20 January 2015

REPORT NO. 4, COMMITTEE OF THE WHOLE

DATE: 20 January 2015

A meeting of the Committee of the Whole was held this evening in the Board Room, 133 Greenbank Road, Ottawa, Ontario, commencing at 7:15 p.m. with Trustee Christine Boothby in the chair and the following trustees also in attendance: Erica Braunovan, Chris Ellis, Mark Fisher; Dr. Anita Olsen Harper, Theresa Kavanagh, Shawn Menard, Keith Penny, Sandra Schwartz, Lynn Scott and Shirley Seward.

STAFF: Director of Education, Jennifer Adams; Associate Director, Norah Marsh; Chief Financial Officer, Mike Carson; Superintendent of Curriculum, Pino Buffone; Superintendents of Instruction, Peter Gamwell and Stephen Sliwa; Executive Officer, Michele Giroux; Principal, Munster Elementary School, Rebecca Shields; Manager of Facilities, Peter Wright; Manager of Planning, Karyn Carty Ostafichuk; Manager of Communications and Information Services, Diane Pernari-Hergert; Manager of Board Services, Monica Ceschia; Assistant Manager, Planning, Ian Baxter; Planner, David Suriano; Communications Coordinator, Sharlene Hunter; Audio Visual Specialist, John MacKinnon; and Board/Committee Coordinator, Sue Baker.

NON-VOTING REPRESENTATIVES: Dorothy Baker, Ottawa-Carleton Elementary Operations Committee; Jane Reeb, Elementary Teachers’ Federation of Ontario (ETFO); and Curtis Bulatovich, Special Education Advisory Committee (SEAC).

GUESTS: Vicky Kyriaco, General Manager/Chief Administrative Officer (CAO) and Blyth Helman, Assistant General Manager, Ottawa Student Transportation Authority (OSTA).

1. Call to Order

Trustee Scott, on behalf of Chair Boothby, called the public meeting to order at 7:15 p.m. Trustee Scott advised that Trustee Boothby would be arriving later in the meeting.

Trustee Scott assumed the Chair.

Trustee Fisher informed the Committee that he wished to publicly apologize for some remarks he made during the discussion of bell time changes at Committee of the Whole on 6 January 2015. He advised that he had misinterpreted Trustee Blackburn’s remarks at the time and he has since provided her with a written apology.

Report 4, Committee of the Whole - 1 - 20 January 2015 (Public) 2. Approval of Agenda

Moved by Trustee Seward, THAT the agenda be approved.

An amendment moved by Trustee Seward, THAT items 6a and 6b be moved to follow 6e to accommodate the late arrival of Trustee Boothby.

- Carried, friendly –

Moved by Trustee Seward, THAT the agenda be approved, as amended.

- Carried –

3. Briefing from the Chair

Trustee Seward noted that the District is entering the second step of the development of the OCDSB Strategic Plan for 2015-2019, EverySchool_EveryVoice. Stakeholders received an email this week inviting them to assist in setting priorities for the next OCDSB Strategic Plan. Everyone is welcome to participate, including the stakeholders who did not participate in step 1. Trustee Seward noted that stakeholder input is important in helping the Board of Trustees to develop its strategic priorities for 2015-2019.

Trustee Seward reminded all trustees of the annual Board/Senior Staff retreat planned for 6-7 February 2015. The topic for discussion at the retreat is strategic planning; specifically the consultation process, assessing the continuity of the mission, vision and values, and the environmental scan for the 2015-2019 strategic plan. Trustee Seward noted that she looks forward to trustees and senior staff working together as a leadership team.

The Minister of Finance will be hosting pre-budget consultations throughout the province and the Ottawa session is scheduled for 29 January 2015. Attendance has been restricted to one delegate per organization and Trustee Seward advised that she has registered to attend. Board members were asked to send key themes or issues that that they would like addressed to Maureen Strittmatter. The draft pre-budget submission will be provided for trustee input at the Board meeting on 27 January 2015. At the request of Trustee Braunovan, Director Adams agreed to send an email reminder to trustees.

4. Briefing from the Director

Director Adams noted that the District’s secondary schools will be hosting open houses and information nights for parents and grade 8 students to learn about the

Report 4, Committee of the Whole - 2 - 20 January 2015 (Public) variety of schools, programs and courses offered by the OCDSB. Information on the open houses for the various schools is available on the District’s website.

The District’s elementary schools with kindergarten programs will be hosting open houses in January for parents/guardians. These sessions will provide information about available programs, what children can expect, and how to register. The dates for the various open houses are available on the District’s website.

Director Adams advised that the next session in the Speaker Series will be held on 29 January 2015 at Sir Robert Borden High School, with a presentation by Dr. Rebecca Lloyd, entitled “What is Physical Literacy?” This session will cover the way people integrate physical movement and language in all facets of their lives and the importance of encouraging healthy physical living in schools.

5. Delegations

Chair Scott reminded delegations that any questions or comments on the performance or character of any identifiable individual would be ruled out of order.

a. Judy Kirsh and Michael Wilson, Advisory Committee on the Arts (4 minutes)

Judy Kirsh and Michael Wilson thanked all trustees for their commitment to education and provided information on the background and current status of the Advisory Committee on the Arts (ACA). They noted that the ACA was created in 1987 to provide advice, help inform policy decisions for Arts education, and monitor the state of Arts education. The current objective of the ACA is “All the Arts, for All the students, in All the schools”. Ms. Kirsh and Mr. Wilson noted that many elementary teachers in the OCDSB are expected to deliver all four Arts areas: dance, drama, music and visual arts from grades 1-8, and the ACA is concerned with having these teachers well trained in the Arts in all schools. In conclusion, the presenters advised that the ACA will work to ensure that the Arts are an integral part of the OCDSB 2015-2019 Strategic Plan.

