Chair of the Board 59. Approval of Agenda

MINUTES 29 March 2016

A meeting of the Ottawa-Carleton District School Board was held this evening in the Board Room, 133 Greenbank Road, Ottawa, Ontario, commencing at 6:38 p.m. with Trustee Shirley Seward as chair and the following also in attendance: Trustees Donna Blackburn, Christine Boothby, Erica Braunovan, Mark Fisher, Theresa Kavanagh, Shawn Menard, Dr. Anita Olsen Harper, Keith Penny, Sandra Schwartz, and Lynn Scott.

STUDENT TRUSTEES: Kayvon Mihan and Ella Stewart.

STAFF: Director of Education, Jennifer Adams; Associate Director of Education, Norah Marsh; Chief Financial Officer, Mike Carson; Superintendent of Human Resources, Janice McCoy; Superintendent of Curriculum Services, Pino Buffone; Superintendent of Learning Support Services, Olga Grigoriev; Superintendents of Instruction, Dorothy Baker and Neil Yorke-Slader; Executive Officer, Corporate Services, Michèle Giroux; Manager of Planning, Karyn Carty Ostafichuk; Manager of Board Services, Monica Ceschia; Manager of Communications & Information Services, Diane Pernari-Hergert; Assistant Manager of Planning, Ian Baxter; Coordinator of Budget Services, Charles D’Aoust; Planner, Janet MacDonald; Communications Coordinator, Sharlene Hunter; Audio Visual Technician, John MacKinnon; and Board/Committee Coordinator, Kelly Sullivan.

On a motion by Trustee Blackburn, seconded by Trustee Braunovan, the Board resolved into an in camera session. Trustee Boothby assumed the Chair in camera and presented the report in the public session. (Board Minutes 16-060 refers).

58. Call to Order – Chair of the Board

Chair Seward called the public meeting to order at 7:53 p.m.

59. Approval of Agenda

Moved by Trustee Schwartz, seconded by Trustee Fisher, THAT the agenda be approved.

An amendment moved by Trustee Menard, seconded by Trustee Boothby, THAT item 8e, Notice of Motion re Reconsideration of Decision to Redirect JK and SK Students from Elgin Street Public School to Centennial Public School commencing in September 2016, be moved to agenda item 8d.

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Trustee Menard expressed the view that, as there a number of members of the public in the gallery, the motion to reconsider should be scheduled ahead of the items for non-consent.

- Carried -

Moved by Trustee Schwartz, seconded by Trustee Fisher, THAT the agenda be approved, as amended. - Carried -

60. Report from In Camera Session

Vice-Chair Boothby reported that the Board met in camera this evening and recommends as follows:

a. Human Resources Item

Moved by Trustee Blackburn, seconded by Trustee Boothby, THAT staff proceed, as directed in Board in camera, with respect to the renewal of OCDSB benefits plans.

- Carried -

A recorded vote was held and the motion was carried unanimously by those present: FOR: Trustees Blackburn, Boothby, (11) Braunovan, Fisher, Kavanagh, Menard, Olsen Harper, Penny, Schwartz, Scott, and Seward

AGAINST: Nil (0)

ABSTENTION: Nil (0) (0)

b. Report 16-054, Ratification of Local Agreement with Ontario Secondary School Teachers’ Federation – Professional Educators and Child Care Staff (PECCS)

Moved by Trustee Blackburn, seconded by Trustee Boothby, THAT the Board ratify the tentative Memorandum of Settlement reached with the Ontario Secondary School Teachers’ Federation – Professional Educators and Child Care Staff February 22, 2016. - Carried - - 79 -

MINUTES 29 March 2016

AGAINST: Nil (0)

ABSTENTION: Nil (0) (0)

61. Briefing from the Chair

Chair Seward reminded trustees that nominations are now open for the OCDSB community recognition awards to acknowledge the contribution of volunteers, including school council members, parent and community volunteers, who have coached teams, led clubs or activity groups, been members of advisory committees to the Board and more. She noted that the 2016 awards will be presented at the Volunteer Appreciation Reception and Community Awards Ceremony on 08 June 2016 at the Confederation Education Centre. All nominations must be submitted using the online application form available on the District’s website by 4:00 p.m. Wednesday 04 May 2016.

62. Briefing from the Director

Director Adams advised that DJ Cunningham will be presenting his personal experience with a learning disability and how assistive technology in the classroom can support all students at the next Speaker Series event on 07 April 2016. More information about the session “Inspire and Motivate Learners to Develop Resiliency and Advocacy Skills through Technology”, including a video interview with Mr. Cunningham, is available on the District’s website.

Director Adams noted that the Ottawa Student Transportation Authority (OSTA) has been working on a School Active Transportation Program (SAT) to support the more than 50,000 students who walk, bike and roll to school every day. This policy is scheduled to be presented at OSTA's next public governance meeting on 25 April 2016. She added that delegations may also be heard at this time and OSTA would like input from the public, including via their survey which can be found on their website.

Director Adams advised that the Ministry of Education posted a technical briefing video on its website on 24 March 2016 to provide an overview of changes and technical details on the Grants for Student Needs (GSN). A copy of the Ministry memorandum on the GSNs is provided on folio 1 of the agenda package.

Chief Financial Officer (CFO) Carson provided trustees with an overview of the GSN. During discussion, and in response to questions, the following points were noted:  There is an overall increase in funding per student across the province;

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 The overall funding for the OCDSB may be reduced by approximately one percent;  The reduction in funding is a result of declining enrolment and revisions to the funding model, specifically for facilities;  Staff are still recommending the projected required reduction of $7.5 million in spending after this funding announcement;  While there has been an increase in per pupil funding, this increase may not cover all of the rising costs in other areas; and  It is still unclear how much of the final costs of the collective agreements will be paid by the Ministry.

Director Adams shared memo 16-065 regarding the motion to relocate JK and SK students from Elgin Street Public School to Centennial Public School, which includes updated information based upon a legal opinion.

