Agenda
Board Meeting – Public Session
Anna DeBartolo Chair Tuesday, February 3, 2015 (Vaughan) Board Room – 7:30 p.m. Pages Nancy Elgie Vice-Chair 1. Roll Call (Georgina) 2. Approval of Agenda Peter
Adams-Luchowski
(Aurora & King) 3. Declaration of Conflict of Interest
Linda Aversa 4. Report from the Board Meeting – Private Session, (Vaughan) February 3, 2015
Loralea Carruthers 5. Student Trustee Report – Harii Mahesh and Daniel Roytman (East Gwillimbury & Whitchurch-Stouffville) 6. Director’s Information Report
Carol Chan 7. APPLAUSE! 1-2 (Richmond Hill)
Susan Geller 8. Ontario Public School Boards’ Association Report (Markham and Vaughan) 9. Special Announcements Harii Mahesh (Student Trustee) 10. Approval of Minutes of the December 9, 2014 Board 3-25 Meeting and January 20, 2015 Special Board Meeting Corrie McBain (Richmond Hill) 11. Routine (*) and Non-Routine Presentation of Minutes and Reports of Board Committees: Juanita Nathan (Markham) (a) Joint Board Consortium Minutes 26-31 Billy Pang Wednesday, December 10, 2014 (*) (Markham) (b) Policy and By-Law Committee Minutes 32-91 Daniel Roytman Thursday, January 8, 2015 (*) (Student Trustee) (c) Special Property Management Committee Minutes, 92-93
Allan Tam Tuesday, January 20, 2015 (*) (Markham)
Martin Van Beek (Newmarket)
60 Wellington Street West, Box 40, Aurora Ontario L4G 3H2 (905) 727-3141 (905) 895-7216 (905) 722-3201 (416) 969-8131 Fax: (905) 727-1931 www.yrdsb.ca
A g e n d a York Region District School Board Pages Page 2
(d) Property Management Committee Minutes, 94-121 Tuesday, January 20, 2015 (*)
(e) Board Standing Committee Minutes 122-129 Tuesday, January 20, 2015 (*)
(f) Chair’s Committee Minutes, 130-142 Monday, January 26, 2015 Non-Routine Recommendation #5
12. Routine (*) Acceptance of Advisory Committee Minutes and Non-Routine Recommendations Requiring Board Approval:
(a) Special Education Advisory Committee Minutes, 143-147 Thursday, December 4, 2014 (*)
(b) Special Education Advisory Committee Minutes, 148-156 Thursday, January 8, 2015 (*)
(c) Parent, Family and Community Engagement Advisory 157-163 Committee Minutes, Tuesday, January 13, 2015(*)
(d) Equity and Inclusivity Advisory Committee Minutes, 164-171 Thursday, January 15, 2015 (*)
13. 2014-2015 Revised Estimates 172-180 Coordinating Superintendent, Business and Chief Financial Officer W. Muirhead-Toporek
14. Confirmation of Operational By-Law Changes 181-216 (Notice of Motion given at the December 9, 2014 Board Meeting)
15. Notice of Motion to Further Amend Operational 217-218 By-Law
16. Meetings and Events (*) 219-220
17. Adjournment
PLEASE NOTE NEW START TIME OF 7:30 P.M. Applause! February 2015
Applause! is the monthly recognition of significant achievements and contributions by staff, students and community partners at a York Region District School Board Public Board Meeting.
Recognition of achievements is based on alignment with the organizational goals outlined by the Trustees’ Multi-Year Plan in combination with the criteria set out in Staff Awards and Student Awards policies.
City of Markham Recognizes Student Entrepreneurs
In partnership with the Ontario Government, the City of Markham and other business sponsors, the Markham Small Business Centre administers the Markham Business Plan Competition. The competition is open to all high school, college or university students in Markham. The program encourages students to develop a business concept, undertake research to determine feasibility and write a business plan to document their work and plans.
There are two categories of awards: the BDO Award for Excellence and the Seneca Award for Innovation. A panel of judges evaluates the business plans to determine the winners.
This year, there were seven YRDSB student winners:
Student School Business Concept Mahathi Mundluru Markham District High Jewelry DIY Workshop School Program for people to learn to make their own jewelry Eddie Wang Unionville High School Verseux Apparel *winner in two Retailer of men's suits and shirts made to the categories individual measurements of the customer
Gordon Sun Markham District High Food View School Mobile application that allows diners to view restaurant menus before even entering the restaurant, with social media aspects to share their reviews and opinions Bradley Au Markham District High BAM! Advertising School Creative advertising and marketing agency, and graphic design services for small businesses Arshaan Bhimani Markham District High MakeItBetter Internet Marketing School Internet marketing, web design and search engine optimization services Sana Patel Middlefield Designer and retailer of a line of women’s Collegiate Institute dresses Apivarman Sriruban Bur Oak Secondary Clean Cut Lawn Care Services School Lawn care service
The students were presented with cash prizes at a presentation attended by the Mayor of Markham as well as the Markham-Unionville M.P. and M.P.P..
Applause! February 2015
International Festival of Authors (IFOA) and Open Book: Ontario Writing Contest
Open to students in grades five to 12 across the province, the IFOA and Open Book: Ontario contest invited students to write a story in 500 words or less, using the story-starter provided for their age group by one of four acclaimed Canadian authors – Martha Baillie, Kathryn Kuitenbrouwer, John McFetridge or Elyse Friedman.
Aurora High School student Alexandra Sweny’s story was chosen out of 30 submissions in the Grade 11 to12 category as the winner. All entries were narrowed down by the IFOA team, then chosen by Open Book: Ontario. Winners were chosen based on creativity, ability to stay within the word count, style and overall quality of the piece. One winner was chosen from each age group for a total of four, who each received a cash prize courtesy of IFOA and the opportunity to have their work published online at Open Book: Ontario.
When asked about Alexandra, her teachers had the following to say:
“Alexandra is an excellent writer. Her academic writing is superior and she often earns perfect grades for her assignments. She has also contributed as a free-lancer to local newspapers.” - English teacher, Ian Lindsey
“Alexandra is simply “the best”. Everything she does is exemplary. Her interpretation of text, use of vocabulary, ability to write analytically as well as creatively is incredible. She is a great pleasure to teach.” - Studies in Literature teacher, David Campoli
Alexandra has also won prizes for her short fiction from the Canadian Federation for University Women and Young Writers of Canada.
To learn more about the contest and read Alexandra’s piece please visit the Open Book website.
YORK REGION DISTRICT SCHOOL BOARD BOARD MEETING MINUTES - PUBLIC SESSION DECEMBER 9, 2014
The Board Meeting - Public Session of the York Region District School Board was held in the Board Room of the Education Centre, Aurora at 8:00 p.m. on Tuesday, December 9, 2014 with Chair A. DeBartolo presiding and the following members present; Trustees P. Adams-Luchowski, L. Aversa, L. Carruthers, N. Elgie, S. Geller, C. McBain, J. Nathan, B. Pang, A. Tam and M. Van Beek.
Also in attendance: Student Trustees H. Mahesh and D. Roytman
Regrets: Trustee C. Chan
APPROVAL OF AGENDA
Board Chair A. DeBartolo noted a revision to agenda item #15, Notice of Motion to Amend Operational By-Law, page 262 of the Board agenda.
(*)1. Moved by M. Van Beek, seconded by N. Elgie:
That the agenda be approved with the correction to the Board By-Laws on page 262.
- Carried -
DECLARATION OF CONFLICT OF INTEREST
Chair A. DeBartolo asked any trustee who has a direct personal interest or direct or indirect pecuniary interest in any matter being discussed by the Board to state their conflict and the nature thereof.
RISE AND REPORT – DECEMBER 9, 2014 BOARD MEETING – PRIVATE SESSION
(*)2. Moved by N. Elgie, seconded by L. Aversa:
1) That the York Region District School Board receive for information and approve the recommendations contained in the minutes of the November 27, 2014 Audit Committee Meeting.
BOARD MEETING MINUTES – PUBLIC SESSION PAGE 2 December 9, 2014 ______
2) That the York Region District School Board approve the recommendations in the Human Resource Services staff report.
3) That the York Region District School Board receive the Student Discipline and Suspension Reports for information.
4) That the York Region District School Board approve the recommendations regarding a procurement matter as outlined in the staff report.
5) That the York Region District School Board approve the school administrator appointments and transfers as outlined in the staff report.
6) That the York Region District School Board receive the negotiations update for information.
- Carried -
STUDENT TRUSTEE REPORT
At this time, Student Trustees H. Mahesh and D. Roytman made the following remarks.
“Madame Chair, Mr. Director, Trustees, Staff, Ladies and Gentlemen.
As student trustees, we represent students by voicing their opinions so that they can be heard on a Board level. Thus far, Daniel and I have attended many conferences and events and have listened to what students have to say. Tonight we are excited to share our progress so far.
As an organization, the York Region President’s Council (YRPC) has been excelling and thriving. A general assembly meeting was recently hosted, which sparked discussions about how to improve the school learning environment and how school communities can better impact students. Passionate students from across York Region provided valuable feedback and unique perspectives. Each school and municipality had different opinions and the findings were incredibly diverse. It was a great opportunity to listen to students having discussions about education.
In addition, the YRPC recently hosted a Presidents’ Senate Meeting. Many student council presidents and vice-presidents attended to share experiences and collectively brainstorm ways to improve students’ school lives. The group also began the process of developing the Presidents’ Senate’s annual goal which draws on the passion and capabilities of student participants in order to achieve a greater cause. The specifics have not yet been established, but the group is looking into opportunities to collaborate with external charities and implementing monthly themes at schools.
BOARD MEETING MINUTES – PUBLIC SESSION PAGE 3 December 9, 2014 ______
On a provincial level, the Ontario Student Trustees’ Association (OSTA) issued a press release on student involvement in contract negotiations. This release has received great exposure and the association is determined to have enhanced student voice in decision making that directly impacts students. OSTA is also campaigning to inspire youth to be activists in their communities. Daniel and I will continue to update the Board about the progression of the Public Board Council.
From November 19 to 21, 2014, Harii and I had the privilege of participating in the York Region District School Board’s Quest Conference. Over the course of three days, along with international leaders, the York Region District School Board spearheaded the quest for better education. Through panel discussions, breakout sessions and keynote speakers, attendees were given the opportunity to broaden their horizons. They were exposed to new perspectives, strong opinions and had the opportunity to give input and ask valuable questions.
This year’s conference was an incredible experience. Various speakers and educators presented and it was an honour to be able to provide opinions on how we can help shape public education. I was fortunate enough to speak on the Equity panel, along with experienced educator and researcher Allan Luke, Coordinating Superintendent, Equity and Community Services Cecil Roach and other distinguished guests. We gained insight on various topics, including equity in the aboriginal community, student voice and engagement and teaching methods.
As well, Daniel and I attended the Quest dinner where there was a presentation from Lieutenant General Roméo Dallaire. We formally announced that the York Region District School Board has named a new school in the west Romeo Dallaire Public School in recognition of his years of service to the Country. Lieutenant General Dallaire made a presentation on the stigmas surrounding war and poverty and spoke about his experiences in Rwanda. He inspired each and every one of us and personally taught me to be grateful and thankful for each day.
I also had the privilege of participating in a panel discussion led by Boston College professor Dennis Shirley, which gave me the opportunity to share the student perspective on innovation and where it should be focused. Through this panel discussion, it was emphasized that innovation is not limited to technology, rather it can be experimental learning, a new way of teaching, or ways in which students cope with stress. We discussed the importance of not being held back by tradition, but at the same time, recognizing the value of tradition and the significance of always considering “what is best for students?”
BOARD MEETING MINUTES – PUBLIC SESSION PAGE 4 December 9, 2014 ______
It is Daniel’s and my pleasure to welcome the 2014-2018 Board of Trustees to their first official regular Board Meeting and wish them the best of luck on their new endeavour. We are very excited to be working with you.
Overall, the month of November was an astounding one and as the third month of our term officially comes to a close, Daniel and I are determined to continue the growth and betterment of education.
To conclude, I would like to quote from Henry Ford. “Coming together is a beginning; keeping together is progress; working together is success.”
Director of Education J. Parappally and Chair A. DeBartolo thanked Student Trustees H. Mahesh and D. Roytman for their remarks.
RECOGNITION OF TRUSTEES JOEL HERTZ AND ADA YEUNG
Trustee Ada Yeung
At this time, Chair A. DeBartolo stated that Trustee A. Yeung was unable to attend tonight’s meeting. She recognized her service to the Board by reading the following remarks.
“Trustee Ada Yeung served as Trustee from 2010 to 2014. During this time, she worked diligently to advance public education in York Region.
Trustee Yeung brought an enormous amount of enthusiasm to her role and during her term served on many committees, including the Policy and By-Law Committee, Audit Committee, Property Management Committee, Chair’s Committee, Negotiations Advisory Committee and Trustee Code of Conduct Committee. She also served on the Markham Theatre Board.”
Trustee Joel Hertz
At this time, Chair A. DeBartolo read the following remarks.
“It is my pleasure tonight to recognize Trustee Joel Hertz and to present him with a painting as a token of our gratitude for his years of service and the many contributions he has made to public education in York Region.
Trustee Hertz has served the communities of York Region diligently as a trustee for nine years, most recently demonstrating his leadership skills as Vice-Chair of the Board.
BOARD MEETING MINUTES – PUBLIC SESSION PAGE 5 December 9, 2014 ______
His commitment to the work of the Board is evident in the numerous committees on which he has served over the years, including the Student Discipline Committee, Policy and By-Law Committee, Chair’s Committee, Race Relations Advisory Committee and Supervised Alternative Learning Committee. He also served as an Ontario Public School Boards’ Association Board of Directors’ Member and was a member of the Vaughan School Board Liaison Committee.
On behalf of the Board of Trustees, thank you for your work in advancing student achievement and well-being in York Region.”
Director of Education J. Parappally thanked Trustee J. Hertz for his service and dedication to the Board as follows.