In response to queries, Ms. Kirsh and Mr. Wilson provided the following information:  In response to a query from Trustee Schwartz regarding the ACA’s suggestions for the Board’s strategic plan, Ms. Kirsh advised that the ACA would like to see the Arts infused into the curriculum and stronger teaching of the Arts. She added that she would provide a written response to the question;  Trustee Olsen Harper noted the importance of having a cultural perspective and self-expression in the Arts; and  Trustee Kavanagh queried the role of the instructional coaches in the Arts. Ms. Kirsh noted that coaches provide instruction to teachers on meaningful and creative teaching techniques and helping them to feel

Report 4, Committee of the Whole - 3 - 20 January 2015 (Public) comfortable. She suggested that additional funds be provided for professional development of Arts teachers.

b. Marty Carr re Bell Time Changes at Alta Vista Public School

This delegation withdrew prior to the meeting.

c. Jessica Breckenridge re Munster Elementary School EFI Study (4 minutes)

Jessica Breckenridge, speaking as the Munster Community Association representative on the working group, expressed her support for Option A to bring Early French Immersion (EFI) to Munster Elementary School as a viable solution to the declining enrolment at the school. She noted that Talos Homes intends to develop a 150 home subdivision, and a number of estate lot subdivisions are planned or under construction in the area. In addition, based on her collection of data, Ms. Breckenridge submitted that staff has underestimated the demand for EFI in Munster. She submitted that parents whose children attend schools in co- terminous districts would send them to Munster Elementary School if EFI was implemented.

In response to queries from Trustees Seward and Menard with respect to proposed development in the area, Ms. Breckenridge advised that she has discussed this issue with City Councillor Scott Moffatt and provided correspondence from Talos Homes to Trustee Scott. Talos Homes owns land in the area and they have indicated that they are ready to begin discussions with the City of Ottawa regarding servicing the site.

d. Norm Gibson re Munster Elementary School EFI Study (4 minutes)

Norm Gibson, member of the Munster Community Association and parent, suggested that Option A, to bring Early French Immersion (EFI) to Munster Elementary School, be implemented for two years. He noted that this would provide time to determine EFI interest in the area and to generate actual enrolment numbers and costs upon which to base a decision to close the school. Mr. Gibson drew attention to the provincial mandate of consolidating schools and for co-terminous school boards to work together.

e. Laura Rupert re Munster Elementary School EFI Study (4 minutes)

Laura Rupert expressed her support for Option A, to bring Early French Immersion (EFI) to Munster Elementary School. She submitted that declining enrolment at the school may, in part, be attributed to parent dissatisfaction with the way the school has operated in the past. A number of parents withdrew their children from the school and District, and Ms. Rupert suggested that Board members look further into the reasons why enrolment declined. She suggested

Report 4, Committee of the Whole - 4 - 20 January 2015 (Public) that EFI be implemented for three years to provide time to determine EFI interest in the area and allow time for enrolment to grow.

f. Jessica White re Munster Elementary School EFI Study (4 minutes)

Jessica White expressed the view that declining enrolment at the school may, in part, be attributed to parent dissatisfaction with the way the school has operated in the past. She submitted that a lack of an EFI program at the school is not the only reason why students have left Munster Elementary School, and suggested that the Board explore all options. She noted that her children no longer attend Munster Elementary School.

g. Chris Potts re Munster Elementary School EFI Study (4 minutes)

Chris Potts queried why Middle French Immersion (MFI) was not considered as a remedy for the drop in enrolment at Munster Elementary School. He also queried whether consideration was given to the length of the bus ride to schools outside of the community, the requirement to house students in portable classrooms at other schools, and the impact on the nursery school operating in Munster Elementary School. Mr. Potts suggested that further investigation be undertaken as to why students have left Munster Elementary School and the District in the past. He submitted that the staff report did not fully consider the welfare of students in the school.

In response to queries, Mr. Potts advised that he would support the introduction of either EFI or MFI at Munster Elementary School.

Trustee Fisher noted that he would request a detailed, in camera discussion of the reasons for the decline in enrolment at Munster Elementary School.

h. Michele Visser re Munster Elementary School EFI Study (4 minutes)

Michele Visser expressed support for Option D, to relocate Munster Elementary School students to A. Lorne Cassidy Elementary School or Richmond Public School for September 2015. She noted her appreciation for the District’s efforts in providing planning data and the working group’s examination of all options. Ms. Visser submitted that introducing EFI would not generate enough students to run viable English and EFI programs.

i. Nicole Laing re Munster Elementary School EFI Study (2 minutes)

Nicole Laing expressed her support for Option D, to relocate Munster Elementary School students to A. Lorne Cassidy Elementary School or Richmond Public School for September 2015. Ms. Laing submitted that Fallowfield Road is a logical boundary and that EFI would not be viable for

Report 4, Committee of the Whole - 5 - 20 January 2015 (Public) several years. Low enrolment at Munster would require split classes for most students throughout their time at Munster, and there is a possibility that emergency measures would be required in September 2015 if enrolment is too low to introduce EFI and/or continue to offer a strong English program.

In response to a query from Trustee Menard, Ms. Laing noted that her children attend A. Lorne Cassidy for EFI and, should EFI be introduced at Munster, she would continue to send her children to A. Lorne Cassidy.

j. Tina Alison re Munster Elementary School EFI Study (2 minutes)

Tina Alison advised that she represented Richmond Public School on the working group and noted that Richmond Public School supports the staff recommendations. She expressed the view that the introduction of EFI at Munster would negatively affect enrolment at Richmond Public School because students in the Munster area would opt to attend the EFI program in Munster rather than Richmond.

k. Susan Dever re Munster Elementary School EFI Study (2 minutes)

Susan Dever advised that, as a member of the Munster community, she would not like to see Munster Elementary School close; however, she was not convinced that there would be sufficient EFI enrolment to keep the school open. Ms. Dever expressed the opinion that future development is unconfirmed.