63. Student Trustee Report

Student Trustees Stewart and Mihan provided the Board with the following report:  The main focus of the 2015-2016 Student Senate has been on developing a presentation for the Grade 10 civics classes on student services and student government;  The Student Senators have demonstrated a clear passion for well-being and strongly believe that there is a lack of knowledge from the students on available student services, particularly those for well-being;  The senators believe that the information will be best absorbed by the students if it is delivered in a presentation by their fellow students;  The outline for the presentation is currently being finalized and the soon to be elected student senators will be informed on how to deliver the presentation for the 2016-2017school year. In response to a request from Trustee Menard, the presentation will also be shared with trustees, when available;  Student senator and trustee elections for the 2016-2017school year will be coming soon. Students going into grades 10,11 or 12 may run for the Student Senator position at their respective schools;  Should elected Student Senators wish to run for the position of a Student Trustee for the upcoming school year, they must be elected by April 15th and be entering either grades 11 or 12;  The Student Trustee elections will be taking place on Thursday April 28th, 2016 at Ridgemont High School and the student electorate will consist of the incumbent Student Senators and Students Council Presidents;  The Public Board Council of the Ontario Student Trustees’ Association recently hosted a student consultation on mental health supports in schools on 18 February known as the Ontario Public Students’ Wellness Summit at the Shaw Centre;

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 The event was a success with a large turnout of students from across the District in attendance, as well as student trustees from across the province;  A paper will be submitted to the Ministry of Education outlining all of the student feedback on mental health in the education system to follow up from the summit;  Student Trustee Mihan currently sits as a member of the Policy Committee, which is a committee that aids in the release of position papers, in addition to working towards achieving the key goals of the organization;  Student Trustee Stewart is the co-chair of the Ontario Student Voice Awards Committee which has worked hard to create and finalize applications for four awards this year; and  The Annual General Meeting will be taking place 26-29 May at the Sheraton City Centre in Toronto. All incoming and outgoing student trustees are in attendance to ease the transition process, as well as introduce the incoming Student Trustees.

64. Delegations

a. Jennifer Sims

Ms. Sims thanked trustees for considering the parent feedback as a result of the decision to relocate kindergarten students from Elgin Street Public School. She noted that, according to her analysis, this decision is flawed for the following reasons:  The current option does less to address overcrowding at Elgin Street Public School, which is the primary problem that resulted in the consultation;  There was a communication failure during the consultation process that led to confusion in the community; and  The five pillars identified in the strategic plan are better aligned with the English consolidation option as an interim solution.

In conclusion, Ms. Sims expressed the view that the best student-centred, interim measure for addressing overcrowding at Elgin Street Public School is consolidating the English programs of Elgin Street and Centennial Public Schools.

b. Malaka Hendela

Ms. Hendela expressed her concern over the decision to relocate kindergarten students from Elgin Street Public School. She noted that the option to redirect kindergarten students was not provided to the community during the consultation process, there was insufficient information about the sustainability of the option with respect to overcrowding, and there will be significantly more students affected by the current option. She encouraged trustees to consider the Education Act and research about the importance of kindergarten when deciding whether to reconsider the motion.

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c. Anatole Papadopoulos

Mr. Papadopoulos expressed his support for the Board to reconsider the motion regarding Elgin Street Public School. He noted that neither option is permanent, and encouraged trustees to consider what option best serves students. Mr. Papadopoulos expressed the view that redirecting the English program is better for student learning, better addresses overcrowding, is less costly, and is less disruptive to Centennial Public School.

d. Roy Abou Assaly

Mr. Assaly expressed his support for the Board to reconsider the motion regarding Elgin Street Public School. He noted that since the decision was made there has been more information available that may have changed the original motion. He encouraged trustees to do their due diligence and make a decision that will create the smallest class sizes, best use facilities, provide the best services to students, and is based on research and data.

e. Jason Neal

Mr. Neal highlighted the following points to support the reconsideration of the motion:  The process did not offer direct consultation and engagement with parents of the kindergarten students that will now be required to attend Centennial Public School in September 2016;  Parents who were affected and spoke against the original proposal were impacted directly and they had weeks to prepare their arguments to the Board;  Parents who are affected by the current motion were informed by the Ottawa Citizen and had insufficient time to make the necessary arrangements to attend the Board meeting;  The school council shared a letter with the Board indicating it had not effectively represented the views of the entire community after the motion was approved; and  The information described in Memo 16-065, Reconsideration of the Relocation of Elgin Street Public School JK/SK, was not considered at the time the motion was approved.

f. Edward Jun

Speaking on behalf of a group of parents in Old Ottawa East, Mr. Jun noted that, although these families will have two children at different schools for two years, they are in support of the current motion. He expressed the view that no students currently attending Elgin Street Public School should be permanently relocated prior to an accommodation review. Mr. Jun noted that he does not want this debate reopened, as it would only serve to further divide the school

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community. He encouraged trustees to focus their attention towards initiating an accommodation review as soon as possible.

g. Will Wyman

Mr. Wyman noted that his son is in kindergarten at Elgin Street Public School in a classroom of 34 students. He expressed concern regarding the likelihood of effective supervision for student safety given the current ratios of staff to student. He encouraged trustees to reconsider their decision, particularly noting the information shared in Memo 16-065, Reconsideration of the Relocation of Elgin Street Public School JK/SK.

h. Susan Lindsay

Speaking on behalf of parents of students whose children are enrolled in the English program at Elgin Street Public School, Ms. Lindsay advised that while this group of parents may appear less vocal they are equally concerned about this issue. She noted that the English program has grown consistently since 2011 and there may be impacts on program choice as a result of the 50/50 French immersion programming model, suggesting that a dual track school would be an ideal setting to monitor families’ choices for programming. Ms. Lindsay added that there are families who have children in the Early French Immersion (EFI) program and one in the English program who would be attending different schools if the other option was considered.

In response to a comment from Trustee Blackburn, Ms. Lindsay indicated that she spoke to as many parents as she could to obtain their feedback on how they would like their views represented to the Board and expressed the view that she is appropriately representing her community.

i. Angeleen Nayak

Ms. Nayak expressed the view that reopening the debate on this issue will further divide the school community, potentially beyond repair. She directed trustees’ attention to her written submission for further information on her position.

j. Constance Too

Ms. Too, speaking on behalf of 18 families, expressed the view that the current decision maintains the status quo until an accommodation review can be completed. She expressed the view that the current decision is the least disruptive to the school community and that reopening the debate would set an unwanted precedent regarding accommodation issues.

In response to a question from Trustee Scott, Ms. Too expressed the view that the current decision is less disruptive as the students in the English program

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have built relationships in the school over a number of years, while students in kindergarten have not established a relationship with the school and tend to be separated from the school community.

k. Maria Gagnon

Ms. Gagnon noted that she is a grade 5 student at Elgin Street Public School in the EFI program. She advised that a petition has been signed by 50 students indicating their preference for maintaining the English program at their school, rather than relocating the program to Centennial Public School. Ms. Gagnon noted that there will not be a decision that will please everyone and encouraged the trustees to maintain their decision and create a full accommodation review as soon as possible.

l. Randy Reynoso

On behalf of the Elgin Street Public School council, Mr. Reynoso provided a written submission to trustees clarifying that the council is requesting a temporary solution leading to a comprehensive accommodation review as soon as possible. As the school community is divided about the best solution for the overcrowding problem at Elgin Street Public School, the Elgin Street Parent Council cannot, therefore, take a position on what temporary solution would be best.

m. Dr. Amir Attaran

Dr. Attaran expressed the view that the new information shared as part of Memo 16-065, Reconsideration of the Relocation of Elgin Street Public School JK/SK, justifies a reconsideration of the motion. He expressed the view that the OCDSB may not be successful in receiving an exemption of the regulation as there has not been a District that has been exempted and there is a sufficient facility alternative noted in the original staff recommendation. Dr. Attaran added that the Board should consider receiving legal opinions on issues that are of significance to the District.