“On behalf of the staff members of the York Region District School Board, I am very pleased to have this opportunity to recognize the dedication, hard work and insight of Trustee Hertz, the out-going Vice-Chair of the Board.
The York Region District School Board is one of the highest performing school boards in the Province and is recognized as a world leader in education. Our successes are a result of the people we have working at the Board and the contributions made by our trustees cannot be overestimated. They set vision and policy, engage families and work directly with the communities that we support.
Thank you, Joel, for your years of public service, your strategic guidance and your evident commitment to the achievement and well-being of students. We will continue to value the lasting contributions that you have made to our schools, families, Board and communities.”
Trustee Hertz expressed his appreciation and thanks to colleagues and staff members.
DIRECTOR’S INFORMATION REPORT
Director of Education J. Parappally welcomed B. Sandiford, Principal of Bogart Public School, who attended the meeting to represent the York Region Principals’ Council.
He noted that the week of November 17, 2014 was designated by the Government of Ontario as Bullying Awareness and Prevention Week. Schools across York Region focused their efforts on cyberbullying. As part of this focus, the Board worked collaboratively with York Regional Police and the York Catholic District School Board to develop resources to support school-wide cyberbullying awareness initiatives.
BOARD MEETING MINUTES – PUBLIC SESSION PAGE 6 December 9, 2014 ______
Director Parappally also stated that this year’s Quest conference was well-attended with approximately 1,000 educators from across Ontario, Canada and internationally participating. The conference theme was Inspiring Learning: Mobilizing Sustainable Improvement and featured numerous engaging guest speakers. Many students attended and shared their thoughts on Twitter and other mediums and presentations.
APPLAUSE!
Director J. Parappally made the following remarks.
“The Government of Canada History Awards
Would the Government of Canada History Awards recipients please come forward.
The Government of Canada History Awards honour outstanding students and teachers who show an interest in celebrating Canadian history. The awards are presented by the Government of Canada and Canada’s National History Society.
The national essay contest is open to students who are enrolled in a Canadian high school as a full-time grade ten or 11 student. Essays are required to be between 800 and 1,200 words in length and are expected to be historical in nature. A panel of judges evaluate the essays based on evidence of research, analysis and critical thinking.
This year there were 75 recipients chosen from across Canada. Five of the recipients are from the York Region District School Board.
Four of those recipients are from Markville Secondary School. They are Alexandra Sterjovski, whose essay topic was The Catalyst of Human Rights; Adil Rehman, whose topic was Rights in Canada; Germination to Fruition; Nikita Zurowski wrote on The War of 1812: Canada's True Birth and Carmen Li who wrote about The "True" Origin of Canada.
There was one recipient from Huron Heights Secondary School, Sam Routley whose essay was called Birth in Gunfire: Vimy and the Birth of Canada.
Each student was awarded a cash prize of $1,000.
Congratulations to all of you.
The students are joined by Principal Steve Bewcyk and History teachers, Adrienne Chong and Mark Melnyk.
BOARD MEETING MINUTES – PUBLIC SESSION PAGE 7 December 9, 2014 ______
Teachers of English as a Second Language (TESL) Association of Ontario Award Winners
Would Susan Richarz and Svetlana Lupasco please come forward.
Susan and Svetlana both teach English as a Second Language. They are the recipients of Teachers of English as a Second Language (TESL) Ontario awards. Susan, who teaches at Uplands Community Centre, has been awarded the Sparks of Excellence Recognition Award for “providing outstanding educational experiences to students and demonstrating exceptional leadership/mentoring expertise towards colleagues and student teachers in a manner that goes above and beyond the day to day duties of the job.”
Susan’s passion for ESL teaching began when she was a volunteer 20 years ago. She helps her students integrate into Canadian society by arranging theatre and museum excursions as well as inviting visiting speakers to her class. Collaboration with colleagues and supporting new teachers are important to Susan’s teaching practice.
Occasional teacher Svetlana Lupasco, is a runner-up winner in the ESL Creativity Contest. She was recognized for her blog Teach2LearnESL. Svetlana started her blog as a way to connect with other colleagues who were looking for a way to improve their teaching practices.
Svetlana writes a blog about the importance of building confidence, blended learning, learning with technology, language skills and grammar. Both Susan and Svetlana were honoured at TESL Ontario’s 42nd Annual Conference in Toronto.
Joining Susan and Svetlana tonight is Principal Susie Nunes.
Congratulations to you both.
North Star
Would Anthony Belo and Karen O’Meara please come forward.
Anthony is December’s North Star. He teaches at Richmond Green Secondary School where he was nominated by his colleague Karen O’Meara. I will now read Karen’s submission on her behalf.
“Anthony continually supports staff in their quest for a healthy lifestyle. As a former Physical Education teacher, he offers his spare time during lunch to help both staff and students learn weight training in the fitness room. He motivates staff members to get active by providing work-out training advice during Professional Activity Day break-out sessions and daily sessions at lunch. He provides a number of staff members with nutritional advice and is always willing to share his famous organic home cooking at BOARD MEETING MINUTES – PUBLIC SESSION PAGE 8 December 9, 2014 ______lunch. If Anthony hears that you do not have a lunch, somehow delicious food items appear on your desk.
Anthony is energetic, enthusiastic and extremely charismatic. He is always smiling and makes those around him feel positive about their day. He always has an inspiring quote, story or anecdote that leaves you with a life lesson or an "aha" moment and he truly brightens your day.
He is an exceptional teacher, leader, mentor and friend to all. There is no doubt that he truly deserves this award.”
Director Parappally and Chair DeBartolo congratulated all recipients and thanked them for their contributions.
ONTARIO PUBLIC SCHOOL BOARDS’ ASSOCIATION REPORT
Trustee L. Carruthers advised that she attended the Ontario Public School Boards’ Association’s (OPSBA) Board of Directors’ Meeting on November 29 to 30, 2014. Discussion topics included media relations, the OPSBA municipal election website and legislative updates. Future meetings include the Public Education Symposium taking place January 29 to 31, 2015.
(*)3. Moved by N. Elgie, seconded by C. McBain:
That the Ontario Public School Boards’ Association Report be received for information.
- Carried -
APPROVAL OF MINUTES
(*)4. Moved by M. Van Beek, seconded by P. Adams-Luchowski:
That the minutes of the November 4, 2014 Board Meeting and December 1, 2014 Inaugural Board Meeting be approved.
- Carried -
BOARD MEETING MINUTES – PUBLIC SESSION PAGE 9 December 9, 2014 ______
ROUTINE RECOMMENDATIONS
(*)5. Moved by P. Adams-Luchowski, seconded by A. Tam:
That the Board adopt the following routine recommendations (*) in accordance with Board procedure.
JOINT BOARD CONSORTIUM MINUTES, OCTOBER 22, 2014
1) That the agenda be approved as presented.
POLICY AND BY-LAW COMMITTEE MINUTES, NOVEMBER 11, 2014
1) Policy #680.0, Student Transportation
That the Policy and By-Law Committee receive for information research on non-transportation zones for transportation consortia and costs associated with adjusting non-transportation zones in the York Region District School Board.
2) Policy #408.0, Appointments of Architects
That in accordance with Board Policy #285.0, Board Policies, Procedures and Supporting Documents, Board Policy #408.0, Appointment of Architects be forwarded to the December 9, 2014 Board Meeting for final approval.
3) Policy #250.0, Violence Prevention and Intervention
That in accordance with Board Policy #285.0, Board Policies, Procedures and Supporting Documents, Working Document Policy #250.0, Violence Prevention and Intervention be circulated to the system for comment for six school months.
4) Policy #445.0, School Names
That in accordance with Board Policy #285.0, Board Policies, Procedures and Supporting Documents, Working Document Policy #445.0, School Names be revised and scheduled for additional consideration at the January 6, 2015 Policy and By-Law Committee Meeting.
BOARD MEETING MINUTES – PUBLIC SESSION PAGE 10 December 9, 2014 ______
5) Policy #536.0, Performance Appraisal Process
That in accordance with Board Policy #285.0, Board Policies, Procedures and Supporting Documents, Policy #536.0, Performance Appraisal Process be forwarded to the December 9, 2014 Board Meeting for final approval.
6) Policy #220.0, Trustee Services
That in accordance with Board Policy #285.0, Board Policies, Procedures and Supporting Documents, Working Document Policy #220.0, Trustee Services, as amended, continue to be circulated to the system for comment until February 2015.
7) Policy #221.0, Student Trustees
That in accordance with Board Policy #285.0, Board Policies, Procedures and Supporting Documents, Policy #221.0, Student Trustees, as amended, be circulated to the system for comment for six school months.
8) Program Accommodations for Faith Purposes Guideline
That the Policy and By-Law Committee receive the Program Accommodations for Faith Purposes Guideline for information.
9) Parent, Family and Community Engagement Advisory Committee and Equity and Inclusivity Advisory Committee Operational By-Laws
That the Policy and By-Law Committee receive the Parent, Family and Community Engagement Advisory Committee and Equity and Inclusivity Committee Operational By-Laws discussion for information.
AUDIT COMMITTEE MINUTES, NOVEMBER 27, 2014
1) Approval of Agenda
That the agenda be approved as written.
2) Rise and Report – November 27, 2014 – Private Session
1. That the Audit Committee receive for information and approve revisions to the Audit Plan.
BOARD MEETING MINUTES – PUBLIC SESSION PAGE 11 December 9, 2014 ______
2. That the Audit Committee receive the Audited Financial Statements for the year ended August 31, 2014, for information and recommend that they be forwarded to the December 9, 2014 Public Board Meeting for approval.
3. That the Audit Committee authorized revisions to the reporting process for Internally Restricted Reserves.
4. That the Audit Committee received the Regional Internal Audit Team Status Update for information.
CHAIR’S COMMITTEE MINUTES, DECEMBER 2, 2014
1) Construction Projects Review
That the York Region District School Board receive the staff report Construction Projects Review.
2) Appointment of Community Members to the Equity and Inclusivity Advisory Committee for 2014-2018
That the York Region District School Board approve the appointment of the following Community Members at large on the Equity and Inclusivity Advisory Committee for the term ending November 30, 2018.
Karlos Cabrera Kristine Carbis Donna Cardoza Saadia Mahdi Judy Michel Alick Siu Vidya Shah Haran Vijayanathan Cathy Tustin Lindsay Watson
BOARD MEETING MINUTES – PUBLIC SESSION PAGE 12 December 9, 2014 ______
3) Appointment of Community Representatives and Student Representatives to the Equity and Inclusivity Advisory Committee for 2014-2018
That the York Region District School Board receive for information the list of Community Representatives and Student Representatives on the Equity and Inclusivity Advisory Committee for the term ending November 30, 2018.
Michael Bowe, York Region Children’s Aid Society Janice Chu, United Way York Region Jason Hastings, The Regional Municipality of York Ricky Veerappan, York Regional Police Megan Afshar, York Region Presidents’ Council President Hannah Bender, Student at Large, Westmount Collegiate Institute
4) Appointment of Local Association Members and Alternate Members to the Special Education Advisory Committee for 2014-2018
In accordance with Sections 2(1) (f) and 5 of Regulation of 464/97 of the Education Act, that the York Region District School Board appoint the following individuals as a representative or alternate representative to the Special Education Advisory Committee for the four-year term December 1, 2014 to November 30, 2018.
Dr. Robert MacAlpine Association for Bright Representative Children of Ontario York Region North Flora MacDonald Association for Bright Representative Children of Ontario York Region South Micole Ongman Autism Ontario – York Representative Region Chapter Kelsie Vink Autism Ontario – York Alternate Region Chapter Mardi Taylor The Canadian National Representative Institution for the Blind Anchel Krishna Children’s Treatment Representative Network Iain Donnell Community Living Georgina Representative Roy O’Leary Community Living Georgina Alternate Josie DeMartino Community Living Representative Newmarket/Aurora District Debbie Rose Community Living Alternate Newmarket/Aurora District
BOARD MEETING MINUTES – PUBLIC SESSION PAGE 13 December 9, 2014 ______
Sadia Shaukat Community Living York Representative South Ellen Chan Community Living York Alternate South Kevin Stewart Down Syndrome Representative Association of York Region Susan Wu Down Syndrome Alternate Association of York Region Melanie Tsironikos Early Intervention Services Representative of York Region Stacey Hodgson Early Intervention Services Alternate of York Region Sherry Caldwell Easter Seals Ontario Representative Joanne Weltman Easter Seals Ontario Alternate Sally Facchini Learning Disabilities Representative Association – York Region North Denise Harding Learning Disabilities Alternate Association – York Region North Lynn Ziraldo Learning Disabilities Representative Association – York Region Nina Safary Learning Disabilities Alternate Association – York Region Carolyn Viney VOICE for Hearing Impaired Representative Children Marilyn Graham York Support Services Representative Network Heather Langford York Support Services Alternate Network
5) Agenda for Board Meeting – Public Session Tuesday, December 9, 2014
That the agenda for the December 9, 2014 Board Meeting – Public Session be approved.
6) Agenda for Special Board Meeting – Public Session Tuesday, January 20, 2015
That the agenda for the January 20, 2015 Special Board Meeting – Public Session be approved.
- Carried - BOARD MEETING MINUTES – PUBLIC SESSION PAGE 14 December 9, 2014 ______
NON-ROUTINE RECOMMENDATION #1, POLICY AND BY-LAW COMMITTEE MINUTES, NOVEMBER 11, 2014 REGARDING APPROVAL OF AGENDA
(*)6. Moved by L. Carruthers, seconded by J. Nathan:
That the agenda be approved as written.
- Carried -
NON-ROUTINE RECOMMENDATION #2, POLICY AND BY-LAW COMMITTEE MINUTES, NOVEMBER 11, 2014 REGARDING RECEIPT OF MINUTES OF PREVIOUS MEETING
(*)7. Moved by L. Carruthers, seconded by J. Nathan:
That the minutes of the October 14, 2014 Policy and By-Law Committee Meeting be received for information.
