trustee McKenzie, seconded by Trustee Scott,

THAT the following motion be referred to staff for a more comprehensive report in September 2014 on the consultation process:

Moved by Trustee Kavanagh, seconded by Trustee Scott,

THAT staff begin consultation with regard to redirecting students in the Carlingwood catchment area, south of Sherbourne Road and east of Woodroffe Avenue and north of Carling Avenue continue to have J.H. Putman Public School as their designated Grade 7 and 8 Early French Immersion school with the option of attending Broadview Avenue Public School for Early French Immersion. The


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change in boundary to be effective for the 2015-2016 school year.

- Carried –

* * *

Trustee McKenzie resumed the Chair.

* * *

Receipt of Report 5, Parent Involvement Committee, 11 June 2014 b.

Moved by Trustee Scott, seconded by Trustee Seward, THAT Report 5, Parent Involvement Committee, dated 11 June 2014, be received.

- Carried –

Receipt of Report 4, Audit Committee, 11 June 2014 c.

Moved by Trustee Blackburn, seconded by Trustee Scott, THAT Report 4, Audit Committee, dated 11 June 2014, be received.

- Carried –

Report 14-090, Appointments to Ontario Public School Boards’ d.Association (OPSBA) Board of Directors The Board had before it Report 14-090 seeking confirmation of

appointments to the Ontario Public School Boards’ Association (OPSBA) Board of Directors for the period June 2014 to December 2014.

Executive Officer Giroux advised that as this is a municipal election year,

these appointments would be in place until the Board organizational meeting on 1 December 2014 at which time they will be done again with the new slate of trustees in place.

Trustee FitzGerald noted that OPSBA working groups would be meeting

at the time of the OPSBA Annual General Meeting in July and it would be preferable to have experienced OPSBA directors in attendance.

Trustee Scott noted her preference to maintain the existing appointments

to the OPSBA Board of Directors in light of the anticipated significant changes to the Board following the municipal election.

Trustee Scott, seconded by Trustee FitzGerald, nominated the following

trustees:

Trustees FitzGerald and Funiciello as the two Directors to the Board of Directors;


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Trustees Holtzhauer and Boothby as the two alternate Directors to the Board of Directors;

Trustee Shea as the voting delegate for the Eastern Regional Council Meetings; and

Trustee Holtzhauer as the alternate voting delegate for the Eastern Regional Council Meetings.

Trustee Holtzhauer advised that Trustee Shea would not be

attending the 2014 OPSBA Annual General Meeting. Executive Officer Giroux advised that all nominees should confirm their interest in standing for reappointment before the appointments are approved by the Board.

Trustee Blackburn, seconded by Trustee FitzGerald, nominated

herself as the voting delegate for the Eastern Regional council meetings. Moved by Trustee Scott, seconded by Trustee FitzGerald,

THAT the Board approve the following appointments to the Ontario Public School Boards’ Association (OPSBA) for the period June 2014 to December 2014: A. Trustees FitzGerald and Funiciello as the two

Directors to the Board of Directors; B. Trustees Holtzhauer and Boothby as the two

alternate Directors to the Board of Directors; C. Trustee Blackburn as the voting delegate for the

Eastern Regional Council Meetings; and D. Trustee Holtzhauer as the alternate voting

delegate for the Eastern Regional Council Meetings.

- Carried –

120. New Business – Information and Inquiries With respect to Memo No. 086, Update of the Geographic Model for Placement

of Specialized Program Classes – Year 2: Autism and Asperger’s Program, Trustee Seward queried whether other specialized programs, in particular, the Learning Disabilities Program, would be implemented next year. Director Adams confirmed that the Autism specialized program classes are being implemented according to the geographic model next year. Learning disabilities specialized classes are scheduled to move to the geographic model in September 2015 after a program review that has begun and will be completed by winter 2015

Trustee Scott expressed appreciation for the work of all staff who participate in

providing reports to the Board that reflect the information required by Board members and for providing timely responses to questions.


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Trustee Blackburn expressed appreciation to Director Adams for Memo No. 14-

110, OCDSB Participation in Capital Pride Parade 2014, and urged all Board members to participate in the parade.

Trustee Seward expressed appreciation to Chair McKenzie for her efforts as

Chair of the Board. Chair McKenzie wished everyone a warm, happy, relaxing and rejuvenating

summer.

121. OCDSB Work Plan

The Board received the revised Board Work Plan for information.