She noted that her children currently attend A. Lorne Cassidy for EFI and she would not want to relocate them if EFI were offered at Munster. In response to a query from Trustee Ellis, Ms. Dever noted that she would prefer to send her younger child to the same school as her older children.

l. Todd Stiles re Munster Elementary School EFI Study (2 minutes)

Todd Stiles expressed his support for the introduction of EFI at Munster Elementary School. He noted his concern that an accommodation review (ARC) would not be completed prior to September 2015 if the staff recommendation to redirect all Munster students is adopted. Mr. Stiles expressed the view that the redirection of all students constitutes a school closure, and the provincial guidelines regarding school closures are not being followed. He requested that an accommodation review be undertaken prior to making a decision to close the school.

m. Matthew Fisher re Munster Elementary School EFI Study (2 minutes)

Matthew Fisher requested that an accommodation review (ARC) be completed prior to making a decision to close Munster Elementary School. He noted the growth occurring in the Richmond/Munster/Stittsville areas and that

Report 4, Committee of the Whole - 6 - 20 January 2015 (Public) there may be a need to reopen the school at some point in the future. Mr. Fisher expressed the view that EFI should be introduced at Munster Elementary School and that it would not cause a reduction in enrolment or class sizes at either Richmond Public School or A. Lorne Cassidy Elementary School.

Trustee Scott thanked all delegations for their presentations and invited them to remain for the discussion of this item later in the meeting. She advised that new delegations may appear before the Committee of the Whole on 17 February 2015, and that tonight’s speakers may speak for an additional two minutes at the Board meeting on 24 February provided they have new information to present.

Trustee Boothby assumed the chair.

With the arrival of Trustee Boothby, Trustee Seward requested that the agenda revert to its original order.

Moved by Trustee Seward, THAT former items 6a (Recommended changes to School Start Times) and 6b (Kanata North Interim Measures) be the first action items on the agenda.

In response to a query, Executive Officer Giroux advised that changing the order of the agenda after it has been approved would require the consent of three-quarters of the Board members elected (9 members).

Moved by Trustee Seward, THAT former items 6a (Recommended changes to School Start Times) and 6b (Kanata North Interim Measures) be the first action items on the agenda.

- Carried –

6. Matters for Action:

a. Report 15-021, OSTA Recommended Bell Time Changes

Your Committee had before it Report 15-021 providing the Ottawa Student Transportation Authority’s (OSTA) recommended changes to bell times for September 2015.

Chief Financial Officer (CFO) Carson advised that the changes to the school start times are intended to achieve efficiencies by improving the usage of bus vehicles and increasing the number of buses serving multiple schools.

OSTA General Manager/Chief Administrative Officer (CAO) Kryiaco noted OSTA has considered the input provided at the Committee of the Whole meeting

Report 4, Committee of the Whole - 7 - 20 January 2015 (Public) of 6 January 2015 and modified its recommendations to remove schools where child care issues and costs presented challenges.

Moved by Trustee Seward, THAT the changes to OCDSB school start times as recommended by OSTA in Appendix B of Report 15-021 be approved.

Trustee Seward thanked OSTA for considering the input provided by the Committee of the Whole at its last meeting, and commended OSTA for its consultation process.

During discussion, and in response to queries, the following points were noted:  In response to a request from Trustees Seward and Menard, Director Adams advised that the total costs savings resulting from the changes in school start times would be shared with trustees when it is received from OSTA in approximately one month’s time;  In response to concerns expressed by Trustee Fisher with respect to traffic issues that may develop as a result of having the same start time at Sawmill Creek Public School as that of the French school across the street, Ms. Kyriaco advised that OSTA could visit the site and work with the school and the City to assist in managing the traffic around the schools;  Trustee Olsen Harper expressed her appreciation for not changing the start time at Bells Corners Public School; and  Trustee Seward expressed her appreciation for not changing the start time at Carleton Heights Public School.

In wrap up, Trustee Seward noted these changes to school start times would be beneficial to the entire District, and asked trustees to support the motion.

Moved by Trustee Seward, THAT the changes to OCDSB school start times as recommended by OSTA in Appendix B of Report 15-021 be approved be approved. (Attached as Appendix A)

- Carried -

b. Report 15-007, Kanata North Interim Measures

Your Committee had before it Report 15-007 seeking approval to continue interim accommodation measures for junior kindergarten (JK) and senior kindergarten (SK) students residing in the Stephen Leacock Public School attendance boundary for the 2015-2016 school year.

Report 4, Committee of the Whole - 8 - 20 January 2015 (Public) Chief Financial Officer (CFO) Carson advised that interim measures were put in place to deal with overcrowding issues during construction of a new elementary school in Kanata North and the addition to the Earl of March Secondary School.

Trustee Scott noted that the continuation of the interim measure will provide stability pending completion of the construction.

Moved by Trustee Scott, THAT junior kindergarten and senior kindergarten students residing in the Stephen Leacock Public School attendance boundary continue to be directed to Roland Michener Public School for the 2015-2016 school year.

Trustee Scott assumed the Chair.

Trustee Boothby advised that she attended a school council meeting at Stephen Leacock Public School earlier in the evening. During discussion of this issue, the school council expressed their support for continuing the interim measure.

Trustee Boothby resumed the chair

- Carried -

c. Report 15-001, Concussion Management Policy

Your Committee had before it Report 15-001 seeking approval for draft Policy P.137.SCO, Concussion Management.

Associate Director Marsh advised that the policy provides direction in the areas of prevention, identification and management of potential discussions, and a return to school/learning plan. She noted that he Ontario Physical and Health Education Association (OPHEA) has developed resources and guidelines for the management of concussion, and wide consultation was undertaken in the development of the policy.

Trustee Schwartz expressed her appreciation for the development of a policy and procedure on the management of concussions.

Report 4, Committee of the Whole - 9 - 20 January 2015 (Public) Moved by Trustee Schwartz, THAT Policy P.137.SCO, Concussion Management, attached as Appendix A to Report 15-001, be approved.