In response to a question from Trustee Schwartz, Dr. Attaran noted that his daughter does not yet attend Elgin Street Public School which is why he was engaged in the process at a later time than some other parents.

In response to a question from Trustee Schwartz, Dr. Attaran expressed the view that the Board should have its legal counsel review draft motions prior to them being moved.

In response to a question from Trustee Fisher, Dr. Attaran confirmed that, to date, no exemption of section 2.1(2)3 of Regulation 224/10 has been granted. He

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added that it is his view there are insufficient facility or other operational barriers to warrant an exemption.

n. David Haddon

Mr. Haddon advised that his family resides in the Elgin community, and his daughter’s ability to attend Elgin Street Public School was a factor in their decision to live in the area. He noted he would be disappointed if his daughter was permanently directed to Viscount Alexander Public School and encouraged the Board to address the overcrowding issues in all the schools in the area.

In response to a question from Trustee Menard, Mr. Haddon acknowledged that the option to redirect students to Viscount Alexander Public School would not be considered at the meeting, but added that he wanted to represent the importance of the children in his community attending Elgin Street Public School.

o. Steve Jaltema

Mr. Jaltema advised that, as his child is not yet in school, he did not realize his family would be affected by this decision. He encouraged trustees to reconsider redirecting kindergarten students to Centennial Public School.

p. Donald Champ

Mr. Champ noted that he is a grade five student in the EFI program at Elgin Street Public School. He expressed the view that students should be consulted on issues that will affect them, adding that students were not asked to provide input on this issue. He advised that many students in his grade do not want the English program to be moved to Centennial Public School as there are friends who are in both programs that would end up going to different schools.

In response to a question from Trustee Menard, Mr. Champ noted that students have friends in both programs. He added that if kindergarten students are redirected at least they can move together rather than separating the older cohort.

In response to a question from Trustee Schwartz, Mr. Champ advised that students should be asked their opinion on issues that affect them rather than relying solely on parent input.

Student Trustee Stewart thanked Mr. Champ for sharing the student voice with the Board. She encouraged him, and other students, to contact the student trustees as it is their role to share the student voice with trustees.

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65. Matters for Action

a. Confirmation of Board Minutes

i. 23 February 2016, Board

Moved by Trustee Schwartz, seconded by Trustee Braunovan, THAT the 23 February 2016 Board minutes be confirmed.

- Carried -

b. Business Arising from the Minutes

Trustee Boothby noted that she had a request from Beth Doubt, Special Education Advisory Committee Representative, that Report 9, Committee of the Whole dated 22 February 2016 be revised. Trustee Boothby advised that Ms. Doubt’s point regarding transitions in and out of the Learning Disabilities specialized program may differ from the standard one year. Staff confirmed that the minutes would be updated to reflect this change.

c. Receipt of Committee of the Whole Minutes

i. Receipt of Report 11, Committee of the Whole, 01 March 2016

Moved by Trustee Boothby, seconded by Trustee Kavanagh, THAT Report 11, Committee of the Whole, dated 01 March 2016, be received. - Carried -

ii. Receipt of Report 12, Committee of the Whole, 22 March 2016

Moved by Trustee Boothby, seconded by Trustee Penny, THAT Report 12, Committee of the Whole, dated 22 March 2016, be received. - Carried –

Trustee Blackburn indicated for the record that she objects to the final motion as, in her opinion, it is contrary to the bylaws to vote on a motion after 11:00 p.m. without unanimous consent to continue the meeting.

Chair Seward advised that the motion was voted on prior to 11:00 p.m. according to her clock. Trustee Scott noted that her recollection differed from Trustee Seward.

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d. Notice of Motion re Reconsideration of Decision to Redirect JK and SK Students from Elgin Street Public School to Centennial Public School commencing in September 2016, Trustee Blackburn – before non-consent

Notice of motion having been given, Trustee Blackburn moved as follows:

Moved by Trustee Blackburn, seconded by Trustee Scott, Whereas with one day’s prior notice to the public, the Board, at its regular meeting held on 23 February 2016, approved a motion to redirect JK and SK students from Elgin Street Public School to Centennial Public School commencing in September 2016, a motion recommended from the Committee of the Whole meeting the previous evening, 22 February 2016;

Whereas the purpose of a motion to reconsider is to allow second thoughts on a vote when a decision on an issue has been made in haste, or some further relevant information comes to light later in the same meeting;

Whereas questions have been raised about the feasibility of the implementation of the 23 February 2016 Board decision;

Whereas the community was lead to believe a decision had already been made;

Therefore be it resolved, THAT the Board reconsider its decision to redirect JK and SK students from Elgin Street Public School to Centennial Public School commencing in September 2016.

Trustee Blackburn submitted that this decision was made in haste, due to the postponement of the 16 February 2016 meeting of the Committee of the whole to 22 February 2016, one day prior to the Board meeting. She also expressed the view that the debate on 22 February 2016 was limited by a reduction in speaking time from the five minutes provided in the Board’s By-laws and Standing Rules to three minutes. In addition, Trustee Blackburn noted that it has come to the attention of the Board this evening via Memo 16-065, Reconsideration of the Relocation of Elgin Street Public School JK/SK, that this motion would require an exemption pursuant to section 2.1(2)3 of Regulation 224/10 in order to relocate the JK and SK students to Centennial Public School.

Chair Seward advised that the motion to reconsider is open to limited debate with respect to the reasons for reconsideration. The motion is not amendable and it requires a majority vote to be approved.

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Trustees Braunovan and Fisher expressed the view that, in light of the new information provided to the Board earlier in the meeting, reconsideration would be order.

Trustee Menard requested that staff review the issue and address this issue with the Ministry.

Moved by Trustee Schwartz, seconded by Trustee Scott, THAT that the debate be closed. - Carried –

Moved by Trustee Blackburn, seconded by Trustee Scott, THAT the Board reconsider its decision to redirect JK and SK students from Elgin Street Public School to Centennial Public School commencing in September 2016.