122. Adjournment

The meeting adjourned at 9:30 p.m. Jennifer Adams Jennifer McKenzie Director of Education and Chair of the Board Secretary of the Board

APPENDIX A Board, 23 June 2014

INTRODUCTION OF EARLY FRENCH IMMERSION (EFI) PROGRAM

AT MUNSTER ELEMENTARY SCHOOL STUDY TIMELINES

Activity Date

Notice of Intention to Commence Study Approval of Study Consultation Process and Timelines

June 23, 2014

Consultative Stage Formation of Working Group Working Group Meeting #1 Working Group Meeting #2 Working Group Meeting #3 Public Meeting

Early September 2014

Late September 2014

Mid October 2014

Early November 2014

Early December 2014

Recommendation and Decision Making Stage Regular Committee of the Whole Meeting – Presentation of Staff Recommendation Report

Regular Committee of the Whole Meeting – Delegations from the Public and

Trustee Debate re: Staff Recommendation Report

Regular Board Meeting – Final Program and Attendance Boundary Decisions

Early January 2015

Mid January 2015

Late January 2015

Communication and Implementation Stage Communication of Board Approved Decision

Implementation of Board Approved Decision

February 2015

September 2015

http://www.google.ca/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&docid=29tCebFRQWhomM&tbnid=I1eO4xq9xbdzvM:&ved=0CAUQjRw&url=http://www.schoolsincanada.com/profile.cfm?artid%3D39682&ei=sRcuUrzHMejo2QXx1ICIBA&bvm=bv.51773540,d.aWc&psig=AFQjCNFEbO8qGKKmgkkXDFI8mre3aDFz8g&ust=1378838832840389

CONSULTATION PLAN (REFERENCES: POLICY P.110.GOV AND PROCEDURE PR.644.GOV)

APPENDIX A Board, 23 June 2014

,

DATE: June 3, 2014

PROJECT: (Project name, Letter of

Transmittal, etc.)

Introduction of an Early French Immersion Program at Munster Elementary School.

CONTACT / PROJECT LEAD (Name, telephone, email):

Michael E. Clarke, Superintendent of Facilities, 613- 596-8211 ext. 8818, [email protected]

WHAT?

1. WHAT IS THE PURPOSE OF THE CONSULTATION? (Describe project scope, nature of consultation, decision to be made, and any relevant information)

The main scope of the project includes three elementary schools; A. Lorne Cassidy ES, Goulbourn MS, Munster ES. The review will have consideration

for the implementation of an Early French Immersion Program at Munster Elementary School commencing in September 2015.

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 address long-germ accommodation stability for Munster students, striving 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 safe, healthy, secure, and accessible learning environments.

OCDSB Form 644: Consultation Plan (April 2009)


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 representative 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 feasible.) Yes, local trustee, and Superintendent of Instruction for the area.

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, alternate 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:



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: January 2015

PROJECTED

DATE(S)

ACTIVITY/MILESTONE

NOTES**

June 2014 Board Approval of Process and Timelines

September 2014 Formation of Working Group

September 2014 Working Group Meeting #1

October 2014 Working Group Meeting #2

November 2014 Working Group Meeting #3

December 2014 Public Consultation Meeting

January 2015 Committee of the Whole Meeting – Presentation of Recommendation

Report

January 2015 Committee of the Whole Meeting – Delegations and Trustee Debate

January 2015 Regular Board Meeting – Final Decisions

1

Outline provides information on the minimal number of activities proposed, which may be amended to intensify the process if required.

Further information on the overall project/initiative and the specific consultation plan and process can be provided in the Letter of Transmittal to Board.



**In filling out this chart, please note:

ƒ the materials, reports or resources that will be distributed to stakeholders, either in advance or at the session;

ƒ any constraints such as necessary deadlines, availability of stakeholders; and

ƒ the timelines for communicating the outcome/related decisions reached to those consulted.

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): The review to take place is anticipated to be conducted within 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., outcomes/results, satisfaction of participants, debriefs,

questionnaires/evaluation sheet collected from participants, peer review, school council meeting discussion with date, etc.)

Consultative process evaluation method to be determined after review is completed.




DATE: June 17, 2014

PROJECT:

(Project name, Letter of

Transmittal, etc.)

Capital Plan Decision Making Framework

CONTACT / PROJECT LEAD

(Name, telephone, email):

Karyn Carty Ostafichuk, Mgr Planning 613.596.8786

WHAT?

1. WHAT IS THE PURPOSE OF THE CONSULTATION? (Describe project scope, nature of consultation, decision to be made, and any relevant information)

To outline the progress to date in developing a construct for future Capital Plan decision making; and specifically the draft policy document

To receive feedback on the direction charted

To receive feedback on governing policy

WHY?

2. WHY ARE YOU CONSULTING? (Check all that apply)

__x___ To seek advice, informed opinion or input for consideration prior to decision-making?

__x__ 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)?

Ensuring viable and quality learning spaces is a major component of the implementation of the Board’s strategic plan, impacting on curriculum

delivery, instructional conditions and community resources for long time frames. Developing a decision framework to prioritize capital needs will facilitate

the Board’s decision making, ensuring the integrity of decisions impacting over a twenty to fifty year timeframe.