During discussion, and in response to queries, the following points were noted:  Staff training on concussion management will be incorporated into ongoing health and safety training that is provided to coaching staff;  Extensive training has already been provided to many secondary schools;  Concussion management was the theme of a recent OPHEA regional conference;  Staff is currently working on the return to school/work section of the draft concussion management procedures. It will provide detailed information on the supports that may be provided to staff and students;  Staff investigated the feasibility of tracking the number of concussions in schools, and determined that it is not feasible at this time;  Reports on student head injuries that are provided by the District’s insurer, the Ontario School Boards’ Insurance Exchange (OSBIE), would be provided to the Audit Committee in the future;  Information resources regarding concussion prevention, identification and management will be made available as soon as they are ready. It is expected that some of this information would be available in schools in February 2015;  In response to a request from Trustee Seward, Director Adams agreed to provide the concussion management procedure to trustees after it has been approved by the Director’s Executive Council;  Director Adams advised that Trustee Scott’s request to retain the bold type in section 3.4 (b) of the policy would be taken under advisement; and  Noting that the Ministry has directed school boards to establish a concussion policy, Director Adams advised that staff would provide a response to Trustee Fisher’s query regarding the existence other health-related policies.

Moved by Trustee Schwartz, THAT Policy P.137.SCO, Concussion Management, , attached as Appendix A to Report 15-001, be approved. (Attached as Appendix B)

- Carried -

Report 4, Committee of the Whole - 10 - 20 January 2015 (Public) d. Report 15-011, 2014-2015 Revised Estimates

Your Committee had before it Report 15-011 seeking approval of the 2014-2015 Revised Estimates as filed with the Ministry of Education on 15 December 2014.

Chief Financial Officer (CFO) Carson advised that the Ministry of Education requires that school boards approve and submit annual budget estimates by the end of June preceding the beginning of a new school year, and that the estimates be revised after the start of the new school year to reflect actual enrolment as well as changes to revenues and expenses that are not related to enrolment, including staffing. The District’s revised estimates include the impact of increased enrolment, enhanced spending authority provided through the use of targeted Ministry grants and the effects of in-year changes such as the enhanced use of occasional teachers. The revised estimates show revenues of $848.4 million (up $5.7 million from approved budget of $842.7 million), expenses of $865.2 million (up $5.3 million from approved budget of $859.8 million), and a deficit of $16.8 million (down $0.4 million from approved budget of $17.2 million). Changes to revenues and expenses are a result of modest changes to enrolment estimates and grants, teacher qualification and experience grant, other program grants, deferred capital contributions and amortization expenses, international students, community use of schools, student transportation, compensation related adjustments, teacher absences, budget estimate adjustment, and budgets carried forward.

Trustee Kavanagh advised that this report was received by the Audit Committee and the recommendation was approved on 19 January 2015.

Moved by Trustee Kavanagh, THAT the Board approve the 2014-2015 Revised Estimates as filed with the Ministry of Education on 15 December 2014.

During discussion, and in response to queries, the following points were noted:  The reduction in revenues from community use of schools is due in part to the termination of a lease. An active outreach program is underway to increase community use of schools;  The results of a comprehensive review of the contributing factors and mitigation strategies related to the increased use of occasional teachers would be shared with trustees when the review is completed;  Ministerial approval to use the accumulated surplus to balance the budget is anticipated;  The governance processes used to pre-authorize commitments referred to in section 13 of the report make it difficult for departments to gain approval to overspend the authorized budget. Some budget items, including snow and ice removal, occasional teacher costs,

Report 4, Committee of the Whole - 11 - 20 January 2015 (Public) emergency situations and student transportation, are outside staff control and may be overspent. Staff is comfortable that the year-end deficit will not be higher than the forecast;  Some school districts maintain reserve funds for specific purposes. Chief Financial Officer Carson noted that he would provide information on the current size of the reserve fund by way of a memo to trustees;  Trustee Seward expressed support for a planned deficit to use up reserves;  Trustee Seward expressed the view that international students should be valued not only for the revenue they generate, but also for the exposure to other cultures that they bring to the District; and  Extra expenses for student transportation are a result of OSTA’s changes to bus routes after the budget has been approved.

Moved by Trustee Kavanagh, THAT the Board approve the 2014-2015 Revised Estimates as filed with the Ministry of Education on 15 December 2014. (Attached as Appendix C)

- Carried –

* * Following a break at 9:07 pm the meeting was called to order at 9:21 pm * * *

e. Report 15-012, Facilities Renewal Program and School Condition Improvement 2014-2015 Project Plan

Your Committee had before it Report 15-012 seeking approval of projects to be implemented under the Facilities Renewal Program (FRP), School Condition Improvement (SCI), and Temporary Accommodations (portable moves) plans for the 2014-2015 budget year.

Chief Financial Officer (CFO) Carson advised that the FRP budget is $12.3 million and the SCI budget is $8 million. The allocation for portable moves is $2.7 million. The current backlog of renewal projects continues to be in excess of $426 million and the accessibility and program backlog is currently estimated at an additional $92 million. $300,000 has been set aside to top up school yard projects through a Form 700 process.

CFO Carson advised that this is an ambitious plan of work, not all of which can be completed during the summer months.

Moved by Trustee Scott, A. THAT the Facilities Renewal Program and School Condition Improvement Project budget in the amount of $31,208,587 be approved as detailed in Appendix B of Report 15-012;

Report 4, Committee of the Whole - 12 - 20 January 2015 (Public) B. THAT staff be authorized to proceed with individual project tenders within the Facilities Renewal Program and School Condition Improvement Project plans; and

C. THAT the Chair of the Board and Director of Education are authorized to award contracts above $500,000 that are within this uncommitted approved budget.

During discussion, and in response to queries, the following points were noted:  Trustee Kavanagh noted that she was pleased to see the inclusion of removable bike racks;  Paving projects are primarily for repairs to parking lots and paved areas around schools for safety reasons;  Information on the playground and play structure projects approved by the School Operations Committee (Form 700 process) will be provided to trustees;  With respect to the current backlog of renewal projects in the amount of approximately $426 million, approximately $30-35 million is required to break even each year;  Asbestos abatement is carried out, if required, whenever other work is carried out. A variety of measures are undertaken for other contamination remediation work, including pumping any oil that may remain after the removal of oil tanks;  The accessibility standard for a built environment has been incorporated into the building code, effective January 2015. Any major new construction or renovation is now required to be barrier free and compliant with the code. Approximately $1 million is expended yearly to address student and staff accessibility requirements;  Trustee Fisher requested an opportunity to discuss the accessibility plan in detail and how it will be managed over the next few years;  The Form 900 process is used to address program or school-based needs, for example, a school literacy room. Requests are submitted to the School Operations Committee for prioritization and allocation of funds; and  Projects will be sorted by zone and provided to all trustees in mid- February.