- Carried –

The motion to reconsider having passed, the original motion was now back on the floor in the form it was prior to the vote on 23 February 2016:

Moved by Trustee Braunovan, seconded by Trustee Boothby, A. THAT the Junior and Senior Kindergarten program currently accommodated at Elgin Street Public School be relocated to Centennial Public School as a temporary accommodation measure and that it be relocated accordingly: i. Effective September 2016, Junior Kindergarten students residing in the Elgin Street Public School ENG and EFI boundary shall attend the Centennial Public School Junior Kindergarten program; and ii. Effective September 2017, Senior Kindergarten students who reside in the Elgin Street Public School ENG and EFI boundary shall attend the Centennial Public School Senior Kindergarten program;

B. THAT the above measures continue to be effective until such time as a comprehensive downtown core study on area school accommodations is complete and recommendations of that review are approved and implemented; and

C. THAT staff provide timelines for a comprehensive downtown core study prior to June 2016.

Trustee Braunovan expressed her concern about how this issue has divided the parents and students in the Elgin Street Public School community. She noted the need to receive additional information from the Ministry of

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Education with respect to the relocation of junior and senior kindergarten students and, for that reason, it would be advisable to refer the motion to the Committee of the Whole meeting on 5 April 2016.

Moved by Trustee Braunovan, seconded by Trustee Menard, THAT the following motion be referred to Committee of the Whole, 05 April 2016: Moved by Trustee Braunovan, seconded by Trustee Boothby, A. THAT the Junior and Senior Kindergarten program currently accommodated at Elgin Street Public School be relocated to Centennial Public School as a temporary accommodation measure and that it be relocated accordingly: i. Effective September 2016, Junior Kindergarten students residing in the Elgin Street Public School ENG and EFI boundary shall attend the Centennial Public School Junior Kindergarten program; and ii. Effective September 2017, Senior Kindergarten students who reside in the Elgin Street Public School ENG and EFI boundary shall attend the Centennial Public School Senior Kindergarten program;

C. THAT staff provide timelines for a comprehensive downtown core study prior to June 2016.

- Carried –

AGAINST: Nil (0)

ABSTENTION: Nil (0) (0)

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e. Non-consent items

1. Approval of 2016-2017 Academic Staffing

This was a non-consent item and when dealt with later in the meeting, the following discussion ensued.

Moved by Trustee Blackburn, seconded by Trustee Boothby, THAT the Board approve the elementary and secondary staffing allocations for 2016-2017, subject to changes in staffing levels that are required (increases and decreases) as a result of fluctuations in projected enrolment to meet Ministry and collective agreement requirements. (Attached as Appendices A, B and C).

Trustee Blackburn expressed the view that staff have provided a recommendation that fairly allocates academic staffing reductions, noting that there are non-academic staff positions that will also need to be finalized. She noted that the recent Grants for Student Needs (GSN) announcement has not provided any additional information that can confirm the final number of academic staffing positions available, adding that there will be an opportunity to add more positions during a second round of staffing, if applicable.

Trustee Menard requested clarification on the information shared in the recent GSN announcement. In response to questions the following points were noted by CFO Carson and Superintendent McCoy:  While there appears to have been an increase of $1 million in funding, there are a number of additional costs this year that total above and beyond the additional $1 million allocated by the Province;  Additional cost pressures include the salary increases as a result of the collective agreements and inflation of utilities and non-salary costs of facilities;  The projected reduction of one percent funding shortfall does not represent a one percent reduction in funding allocated by the Province, but the actual amount of dollars available to the Board;  Approximately 25 to 30 percent of the reduced funding is related to declining enrolment, but the revenue and cost of teaching staff are not offset at a one to one ratio. The recommended reductions in elementary staffing positions also take into consideration other factors including the special education allocation, plant and facility costs, and administrative allocations;

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 The reduction in teaching staff is more than is required based on the decline in enrolment as the elementary teaching complement was overstaffed for the 2015-2016 school year; and  Staff does not expect there to be funding available for additional academic staff, but if should funding become available to add further positions staff would make a recommendation to the Board, if applicable.

- Carried –

AGAINST: Nil (0)

ABSTENTION: Nil (0) (0)

2. Approval of Consultation Plan for Secondary School Program Framework

This was a non-consent item and when dealt with later in the meeting, the following discussion ensued.

Trustee Scott noted that the Secondary School Review has been a multi-year process and the consultation plan outlines that the draft policy, as well as the two other recommendations as a result of the Review, that should be shared with the community for their input. She emphasized that the policy and recommendations have not be approved and input from the community will be considered when making a final decision. Trustee Scott clarified that she is moving the original recommendation as it expresses clearly the intent of the consultation, as well as what members of the community should be considering as they provide their input.

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Moved by Trustee Scott, THAT the consultation plan and timeline (Attached as Appendix D), be approved for seeking input on the following proposed recommendations: i. THAT the Board approve the changes to the Secondary School Program Framework, as appended to P.105 CUR, Changes to Programs and Program Delivery Structures at Secondary Schools as reflected in Appendix A of Report 16-038; ii. THAT the Board approve in principle the addition of a second International Baccalaureate program site in the west of the District subject to the requisite approvals being achieved through the International Baccalaureate Organization application process; and iii. THAT the Board rescind the existing secondary French Immersion boundaries effective September 2017.

During discussion, and in response to questions, the following points were noted:  Trustee Braunovan expressed the view that the length of the consultation is insufficient considering the significance of the revisions to the Secondary School Framework;  In response to a request from Trustee Schwartz, staff advised that an additional meeting date will be added in the east and in the west areas of the District to provide more opportunities for community participation;  Adding two more consultation dates will extend the timeline by approximately one month; the staff recommendation will be presented to trustees in June instead of May;  This consultation is the culmination of four years of working group discussions and recommendations. The intent of the consultation is not to look for further options but to allow the community to comment on the recommendations of the working groups;  Trustee Menard expressed the view that feedback from the consultations should be incorporated into the final recommendation;  Information regarding the consultations are made available through the District’s website, social media, school council newsletter, emails directly to parents, sharing information in backpacks, and discussions are scheduled on advisory committee agendas;  In response to a request from Trustee Menard, Executive Officer Giroux noted that there is mixed success with engaging the broader community but noted that community groups and agencies will be added to the consultation plan; and

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 Trustee Blackburn expressed the view that there should be no paid advertising for the consultation.

An amendment moved in substitution by Trustee Menard, seconded by Trustee Boothby, THAT the consultation plan and timeline attached as Appendix D be approved for seeking input on the following: i. The proposed changes to the Secondary School Program Framework, as appended to P.105 CUR, Changes to Programs and Program Delivery Structures at Secondary Schools as reflected in Appendix A of Report 16-038; and ii. The content and recommendations (as summarized in Appendix D) of all Secondary School Review reports.