Appendix B

Board, 23 June 2014



WHO?

4. WHO WILL BE CONSULTED? (Key stakeholders) (Check all that apply)

OCDSB Community Internal to OCDSB External / Other (please identify)

__x__ Students _____ Trustees _____ Agencies/associations __________________

__x__ Parents/guardians _____ Superintendents _____ Community groups ____________________

__x___ School council(s) _____ Principals and/or Vice-principals __x___ General Public __________________

__x___ Ottawa Carleton Assembly of School Councils _____ Managers _____ Other governments ____________________

_____ Advisory committees (Specify below) _____ District staff __x___ Other Any previous commenters

_____ Special Education Advisory Committee, etc _____ Federations

_x____ Other _____Previous ARC/Working Group Members _____ Other __________________________

Please describe or expand on who will be consulted and any partners in the consultation:

There is proposed to be both targeted consultations and a general public meeting to discuss this matter. We have additionally built an email address book for those who

have previously participated in this ongoing matter.

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 representative 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 feasible.)

A series of reports regarding the process have been presented publicly. Most recent and comprehensive was Report 14-012 discussed in January 2014. A series of

targeted and public meetings, plus website and email communication/invitations

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 __x____ Website (schools and/or OCDSB sites)

____ School council(s) __x____ Other

__x__ 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, alternate formats, etc)?

By direct email for those who have indicated an interest

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 ___x___ Web-based notice / Web-based comments

____ School council(s) ___x___ Other

Please describe: In addition to the notice, an invitation to submit comments

Appendix B

Board, 23 June 2014



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: October 2014

PROJECTED

DATE(S)

ACTIVITY/MILESTONE

NOTES**

October

2014

Approval of Policy governing the Capital Plan Decision-Making Framework

1 Outline provides information on the minimal number of activities proposed, which may be amended to intensify the process if required.

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 B

Board, 23 June 2014



**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.

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)

___x__ Email circulation ________ School / principal communications / newsletter

_____ Letter distribution ________ Website (schools and/or OCDSB sites)

___x__ Letter of Transmittal to committee/Board ________ Media reports

________ Other

Please describe:

OTHER

10. ESTIMATED COSTS FOR THE CONSULTATION* (i.e. advertising, facilities, translation, materials):

Within departmental budget

* 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., outcomes/results, satisfaction of participants, debriefs,

questionnaires/evaluation sheet collected from participants, peer review, school council meeting discussion with date, etc.)

Approval of Policy, genesis of a process that is more comprehensive, transparent

Appendix B

Board, 23 June 2014

Appendix B

Committee of the Whole, 19 June 2014

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s

POLICY P.059.SCO

TITLE: CHILD CARE PROGRAMS IN SCHOOLS

Date issued: XX June 2014 Last revised: Authorization: Board: 23 June 2014

1.0 OBJECTIVE

To govern the provision of child care services within the Ottawa-Carleton District School Board in partnership with the Ministry of Education, the City of Ottawa, and agencies and operators of Child Care Programs.

2.0 DEFINITIONS

In this policy,

2.1 Board refers to the Board of Trustees.

2.2 Child Care Programs refers to programs which provide care for children who are not yet of school-age (0-4 years: infant, toddler and pre-school) for whom care will be provided during the day, during the school year and in the summer.

2.3 District refers to the Ottawa-Carleton District School Board.

2.4 Early Learning refers to educational programming for children from 0-12 years of age.

2.5 Municipality refers to the City of Ottawa.

2.6 Third-Party Partner refers to a licensed not-for-profit child care agency that has entered into an agreement with the Ottawa-Carleton District School Board to deliver a Child Care Program.

3.0 POLICY

Policy Statements 3.1 The Board is committed to making space available in schools for Child Care Programs,

where practicable, either by: a) leasing any suitable surplus space, on a completely cost-recovery basis, in

existing elementary and secondary schools or other sites to Third-Party Program partners;

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b) Supporting, in limited circumstances, the direct delivery of a Child Care Program where no Third-Party Partner seeks to deliver a Child Care Program and the Board has approved the operation of a program; or

c) building child care facilities in conjunction with new schools, when full funding is allocated by the Ministry of Education, the City of Ottawa, and/or other non- District sources.

3.2 The District, while recognizing the need for Child Care Programs, shall ensure that its limited resources are directed to the maintenance of high quality educational programs and services in its schools, provided the construction of such facilities does not impede the Board’s rights and responsibilities to organize, close or dispose of schools as provided for in the Education Act.

3.3 Where a request for a Child Care Program is made to the District, consultation shall be undertaken with the City of Ottawa, local child care providers, and appropriate community service agencies and the school and parent community to determine need and appropriate space through a Board approved consultation process.