Trustee Scott commended staff for its work and noted that, while many of the improvements are not visible, they are essential to the well-being of all occupants in the school.

Report 4, Committee of the Whole - 13 - 20 January 2015 (Public) Moved by Trustee Scott, A. THAT the Facilities Renewal Program and School Condition Improvement Project budget in the amount of $31,208,587 be approved as detailed in Appendix B of Report 15-012 (Attached as Appendix D);

B. THAT staff be authorized to proceed with individual project tenders within the Facilities Renewal Program and School Condition Improvement Project plans; and

C. THAT the Chair of the Board and Director of Education are authorized to award contracts above $500,000 that are within this uncommitted approved budget.

- Carried, unanimous – 7. Reports from Statutory Committees: a. Report 1, Special Education Advisory Committee, 17 December 2014

Moved by Trustee Ellis, THAT the Special Education Advisory Committee Report 1, dated 17 December 2014, be received.

- Carried -

8. Matters for Discussion

a. Report 15-005, Munster Elementary School EFI Study –Staff Recommendations

Your Committee had before it Report 15-005 providing information related to the viability of a new Early French Immersion (EFI) program at Munster Elementary School and recommendations regarding the accommodation of students in September 2015.

Manager Carty Ostafichuk thanked staff and community members for their participation and advised that staff did not anticipate this outcome when it commenced the EFI study. She noted that enrolment is projected to be 54 students next year, but that number may fall even lower due to the uncertainty about the future of the school. Manager Carty Ostafichuk noted that Munster is a stable community that has not experienced significant development in recent years, and no new development has been approved for the immediate future.

Manager Carty Ostafichuk advised that when this study began, it was not possible to complete an accommodation review (ARC) involving changes to a number of schools prior to the commencement of school in September 2015;

Report 4, Committee of the Whole - 14 - 20 January 2015 (Public) therefore, a scoped study on the viability of introducing EFI to increase enrolment at Munster was undertaken.

Four options were considered, including:  Option A – New Early French Immersion (EFI) program at Munster Elementary School;  Option B – Munster Elementary School status quo  Option C – Munster Elementary School students relocated to A. Lorne Cassidy Elementary School; and  Option D – Munster Elementary School students relocated to A. Lorne Cassidy Elementary School or Richmond Public School.

The assumption was that a new EFI boundary would be the same as the Munster English program boundary. However, feedback from the consultation process indicates that the area north of Fallowfield Road aligns itself with Stittsville and students from Munster who currently attend A. Lorne Cassidy Elementary School for EFI do not wish to be relocated to Munster for EFI.

Manager Carty Ostafichuk advised that an accommodation review (ARC) would be required to close the school. In the meantime, staff recommends that students be relocated and that the school be made available for community use. Because of the current low level of enrolment and the possibility of a further reduction in enrolment in late spring or early fall that could require emergency action, staff is recommending that this decision be made in time for staffing deadlines.

The report contains the following recommendations for the consideration of the Committee of the Whole at its meeting of 17 February 2015: A. THAT all current Munster Elementary School students (attending the school during the 2014-2015 school year) be given a one-time option to attend either A. Lorne Cassidy Elementary School or Richmond Public School in September 2015;

B. THAT all siblings of current Munster Elementary School students (who would be enrolled in JK for the 2015-2016 school year) be given a one-time option to attend either A. Lorne Cassidy Elementary School or Richmond Public School in September 2015;

C. THAT revised English and Middle French Immersion program attendance boundaries for A. Lorne Cassidy Elementary School, Richmond Public School, and Goulbourn Middle School as shown in Appendix C of Report 15-005, effective for September 2015, be approved; and

D. THAT current Munster Elementary School grade 5 students (attending the school in 2014-2015) residing north of Fallowfield

Report 4, Committee of the Whole - 15 - 20 January 2015 (Public) Road be given a one-time option to choose to attend Goulbourn Middle School in September 2015.

During discussion, and in response to queries, the following points were noted:  Some trustees requested a detailed, in camera discussion of the reasons for the decline in enrolment at Munster Elementary School;  Trustee Scott requested that a large map be made available in the Board Room when this issue is discussed at Committee of the Whole on 17 February 2015;  Trustee Scott requested information on the impact of phasing out the English program over time, and replacing it with Early French Immersion, beginning with junior and senior kindergarten in 2015, with the feasibility of making the areas between Fallowfield Road and the Trans Canada Trail, and part of the attendance area for Richmond Public School that is directed to Westwind Public School, as optional attendance areas for a Munster EFI program;  Trustee Schwartz requested information on the cost of keeping the school open for community use;  Manager Carty Ostafichuk advised that the potential for future development in Munster, Richmond and Stittsville was considered in the study, and staff has received correspondence from developers and spoken with City planners. She noted that potential developers may require amendments to the official plan and a review of the official plan is not slated until 2018-2019. In addition, a plan of subdivision requires a turnaround time of 2-3 years. It is not possible at this time to predict the actual timing of new development nor the number of potential students it would generate;  Staff is very concerned about its ability to offer a high quality program in a school with very low enrolment. Conversely, staff is also concerned about its ability to return students to a school after it has been closed for a period of time; however, staff was guided to the recommendation by considering the good of current students;  Staffing formulas are contained in collective agreements and all schools are staffed in a similar manner based on the number of students in the program. If triple split grades are required, the quality of the program may suffer;  Rural communities, such as Munster Hamlet, tend not to turn over as often as urban areas such as Orleans or Kanata;  If the status quo is maintained at Munster Elementary School and enrolment subsequently drops significantly in September 2015, there may not be sufficient time to properly plan and respond;  Some trustees suggested that there be some flexibility in the options in order to provide additional time to study the issue and see whether development applications come forward;

Report 4, Committee of the Whole - 16 - 20 January 2015 (Public) * * * The 10:30 pm vote obtained the required 2/3 majority to continue the meeting * * *