Trustee Menard expressed the view that the substitute motion better captures the intent of the consultation.

Trustee Boothby assumed the Chair.

Trustee Seward noted her support for the amendment. She expressed the view that including reference to the International Baccalaureate and French programs misrepresents the intention of the consultation, as all changes to the framework should be considered by the community.

Trustee Seward resumed the Chair.

A sub-amendment moved by Trustee Blackburn, seconded by Trustee Fisher, THAT the following be added as a new part iii: “the Board be provided with a report no later than June 2016.”

- Carried, friendly –

Trustee Scott noted her support for the additional sessions and including community groups, but expressed concern regarding the substitute motion as it removes reference to the first major changes that would take place as a result of the updated policy.

A sub-amendment moved by Trustee Scott, seconded by Trustee Blackburn, THAT the following be added to Part ii) “the content and recommendations as of all SSR reports, “including a possible second IB program in the west and revision of existing secondary French Immersion boundaries”.

Trustees Menard and Schwartz expressed the view that the consultation materials will clearly indicate the intent of the consultation and reference to the specific programs are not required in the motion. Director

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Adams confirmed that the consultation materials will include a summary of all the recommendations.

Trustee Scott expressed the view that finding information on the website can be difficult and noted that the reference to the first major changes is important to be included in the recommendation.

- Defeated -

- Carried -

Trustee Scott expressed the view that the scope and specifics of the consultation should be clearly communicated to the community.

Moved by Trustee Scott, seconded by Trustee Boothby, THAT the consultation plan and timeline attached as Appendix D, be approved for seeking input on the following proposed recommendations: i. The proposed changes to the Secondary School Program Framework, as appended to P.105 CUR, Changes to Programs and Program Delivery Structures at Secondary Schools as reflected in Appendix A of Report 16-038;

ii. The content and recommendations (as summarized in Memo 16-062) of all Secondary School Review reports; and

iii. The Board be provided with a report no later than June 2016. - Carried – - 95 -

MINUTES 29 March 2016

A recorded vote was held and the motion was carried on the following division: FOR: Trustees Blackburn, Boothby, (10) Braunovan, Fisher, Kavanagh, Menard, Olsen Harper, Penny, Schwartz, Scott, and Seward

AGAINST: Trustee Braunovan (1)

ABSTENTION: Nil (0) (0)

3. Approval to Maintain the Summer Learning Program

This was a non-consent item and when dealt with later in the meeting, the following discussion ensued.

Moved by Trustee Penny, seconded by Trustee Boothby, THAT the Board will continue the Summer Learning Program, which includes at a minimum, at no cost to parents/guardians: A. 17 day duration; B. Focus on lndividual Education Plan and life skill goals, as per the current program structure; C. Facilities & equipment appropriate to children with developmental and physical disabilities; D. Fully qualified Principals, Teachers, Education Assistants and other required staff; and E. Transportation to and from the learning location.

Introducing the motion, Trustee Penny noted that the OCDSB has built a strong summer learning program that should be maintained. He expressed the view that pathways for the most vulnerable students, both in population size and need, should be represented, as described in the Equity pillar of the Board’s Strategic Plan. Trustee Penny expressed the view that the motion to support the continuation of the Summer Learning Program is a concrete example of the Strategic Plan in action and encouraged his colleagues to support the motion.

In response to a question from Trustee Blackburn, CFO Carson advised that the estimated cost of the program to the OCDSB for the 2015-2016 school year is $399,000, as compared to $450,000 for the 2014-2015 school year.

Noting that she is not against the OCDSB offering the Summer Learning Program, Trustee Blackburn expressed the view that this motion should be debated at the Committee of the Whole, Budget meeting to

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ensure that all programs that affect the Board’s budget are discussed in totality rather than piecemeal.

Trustee Blackburn expressed the view that reductions in programming that affect any group of students should be balanced, with no program being immune to review or revisions. In response to a suggestion from Trustee Blackburn that field trips be limited, Director Adams confirmed that the program design, including the number of field trips, is determined by the appropriately qualified staff based on the students in the program at the time.

*** A motion to continue the meeting past 10:30 p.m. received the required two- thirds support. ***

An amendment moved by Trustee Blackburn, THAT Part A of the motion be revised to “15 days”

Having failed to receive a seconder, the amendment is defeated.

Trustee Scott expressed a similar concern to Trustee Blackburn’s that staff should have the flexibility the change the program structure, if required, and the structure of the program should not be embedded into the motion.

An amendment moved by Trustee Scott, seconded by Trustee Fisher, THAT ‘structure’ be deleted from Part B of the motion.

In response to a question from Trustee Boothby regarding how this amendment is perceived by staff, Director Adams noted that removing the word structure confirms that staff have the flexibility to operationalize the program in a way that best serves students.

An amendment moved by Trustee Scott, seconded by Trustee Fisher, THAT ‘structure’ be deleted from Part B of the motion.

- Carried -

Trustee Boothby thanked trustees for their support of the motion at the Committee of the Whole. She noted that she is encouraged to hear that staff and trustees’ intentions for the program, to maintain students’ education goals and pathways throughout the year, are well aligned.

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Moved by Trustee Penny, seconded by Trustee Boothby, THAT the Board will continue the Summer Learning Program, which includes at a minimum, at no cost to parents/guardians: A. 17 day duration; B. Focus on lndividual Education Plan and life skill goals, as per the current program; C. Facilities & equipment appropriate to children with developmental and physical disabilities; D. Fully qualified Principals, Teachers, Education Assistants and other required staff; and E. Transportation to and from the learning location.

- Carried –

A recorded vote was held and the motion was carried on the following division: FOR: Trustees Boothby, Braunovan, (10) Fisher, Kavanagh, Menard, Olsen Harper, Penny, Schwartz, Scott, and Seward

AGAINST: Trustee Blackburn (1)

ABSTENTION: Nil (0) (0)

f. Receipt of Ad Hoc Committee to Develop an Advocacy Strategy

i. Receipt of Report 2, Ad Hoc Committee to Develop an Advocacy Strategy

Moved by Trustee Braunovan, seconded by Trustee Schwartz, THAT Report 2, Ad Hoc Committee to Develop an Advocacy Strategy, dated 09 March 2016, be received.