- Carried -
NON-ROUTINE RECOMMENDATION #4, CHAIR’S COMMITTEE MINUTES, DECEMBER 2, 2014, REGARDING TRUSTEE APPOINTMENTS TO BOARD COMMITTEES 2015
(*)8. Moved by L. Carruthers, seconded by A. Tam:
That the York Region District School Board approve the Trustee Appointments to Board Committees for the year 2015.
- Carried -
NON-ROUTINE RECOMMENDATION #5, CHAIR’S COMMITTEE MINUTES, DECEMBER 2, 2014, REGARDING TRUSTEE APPOINTMENTS TO OPTIONAL COMMITTEES 2015
(*)9. Moved by L. Carruthers, seconded by A. Tam:
That the York Region District School Board approve the Trustee Appointments to Optional Committees for the year 2015.
- Carried -
BOARD MEETING MINUTES – PUBLIC SESSION PAGE 15 December 9, 2014 ______
NON-ROUTINE RECOMMENDATION #6, CHAIR’S COMMITTEE MINUTES, DECEMBER 2, 2014, REGARDING BOARD MEETING SEATING ARRANGEMENT 2015
(*)10. Moved by L. Carruthers, seconded by A. Tam:
That the York Region District School Board approve the Board Meeting Seating Arrangement for the year 2015.
- Carried -
NON-ROUTINE RECOMMENDATION #7, CHAIR’S COMMITTEE MINUTES, DECEMBER 2, 2014, REGARDING TRUSTEE ATTENDANCE AT BOARD AND OPTIONAL COMMITTEE MEETINGS
Trustees discussed the reasons for posting trustee attendance at Board Committee meetings on the public website.
(*)11. Moved by L. Aversa, seconded by C. McBain:
That trustee attendance at Board and Optional Committee meetings (based on membership approved annually at the December Board Meeting), be tracked beginning in January 2015 and posted on the Board’s public website.
MOTION TO DEFER
(*)12. Moved by L. Carruthers, seconded by P. Adams-Luchowski:
That recommendation #11 of the December 9, 2014 Public Board Meeting regarding Trustee Attendance at Board and Optional Committee meetings be deferred to allow further trustee discussion on this matter.
- Motion to Defer Defeated -
Moved in amendment by L. Carruthers, seconded by M. Van Beek:
That the words “and posted on the Board’s public website” be omitted from recommendation #11 of the December 9, 2014 Public Board Meeting minutes. - Amendment Carried -
- Main Motion As Amended Carried -
BOARD MEETING MINUTES – PUBLIC SESSION PAGE 16 December 9, 2014 ______
NON-ROUTINE RECOMMENDATION #8, CHAIR’S COMMITTEE MINUTES, DECEMBER 2, 2014, REGARDING TRUSTEE CODE OF CONDUCT REQUEST FOR PROPOSAL
(*)13. Moved by L. Carruthers, seconded by A. Tam:
That in accordance with Section 43 of the York Region District School Board Code of Conduct and with the provisions contained in the Request for Proposal initiated in July 2012, the York Region District School Board extend the contracts for the following legal firms, to be engaged, if required, on a rotational basis, to act as external investigators in the event that a Formal Complaint is raised under the Trustee Code of Conduct, until November 30, 2018. Borden Ladner Gervais LLP Rubin Thomlinson LLP Shibley Righton
- Carried -
ROUTINE ACCEPTANCE OF ADVISORY COMMITTEE MINUTES AND RECOMMENDATIONS
(*)14. Moved by N. Elgie, seconded by M. Van Beek:
1. Special Education Advisory Committee Minutes, November 6, 2014
That the York Region District School Board receive the minutes and recommendations from the November 6, 2014 Special Education Advisory Committee meeting as follows.
Approval of Agenda
That the agenda be approved, as amended, with the Student Services Report added as item #9(a).
Approval of Minutes – October 2, 2014
That the minutes of the October 2, 2014 Special Education Advisory Committee meeting be approved as written.
Student Services Update – Autism Spectrum Disorder Review
That the Special Education Advisory Committee receive the Autism Spectrum Disorder Review presentation for information.
BOARD MEETING MINUTES – PUBLIC SESSION PAGE 17 December 9, 2014 ______
2014-2015 Education Funding Update
That the Special Education Advisory Committee receive the 2014-2015 Education Funding Update presentation for information.
Special Education Plan Update
That the Special Education Advisory Committee receive the Special Education Plan Update for information. Student Services Report
That the Special Education Advisory Committee receive the Student Services Report for information.
Report from the Board
That the Special Education Advisory Committee receive the Report from the Board for information.
Communications Sub-Committee Update
That the Special Education Advisory Committee receive the Communications Sub-Committee Update for information.
2. Parent, Family and Community Engagement Advisory Committee Minutes, November 11, 2014
That the York Region District School Board receive the minutes and recommendations from the November 11, 2014 Parent, Family and Community Engagement Advisory Committee meeting as follows.
Approval of Agenda
That the agenda be approved as written.
Election of Committee Chair
That in accordance with Section 9, Officers, of the Parent, Family and Community Engagement Advisory Committee Operational By-Law, the Parent, Family and Community Engagement Advisory Committee will continue to operate with one Chair for the November 2014-October 2016 term.
BOARD MEETING MINUTES – PUBLIC SESSION PAGE 18 December 9, 2014 ______
Motion to Close Nominations
That nominations for the position of the Parent, Family and Community Engagement Advisory Committee for November 2014-October 2016 be closed.
Approval of Minutes
That the minutes of the September 9, 2014 Parent, Family and Community Engagement Advisory Committee meeting be approved as written. Presentation – Exploring Parent, Family and Community Engagement Advisory Committee (PEAC) Communications
That the Parent, Family and Community Engagement Advisory Committee receive the Exploring PEAC Communications Presentation for information.
Report from the Board
That the Parent, Family and Community Engagement Advisory Committee receive the Report from the Board for information.
Communications Sub-Committee Update
That the Parent, Family and Community Engagement Advisory Committee receive the Communications Sub-Committee Update for information.
3. Equity and Inclusivity Advisory Committee Minutes, November 13, 2014
That the York Region District School Board receive the minutes and recommendations from the November 13, 2014 Equity and Inclusivity Advisory Committee meeting as follows.
Approval of Agenda
That the agenda be approved as written.
Approval of Minutes – September 18, 2014
That the minutes of the September 18, 2014 Equity and Inclusivity Advisory Committee meeting be approved as amended.
BOARD MEETING MINUTES – PUBLIC SESSION PAGE 19 December 9, 2014 ______
The York Region District School Board Strategy and Resources to Support First Nation, Métis and Inuit Students in York Region Presentation
That the Equity and Inclusivity Advisory Committee receive the York Region District School Board Strategy and Resources to Support First Nation, Métis and Inuit Students in York Region Presentation for information.
Student Trustee Report
That the Equity and Inclusivity Advisory Committee receive the Student Trustee Report for information.
Staff Report
That the Equity and Inclusivity Advisory Committee receive the Staff Report for information.
Equity and Inclusivity Advisory Committee Annual Report
That the Equity and Inclusivity Advisory Committee approve the EIAC Annual Report and that it be forwarded to the Board for information.
Report from the Board
That the Equity and Inclusivity Advisory Committee receive the Report from the Board for information.
- Carried -
AUDIT COMMITTEE REPORT: 2013-2014 AUDITED FINANCIAL STATEMENTS
Coordinating Superintendent, Business and Chief Financial Officer W. Muirhead- Toporek advised trustees that representatives from Deloitte LLP presented the 2013-2014 Audit’s Report and Management Letter to the Audit Committee on November 27, 2014. The committee is recommending final approval.
(*)15. Moved by M. Van Beek, seconded by N. Elgie:
That the York Region District School Board approve the Audited Financial Statements for the year ended August 31, 2014, as presented.
- Carried -
BOARD MEETING MINUTES – PUBLIC SESSION PAGE 20 December 9, 2014 ______
NOTICE OF MOTION TO AMEND THE YORK REGION DISTRICT SCHOOL BOARD OPERATIONAL BY-LAW
(*)16. Moved by M. Van Beek, seconded by S. Geller:
That in accordance with Section 4:06:01 of the York Region District School Board Operational By-Law, notice of motion is hereby given that the York Region District School Board Operational By-Law, Audit Committee Operational By-Law and Equity and Inclusivity Advisory Committee Operational By-Law be amended as outlined in Appendices 1, 2 and 3 of the Board Report dated December 2, 2014.
- Carried -
ONTARIO PUBLIC SCHOOL BOARDS’ ASSOCIATION – ELECTION OF BOARD OF DIRECTORS’ MEMBERS AND VOTING DELEGATES AND TRUSTEE CODE OF CONDUCT INQUIRIES – ELECTION OF TWO ALTERNATES
Board Chair A. DeBartolo announced that items 16 and 17 on the Board agenda would require trustees to vote to select individuals to fill the following positions;
two Board of Directors’ Members, two Alternate Board of Directors’ Members, one Voting Delegate, one Alternate Voting Delegate, and two Trustee Alternates for Code of Conduct Inquiries.
All voting will be conducted by secret ballot, in accordance with the Board By-Laws.
Election of the Ontario Public School Boards’ Association Voting Delegate and First Board of Directors’ Member for 2015
It was noted that Trustees L. Carruthers and N. Elgie stand for election for the position of Ontario Public School Boards’ Association (OPSBA) Voting Delegate and First Board of Directors’ Member. After voting and counting of ballots, Board Chair DeBartolo declared Trustee Elgie elected.
Election of the Second Ontario Public School Boards’ Association Board of Directors’ Member and Alternate Voting Delegate for 2015
Trustees L. Carruthers and A. DeBartolo expressed an interest in the position of Second Ontario Public School Board’ Association Board of Directors’ member and Alternate Voting Delegate. After voting and counting of ballots, A. DeBartolo was declared elected to the position of Second Board of Directors’ Member and Alternate Voting Delegate for the year 2015. BOARD MEETING MINUTES – PUBLIC SESSION PAGE 21 December 9, 2014 ______
Election of the First and Second Alternate Board of Directors’ Members for 2015
At this time, Trustee L. Carruthers withdrew her name from the list of interested candidates wishing to stand for election. Trustees were asked to vote for either C. Chan or C. McBain for the position of First Alternate Board of Directors’ Member. After voting and counting of ballots, Trustee C. McBain was elected as First Alternate Board of Directors’ Member and Trustee C. Chan was declared the Second Alternate Board of Directors’ Member for 2015.
Election of Two Alternates for Trustee Code of Conduct Inquiries for 2015
At this time Trustee L. Carruthers withdrew her name from the list of candidates wishing to stand for election. Trustees L. Aversa, C. Chan and M. Van Beek remained on the list of interested candidates. Following a vote with no majority received, Trustee M. Van Beek withdrew his name from the ballot. After a subsequent round of voting and counting of ballots, Trustee L. Aversa was declared First Alternate for Trustee Code of Conduct Inquiries and Trustee C. Chan was declared the Second Alternate member for Code of Conduct Inquiries.
ADJOURNMENT
(*)17. Moved by S. Geller, seconded by L. Aversa:
That the Board Meeting be adjourned at 9:10 p.m.
- Carried -
______Director of Education and Chair of the Board Secretary Treasurer
YORK REGION DISTRICT SCHOOL BOARD SPECIAL BOARD MEETING MINUTES - PUBLIC SESSION JANUARY 20, 2015
The Special Board Meeting - Public Session of the York Region District School Board was held in the Board Room of the Education Centre, Aurora at 6:36 p.m. on Tuesday, January 20, 2015 with Chair A. DeBartolo presiding and the following members present; Trustees P. Adams-Luchowski, L. Aversa, L. Carruthers, C. Chan, N. Elgie, C. McBain, N. Nathan, B. Pang, A. Tam and M. Van Beek.
Regrets: Trustee S. Geller and Student Trustees H. Mahesh and D. Roytman
APPROVAL OF AGENDA
(*)1. Moved by N. Elgie, seconded by L. Aversa:
That the agenda be approved as written.
- Carried -
DECLARATION OF CONFLICT OF INTEREST
Board Chair A. DeBartolo asked any trustee who has a direct personal interest or direct or indirect pecuniary interest in any matter being discussed by the Board to state their conflict and the nature thereof.
RISE AND REPORT – JANUARY 20, 2015 BOARD MEETING – PRIVATE SESSION
(*)2. Moved by N. Elgie, seconded by C. McBain:
1) That the York Region District School Board approve the school administrator appointments and transfers as outlined in the staff report.
2) That the York Region District School Board receive for information the report from the Director of Education regarding the placement of a supervisory officer.
- Carried -
BOARD MEETING MINUTES – PUBLIC SESSION PAGE 2 January 20, 2015 ______
ADJOURNMENT
(*)3. Moved by J. Nathan, seconded by B. Pang:
That the Special Board Meeting (Public Session) be adjourned at 6:37 p.m.
- Carried -
______Director of Education and Chair of the Board Secretary Treasurer ROUTINE
York Region District School Board York Catholic District School Board
MINUTES OF THE PUBLIC SESSION of the JOINT BOARD CONSORTIUM
The Joint Board Consortium meeting was held on Wednesday, December 10, 2014 at 4:02 p.m. in the Board Room, York Catholic District School Board, 320 Wellington St. West, Aurora.
PRESENT:
YRDSB Trustees: A. DeBartolo and B. Pang
YRDSB Staff: J. Fair, A. Hoyle and W. Muirhead-Toporek
YCDSB Trustees: C. Cotton, E. Crowe and T. McNicol
YCDSB Staff: D. McCowell
STS Staff: J. Guchardi, D. Willis, K. Brown and C. Tupchong
Also in attendance:
Presiding: C. Cotton, Committee Co-Chair
Recording Officer: K. Errett
Regrets: L. Carruthers
CALL TO ORDER
Senior Manager, Administrative Services, D. McCowell, called the meeting to order at 4:02 p.m.
ELECTION OF JOINT BOARD CONSORTIUM COMMITTEE CO-CHAIR FROM THE YORK CATHOLIC DISTRICT SCHOOL BOARD
Senior Manager, Administrative Services D. McCowell called for nominations for the position of Joint Board Consortium Committee Co-Chair from the York Catholic District School Board.