 Approximately 15-20 students walk to Munster Elementary School and the remaining students are bused;  In response to Trustee Kavanagh’s suggestion that an alternative program be established at Munster Elementary School, Manager Ostafichuk advised that the boundaries for the alternative program have recently been expanded, and alternative programs located in the western area of the District could accommodate additional students. Establishing an alternative program in Munster would require closing the English program, changing the school’s boundaries and conducting an accommodation review (ARC);  In response to Trustee Braunovan’s suggestion that the school building be shared with a third party pending the completion of an accommodation review, Manager Carty Ostafichuk advised that the District would prefer not to lease space to third parties in an operating school unless the party is providing services to students during the instructional day;  An accommodation review (ARC) is required if a District wishes to close a school or move a program or boundary that affects more than 50 percent of the school’s population. The draft Pupil Accommodation Review Guideline (PARG), which has not yet been approved, permits exemptions for community circumstances provided the community is in agreement and Board policy supports;  The Munster community is divided on the advisability of closing the school;  The staff decision to recommend the redirection of students pending an accommodation review (ARC) arose from the community consultation and feedback that a new EFI program boundary should not be the same as the English program boundary. It was determined that both the English and EFI programs would not be viable given a reduced area;  There is insufficient time to complete an accommodation review (ARC) prior to September 2015;  Staff reviews school boundaries on an annual basis and makes minor adjustments, as required;  Trustee Olsen Harper expressed her support for keeping the school open if that is the wish of the parents; and  Trustee Seward suggested that staff consider a pilot project for 1-3 years to observe whether enrolment increases and provide time for an accommodation review (ARC).

Director Adams advised that staff would consider the input provided this evening.

Report 4, Committee of the Whole - 17 - 20 January 2015 (Public) 9. Information Items

a. New Ministry Initiatives Update

There was no update on new Ministry initiatives.

b. OSTA Update

There was no OSTA update.

10. Long Range Agenda

The long range agenda was received for information.

11. New Business – Information and Inquiries

There was no new business.

12. Adjournment

The meeting adjourned at10:58 p.m.

Christine Boothby, Chair, Committee of the Whole

Report 4, Committee of the Whole - 18 - 20 January 2015 (Public) Appendix A to Report 4 COW, 20 January 2015

OSTA Recommended Start Times for OCDSB Schools

OCDSB Schools Current Proposed # Minutes Start Time Start Time A.Y. Jackson Secondary School 9:00 9:15 15 Bayview Public School 9:00 8:30 30 Briargreen Public School 9:00 9:15 15 Bridlewood Community Elem. School 8:00 8:30 30 Cairine Wilson Secondary School 9:15 9:30 15 Century Public School 8:15 8:00 15 Convent Glen Elementary School 8:00 8:30 30 D. Aubrey Moodie Intermediate School 9:30 9:15 15 D. Roy Kennedy Public School 9:00 9:15 15 Emily Carr Middle School 9:00 9;15 15 Fallingbrook Community Elem. School 9:00 9:15 15 Glen Cairn Public School 8:00 8:30 30 Glen Ogilvie Public School 9:00 9:15 15 Grant Alternative School 9:00 9:15 15 Greenbank Middle School 8:15 8:00 15 J.H. Putman Public School 8:15 8:30 15 Kars on the Rideau Public School 8:15 8:00 15 Knoxdale Public School 8:15 8:00 15 Le Phare Elementary School 8:45 8:30 15 Leslie Park Public School 9:00 9:15 15 Manordale Public School 8:15 8:30 15 Maple Ridge Elementary School 8:00 8:30 30 Meadowlands Public School 9:00 8:30 30 Regina Street Public School 8:00 8:30 30 Roland Michener Public School 8:45 8:30 15 Sawmill Creek Elementary School 8:30 8:00 30 Stittsville Public School 8:45 8:30 15 Trillium Elementary School 8:00 8:30 30 Vincent Massey Public School 8:00 8:30 30 W. E. Gowling Public School 8:20 8:00 20

Appendix B to Report 4 COW, 20 January 2015

POLICY P.137.SCO TITLE: CONCUSSION MANAGEMENT

Date issued: 18 December 2014-DRAFT Last revised: Authorization: Board: XX Month 2014 (same as Date Issued)

1.0 OBJECTIVE

To ensure awareness about head injury prevention and establish practices to manage concussions.

2.0 DEFINITIONS

In this policy,

2.1 Board refers to the Board of Trustees.

2.2 Concussion refers to a brain injury that causes changes in how the brain functions, leading to symptoms that can be physical, cognitive, emotional and/or related to sleep. A concussion can occur from a direct blow to the head, face or neck but may also occur from a major physical trauma to other parts of the body and a concussion can occur with or without a loss of consciousness.

2.3 Concussion Assessment refers to the process of gathering information, from the student, parents, witnesses, medical professionals, staff and others to assess the physical, cognitive or emotional state of a student, to determine the likelihood of the student having a concussion.

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

2.5 Return to School Plan is a personalized strategy to support a student’s Return to Learning and Return to Physical Activity after suffering a concussion.

2.6 Return to Learn refers to the student’s return to doing school work, including activities that involve reading and writing. It does not include physical activities.

2.7 Return to Physical Activity refers to the student’s return to participation in any physical activity that increases the student’s heart rate. It includes a student’s return to activities such as sports or physical education class.

-1- P.137.SCO

3.0 POLICY

Policy Statements 3.1 The Board is committed to ensuring the safety and well-being of students and recognizes that head injuries and/or or concussions can adversely impact the cognitive, physical, emotional and social development of students.

3.2 The Board is committed to developing awareness about head injury prevention and concussion management amongst staff, students, parents and community partners.

3.3 The District shall have established practices for the identification and management of head injuries and/or concussions.

Guiding Principles 3.4 The following guiding principles shall govern this policy: a) Awareness of the signs and symptoms of concussion and effective concussion management practices are key preventative strategies.

b) Head injuries and/or concussions can occur in any activity and are not restricted to only sports or other high risk activities.

c) Activities that pose a higher risk for head injuries and/or concussions, may require additional consideration based on the type of activity and its associated risk.

d) Whether a concussion happens at school or outside of school, it can affect a student’s learning needs.