- Carried –

In response to a comment from Trustee Blackburn, staff noted that the minutes would be updated to reflect that Trustee Schwartz participated via electronic communication.

g. Report 16-056, Appointments to the Special Education Advisory Committee

Your Committee had before it Report 16-056 to appoint the following positions for the term 29 March 2016 to 30 November 2018:  A representative for the Learning Disabilities Association of Ottawa- Carleton (LDAO-C);

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 An alternate member for LDAO-C;  A representative for the Ontario Association for Families of Children with Communication Disorders (OAFCCD); and  An alternate member for OAFCCD.

Trustee Boothby thanked the appointees for their continued dedication to the Special Education Advisory Committee.

Moved by Trustee Boothby, seconded by Trustee Braunovan, THAT the following be appointed to the Special Education Advisory Committee for a term of 29 March 2016 to 30 November 2018:  Representative for the Learning Disabilities Association of Ottawa-Carleton (LDAO-C): Michelle Campbell;  Alternate member for LDAO-C: Beth Doubt;  Representative for Ontario Association for Families of Children with Communication Disorders (OAFCCD): Ian Morris; and  Alternate member for OAFCCD: Sean Popal.

- Carried -

AGAINST: Nil (0)

ABSTENTION: Nil (0) (0)

h. Approval of OCDSB Motion OPSBA AGM Consideration, Trustee Boothby

Notice of motion having been given, Trustee Boothby moved as follows:

Moved by Trustee Boothby, seconded by Trustee Schwartz, Whereas, it is crucial to approach education in a holistic manner that is traditional of First Nations, Métis, and Inuit (FNMI) societies, comprised of the physical, the intellectual, the emotional and the spiritual growth of FNMI students;

Whereas, research shows that by increasing the number of FNMI teachers and staff in schools, FNMI students feel most “at home” and accepted, in settings that are inclusive of FNMI people and

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validate role modeling; success means improving their chances of achieving a strong GPA, thereby expanding their options of continuing onto post-secondary education;

Whereas, it is important for students to see in their learning environments a commonality of cultural and historic representation (eg. shared understandings of colonialism and its outcomes) and view of what “knowledge” is;

Whereas, students transitioning to unfamiliar learning environments will experience an increased sense of belonging and participation when their new learning environments include culturally-compatible role models;

Whereas, while there have been very modest improvements in graduation rates for FNMI students, graduation rates for FNMI students are persistently lower than non-FNMI students;

Whereas, British Columbia School District 23 received a Human Rights exemption to hire only Aboriginal persons for certain employment opportunities;

Whereas, the Canadian Human Rights Commission approved the preferential hiring of qualified people of Aboriginal heritage;

Therefore be it resolved: THAT OPSBA recommend that the Provincial Hiring Practices (Regulation 274) Committee include as priority topics of discussion an exemption allowing preferential hiring of qualified First Nations, Métis, and Inuit (FNMI) teachers.

Trustee Boothby advised that the OCDSB has the opportunity to put forth a motion to the Ontario Public School Boards’ Association (OPSBA) annual general meeting (AGM) in June. The following motion speaks to lobbying OPSBA to make a recommendation to the Provincial hiring practices committee that there be an exemption to allow preferential hiring for qualified First Nations, Métis, and Inuit (FNMI teachers.

During discussion, and in response to questions, the following points were noted:  OPSBA representatives Boothby and Penny requested trustees’ input regarding suggestions for motions in October;  A number of trustees submitted ideas. The motion above was suggested by Trustee Olsen Harper and was the option that was not dealt with in another forum at OPSBA;

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 If approved, the motion would be included as an OPSBA policy resolution on the agenda of the AGM;  Regulation 274 places restrictions on hiring practices; the intent of the motion is to bypass the regulation to create a cohort of qualified FNMI teachers;  Hiring FNMI teachers to be reflective of the community the District serves is similar to the practice of police hiring from specific demographics; and  Trustee Olsen Harper, Kavanagh, Penny, Boothby, and Seward noted their support for the motion.

Moved by Trustee Boothby, seconded by Trustee Schwartz, THAT OPSBA recommend, the Provincial Hiring Practices (Regulation 274) Committee include as priority topics of discussion an exemption allowing preferential hiring of qualified First Nations, Métis, and Inuit (FNMI) teachers. - Carried -

A recorded vote was held and the motion was carried on the following division: FOR: Trustees Boothby, Braunovan, (10) Fisher, Kavanagh, Menard, Olsen Harper, Penny, Schwartz, Scott, and Seward

AGAINST: Trustee Blackburn (1)

ABSTENTION: Nil (0) (0)

66. Board Work Plan

Chair Seward directed trustees’ attention to the Board work plan, noting that all identified items are on track to be completed this year.

In response to a question from Trustee Scott, Chair Seward noted that the session for trustee professional development will be rescheduled to ensure all trustees are available to attend.

67. New Business – Information and Inquiries

Trustee Scott advised that 09 April 2016 is bus driver appreciation day and requested that a trustee attend to represent the Board, as she is unavailable that day. Trustee Boothby advised that she would represent the OCDSB at the event.

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68. Adjournment

The meeting adjourned at 10:57 p.m.

Jennifer Adams Shirley Seward Director of Education Chair of the Board

- 102 - revised March 24, 2016 Appendix A , Board 29 March 2016

Projected Elementary Staff Projected 2016-2017 Required Subject to Staffing Chart for 2016-2017 Board by Decision Approved March, 2015-2016 Projected March 1 change Contract or

Enrolment 2015 for 15-16 October Actual 2016-2017 Legislation Enrolment (no Congregated Spec. Ed.) 46243.00 45848.00 45552.00 -296.00 Enrolment Congregated Spec. Ed. 1762.00 1671.00 1676.00 5.00 Total FTE 48005.00 47519.00 47228.00 -291.00

Basic staff Basic Total Staff 2057.00 2051.00 2015.00 -36.00 (1) 1997.00 18.00 Preparation time for basic 392.89 391.74 384.87 -6.88 384.87 Round Prep up to reduce needs requirement 14.00 14.00 14.00 0.00 (2) 14.00 Needs Allocation 17.00 17.00 17.00 0.00 (3) 17.00 2480.89 2473.74 2430.87 -42.88 ESL In school, itinerant, FRC, 0.5 OCENET funded 88.25 88.25 84.25 -4.00 84.25 88.25 88.25 84.25 Special Education System Classes 156.00 156.00 147.00 -9.00 147.00 Prep. For System Classes 29.80 29.80 28.08 -1.72 28.08 LST 112.50 112.50 112.50 0.00 112.50 LRT 128.50 128.50 124.50 -4.00 124.50 Hearing and Visual 20.30 20.30 19.30 -1.00 19.30 Learning Support Consultants 17.00 17.00 16.00 -1.00 16.00 464.10 464.10 447.38 -16.72 Inclusive, Safe and Caring Reality Check 2.00 2.00 2.00 0.00 2.00 First Place 2.00 2.00 2.00 0.00 2.00 4.00 4.00 4.00 0.00