Trustee E. Crowe nominated Trustee C. Cotton for the position of Committee Co-Chair from the York Catholic District School Board. Trustee T. McNicol seconded the nomination.
Joint Board Consortium Minutes – Public Session December 10, 2014 Page 2
CLOSE NOMINATIONS
(*)1. Moved by E. Crowe, seconded by T. McNicol:
That nominations for the position of Co-Chair of the Joint Board Consortium from the York Catholic District School Board, for the year 2015 be closed.
- Carried -
Trustee C. Cotton was acclaimed Co-Chair of the Joint Board Consortium from the York Catholic District School Board for the year 2015.
ELECTION OF JOINT BOARD CONSORTIUM COMMITTEE CO-CHAIR FROM THE YORK REGION DISTRICT SCHOOL BOARD
Senior Manager, Administrative Services D. McCowell called for nominations for the position of Joint Board Consortium Committee Co-Chair from the York Region District School Board.
Trustee B. Pang nominated Trustee A. DeBartolo for the position of Committee Co-Chair from the York Region District School Board. Trustee T. McNicol seconded the nomination.
CLOSE NOMINATIONS
(*)2. Moved by B. Pang, seconded by T. McNicol:
That nominations for the position of Co-Chair of the Joint Board Consortium from the York Region District School Board, for the year 2015 be closed.
- Carried -
Trustee A. DeBartolo was acclaimed Co-Chair of the Joint Board Consortium from the York Region District School Board for the year 2015.
Committee Co-Chair Cotton assumed the position of Chair at this time.
DECLARATION OF CONFLICT OF INTEREST
Committee Co-Chair C. Cotton asked any trustee who has a direct personal interest or direct or indirect pecuniary interest in any matter being discussed during the meeting to state their conflict and the nature thereof. No conflicts were declared at this time.
Joint Board Consortium Minutes – Public Session December 10, 2014 Page 3
APPROVAL OF AGENDA
(*)3. Moved by B. Pang, seconded by T. McNicol:
That the agenda be approved as presented.
- Carried -
RECEIPT OF MINUTES
(*)4. Moved by T. McNicol, seconded by A. DeBartolo:
That the Minutes of the June 4, 2014 Joint Board Consortium Meeting – Public Session and the October 22, 2014 Special Joint Board Consortium Meeting – Public Session be received for information.
- Carried -
OUTSIDE PRESENTATIONS
Parent Delegation from Guardian Angels Catholic Elementary School Regarding Bell Times
A. M. Ferrante and D. DiCarlo, parents from Guardian Angels Catholic Elementary School petitioned the Committee to change the bell time at Guardian Angels Catholic Elementary School. They expressed the opinion that;
the current time is too early for the children of working parents, it is economically not reasonable to commit to the added expense of before and after school care (especially for families with more than one child), and the current bell time provides no flexibility for other extra-curricular activities.
They shared their observation that there may be a conflict with the future Tommy Douglas Secondary School which poses a safety issue due to the large amount of traffic at that time. The petitioners requested that the bell times be changed to reflect those of most schools north of Highway 7, south of Teston Road, west of Keele Street and east of Highway 27, based on fairness, consistency and costs.
In response to the concerns expressed, it was noted that Student Transportation Services York Region (STSYR) is working to make transportation more efficient by using the same busses for multiple runs thereby maintaining funding for the classroom. In addition, the Joint Board Consortium has been given the authority to set bell times which are deemed to be efficient and sustainable in order to avoid having to make any changes in the future.
Joint Board Consortium Minutes – Public Session December 10, 2014 Page 4
With 31 other YCDSB schools having a similar start time, any change would greatly impact the system by setting a precedent and further consultation would be required. Trustees conveyed that while sympathetic to the situation, a change to the school bell time at Guardian Angels Catholic Elementary School is not feasible. The Consortium thanked the presenters for their time.
Community Enterprise Transportation
J. Mole, Representative of the Community School Bus Association, presented the Consortium with a proposal whereby a Not-For-Profit Community Enterprise could deliver the same or better service than private operators. This type of arrangement could allow for the reinvestment of surplus revenues back into education. In addition a Community Enterprise could create jobs, increase competition, protect public assets and save money.
The committee thanked Mr. Mole for his presentation and suggested that he share this information with the Ministry of Education and local MPPs.
J. Mole recommended that trustees and the Joint Board Consortium support policies that prioritize Community Enterprise in the school transportation procurement process and give Community Enterprise the tools to develop sustainable school transportation organizations. J. Mole asked trustees to also consider seeking support from MPPs.
INFORMATION ITEMS
September 2014 Start-Up Summary
J. Guchardi, Manager, Student Transportation Services, referenced the report on the September 2014 Transportation Start-Up including information on the two-phase communication to key stakeholders, annual and ongoing proactive route planning, traffic and construction challenges, and the Safe Rider Program.
Trustee Cotton commented that the 2014-2015 transportation start-up was good and fewer problems were experienced than in previous years. J. Guchardi attributed the success to the two-phase start-up communications.
Staff members were complimented on the routing around the many construction projects in the Region. Trustees thanked staff for a smooth start-up and staff thanked trustees for their on-going support.
STSYR staff continues to focus efforts on communications with schools to make continuous improvements to programs and the school bus experience for all stakeholders. Moving forward, a key focus will be on providing more accurate data to ensure students are on the correct busses.
Joint Board Consortium Minutes – Public Session December 10, 2014 Page 5
Ministry Survey
C. Tupchong, Business Analyst, Student Transportation Services, updated the Joint Board Consortium on the collection of data by the Ministry of Education from Consortia since 2000-2001. It was stated that the 2013-2014 Student Transportation Survey has been submitted to the Ministry of Education.
D. McCowell thanked C. Tupchong and V. Gautham for all the work done to complete the survey.
School Bell Time Comparison
J. Guchardi, Manager, Student Transportation Services, presented information on the bell time ranges at school boards in the Greater Toronto Area as requested by trustees at the October 22, 2014 Meeting.
Information from the Ministry website was provided in the report to demonstrate the number of schools that share the same start time range. A discussion was held regarding the development of a process by Student Transportation Services staff for making bell time changes. Consideration of the amount of savings that can be generated from adjusting bell times and operation efficiencies should be considered in the process. It was suggested that bell times remain status quo unless there are significant savings generated. In addition, it was noted that before and after care providers should be considered as part of the process.
School Bus Capacity Utilization
K. Brown, Route Efficiency and Safety Analyst, Student Transportation Services, provided information to the Joint Board Consortium about the school bus capacity utilization as requested at the October 22, 2014 Meeting. The analysis provides an indicator of the overall routing effectiveness and efficiency based on the STS loading capacity of busses.
It was noted that the percentages are reflective of industry averages; however, further capacity improvements are continually being sought.
Inclement Weather Procedures
D. Willis, Assistant Manager, Student Transportation Services, provided information with regard to the occasional cancellation of school transportation during inclement weather. The decision to cancel is made with consideration of key stakeholders with an emphasis on the safety of students.
Joint Board Consortium Minutes – Public Session December 10, 2014 Page 6
Ministry Transportation Procurement Review
J. Guchardi, Manager, Student Transportation Services, distributed a report to the Joint Board Consortium on the Ministry of Education’s October 3, 2014 Memorandum 2014: B11, Student Transportation Competitive Procurement Review, an update to the January 2014 Memorandum 2014: B2 which committed to an independent review of the competitive procurement processes for student transportation.
The review is intended to identify best practices regarding Requests for Proposals issued since December 31, 2011 and to explore other options for competitive procurement of student transportation that are compliant with the Broader Public Sector (BPS) Procurement Directive.
Additional updates on securing service agreements with the transportation contractors will be provided at future meetings.
ADJOURNMENT
(*)5. Moved by T. McNicol, seconded by A. DeBartolo:
That the Joint Board Consortium Meeting - Public Session adjourn at 5:21 p.m.
- Carried -
YORK REGION DISTRICT SCHOOL BOARD
POLICY AND BY-LAW COMMITTEE MEETING
MINUTES, MEETING #1 JANUARY 8, 2015
The Policy and By-Law Committee met at 4:38 p.m. in Room 200 of the Education Centre, Aurora on Thursday, January 8, 2015 with the following trustees and resource staff members present; Trustees L. Aversa, L. Carruthers, C. Chan (via audio conference), A. DeBartolo, N. Elgie, S. Geller (via audio conference), C. McBain, B. Pang and M. Van Beek, Director of Education J. Philip Parappally, Elementary Principal Representative P. Valle and Senior Manager, Board and Trustee Services L. Barnes.
Also in attendance: Student Trustee D. Roytman, Principal of Michaëlle Jean Public School C. Della-Rovere, Assistant Manager, Board and Trustee Services L. Reinhardt and Senior Communications Officer E. Bain
Regrets: Trustees P. Adam-Luchowski, J. Nathan and A. Tam
CALL TO ORDER
Director of Education J. Philip Parappally called the meeting to order at 4:38 p.m.
APPROVAL OF AGENDA
(*)1. Moved by M. Van Beek, seconded by L. Carruthers:
That the agenda be approved as written.
- Carried -
DECLARATION OF CONFLICT OF INTEREST
Director of Education J. Philip Parappally asked any trustee who has a direct personal interest or direct or indirect pecuniary interest in any matter being discussed by the committee to state their conflict and the nature thereof. No conflicts were declared by trustees at this time.
RECEIPT OF MINUTES OF PREVIOUS MEETING
(*)2. Moved by M. Van Beek, seconded by N. Elgie:
That the minutes of the November 11, 2014 Policy and By-Law Committee Meeting be received for information.
- Carried -
POLICY AND BY-LAW COMMITTEE MEETING PAGE 2 JANUARY 8, 2015
ELECTION OF CHAIR FOR 2015
At this time, Director of Education J. Philip Parappally called for nominations for the position of Chair of the Policy and By-Law Committee for the year 2015.
Trustee N. Elgie nominated Trustee A. DeBartolo for the position. The nomination was seconded by Trustee S. Geller.
CLOSE NOMINATIONS
(*)3. Moved by M. Van Beek, seconded by B. Pang:
That nominations for the position of Policy and By-Law Committee Chair for 2015 be closed.
- Carried -
Trustee A. DeBartolo was acclaimed Chair of the Policy and By-Law Committee for 2015 and assumed the Chair at this time.
POLICY ITEMS
Policy #627.0, Concussion Management
Associate Director of Education, Leadership and Learning K. Friedman, Superintendent of Curriculum and Instructional Services K. Witherow, Superintendent of Student Services S. Logue and Curriculum Coordinator K. Leang were at the meeting to review Policy #627.0, Concussion Management.
Curriculum Coordinator K. Leang provided background information and explained the requirement for developing a concussion management policy. He pointed out that the Ministry of education directed school boards to develop a policy outlining how the Board will raise awareness, prevent, identify and manage diagnosed concussions. Information on training for students, staff and parents is also included.
The committee discussed the new Concussion Management policy, reinforcing the importance of training.
Curriculum Coordinator K. Leang clarified the Ministry’s timetable and legislative expectations as outlined in Policy/Program Memorandum #158, School Board Policies on Concussion.
(*)4. Moved by C. McBain, seconded by M. Van Beek:
Action That in accordance with Board Policy #285.0, Board Policies, Procedures and Required Supporting Documents, Working Document Policy #627.0, Concussion Management be circulated to the system for comment for six school months. (Appendix 1)
- Carried -
POLICY AND BY-LAW COMMITTEE MEETING PAGE 3 JANUARY 8, 2015
Policy #215.0, Electronic Participation in Board, Advisory and Board Committee Meetings
Director of Education J. Philip Parappally and Senior Manager, Board and Trustee Services L. Barnes were in attendance to review Policy #215.0, Electronic Participation in Board, Advisory and Board Committee Meetings which has been in working document format for the past six school months. No formal comments were received.
Senior Manager, Board and Trustee Services L. Barnes reviewed minor revisions that were previously made. She mentioned that a notice of motion will be presented to the Board of Trustees to amend the York Region District School Board Operational By-Law so that during periods of collective bargaining trustee participation in discussion on these matters be conducted in person. Trustees authorized staff to make the required revisions to the policy for this change without further consideration by the Policy and By-Law Committee. One minor wording change was noted.
(*)5. Moved by M. Van Beek, seconded by N. Elgie:
Action That in accordance with Board Policy #285.0, Board Policies, Procedures and Required Supporting Documents, Policy #215.0, Electronic Participation in Board, Advisory and Board Committee Meetings, as amended, be forwarded to the February 3, 2015 Board Meeting for final approval. (Appendix 2)
- Carried -
Policy #105.0, Communications
Director of Education J. Philip Parappally and Senior Manager, Public Affairs and Communications Services L. Miguelo were in attendance to review Policy #105.0, Communications which has been in working document format for six school months.
Senior Manager, Public Affairs and Communications Services L. Miguelo shared that no formal comments were received and one additional minor housekeeping change is being recommended.
(*)6. Moved by C. McBain, seconded by L. Aversa:
Action That in accordance with Board Policy #285.0, Board Policies, Procedures and Required Supporting Documents, Policy #105.0, Communications, as amended, be forwarded to the February 3, 2015 Board Meeting for final approval. (Appendix 3)
- Carried -
Policy #194.0, Use of Technology
Coordinating Superintendent, Business and Chief Financial Officer W. Muirhead-Toporek and Chief Information Officer P. Bennett were at the meeting to share information related to the appropriate and responsible use of technology within the York Region District School Board.
POLICY AND BY-LAW COMMITTEE MEETING PAGE 4 JANUARY 8, 2015
Chief Information Officer P. Bennett reported on the following recommended changes;
emphasis through the policy and procedures on the importance of responsible and acceptable use of technology, reference to current technology to reflect current practice, additional legislative context, updated areas of responsibility, inclusion of examples, additional definitions, and the development of two new procedures.
Note: Student Trustee H. Mahesh entered the meeting at 4:54 p.m.
The committee reiterated the importance of the policy and reinforced the need for staff members to follow direction from Information Technology Services regarding threats to the security of the Board’s digital environment. A suggestion was made to change the title of the policy to make it more positive.