4.0 SPECIFIC DIRECTIVES

Training 4.1 The District shall make available information and resources regarding concussion prevention, identification and management to: a) all staff;

b) students;

c) parents;

d) volunteers;

e) community partners; and

f) childcare providers.

4.2 Training shall be made available to all staff and extra-curricular leaders to promote awareness and understanding of concussion management practices.

-2- P.137.SCO

Identification and Management 4.3 The District shall have practices and procedures in place to govern the identification and management of concussions based on the safety guidelines as established by Ontario Physical and Health Education Association (OPHEA).

4.4 Where there is a reason for concern about the possibility of a head injury and/or concussion, the safe practice shall be to discontinue student participation in the activity; “when in doubt, sit it out”.

4.5 The District shall make it a priority to communicate with parents immediately when a concussion is suspected.

4.6 The District shall use a multi-step Return to Learn strategy which includes: Rest, Return to Learn (symptoms improving), Return to Learn (symptom free), Return to Physical Activity (light), Return to Physical Activity (specific sports) and Return to Physical Activity (full participation).

4.7 The Director of Education is authorized to issue such procedures as may be necessary to implement this policy.

5.0 REFERENCE DOCUMENTS

OPHEA-Concussion Protocols PPM 158, School Board Policies on Concussion South Carleton HS Athletics Health Information Form District School Board of Niagara, Administrative Procedure on Concussions

-3- P.137.SCO Ottawa-Carleton District School Board Appendix C Analysis of Changes in Revenues and Expenses COW Report 4 for the year ending 31 August 2015 (Revised Estimates) Page 1 of 1

Report Revised Reference Estimates $ Planned Deficit in Original Estimates (17,156,000)

Revenue Increase (Decrease) Grants for Student Needs Pupil Foundation 4 1,628,000 Declining Enrolment 4 (410,000) Teacher Qualification and Experience 5 1,447,000 Net Other (e.g. Foundation, Language, etc.) 439,000 3,104,000 Other Revenue Education Program Grants 6 2,848,000 Amortization of Capital Assets 7 199,000 OCENET 8 990,000 Community Use and Rentals 9 (535,000) Budget Estimate Adjustment 13 (900,000) Other Net Revenue Adjustments (34,000) 2,568,000 Total Increase in Revenues 5,672,000

Expenses (Increase) Decrease Compensation Costs Secondary School Teaching Complement 11 (898,000) Occassional Teachers 12 (650,000) (1,548,000) Non-Compensation Costs Education Program Grants 6 (2,848,000) Amortization of Capital Assets 7 (271,000) Transportation 10 (268,000) Department Budget Carryover 14 (318,000) Other Net Costs (46,000) (3,751,000) Total Increase in Expenses (5,299,000) Revised Planned Deficit (16,783,000) Decrease from Original Estimates (373,000) Finance 2014.12.15 Ottawa-Carleton District School Board Appendix C Comparative Summary of Expenses (Revised Estimates) COW Report 4 for the year ending 31 August 2015 Page 1 of 1

2014-2015 2013-2014 In $ Millions Variance % Spent Variance % Spent Revised Revised Actual Actual EXPENSE CATEGORY Approved Revised minus over Approved Revised Year End minus Actual over Budget Estimates Approved Approved Budget Estimates Expenses Approved Approved Instruction Salaries and Benefits 579.0 579.9 0.9 100.2% 559.2 558.9 558.8 (0.4) 99.9% Salaries & Benefits (Occasional Teachers) 14.2 14.9 0.7 104.9% 14.5 15.6 15.7 1.2 108.3% Staff Development, Supplies and Services 27.0 28.5 1.5 105.6% 27.4 30.4 28.0 0.6 102.2% Fees, Contractual and Rentals 8.1 9.6 1.5 118.5% 8.1 10.1 11.3 3.2 139.5% Other - - - na - - - - na Instruction Sub-Total 628.3 632.9 4.6 100.7% 609.2 615.0 613.8 4.6 100.8% Continuing Education Salaries and Benefits 8.7 8.7 - 100.0% 8.8 8.8 9.5 0.7 108.0% Staff Development, Supplies and Services 0.6 0.6 - 100.0% 0.6 0.6 0.8 0.2 133.3% Fees, Contractual and Rentals 0.4 0.4 - 100.0% 0.4 0.4 0.5 0.1 125.0% Other - - - na - - - - na Continuing Education Sub-Total 9.7 9.7 - 100.0% 9.8 9.8 10.8 1.0 110.2% Transportation Salaries and Benefits 1.4 1.4 - 100.0% 1.1 1.1 1.1 - 100.0% Staff Development, Supplies and Services 0.4 0.4 - 100.0% 0.4 0.4 0.4 - 100.0% Fees, Contractual and Rentals 43.3 43.6 0.3 100.7% 39.1 39.1 37.9 (1.2) 96.9% Other - - - na - - - - na Transportation Sub-Total 45.1 45.4 0.3 100.7% 40.6 40.6 39.4 (1.2) 97.0% School Facilities Salaries and Benefits 50.1 50.1 - 100.0% 47.8 48.1 49.4 1.6 103.3% Staff Development, Supplies and Services 27.8 27.8 - 100.0% 26.2 26.6 26.2 - 100.0% Fees, Contractual and Rentals 7.9 8.0 0.1 101.3% 7.5 7.7 7.9 0.4 105.3% Other/Temporary Pupil Accommodation 2.7 2.7 - 100.0% 3.4 3.4 1.4 (2.0) 41.2% Facilities Renewal Expense 5.1 5.1 - 100.0% 6.0 7.1 5.5 (0.5) 91.7% School Facilities Sub-Total 93.6 93.7 0.1 100.1% 90.9 92.9 90.4 (0.5) 99.4% Central Administration Salaries and Benefits 16.4 16.4 - 100.0% 16.2 16.8 16.0 (0.2) 98.8% Staff Development, Supplies and Services 2.3 2.3 - 100.0% 2.3 2.7 2.1 (0.2) 91.3% Fees, Contractual and Rentals 1.5 1.5 - 100.0% 1.6 1.6 1.2 (0.4) 75.0% Other 0.1 0.1 - 100.0% 0.1 0.1 0.4 0.3 400.0% Central Administration Sub-Total 20.3 20.3 - 100.0% 20.2 21.2 19.7 (0.5) 97.5% Other Extended Day/Child Care Compensation 9.8 9.8 - 100.0% 8.1 8.1 8.9 0.8 109.9% Extended Day/Child Care Supplies 1.3 1.3 - 100.0% 2.5 2.5 1.2 (1.3) 48.0% Recoverable Compensation (Secondments) 6.5 6.5 - 100.0% 6.6 6.6 7.1 0.5 107.6% Interest Charges on Capital 7.5 7.5 - 100.0% 7.6 7.6 7.6 - 100.0% Fifty-Five Board Trust Capital and Interest 2.5 2.5 - 100.0% 2.5 2.5 2.5 - 100.0% Other Sub-Total 27.6 27.6 - 100.0% 27.3 27.3 27.3 0.0 100.0% Amortization Ministry Approved Projects 33.6 33.8 0.2 100.6% 28.3 30.7 30.7 2.4 108.5% Board Approved Projects 1.7 1.8 0.1 105.9% 1.6 1.6 1.6 - 100.0% Amortization Sub-Total 35.3 35.6 0.3 100.8% 29.9 32.3 32.3 2.4 108.0% Grand Total 859.9 865.2 5.3 100.6% 827.9 839.1 833.7 5.8 100.7%