Curriculum Services & Other (Central) BLT Consultant 1.00 1.00 1.00 0.00 1.00 Instructional Coaches 23.00 22.00 18.00 -4.00 (4) 18.00 Gr. 7 & 8 Student Success/Literacy & Numeracy 7.00 7.00 7.00 0.00 7.00 Student Work Study 2.00 2.00 2.00 0.00 2.00 Staffing Committee Resource (OCETF/OCDSB) 1.00 1.00 1.00 0.00 1.00 Health and Safety Resource (OCETF/OCDSB) 0.50 0.50 0.50 0.00 0.50 34.50 33.50 29.50 -4.00

Total Staff 3071.73 3063.59 2995.99 -67.60 2404.37 591.63

Notes: 1. Projected Basic Classroom Allocation: 2015 JK to Grade 8 classroom positions. This includes 699 Primary Grades 1-3 (18.99:1 average), 369 Kindergarten (24:1 average) less 10 Kindergarten FTE and 957 Junior/Intermediate (24.5:1 average). Kindergarten includes 1 FTE for the Inuit Children's Centre, funded from Aboriginal funding allocation. 2. 14 FTE have been estimated for rounding up. This will decrease the number of schools requiring needs to meet contractual obligations with regards to preparation time. 3. Needs are used to minimize disruption caused by surplus declaration, organizational difficulties, to assist Intermediate schools in providing some specialized programs and to address other potential implementation issues. Total of rounding up and needs is capped at 31 4. Subject to continued funding being provided.

as of March 24, 2016 Appendix B , Board 29 March 2016

Secondary Staff Staffing Chart 2016-2017 Required by Subject Contract or to Legislation Board Approved Decision March 2015 for Final Projected change 2015/2016 2016/2017 Average Daily Enrolment 2015/2016 Total Projected ADE (over and under 21) 23,394.12 23,398.74 23,369.51 -24.61

Basic staff Basic staff allocated for classrooms 1228.67 1238.67 1237.00 -1.67 1237.00 September 30 adjustment 14.00 9.50 14.00 4.50 14.00 Needs Allocation 6.00 6.00 6.00 6.00 1248.67 1254.17 1257.00 2.83 (1) Other in school staff ESL/ELD 29.33 29.17 29.17 29.17 OCENET funded 4.00 4.83 4.83 4.83 Tchr Librarians 25.00 25.00 25.00 25.00 Guidance 57.83 59.00 58.17 -0.83 (2) 58.17 Program Enhancements 23.00 22.33 22.33 22.33 Student Success 30.00 30.00 30.00 30.00 Program Overlays 18.00 12.83 -5.17 (4) 12.83 First Place 1.00 1.00 1.00 Pathways 1.00 1.00 YSB (Pfaff) 0.50 0.50 0.50 PSW (Adult) 1.00 1.00 Winning Attitudes 2.00 2.00 2.00 Safe Schools (Suspensions Program) 2.00 2.00 2.00 SHSM/Focus Programs 1.67 1.67 1.17 Small Schools 2.00 2.00 Native Studies 3.00 3.67 3.67 Urban Aboriginal 0.67 0.67 0.67 Arts/IB/Athletes co-ordinators 2.50 2.50 1.67 Adult over 21 33.67 32.33 31.33 -1.00 (5) 31.33 220.16 220.66 213.66 -7.00 Special Education LST 33.67 34.33 33.83 -0.50 (3) 31.50 2.33 System Classes/Programs 78.17 78.17 78.17 (6) 78.17 Learning Support 5.00 5.00 4.00 -1.00 (7) 4.00 116.83 117.50 116.00 -1.50 Curriculum Services & Other BLT Consultant 1.00 1.00 1.00 1.00 Instructional Coaches 15.00 17.00 15.00 -2.00 (11) 15.00 Secondary Staffing Resource 0.67 0.67 0.67 0.67 16.67 18.67 16.67 -2.00

TOTAL STAFF ALLOCATED TO DATE 1602.33 1611.00 1603.33 -7.67 1424.67 178.67

Changes due to Enrolment 1. Basic staff allocated for classrooms: 2.83 increase based on the change in projected ADE and historical increase in enrolment over the summer. The Sept. 30 adjustment and Needs positions are used to address difficult staffing issues and to avoid disruptions due to the number of small schools and small programs and to meet the 22 to 1 Ministry average class size and the collective agreement. 2. Guidance: 0.83 decrease based on a decrease in the projected ADE. 3. LST: Contractual 0.50 decrease based on a decrease in the projected ADE Other In School Positions 4. Reduction of 5.17 FTE school based overlay positions 5. Over 21 Adult - adjust staffing from 29:1 to 30:1

Special Education 3. 0.33 reduction in LSTs (noncontractual) 6. No net changes to system classes - reduction of 1.33 FTE LD, increase of 1.33 FTE 7. Reduction of 1.0 FTE LSC

Curriculum Services & Other 8. Reduction of 2.0 FTE Instructional Coaches as of March 24, 2016 Appendix C, Board 29 March 2016

Secondary Administration In School Staffing Chart 2016-17 change In Schools Actual 2015-2016 Projected 2016-2017 Principals 27 27 0.00 Vice Principals 49.83 47.83 -2.00 Total in school allocation 76.83 74.83 -2.00

Elementary Administration In School Staffing Chart 2016-17 change In Schools Actual 2015-2016 Projected 2016-2017 Principals 115 118 3.00 Vice-Principals 47.00 46.00 -1.00 New Schools 1 -1.00 Total in school allocation 163.00 164.00 1.00

Central Administration Staffing 2016-2017 Central Actual 2015-2016 Projected 2016-2017 Principals 7 6 -1.00 Vice-Principals 2 2 0.00 9 8 -1.00

Total Administration 248.83 246.83 -2.00

Notes: Three new elementary schools

Secondary P. Curriculum Services -Student Success P. Curriculum Services -Secondary Program P. Continuing Education V. P. Special Education

Elementary P. Learning Support Services P. Curriculum Services -Elementary Program P. Curriculum Services -School Effectiveness V.P. B< Appendix “B”

CONSULTATION PLAN APPENDIX D BOARD 29 MARCH 2016 (REFERENCES: POLICY P.110.GOV AND PROCEDURE PR.644.GOV)

DATE: 22 March, 2016 PROJECT: Secondary School Program Review: Summary of Recommendations (Project name, Letter of Transmittal, etc.)

CONTACT / PROJECT LEAD Neil Yorke-Slader, Superintendent of Instruction, Ext. 8821 (Name, telephone, email):

WHAT?