In response to a committee member’s concern over student use of technology at schools, it was emphasized that it is important to separate behavior from the technology. All incidents of inappropriate behavior, regardless of whether technology is involved, are addressed by staff members. All students and parents where applicable, are expected to sign the Information Technology Acceptable Use Agreement at the beginning of each school year.
(*)7. Moved by L. Carruthers, seconded by L. Aversa:
ActionAction That in accordance with Board Policy #285.0, Board Policies, Procedures and RequiredRequired Supporting Documents, Working Document Policy #194.0, Use of Technology, as amended, be circulated to the system for comment for six school months. (Appendix 4)
- Carried -
Note: Trustee C. Chan withdrew from the meeting (via audio conference) at 5:13 p.m.
Policy #672.0, Student Leadership and Student Voice
Coordinating Superintendent, Equity and Community Services C. Roach, Superintendent of Schools – Operations A. Hoyle and Senior Manager, Board and Trustee Services L. Barnes were in attendance to discuss Policy #672.0, Student Leadership and Student Voice.
Senior Manager L. Barnes and Student Trustee D. Roytman outlined changes and additions to the policy. It was noted that the format of the York Region Presidents’ Council Annual Conference is being changed to respect the diversity of communities from across the Region. This policy encourages the democratic formation of Elementary Leadership groups, whenever possible. The addition of “Student Voice” to the title emphasizes the importance of engaging all students in their education.
Coordinating Superintendent, Equity and Community Services C. Roach remarked that the changes make this policy more inclusive.
POLICY AND BY-LAW COMMITTEE MEETING PAGE 5 JANUARY 8, 2015
(*)8. Moved by L. Aversa, seconded by M. Van Beek:
Action That in accordance with Board Policy #285.0, Board Policies, Procedures and Required Supporting Documents, Working Document Policy #672.0, Student Leadership and Student Voice be circulated to the system for comment for six school months. (Appendix 5)
- Carried -
Policy #262.0, School Councils
Coordinating Superintendent, Equity and Community Services C. Roach and Elementary Principal A. Birenbaum were at the meeting to review Policy #262.0, School Councils.
Elementary Principal A. Birenbaum indicated that the School Council policy has undergone a significant review. Language was updated to reflect the Board’s Mission, Vision and Values, student achievement and well-being and the Trustees’ Multi Year Plan. Changes were made in consultation with the Finance Department to ensure that fundraising information reflects current legislation and practice. One minor change to the responsibilities of principals, reinforcing the importance of two-way communication with school councils when making decisions, will be made.
Committee members suggested that training be developed for all school councils to ensure consistent understanding. It was also suggested that translation be offered to increase understanding. Elementary Principal A. Birenbaum responded by indicating this need was also identified by stakeholders consulted in the development of policy revisions and the development of future training modules is being considered. Coordinating Superintendent, Equity and Community Services C. Roach added that the Board does have a system for translation that can be used, if requested.
(*)9. Moved by N. Elgie, seconded by L. Aversa:
Action That in accordance with Board Policy #285.0, Board Policies, Procedures Required and Supporting Documents, Working Document Policy #262.0, School Councils, as amended, be circulated to the system for comment for six school months. (Appendix 6)
- Carried -
Policy #445.0, School Names
Associate Director, Schools L. Johnstone, Associate Director, Schools M. Roberts and Superintendent of Schools – Operations A. Hoyle were in attendance to discuss Policy #445.0, School Names.
Associate Director, Schools M. Roberts indicated that in response to trustee feedback, changes have been made to the procedure which ensure new school names are vetted through the appropriate committees before being recommended to the Board for approval.
One minor wording change to the application of the policy was suggested to reinforce the importance of choosing names that inspire learning. POLICY AND BY-LAW COMMITTEE MEETING PAGE 6 JANUARY 8, 2015
(*)10. Moved by C. McBain, seconded by M. Van Beek:
Action That in accordance with Board Policy #285.0, Board Policies, Procedures Required and Supporting Documents, Policy #445.0, School Names, as amended, be forwarded to the February 3, 2015 Board Meeting for final approval. (Appendix 7)
- Carried -
Policy Review Status Chart
It was noted that the list of policies scheduled for review in 2015 was included with the agenda for information.
The next regularly scheduled Policy and By-Law Committee Meeting is on Tuesday, February 3, 2015.
ADJOURNMENT
(*)11. Moved by L. Carruthers, seconded by C. McBain:
That the Policy and By-Law Committee Meeting be adjourned at 5:41 p.m.
- Carried -
WORKING DOCUMENT
YORK REGION DISTRICT SCHOOL BOARD
Policy and Procedure #627.0, Concussion Management
The Concussion Management policy and procedure addresses the Board’s commitment to to provide all appropriate supports to prevent and minimize the risk of sustained concussions.
Major Changes to the Document This is a new policy and procedure and supports Policy/Program Memorandum 158, School Board Policies on Concussion. Who is affected by these changes and Principals, staff members and parents/guardians are what is the impact on current practice? responsible for taking appropriate action in the case of a suspected concussion, and following effective management procedures to guide a student’s return to learning and physical activity after a diagnosed concussion. This information is outlined in the policy, procedure and supporting documents. Implementation Timelines Immediately Lead Superintendents/Subject Matter • Kathy Witherow, Superintendent of Curriculum and Expert Instructional Services • Ken Leang, Curriculum Consultant Health & Physical Education K-12, Healthy Schools & Positive Climates for Learning
Who has responsibilities?
• Staff members • parents/guardians • Students
How is this policy and/or procedure related to Board priorities?
The Concussion Management policy and procedure supports Multi-Year Plan goal to ccontinuously increase student achievement and well-being through a culture of caring and learning, and support student mental and physical well-being.
What are the timelines and next steps?
If approved at by the February 3, 2015 Board Meeting, this policy will be posted and adopted by the system as a working document for six school months. Comments will be received for six school months and will be scheduled for consideration by trustees and staff at the appropriate committee meetings in October 2015.
Communications Plan
Use existing tools for communicating Board policies and procedures to highlight changes to key audiences through:
• Weekly Summary • Updated materials on BWW for staff members • Monthly Community Education Centre meeting agenda as part of the principal policy and procedure summary • Email to school council chairs • Updated copy in the Guide to the School Year, on the website and in supporting documents • Managers’ Council
How do I find out more or provide feedback?
Questions about this policy and/or procedure should be raised with your principal, manager or supervisor. If additional clarification is required, principals, managers and supervisors may contact the lead superintendent and/or subject matter expert.
In accordance with Board Policy #285.0, Board Policies, Procedures and Supporting Documents, the Board welcomes all comments and suggestions on Board policy. Input is an important component of the review process. If you feel a policy and/or procedure needs to be revised, it is most helpful if you:
• outline clearly the specific section(s) of the policy and/or procedure in which you are not comfortable; • the reason(s) for your concern(s); and • suggest specific alternate wording to reflect your position.
Specific recommendations or questions about the policy and procedure review process should be submitted via e-mail to [email protected], or to the attention of the Assistant Manager, Board and Trustee Services at [email protected].
It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property; or partaking/volunteering in Board or school-sponsored events and activities will respect the policies and procedures of the Board. The term “parents” refers to both biological/adoptive parents and guardians in all Board policies and procedures.
WORKING DOCUMENT Board Policy #627.0 Concussion Management
Policy Statement
The York Region District School Board believes that all students and staff are entitled to safe and healthy learning and working environments. Recognizing the serious effect concussions can have on student learning, achievement and well-being, the Board is committed to working with parents/guardians and community partners to provide all appropriate supports to prevent and minimize the risk of sustained concussions.
Application
This policy applies to all students, including those suspected of having a concussion or to students who have been diagnosed with a concussion by a physician or nurse practitioner. It does not apply to staff members who may have a concussion. Policy #540.0, Health and Safety – Employees outlines the commitment of the Board to providing and maintaining a safe and healthy working environment that supports the safety and well-being of employees.
Responsibilities
The Board of Trustees is responsible for:
• reviewing the Concussion Management policy in accordance with the priorities in the Trustees’ Multi- Year Plan and the approved policy review cycle; and • understanding and communicating with members of the community about the Concussion Management policy, as required.
The Director of Education is responsible for:
• implementing and operationalizing the Concussion Management policy.
Superintendents of Schools are responsible for:
• supporting the application of this policy at each school.
Principals are responsible for:
• ensuring that information about the Concussion Management policy, procedures and support documents is shared with all school staff and with before and after school program providers; • ensuring that information about the Concussion Management policy is shared with parents/guardians and students at the beginning of the school year, including information about the seriousness of concussions, concussion prevention, identification and management; and • taking appropriate action in the event of a suspected or diagnosed concussion, in accordance with the policy and procedure.
In-School Team is responsible for:
• reviewing relevant information and determining the supports or accommodations required by a student.
All staff members are responsible for:
• being aware of the Concussion Management policy and procedure; and • taking appropriate action in the event of a suspected concussion.
School staff members are responsible for:
• understanding; • appropriate strategies to minimize the risk of concussion, as outlined in Ophea Safety Guidelines, • common signs and symptoms of concussions, • steps to follow if they suspect a student may have a concussion, and • effective management procedures to guide students’ return to learning and physical activity after a diagnosed concussion; • participating in training on concussion management; • taking appropriate action in the event of a suspected or diagnosed concussion, in accordance with the policy and procedure; • understanding that only a physician or nurse practitioner can diagnose a concussion; and • sharing information with students about the seriousness of concussions, concussion prevention, identification and management, as appropriate, and making links to the curriculum.
Administrative Services is responsible for:
• sharing information with permit holders about Concussion Management policy and procedure, where applicable.
Permit holders are responsible for:
• being aware of the Concussion Management policy and procedure.
Before and after school care providers are responsible for:
• being aware of the Concussion Management policy and procedure; and • taking appropriate action in the event of a suspected or diagnosed concussion.
Parents/guardians are responsible for:
• informing the school if their child has a concussion or is experiencing symptoms of a concussion; • taking appropriate action in the event of a suspected or diagnosed concussion, in accordance with the policy and procedure; and • understanding that a student with a suspected or diagnosed concussion will be removed from physical activity even if the student states that he/she is feeling better.
Definitions
Concussion
A concussion:
• is a brain injury that causes changes in how the brain functions and that can lead to symptoms that can be physical (e.g., headache, dizziness), cognitive (e.g., difficulty in concentrating or remembering), emotional/behavioural (e.g., depression, irritability), and/or related to sleep (e.g., drowsiness, difficulty in falling asleep); • may be caused either by a direct blow to the head, face, or neck or by a blow to the body that transmits a force to the head that causes the brain to move rapidly within the skull;
• can occur even if there has been no loss of consciousness; and • cannot normally be seen by means of medical imaging tests, such as X-rays, standard computed tomography (CT) scans, or magnetic resonance imaging (MRI) scans.
(Adapted from Ontario Ministry of Education Policy/Program Memorandum 158)
Concussion Management Protocol
The Concussion Management Protocol outlines the steps to be taken in developing an individualized and gradual return to learning and physical activity plan for a student following a diagnosed concussion.
In-School Team
An In-School Team meets to discuss, problem solve and recommend strategies to support a student’s academic, behavioural, social and/or emotional areas of strength and need. The team may include but is not limited to school staff members, Student Services staff, students and/or parents/guardians, as appropriate. Ongoing interventions and progress are also monitored through the In-School Team process.
Risk-Reducing Strategies
Strategies to minimize the risk of concussion include:
• information/actions that prevent concussions from happening such as but not limited, to rules and regulations; and • minimizing slips and falls by checking that classroom floor and activity environments provide for safe traction and are obstacle free.
(Adapted from Ontario Physical Education Safety Guidelines - Concussion Package)
Department
Curriculum and Instructional Services
Policy History
Working Document February 2015
It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property; or partaking/volunteering in Board or school-sponsored events and activities will respect the policies and procedures of the Board. The term “parents” refers to both biological/adoptive parents and guardians in all Board policies and procedures.
WORKING DOCUMENT ATTACHED FOR INFORMATION
Board Procedure #627.0 Concussion Management
This procedure outlines the steps to follow if a student has a suspected or diagnosed concussion. It also outlines effective management procedures to guide a student’s return to learning and physical activity after a diagnosed concussion.
Responsibilities
The Director of Education shall:
• allocate staff and resources to support the Concussion Management procedure.
Principals shall:
• within 24 hours of a significant injury on Board property or at a Board-related activity or event, submit an accident/injury report form to the Senior Manager of Administrative Services, as outlined in Procedure #NP138.0, Insurance: Personal Liability, Property Damage and Student/Visitor Injuries; • if a student is diagnosed with a concussion; • maintain a file for the student outlining the student’s information, details of the diagnosed concussion, and any other relevant information, ensuring staff members have all appropriate information regarding the Concussion Management Protocol, • schedule and attend (or designate) in-school team meeting to identify accommodations required for the student, ensuring students and parents/guardians have the opportunity to participate, • upon student’s return to school and before the in-school team meeting, inform all appropriate school staff members about any modifications required as outlined in the Concussion Management Protocol, • following the in-school team meeting, ensure the Summary of Accommodations for Students Returning to School After a Concussion is communicated with all appropriate school staff members, • share information with before and after school care program providers, as required, and • participate in the in-school team meeting, providing input as required; • ensure that students with a suspected or diagnosed concussion do not participate in any learning or physical activities until parents/guardians return the Student Tracking for Concussion Management Form with appropriate signature from physician or nurse practitioner; • ensure Concussion Management Protocol is followed; and • ensure Student Tracking for Concussion Management Form is kept in the student’s file.
In-School Team shall:
• assess needs of student, taking into account input from parents/guardians; physician/nurse practitioner recommendations; data on the student’s academic, social and mental well-being; student’s symptoms and the concussion protocol; • complete the Summary of Accommodations for Students Returning to School After a Concussion and share with the principal, all appropriate staff members and parents/guardians, and provide a copy to be kept in the student’s file; • schedule an appointment between at least one member of the In-School Team and the student and/or parents/guardians to review the Concussion Management Protocol and to communicate the summary of classroom supports;
• hold follow-up meeting(s) if needed to consider all relevant and new information and determine appropriate supports; and • once a physician or nurse practitioner has signed Part II of the Student Tracking for Concussion Management Form indicating that the student can return to full activity, ensure all appropriate staff members are aware and follow steps outlined in Concussion Management Protocol.