Guiding Principles 3.4 The following guiding principles shall govern Child Care Programs:

a) Child Care Programs should be provided in a safe, caring and child-centered environment.

b) Child Care Programs can be an important component of a comprehensive Early Learning strategy which provide a foundation for the lifelong learning and well-being of children in support of their future success.

c) The availability of Child Care Programs for children in a school setting can be an important aspect of fostering schools as community hubs.

d) The provision of Child Care Programs in school facilities reduces the number of transitions for students and the financial and logistical impact on families.

e) The District works in partnership with the Ministry of Education, the City of Ottawa and Third-Party Partners to provide Child Care Programs.

4.0 SPECIFIC DIRECTIVES

Third-Party Partners of Child Care Programs 4.1 The Board supports the provision of quality Child Care Programs in its schools through

qualified, licensed Third-Party Partners where space is available and the need for service has been requested and approved by the Board. The Board shall consider the socio-economic needs of the community and make every effort to locate Child Care Programs in communities with the highest needs.

4.2 Where it is determined that the District will make space available for a Child Care Program operated by a Third-Party Partner, the District shall establish an approval process for Third-Party Partners to apply to lease the space for the Child Care Program in the identified school or site.

-3- P.059.SCO

4.3 The District shall not lease space to a licensed not-for-profit Third-Party Partner to provide Child Care Programs unless the partner: a) has a valid purchase of service agreement with the City of Ottawa for the

provision of subsidized child care;

b) has proof of satisfactory insurance coverage to save the District harm from any liabilities resulting howsoever from the Child Care Program operations; and

c) has signed a multi-year lease agreement.

4.4 Where there is a Third-Party Partner delivering a Child Care Program in a District facility, a written lease agreement between the District and the operator shall be made that shall include but not be limited to: a) the operational requirements of the program including: program location, hours

of operation;

b) the roles and responsibilities of the partners; and

c) any legal provisions as might be required by the Education Act and/or the Day Nurseries Act or any other pertinent legislation.

District Child Care Programs 4.5 Child Care Programs offered by the District are governed by provincial legislation and

shall only be offered in school space that has been licensed for that particular purpose.

4.6 The Manager of Early Learning shall be designated by the Director to have supervisory responsibility of all Child Care Programs operated by the District.

4.7 Each District Child Care Program shall have an on-site Program Coordinator.

4.8 Child Care Programs are expected to provide high quality environments and care. Child Care Programs work in partnership with the school in which they are located in order to ensure school readiness and a smooth transition to school.

4.9 Where the District operates a Child Care Program, it shall incorporate the ELECT (Early Learning for Every Child Today) framework and complement the educational philosophy of the District. The Child Care Program shall provide an integrated service in collaboration with the District and its community partners.

4.10 Parents/guardians shall have recourse for a dispute resolution mechanism through the Manager of Early Learning, Associate Director and the Director of Education.

4.11 Child Care Programs operated by the District shall make available to all parents/guardians, information regarding: a) the operational requirements of the program including: daily schedules, program

location, fee structures, hours of operation;

b) communication protocols; and

c) parent/guardian dispute resolution processes.

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General 4.12 The Board recognizes the role and responsibility of the Ministry of Education and the

City of Ottawa, to select and license operators of any Child Care Program located on any District site.

4.13 The Board shall establish rental fees for the use of its facilities by non-profit Child Care Program operators, which reimburse the District for all direct costs associated with their operations, including pro-rata shares for heating, lighting and other utilities, and cleaning/maintenance where provided.

4.14 The Board recognizes that the City of Ottawa and the province are responsible for the allocation and provision of subsidies and the District will continue to encourage these partners to ensure a fair allocation of subsidies to communities according to socio-economic need.

4.15 Transportation to and from Child Care Programs is the responsibility of the parent/guardian.

4.16 The District recognizes that, as an exception, Child Care Programs that are offered in conjunction with Language Instruction for Newcomers to Canada (LINC) shall be under the jurisdiction of the federal mandate of Settlement Program Support Services Provision for Care of Newcomer Children.

4.17 The District reserves the right to terminate the lease of a facility for child care and/or to repurpose the use of the space, subject to the terms of the lease agreement.

4.18 The Director of Education is authorized to issue such procedures and/or protocols as may be necessary to implement this policy.

5.0 REFERENCE DOCUMENTS

Education Act, Regulation 221/11 Day Nurseries Act, R.R.O 1990, Regulation 262

Documents

MINUTES 23 June 2014 STUDENT TRUSTEES: Abdulgadir …...MINUTES 23 June 2014 - 116 - A meeting of the Ottawa-Carleton District School Board was held this evening in the Board Room,