Finance 2014.12.15 Appendix D to Report 4 COW 20 January 2015 APPENDIX B To Report 15-012 2014-2015 Facilities Renewal Program and School Condition Improvement Summary

FRP 2014/15 COMMITTED UNCOMMITTED TOTAL FRP BUDGET BUDGET CARRY BUDGET CARRY ALLOCATION DESCRIPTION ESTIMATES FORWARD FORWARD Building Systems Mechanical - A/C $15,000 $197,084 $0 $212,084 Mechanical - Controls $0 $107,848 $0 $107,848 Mechanical - Heating $635,000 $160,551 $0 $795,551 Mechanical - Plumbing $150,000 $37,788 $0 $187,788 Power Services $750,000 $175,097 $0 $925,097 Elevators $250,000 $3,857 $0 $253,857 Electrical - Fire Alarm Safety $185,000 $3,473 $0 $188,473 Electrical - Communications/PA $75,000 $56,964 $0 $131,964 Electrical - Lighting $210,000 $0 $0 $210,000 Environmental - Asbestos $40,000 $21,929 $0 $61,929 Environmental - Oil-UT $0 $0 $0 $0 Sub-Total $2,310,000 $764,591 $0 $3,074,591 Building Exterior Roof Mechanical $100,000 $31,462 $0 $131,462 Roof Leaks $500,000 $0 $0 $500,000 Roof Preventative Maintenance $750,000 $18,213 $0 $768,213 Roof Replacement $840,000 $165,766 $0 $1,005,766 Building Foundations $75,000 $20,519 $0 $95,519 Masonry Walls/Chimneys $520,000 $271,935 $0 $791,935 Building Structure $250,000 $4,888 $0 $254,888 Siporex $0 $0 $0 $0 Windows/Exterior Doors $120,000 $103,035 $0 $223,035 Sub-Total $3,155,000 $615,818 $0 $3,770,818 Building Interior Interior Flooring $750,000 $0 $0 $750,000 Interior Flooring - Gym $125,000 $17,978 $0 $142,978 Interior Ceilings $220,000 $0 $0 $220,000 Interior Doors $455,000 $0 $0 $455,000 Interior Door Hardware $300,000 $262 $0 $300,262 Interior Walls $100,000 $1,686 $0 $101,686 Interior Lockers $50,000 $51,890 $0 $101,890 Interior Toilet Partitions $60,000 $26,901 $0 $86,901 Sub-Total $2,060,000 $98,716 $0 $2,158,716 Site & Grounds Site-Paving $470,000 $72,995 $0 $542,995 Site-Landscape/Fencing $75,000 $1,436 $0 $76,436 Site-Play Areas/Sports Fields $100,000 $0 $150,000 $250,000 Appendix D to Report 4 COW 20 January 2015 APPENDIX B To Report 15-012 Site-Signage $155,000 $6,048 $0 $161,048 Site-Civil Services $625,000 $8,271 $0 $633,271 Site Equipment $500,000 $11,430 $0 $511,430 Site-Other $150,000 $82,778 $0 $232,778 Environmental - Site $180,000 $5,930 $0 $185,930 Portable Upgrades $400,000 $1,017 $0 $401,017 Upgrade Program $2,385,000 $356,673 $0 $2,741,673 Upgrade-Accessibility $685,000 $313,218 $300,000 $1,298,218 Sub-Total $5,725,000 $859,795 $450,000 $7,034,795 Other Contingency $10,777 $118,872 $2,777 $132,426 Technical Analysis $25,000 $0 $0 $25,000 Portable Moves $2,552,600 $117,400 $0 $2,670,000 Sub-Total $2,588,377 $236,272 $2,777 $2,827,426

Total Facilities Renewal Program $15,838,377 $2,575,193 $452,777 $18,866,347

School Condition Improvement 2014-2015 SCI Projects Electrical Renewals $350,000 $48,363 $60,000 $458,363 Interior Renewals $0 $0 $250,000 $250,000 Masonry Renewals $350,000 $0 $100,000 $450,000 Mechanical Renewals $970,000 $185,968 $979,101 $2,135,069 Paving Renewals $300,000 $0 $0 $300,000 Renovations $998 $505,607 $1,889,708 $2,396,313 Roofing Renewals $1,745,000 $144,212 $0 $1,889,212 Science Lab Upgrades $2,000,000 $0 $0 $2,000,000 Window Renewals $2,350,000 $113,285 $0 $2,463,285 Total School Condition Improvement $8,065,998 $997,433 $3,278,809 $12,342,240

Total Facilities Renewal Program & School Condition Improvement $23,904,375 $3,572,626 $3,731,586 $31,208,587