School staff members shall:
• understand that if a student has been diagnosed with a concussion by a physician or nurse practitioner, the student cannot return to physical activity until the Student Tracking for Concussion Management Form has been returned, with signature form a physician or nurse practitioner indicating that the student is clear to return to all regular activity; • contact parents/guardian if any head injury is suspected; • if they suspect a student has a concussion or is experiencing symptoms of a concussion; • stop the activity and do not allow the student to participate in physical activity that day even if the student states that he/she is feeling better, • monitor the student and call 911 if student has lost consciousness or if symptoms are serious or worsen, • if the student can be safely moved, remove him/her from the activity unless the student has lost consciousness, • contact parents/guardians, or emergency contact if parent/guardian is not available, and inform them that, • they need to pick up their child, • the child should be examined by a physician or nurse practitioner as soon as possible, and • the child should be monitored for 24-48 hours, as signs and symptoms may take hours or days to emerge, • stay with the student or ensure the student is supervised by an adult and continue to monitor and document any changes until parent/guardian or emergency contact arrives, • ensure principal is aware of the incident, • provide parents/guardians with Student Tracking for Concussion Management Form Concussion Management Protocol, and Recognizing and Monitoring Symptoms During Recovery from a Concussion; • inform parents/guardians that they must return Student Tracking for Concussion Management Form with signature from a physician or nurse practitioner, and • do not administer medication, unless required for other conditions; • if a physician or nurse practitioner indicates on the Student Tracking for Concussion Management Form that the student does not have a concussion, allow the student to resume regular learning and physical activities; • if the initial concussion symptoms return or if new symptoms appear, contact parents/guardians, or emergency contact, and inform them that; • they need to pick up their child, • the child should be re-examined by a physician or nurse practitioner as soon as possible to re- complete the Student Tracking for Concussion Management Form, and • the child should be monitored for 24-48 hours, as signs and symptoms may take hours or days to emerge; and • if a student is diagnosed with a concussion by a physician or nurse practitioner; • refer to Concussion Management Protocol, • ensure student does not participate in physical activity before the in-school team meeting takes place, • attend in-school team meeting, as required, • following the in-school team meeting, provide accommodations and appropriate strategies, as outlined in the Summary of Accommodations for Students Returning to School After a Concussion,
• ensure that occasional staff and volunteers in the classroom are aware of Summary of Accommodations for Students Returning to School After a Concussion, as required, • continue to observe student’s physical, cognitive, social and emotional well-being, • communicate with parents/guardians as needed and share progress updates on an ongoing basis, • maintain communication with in-school team, as needed, • notify parents/guardians once step five of the Concussion Management Protocol is completed, and inform them that Part II of the Student Tracking for Concussion Management Form must be completed before the student can return to regular activity, and • once a physician or nurse practitioner has signed Part II of the Student Tracking for Concussion Management Form indicating that the student can return to regular activity; • allow student to return to regular learning and physical activity, and • continue to monitor student and if any signs or symptoms reappear, follow procedure outlined for suspected concussion, including but not limited to, • removing student from physical activity, • contacting parents/guardians and informing them that student needs to see a physician or nurse practitioner, • implementing modifications as required, and • requiring signed Part II of the Student Tracking for Concussion Management Form before the student can return to full activity.
Parents/guardians shall:
• if their child has a suspected concussion; • arrange to pick up child, • understand that their child should be examined by a physician or nurse practitioner as soon as possible, • complete the Student Tracking for Concussion Management Form with a physician or nurse practitioner, and • understand that their child should be monitored for 24-48 hours, as signs and symptoms may take hours or days to emerge; • understand that if no concussion is diagnosed, the student may resume regular learning and physical activities unless symptoms reappear; • understand that if a concussion is diagnosed by a physician or nurse practitioner, the student will follow the Concussion Management Protocol; and • understand that their child will not return to regular learning and physical activity until Part II of the Student Tracking for Concussion Management Form has been signed.
Department
Curriculum and Instructional Services
Procedure History
Working Document February 2015
It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property; or partaking/volunteering in Board or school-sponsored events and activities will respect the policies and procedures of the Board. The term “parents” refers to both biological/adoptive parents and guardians in all Board policies and procedures.
FINAL APPROVAL
YORK REGION DISTRICT SCHOOL BOARD
Policy #215.0, Electronic Participation in Board, Advisory and Board Committee Meetings
Application
The Electronic Participation in Board, Advisory and Board Committee Meetings policy outlines participation in Board, Advisory and Board Committee meetings via audio conference or other electronic means by voting and non-voting members.
Stakeholder Groups with Responsibilities Under this Policy
• Board of Trustees • Committee Chair or Designates • Director of Education • Senior Staff members who oversee Board, Advisory and Board Committee meetings
Relationship to Board priorities
The Electronic Participation in Board, Advisory and Board Committee Meetings policy demonstrates the Board’s commitment to high standards of practice in all Board operations. Ensuring that members are able to participate in discussions when they are unable to attend a meeting in person allows the business of the Board to move forward while enhancing confidence in public education and contributing to the well- being of meeting participants.
It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property; or partaking/volunteering in Board or school-sponsored events and activities will respect the policies and procedures of the Board. The term “parents” refers to both biological/adoptive parents and guardians in all Board policies and procedures. FINAL APPROVAL Board Policy #215.0 Electronic Participation in Board, Advisory and Board Committee Meetings
Policy Statement
The York Region District School Board believes that participation in Board, Advisory and Board Committee meetings by voting and non-voting members is essential to moving forward the business of the Board. To ensure quorum, electronic participation in Board, Advisory and Committee meetings will be facilitated by staff when voting and non-voting members are unable to attend in person.
Application of Policy
This policy applies to trustees, student trustees, staff members and community members who attend or provide support at Board, Advisory and Board Committee meetings.
Legislative Context
Education Act
Definitions
Board, Advisory and Board Committee Meetings
Board, Advisory and Board Committee meetings examine matters and make recommendations to the Board of Trustees, where applicable, in accordance with the York Region District School Board Operational By-Law. A list of official Board, Advisory and Board Committees is outlined in Section 3:00 of the Operational By-Law.
Election of Officers by Private Electronic Vote
Voting members participating in Board, Advisory or Board Committee meetings by audio conference or other electronic means may participate in voting for the election of officers by private electronic means such as, but not limited to, fax, telephone or electronic mail, provided they are present for the duration of the discussion and vote(s) for any elected position.
Voting Members
Voting members may be trustees, staff and/or community members appointed to serve on Board, Advisory and/or Board Committee meetings, as outlined in the York Region District School Board Operational By-Law. Voting members are eligible to vote on matters being considered by the committee.
Non-Voting Members
Non-voting members may be trustees, staff and/or community members who participate in discussions at Board, Advisory and/or Board Committee meetings, as outlined in the York Region District School Board Operational By-Law. Non-voting members may participate in discussions, but are not eligible to vote on matters being considered by the committee.
Quorum
Quorum is a simple majority of voting members appointed to and attending any Board, Advisory or Board Committee meeting.
Responsibilities
The Board of Trustees is responsible for:
• making every reasonable effort to attend or participate in Board, Advisory and Board Committee Meetings, of which they are members, to ensure quorum; • in exceptional circumstances, participating in Board, Advisory or Board Committee meetings by audio conference or other electronic means, except where participation in person is required by Board motion and during a period of collective bargaining with employee groups; • adhering to the York Region District School Board Operational By-Law when participating in meetings by audio conference or other electronic means; • requiring, at a minimum, the physical presence of the following individuals at any Board Meeting; • the Chair of the Board or his or her designate, • at least one additional trustee, and • the Director of Education or his or her designate; • determining other off-site locations to invite participation in Board, Advisory or Board Committee meetings by members of the public, when required; and • ensuring that student trustees do not participate in any Board, Advisory or Committee meeting that is closed to the public in accordance with Section 207 (2) (b) of the Education Act.
The Board, Advisory or Board Committee Chair, or designate, is responsible for:
• ensuring that voting members participating in Board, Advisory or Board Committee meetings by audio conference or other electronic means verbally; • signify their vote or decision to abstain from voting for each motion being considered during the meeting, and • indicate their desire to withdraw from the meeting (such withdrawal will be recorded in the minutes as part of the Board's official records); • ensuring that all voting and non-voting members have an opportunity to address a motion before a vote is taken; and • accepting private electronic votes for the election of officers under the supervision of the Director of Education or designate.
The Director of Education is responsible for:
• implementing and operationalizing the Participation in Board, Advisory and Board Committee Meetings policy; • making every reasonable effort to attend or participate in Board, Advisory and Board Committee Meetings of which he/she is a member or appoint a designate to attend on his/her behalf; • ensuring that voting and non-voting members have an opportunity to participate (and be deemed present) in Board, Advisory and Board Committee meetings from off-site locations through the use of technology; • ensuring that the electronic method of participation complies with conflict of interest legislation and the Board’s Operational By-Law; and • ensuring that voting and non-voting members wishing to participate in a Board, Advisory or Board Committee meeting by audio conference or other electronic means notify the senior staff member responsible for the committee.
Senior staff members who support Board, Advisory and Board Committee meetings are responsible for:
• ensuring the facilitation of participation in Board, Advisory or Board Committee meetings by audio conference or other electronic means; • ensuring that all voting and non-voting members participating by audio conference or other electronic means are provided will all materials and handouts prior to the discussion; • ensuring that the minutes of the Board, Advisory or Board Committee meetings accurately represent voting or non-voting member participation in the meeting; and • providing support to the Chair of the Board, Advisory or Board Committee meeting including, but not limited to, distribution of materials, meeting follow-up, interpretation of the York Region District School Board Operational By-Law and election of officers by private vote.
Committee members are responsible for:
• making every reasonable effort to attend or participate in Board, Advisory and Board Committee Meetings of which they are members to ensure quorum; • in exceptional circumstances, participating in Board, Advisory or Board Committee meetings by audio conference or other electronic means, except where participation in person is required by Board motion; and • adhering to the York Region District School Board Operational By-Law when participating in meetings by audio conference or other electronic means.
Department
Director’s Services
POLICY HISTORY
Approved 1999 Revised 2004 Working Document April 2014 Revised February 2014
It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property; or partaking/volunteering in Board or school-sponsored events and activities will respect the policies and procedures of the Board. The term “parents” refers to both biological/adoptive parents and guardians in all Board policies and procedures. FINAL APPROVAL
YORK REGION DISTRICT SCHOOL BOARD
Policy #105.0, Communications
Application
Board Policy and Procedure #105.0, Communications addresses the Board’s commitment to maintaining open lines of communications with internal and external stakeholders.
Stakeholder Groups with Responsibilities Under this Policy
All staff members and trustees.
Relationship to Board priorities
This policy supports:
• building and maintaining positive relationships among students, staff, parents/guardians, and community members; • engagement of students, staff, parents/ guardians, and community members in public education; • demonstrating professionalism and accountability for high standards of practice in all Board operations; • enhancing confidence in public education by increasing civic engagement; and • the communication of Board priorities, policies, initiatives and results.
It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property; or partaking/volunteering in Board or school-sponsored events and activities will respect the policies and procedures of the Board. The term “parents” refers to both biological/adoptive parents and guardians in all Board policies and procedures.
FINAL APPROVAL
Board Policy #105.0
Communications
Policy Statement
The York Region District School Board strives to maintain open lines of communication with students, parents, staff, trustees, community and business partners because the voices, ideas and understanding of all its community members are valued.
The York Region District School Board is committed to providing relevant, accurate, clear and timely information on Board programs, services, events and activities.
Responsibilities
The Board of Trustees is responsible for:
• reviewing the Communications policy in accordance with the priorities in the Trustees’ Multi-Year Plan and the approved policy review cycle; and • understanding and communicating with member of the community about the Communications policy, as required.
The Director of Education is responsible for:
• implementing and operationalizing the Communications policy.
Trustees and staff members are responsible for:
• ensuring that communication to external and internal stakeholders; • supports the Board’s mission, vision and values and Board priorities, • promotes student and staff learning, achievement and well-being, • supports student success, • enables parents/guardians and stakeholders to access information through a variety of means, • demonstrates accountability for student outcomes, • encourages and facilitates dialogue with all educational partners, • develops and promotes cooperative and constructive relationships, • complies with the Board’s Visual Identity Manual, and • advances and protects the integrity of public education.
Department
Public Affairs and Communications Services
Policy History
Approved 1997 Revised 2002 Revised 2003 Revised 2010 Working Document April 2014 Revised February 2015
It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property; or partaking/volunteering in Board or school-sponsored events and activities will respect the policies and procedures of the Board. The term “parents” refers to both biological/adoptive parents and guardians in all Board policies and procedures.
WORKING DOCUMENT
YORK REGION DISTRICT SCHOOL BOARD
Policy and Procedure #194.0, Use of Technology Procedure #194.1, Use of Non-Board Devices Procedure #194.2, Password Management
The Use of Technology policy and procedure addresses the appropriate, responsible and acceptable use of the Board’s information technology resources.
Since inappropriate use of the Board’s technology systems exposes the organization to risk, it is important to specify exactly what is permitted and what is prohibited. The purpose of this policy is to detail the acceptable use of our information technology resources for the protection of all parties involved.
Stakeholder Groups with Responsibilities Under this Policy
• Board of Trustees • The Director of Education • Chief Information Officer • Staff members • Students • Parents
Relationship to Board priorities
The Use of Technology policy and associated procedures ensures the stewardship of Board resources by demonstrating professionalism and accountability for high standards of practice in all Board operations and decisions.