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

The goals of the consultation plan are: a. to engage stakeholders in building their understanding about the Secondary School Review process and why it came about (why was the work done?); b. to participate in a dialogue about how the proposed new Secondary School Framework improves student learning opportunities; c. to explain how the proposed recommendations support the vision of secondary schools of the future (how do the recommendations support planning for change); d. to elicit feedback on the establishment of a second International Baccalaureate site in the District; and e. to build relationships with our secondary school communities.

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? __x__ To share information and awareness about a subject/recommendations/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 is intended to share information about the Secondary School Review process and its resulting recommendations for changes to the Secondary School Program Framework. This framework provides a structural model for the planning of secondary programming in the District. The proposed recommendations address strengthening the equity of access and opportunity for learners, increasing the personalization of learning and enhancing instructional practices in secondary schools.

OCDSB Form 644: Consultation Plan (April 2009) Appendix “B”

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

WHO?

4. WHO WILL BE CONSULTED? (Key stakeholders) (Check all that apply) OCDSB Community Internal to OCDSB External / Other (please identify) ___x__ Students (student senate and student council presidents) ___x__ Trustees _____ Agencies/associations ______x__ Parents/guardians ___x__ Superintendents __x___ Community groups __Assocations______x__ School council(s) ___x__ Principals and/or Vice-principals __x___ General Public ______x__ Ottawa Carleton Assembly of School Councils _____ Managers _____ Other governments ______x__ Advisory committees (Specify below) ___x__ District staff _____ Other ______x__ Special Education Advisory Committee, etc ___x__ Federations ___x__ Other ACE, ASAC, ACA _____ Other ______Please describe or expand on who will be consulted and any partners in the consultation: Student voice and The Ottawa Carleton Assembly of School Councils Secondary Committee and secondary school councils will be critical partners in engaged dialogue concerning the proposed changes to the Framework and how it will provide the foundation of exemplary secondary program planning of the future. The consultation will also involve groupings of parents/community who wish to engage in a dialogue about the upcoming implementation phase of the proposed recommendations.

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.)

Consultation with a wide number of groups/individuals has taken place in the development of the working groups’ Final Reports. This includes students, teachers, parents, principals, staff from neighboring Districts and community partners. Individual Final Reports from each working group have been available for discussion throughout the school year.

HOW?

6. HOW WILL STAKEHOLDERS BE MADE AWARE OF THIS CONSULTATION PROCESS? (Check all that apply)

____ Media advertisement (print and/or radio) ______School newsletter __x__ Letter distribution ____x__ Website (schools and/or OCDSB sites) __x_ School council(s) (newsletter) ___x___ Other Social Media __x__ Ottawa Carleton Assembly of School Councils Three discussion sessions will be held; two will be scheduled for the public as plenary sessions and one will be held as an electronic session. They will be done by public notice and registration to attend. For those who are unable to attend one of the sessions, the opportunities for feedback via the website will be established. Staff presentations for all advisory committees will be done during regularly scheduled meetings. Special meetings with principals and lead teachers will also be scheduled. Descriptions of the proposed changes (and all of the backup reports) will be available on the website and will be embedded in the School Council newsletter.

7. HOW WILL THE CONSULTATION BE CARRIED OUT? (Check all that apply)

__x__ Focus groups ___x___ Ottawa Carleton Assembly of School Councils ____ Interviews ___x__ Public meetings __x__ Mail-out or email circulation ______Survey / questionnaire ____ Open houses / workshops / cafes ___x__ Web-based notice / Web-based comments __x__ School council(s) ___x___ Other , Social Media Please describe:

OCDSB Form 644: Consultation Plan (April 2009) Appendix “B”

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

WHEN?

8. PROJECT PLAN FOR CONSULTATION (KEY ACTIVITIES AND COMMUNICATIONS)1:

i.e. Identify plan approval dates; Timelines for awareness of consultation; Specific consultation initiatives; Timelines for analysis; Date for Committee/Board deliberation; Evaluation of consultation TARGETTED DATE FOR FINAL DECISION: 24 May, 2016

PROJECTED NOTES** DATE(S) ACTIVITY/MILESTONE 11 Feb. 2016 Secondary OCASC mtg. Staff presentation: Recommendations and \Impact Statements (information session on SSR process and consultation dialogue) 22, March, 2016 COW Approval of Consultation Plan (consolidation of changes to Framework)

30 March, 2016 Elementary and Secondary Principal Awareness Session Director, Senior staff

30 March, 2016- Consultation Period 17 May, 2016 12 April, 2016 Secondary Review Discussion Forum#1 Gloucester High School 7:00 – 9:00 p.m. Staff presentation and interactive discussion groups.

13 April, 2016 Secondary Review Discussion Forum #2 Confederation High School 7:00 – 9:00 p.m. Staff presentation and interactive question and answer period

13 April, 2016 Parent Involvement Committee (PIC) meeting Staff presentation: Recommendations and \Impact Statements 14 April, 2016 Secondary OCASC mtg. Staff presentation: Recommendations and Impact Statements 18 April, 2016 Alternative Schools Advisory Committee Staff presentation: Recommendations and Impact Statements 21 April, 2016 OCASC Staff presentation: Recommendations and Impact Statements 25 April, 2016 Advisory Committee on the Arts Staff presentation: Recommendations and Impact Statements 27 April, 2016 SEAC meeting Staff presentation: Recommendations and Impact Statements 27 April, 2016 Secondary Review Discussion Forum #3 Hillcrest High School 7:00 – 9:00 p.m. Staff presentation: Recommendations and Impact Statements 28 April, 2016 Secondary Review Discussion Forum Google Hangout Staff presentation and interactive discussion groups. 28 April, 2016 Advisory Committee on Equity Staff presentation: Recommendations and Impact Statements

05 May, 2016 Student Summit Meeting (Joint Student Senate and Student Council Presidents’ mtg). Staff presentation: Recommendations and \Impact Statements 05 May, 2016 Secondary Review Discussion Forum #4 AYJackson Secondary School 7:00 – 9:00 p.m. Staff presentation and interactive question and answer period 11 May, 2016 Parent Involvement Committee (PIC) meeting Staff presentation: Recommendations and \Impact Statements 07 June, 2016 Committee of the Whole report on consultation and final staff recommendations

OCDSB Form 644: Consultation Plan (April 2009) Appendix “B”

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

**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 ____x____ School / principal communications / newsletter ___x_ Letter distribution ____x____ 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): To managed within operational 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.)

Level of satisfaction articulated from participants as it relates to the issues. Engagement in subject material of presentations.

OCDSB Form 644: Consultation Plan (April 2009)