Implementation Timelines
Immediate
Overview of Major • Revisions to the policy and procedure statement. Changes to the • Responsibilities of all Board stakeholders added. Document • Additional definitions provided. • Update to technology terminology • Additional procedures attached to policy (Use of Non-Board Devices and Password Management)
Who is affected by these All Board staff, students, parents and other technology services users are changes and what is the responsible for being aware of and adhering to the responsibilities outlined impact on current in this policy and associated procedures. practice? Feedback, Timelines and Next Steps The Use of Technology policy and its related procedures have been approved for adoption by the system as a working document. Comments will be considered by trustees and staff members at the appropriate committee meetings in October.
Questions about the Use of Technology policy or procedure should be raised with your principal, manager or supervisor. If additional clarification is required, principals, managers and supervisors may contact Paulla Bennett, Chief Information Officer.
In accordance with Board Policy #285.0, Board Policies, Procedures and Supporting Documents, the Board welcomes all comments and suggestions on Board policy.
Input is an important component of the review process. If you feel a policy and/or procedure needs to be revised, it is most helpful if you outline clearly the specific section(s) of the policy and/or procedure in which you are not comfortable, the reason(s) for your concern(s) and also suggest specific alternate wording to reflect your position.
Specific recommendations should be submitted via e-mail to [email protected], or to the attention of the Assistant Manager, Board and Trustee Services by fax at 905-727-3984 or in hard copy at the following mailing address:
York Region District School Board The Education Centre – Aurora Attention: Assistant Manager, Board and Trustee Services 60 Wellington Street West, Box 40 Aurora, ON L4G 3H2
Questions about the policy and procedure review process can be directed to the Assistant Manager, Board and Trustee Services at [email protected] or 905-727-0022 extension 2217.
Document History and Previous Versions
Approved 2006 Revised 2011 Working Document February 2015
It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property; or partaking/volunteering in Board or school-sponsored events and activities will respect the policies and procedures of the Board. The term “parents” refers to both biological/adoptive parents and guardians in all Board policies and procedure WORKING DOCUMENT Board Policy #194.0 Use of Technology
The York Region District School Board recognizes the inherent value that technology can bring to support student achievement and well-being, business excellence and staff development. The acquisition of knowledge, skills and attitudes for Digital Literacy will support inclusivity, positive and meaningful relationships, innovation, engagement, responsibility and optimism. It is expected that technology and technology services supplied by the Board will be used in an appropriate, responsible and appropriate manner. This includes, but is not limited to, all Board-provisioned technology and personal technologies connecting to the Board’s network and accessing Board technology services such as the internet, email, collaboration tools and digital learning platforms.
Application of Policy
All York Region District School Board students, trustees, staff members, school council members, volunteers and other authorized individuals who are given access to the Board’s technology and technology services are required to know and abide by the Use of Technology policy in order to ensure that information technology is being used in a safe, appropriate and responsible manner.
Where it is determined that users have breached this policy the Board will take appropriate measures to address the situation. This may include, but is not limited to disciplinary action, where appropriate, and in accordance with all applicable Board policies and procedures. Relevant federal and provincial laws and regulations also govern the use of Board technology and/or technology services.
Legislative Context
Copyright Act Education Act Municipal Freedom of Information and Protection of Privacy Act Ontario Human Rights Code Criminal Code Personal Health Information Protection Act Safe and Accepting Schools Act
Responsibilities
The Board of Trustees is responsible for:
• reviewing the Use of Technology policy in accordance with the priorities in the Trustees’ Multi-Year Plan and the approved policy review cycle; and • understanding and communicating with members of the community about the Use of Technology policy, as required.
The Director of Education is responsible for:
• implementing and operationalizing the Use of Technology policy.
The Associate Directors and Coordinating Superintendents are responsible for:
• supporting and providing direction to staff members about the application of the Use of Technology policy.
Superintendents, principals, managers and supervisors are responsible for:
• ensuring staff members are aware of the Use of Technology policy; • the overall coordination and management of school and workplace technologies; • ensuring compliance with the Municipal Freedom of Information and Protection of Privacy Act, as it relates to the management of personal and private information; and • ensuring compliance of the acceptable use of Board and personal technology when accessing the Board’s network and technology services.
Staff members are responsible for:
• the overall management of student use of computing and information technology facilities and resources within their areas of responsibility or when acting in a supervisory role, where applicable; and • instructing and modeling the appropriate use of technology, where applicable.
All York Region District School Board technology and/or technology service users are responsible for:
• ensuring use of Board technology and/or technology services are only accessed by those to whom the technology resource is assigned; • ensuring that any use of personal and Board-provisioned devices that access Board resources, such as, but not limited to, email, enterprise systems, student/staff data and information are password protected to restrict unauthorized access to these devices; • using Board technology and technology services in an appropriate, responsible and ethical manner consistent with the professional, educational, informational and recreational purposes for which they are provided; • refraining from using technology in a malicious manner or with intent to bring harm to the Board’s technology resources or technology services; • complying with the Municipal Freedom of Information and Protection of Privacy Act, as it relates to the management of personal and private information; • modeling the appropriate use of technology; and • ensuring inappropriate and irresponsible use of technology is reported to Information Technology Services.
Definitions
User
Users include, but are not limited to, students, trustees, staff members, members of Board committees, school council chairs, volunteers, parents and guardians, and all other persons given authorized access to the York Region District School Board’s technology and/or technology services. Users may access these services from locations other than their work locations.
Appropriate and Responsible Use
Using Board technology services in a respectful and ethical manner that is consistent with all Board policies and procedures and is directly aligned to the York Region District School Board’s knowledge, skills and attitudes for digital literacy.
Board Technology Services
Board technology services include;
• access to the Board’s network from any location, such as, but not limited to, schools, workplaces, home, other offsite locations, • Board-provisioned hardware including, but not limited to, removable and/or external storage devices, • access to the Board’s network and/or technology services from a personal device, and • Board-provisioned software and applications including, but not limited to, cloud-based resources.
Personal Technology
Personal technology is any device that is not Board provisioned, such as, but not limited to, personal computers, smart phones and tablets.
Collaboration Tools
Collaboration tools facilitate the sharing of content and multi-user contribution to content modification and creation.
Digital Learning Tools
Digital learning tools are accessed using technology devices typically via an internet connection, such as, but not limited to, Moodle, Google Apps, social media and Desire2Learn.
Personal and Private Information
Personal and private information of students and staff members is protected under the Municipal Freedom and Protection of Privacy Act. The Board is obligated by this Act to carefully manage all personal information within our custody and control how it is collected, used and released. This includes not giving out personal information belonging to students, parents or staff, such as home address, telephone number, age, religion, or family status without permission. This is not an exhaustive list of personal information. Individual consent to post personal information on the Internet is necessary as the information is outside of the Board’s custody and control once it is on the web.
Department
Information Technology Services
Policy History
Approved 2006 Revised 2011 Working Document February 2015
It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property; or partaking/volunteering in Board or school-sponsored events and activities will respect the policies and procedures of the Board. The term “parents” refers to both parents and guardians in all Board policies and procedures. WORKING DOCUMENT ATTACHED FOR INFORMATION
Board Procedure #194.0 Use of Technology
This procedure outlines the expectations of the York Region District School Board with relation to the use of technology services supplied by the Board. All users of Board’s technology and/or technology services are required to know and abide by this procedure in order to ensure that information technology is being used in a safe, appropriate and responsible manner. Use of personal devices on non-Board networks when used in work and school learning environments are also subject to this procedure as further outlined in the Use of Non-Board Devices procedure.
Application of Procedure
Irresponsible and Unethical Use
The following actions are considered irresponsible and unethical use of Board-provisioned technology and technology services:
• knowingly or unknowingly acting in such a way that contravenes any of the following Board policies and/or procedures; • Policy and Procedure #158.0, Information Access and Privacy Protection, • Policy and Procedure #160.0 Records and Information Management, • Policy and Procedure #222.0 Conflict of Interest, • Policy and Procedure #240.0 Respectful Workplace and Learning Environment, • Policy and Procedure # 545.0, Intellectual Property, Copyright and Professional Services, • Policy and Procedure #578.0, Professional Misconduct and Progressive Discipline, • Policy and Procedure #668.0, Caring and Safe Schools • responding to phishing emails where usernames and passwords are requested; • using the Internet for unauthorized, unethical purposes or as otherwise deemed content inappropriate, such as, but not limited to the following; • using electronic recording devices in the workplace to record any interactions between two or more parties unless all parties explicitly consent, • attempting to modify or gain access to files, passwords, or data belonging to others, • seeking unauthorized access to any computer system or damaging or altering software components, • sending, receiving or subscribing to, displaying or downloading content that is illegal, or may reasonably be construed as obscene or offensive, including, but not limited to, text, written or audio communications and images/graphics, • use of email distribution lists without appropriate authorization, • using abusive or objectionable language in either public or private messages, • misrepresenting oneself or the Board, • lobbying elected officials, • campaigning for any individual running for municipal, provincial or federal office, • sending chain letters, • using the internet for personal use during regularly scheduled working hours, • taking part in other activities that could cause congestion and disruption of networks and systems,
• intentionally deleting emails with informational value to the detriment of legal and statutory Board operations, and • willfully collecting, maintaining or disclosing personal information in contravention of the Municipal Freedom of Information and Protection of Privacy Act.
All Board technology and/or technology service users are responsible for understanding that:
• the Board is not responsible for the: • appropriateness of Internet content, • accuracy or reliability of information located on the Internet, • loss, damage, or inaccessibility of information due to technical or other difficulties, or • costs or losses incurred by users; • their conduct could reflect on the reputation of the Board and its staff members; • e-mail is not private, because others may be able to read, access and monitor email communications; and • the Board may monitor and access email communication in a reasonable manner to; • maintain and ensure the efficient use of the Board e-mail services, • ensure compliance with Board policies and acceptable use agreements, and • assist staff members in the event of prolonged absence.
Definitions
Email is and electronic mail system that allows users to communicate with each other and persons not employed by the Board. The York Region District School Board’s standard email platform is Microsoft Office/Outlook Web Access.
An e-mail message may be considered a record if made or received in connection with the transaction of Board business and therefore must be retained in accordance with all applicable record and information management and Municipal Freedom of Information and Protection of Individual Privacy policies, procedures and legislation. The value of a record is determined by its subject and not its format.
Online Social Networking
Online social networking is a process whereby online users are able to connect to other users in a variety ways and for a variety of purposes, including educational purposes. Current tools include, but are not limited to, Facebook, Twitter, MySpace and LinkedIn.
Responsibilities
The Director of Education shall:
• allocate staff and resources to support the Use of Technology procedure.
Information Technology Services (ITS) shall:
• support the connectivity of Board-provisioned devices and personal technology devices to the Board network for work and learning purposes; • not ask users for their passwords in an email; • monitor and update procedures linked to the Use of Technology policy as emerging technologies change the way staff and students engage in work and learning; and • integrate other policies into Project Management and Operation Support practices.
The Coordinating Superintendent of Business and Chief Financial Officer shall:
• when notified by Information Technology Services of any inappropriate content on any Board- provisioned technology, determine the appropriate action in consultation with the Chief Information Officer, Information Technology Services and other senior staff members, as necessary.
The Chief Information Officer shall:
• manage any issues that arise from emails sent to the Inappropriate Email Account on a case-by-case basis in conjunction with Coordinating Superintendent of Business and Chief Financial Officer and appropriate senior staff member; and • notify the associated superintendent and Human Resources where applicable of any inappropriate content on any Board-provisioned technology of which they become aware, where applicable.
Superintendents, Principals, Managers and Supervisors shall:
• ensure this procedure is communicated to their staff upon hiring and annually thereafter; • not accept any donated computers as this may negatively impact on the Board’s ability to effectively license, manage, secure and support solutions for classroom programs; and • apply corrective and disciplinary measures to address staff members in violation of this procedure.
Principals, Managers and Supervisors shall:
• coordinate and manage computing and information technology facilities and resources for staff and students; • manage internet filtering for their school or department, where applicable; • ensure staff members adhere to the proper usage of personal technology when used in any Board facility including the use of any online social networking tools; • distribute the Information Technology Acceptable Use Agreement to staff, students and parents, where applicable; • ensure clearly defined sanctions, appropriate to the degree of severity for misuse and/or illegal use of the Board’s computing and information technology facilities and resources as stated in the school's code of conduct are applied; and • report abuses of the Use of Technology policy and procedure to their superintendent.
All staff members shall:
• take reasonable steps to manage and actively supervise student use of computing and information technology facilities and resources within their assigned teaching areas and when acting in a supervisory role, where appropriate; • instruct all students to adhere to this procedure and the Information Technology Acceptable Use Agreement, where appropriate; • use this procedure and/or the school's code of behaviour when applying sanctions for misuse and/or illegal use of the Board’s computing and information technology facilities and resources, where appropriate; • report any suspected inappropriate use of Board technology or technology services to the principal; and • if using social networking tools, do so with the appropriate understandings of the effective educational use of these tools, avoiding any personal uses when engaging with students, parents and colleagues for professional purposes.
Students shall:
• make sure they understand and follow the Information Technology Acceptable Use Agreement; and • only use Board and personal technologies for educational purposes as defined by the teacher and instructional purpose in Board facilities.
All users shall:
• familiarize themselves with and understand this procedure and abide by its expectations and restrictions; • use technology resources in ways that do not disrupt other users or compromise the functionality of the system; • maintain their password and user identification confidentiality; • restrict access to their password(s); • familiarize themselves with the technology resources provided to them, including system maintenance and administration procedures; • ensure records retention requirements are met by referring to the Classification and Retention Schedule for advice on information ownership within the Board; • refrain from connecting network devices, such as, but not limited to, mini-hub switches or wireless routers without obtaining prior approval from Information Technology Services; • if they are in receipt of inappropriate emails, forward in its entirety (not cut and pasted) so that any relevant header information is retained to the Inappropriate Email Account; • delete spam mail upon receipt and not to the Inappropriate Email Account; and • report to the Chief Information Officer, any inappropriate content on any Board-provisioned technology of which they become aware.
Department
Director’s Services Information Technology Services
Procedure History
Approved 2006 Approved 2008 Revised 2011 Working Document February 2015
It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property; or partaking/volunteering in Board or school-sponsored events and activities will respect the policies and procedures of the Board. The term “parents” refers to both parents and guardians in all Board policies and procedures. WORKING DOCUMENT ATTACHED FOR INFORMATION Board Procedure #194.1
Use of Non-Board Devices
This procedure outlines the expectations of the York Region District School Board regarding the use of non-board owned technology, commonly referred to as the Bring Your Own Device (BYOD) Program. The purpose of this procedure is to outline instructions for use of Non-Board Devices during the work and/or instructional day. This procedure applies to any person who utilizes a Non-Board Device during the work and/or instructional day, in a Board building or Board event, activity or program whether connected to the Board’s network or not, including, but not limited to, students, trustees, staff members, guests, contractors, partners and vendors.
Application of Procedure
The following principles apply to all users.
• The Use of Non-Board Devices (Bring Your own Device (BYOD) Program) is not a mandatory practice and implementation is at the discretion of the principal or department manager. • Board business must be done using Board-provisioned technology tools. This does not necessarily mean the device but includes the content and/or data capturing mechanism, such as, but not limited to, sending a Board email from a personal device.
Definitions
Non-Board Device (NBD)
Any computing device not owned or provided by the Board to a user that is brought into a Board building or to a Board event, activity or program by any user whether used for instructional or personal purposes shall be considered a Non-Board Device even if they are not connected to the Board’s network.
Responsibilities
The Director of Education shall:
• allocate staff and resources to support the Use of Non-Board Devices procedure.
The Coordinating Superintendent of Business and Chief Financial Officer shall:
• when notified by the Chief Information Officer (CIO) of any inappropriate content on any Non-Board Device, determine the appropriate action in consultation with the CIO and other senior staff member, as necessary.
The Chief Information Officer shall:
• manage any issues that arise in conjunction with the appropriate superintendent, principal, manager or supervisor, as necessary; and • notify the Coordinating Superintendent of Business and Chief Financial Officer of any inappropriate use on any Non-Board Device of which they become aware.
Superintendents, Principals, Managers and Supervisors shall:
• ensure that all users are compliant with the Information Access and Privacy Protection policy, procedure and supporting documents and the Records and Information Management policy, procedure and supporting documents; and • apply corrective and disciplinary measures, as appropriate, to address violations of this procedure.
Principals, Managers and Supervisors shall:
• work in conjunction with staff, parents and students to develop expectations regarding the use of Non-Board Devices; • communicate expectations to all users; • where applicable, work in conjunction with staff, students, parents and members of the community, to outline effective use of Non-Board Devices in schools and classrooms; • ensure staff members adhere to the proper usage of Non-Board Devices when used in any Board facility including the use of any online social networking tools; • distribute the Information Technology Acceptable Use Agreement to users; • ensure clearly defined sanctions appropriate to the degree of severity for misuse and/or illegal use of the Board’s computing and information technology facilities and resources as stated in the school's code of conduct; • report abuses of this procedure and corresponding policy to the Chief Information Officer; and • apply corrective and disciplinary measures, as appropriate, to address violations of this procedure.
Information Technology Services (ITS) shall:
• not provide technical support to Non-Board Devices with the exception of facilitating network connectivity, where appropriate; and • enforce password/pin code requirements on non-Board Devices that are syncing to Board technology system(s).
Instructional staff members shall:
• advocate for and practice safe, legal and responsible use of communication, information and technology; • be able to articulate the pedagogical purposes for students utilizing personal technology within their classroom or area or responsibility; • communicate with and ensure their principal has approved the use of non-Board devices within the school or learning environment; • manage and actively supervise student use of Non-Board Devices within their assigned teaching areas and when acting in a supervisory role; • make sure all students understand adhere to this procedure and the Information Technology Acceptable Use Agreement; • use this procedure and/or the school's code of conduct when applying sanctions for misuse and/or illegal use of the Board’s computing and information technology facilities and resources; and • if using social networking tools, do so with the appropriate understandings of the effective educational use of these tools, avoiding any personal uses when engaging with students, parents and colleagues for professional purposes.
Students shall:
• advocate for and practice safe, legal, and responsible use of information and technology; • understand and follow the Information Technology Acceptable Use Agreement; and • only use Board and personal technologies for educational purposes as defined by the teacher and instructional purpose in Board facilities.
All users shall:
• understand and adhere to it’s the Use of Non-Board Devices procedure; • use personal technology in ways that do not disrupt other users or compromise the functionality of the system; • maintain their password and user identification confidentiality; • restrict access to their passwords; and • familiarize themselves with the technology resources provided to them, including system maintenance and administration procedures.
Department
Information Technology Services
Procedure History
Working Document February 2015
It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property; or partaking/volunteering in Board or school-sponsored events and activities will respect the policies and procedures of the Board. The term “parents” refers to both biological/adoptive parents and guardians in all Board policies and procedures. WORKING DOCUMENT ATTACHED FOR INFORMATION Board Procedure #194.2 Password Management
This procedure outlines the appropriate use and maintenance of passwords. It will help users understand why strong passwords are a necessity, and allow users to create passwords that are both secure and useable. This procedure will educate users on the secure use of passwords. This procedure applies to all York Region District School Board students, trustees, staff members, school councils and other authorized individuals who are provided with an account on the Boards network or systems.
Application of Procedure
Password Construction Guidelines
Passwords should;
• be at least eight characters in length, • be comprised of a mix of letters, numbers and special characters (punctuation marks and symbols), • not be comprised of, or otherwise utilize, words that can be found in a dictionary, • not be comprised of an obvious keyboard sequence (i.e. qwert), and • not include “guessable” data such as, but not limited to, personal information about yourself, your spouse, your pet, your children, birthdays, addresses, phone numbers, locations.
Confidentiality Guidelines
All users shall adhere to the following confidentiality guidelines with respect to secure passwords. Users must;
• not disclose their passwords to anyone; • not share their passwords with others (co-workers, supervisors, family etc.); • not write down their passwords and leave them unsecured; • not check the ‘save password’ box when authenticating to applications; • not use the same password for different systems and/or accounts; • not send passwords via email; • not re-use passwords; and • change passwords every 60 days.
Passwords should be considered confidential data and treated with the same discretion as any of the Board’s proprietary information.
It is the users responsibility to immediately report any suspicious activity involving his or her password(s) to the Enterprise Helpdesk. Any request for passwords over the phone or email, whether the request came from Board personnel or not, should be expediently reported.
In the event that a password is suspected to have been compromised, the Enterprise Helpdesk Team will request that the user(s) change all his or her passwords.
Violations may result in disciplinary action, which may include suspension, restriction of access, or more severe penalties up to and including termination of employment, as appropriate. Where illegal activities or theft of Board property (physical or intellectual) are suspected, the York Region District School Board may report such activities to the applicable authorities;
Definitions
Authentication
A security method used to verify the identity of a user and authorize access to a system or network.
Password
A sequence of characters used to authenticate a user to a file, computer, network, or other device. Also known as a pass phrase or pass code.
Two Factor Authentication
A means of authenticating a user that utilizes two methods: something the user has, and something the user knows. Examples include smart cards, tokens, or biometrics, in combination with a password.
Responsibilities
The Director of Education shall:
• allocate staff and resources to support the Password Management procedure.
The Chief Information Officer shall:
• manage any issues that arise in conjunction with the appropriate principal, manager supervisor and senior staff member, where appropriate; and • ensure that staff members receive a reminder email(s) as the password expiry date approaches in order to provide the user with adequate time to change his or her password.
All Board technology and/or technology service users shall:
• adhere to the password construction and confidentiality guidelines.
Department
Information Technology Services
Procedure History
Working Document February 2015
It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property; or partaking/volunteering in Board or school-sponsored events and activities will respect the policies and procedures of the Board. The term “parents” refers to both biological/adoptive parents and guardians in all Board policies and procedure. WORKING DOCUMENT
YORK REGION DISTRICT SCHOOL BOARD
Policy and Procedure #672.0, Student Leadership and Student Voice
The Student Leadership and Student Voice policy and procedure recognizes and supports student leadership and student voice as resonant forces in establishing a thriving learning environment for each learner in the Board.
Major Changes to the Document Revisions to the policy reinforce the importance of providing students with leadership opportunities and hearing the voices of all students.
Additional revisions formalize existing practices within the Board.
Who is affected by these changes and • Student Trustees what is the impact on current practice? • Principals • York Region Presidents’ Council • Student Council or Alternative Elementary Student Leadership Group members • Students
Implementation Timelines Immediate
Lead Superintendents/Subject Matter • Cecil Roach, Coordinating Superintendent, Equity and Expert Community Services • Allan Hoyle, Superintendent of Schools – Operations • Lori Barnes, Senior Manager, Board and Trustee Services • Student Trustees Harii Mahesh and Daniel Roytman
Who has responsibilities?
• Board of Trustees • Student Trustees • Director of Education • Coordinating Superintendent, Equity and Community Services • Elementary and Secondary Principals • Student Councils or Alternative Student Leadership Group Staff Advisors • York Region Presidents’ Council • Student Councils and Alternative Student Leadership Group Members/Representatives • Students • Board and Trustee Services • Advisors to the York Region Presidents’ Council
How is this policy and/or procedure related to Board priorities?
This policy and procedure supports the Board’s commitment to promoting student achievement and well- being, the stewardship of Board resources and the delivery of effective and sustainable education programs by engaging students as partners in their learning and public education and enhancing confidence in public education.
What are the timelines and next steps?
This policy and procedure was approved for adoption by the system as a working document for six school months. Comments will be scheduled for consideration by trustees and senior staff at the appropriate committee meetings in October 2015.
How do I find out more or provide feedback?
Questions about this policy and/or procedure should be raised with your principal, manager or supervisor. If additional clarification is required, principals, managers and supervisors may contact the lead superintendent and/or subject matter expert.
In accordance with Board Policy #285.0, Board Policies, Procedures and Supporting Documents, the Board welcomes all comments and suggestions on Board policy.
Input is an important component of the review process. If you feel a policy and/or procedure needs to be revised, it is most helpful if you:
• outline clearly the specific section(s) of the policy and/or procedure in which you are not comfortable; • the reason(s) for your concern(s); and • suggest specific alternate wording to reflect your position.
Specific recommendations or questions about the policy and procedure review process should be submitted via e-mail to [email protected], or to the attention of the Assistant Manager, Board and Trustee Services at or 905-727-0022 extension 2217 or mailed to The Education Centre – Aurora.
It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property; or partaking/volunteering in Board or school-sponsored events and activities will respect the policies and procedures of the Board. The term “parents” refers to both biological/adoptive parents and guardians in all Board policies and procedure
WORKING DOCUMENT Board Policy #672.0 Student Leadership and
Student Voice
Policy Statement
The York Region District School Board recognizes that student leadership and student engagement are resonant forces in establishing a thriving learning environment for each learner in the Board. The Board is committed to ensuring that student voice effectively represents the diverse student body, including the silent voices of marginalized students, and is heard and considered in decision-making at all levels. Students in the York Region District School Board are encouraged to advocate for the needs of their peers.
Responsibilities
The Board of Trustees is responsible for:
• recognizing the importance of promoting the student leadership and voice throughout the Board; • being aware of and recognizing the work of student councils or alternative elementary student leadership groups in their schools; • acknowledging and taking into consideration suggestions and concerns made by student councils, or alternative elementary student leadership groups and by York Region Presidents’ Council; • taking advantage of the opportunity to attend meetings of the York Region Presidents’ Council and/or meet with student councils or alternative elementary student leadership groups; • reviewing the Student Leadership and Student Voice policy in accordance with the priorities in the Trustees’ Multi-Year Plan and the approved policy review cycle; and • understanding and communicating with members of the community about the Student Leadership and Student Voice policy, as required.
Student Trustees are responsible for:
• giving the student population a meaningful voice in Board deliberations and acting as a conduit for the flow of information and ideas between trustees, staff members and the student body; • being accessible to student council or alternative elementary student leadership group members from across the region to listen to their concerns and suggestions; • attending all meetings of the York Region Presidents’ Council; • consulting with students on matters being considered by the Board; and • maintaining open lines of communication at all times between themselves and students to discuss issues and ideas.
The Director of Education is responsible for:
• recognizing and promoting the importance of student voice throughout the Board; and • implementing and operationalizing the Student Leadership and Student Voice policy.
The Coordinating Superintendent appointed as Advisor to the York Region Presidents’ Council is responsible for:
• supporting the York Region Presidents’ Council and providing feedback on council operations; • encouraging and supporting student council or alternative elementary student leadership group activities within all York Region schools; and • identifying policy matters which require, or would benefit from, consultation from student representatives.
Elementary Principals are responsible for:
• ensuring that a student council or alternative student leadership group is established that represents the student body; • making every effort to ensure that the elementary leadership group is democratically elected; and • taking into consideration the perspective of student council or alternative student leadership group representatives on matters affecting the general student body.
Secondary Principals are responsible for:
• establishing a democratically-elected student council that represents the student body; • ensuring that student council events aim to be inclusive of all students; and • consulting regularly with student council representatives on matters relating to specific issues and policies that affect the general student body within their school.
Student Council or Alternative Student Leadership Group Staff Advisors are responsible for:
• assessing the progress of members of the student council or alternative elementary student leadership group to ensure that they continue to succeed academically; • working collaboratively with student leaders to identify ways to actively engage students toward increased student success; and • supporting student council or alternative elementary student leadership group events and endeavours.
The York Region Presidents’ Council (YRPC) is responsible for:
• making every effort to provide York Region student councils with the necessary support to thrive and flourish; • enhancing communication and fostering cooperation between students, student councils, and Student Trustees in the region; • being inclusive of all secondary schools in the York Region District School Board; • providing a forum for secondary students to meet and voice their concerns and share their opinions; and • giving reasonable notice to students of meeting dates, event dates, student trustee elections and YRPC executive elections.
Elementary Student Council or Alternative Elementary Student Leadership Group Members/Representatives are responsible for:
• serving as the main contact for consultation on matters related to the student body; • liaising with Student Trustees on issues pertaining to the student body; • actively collaborating with school staff members, students, parents/guardians and trustees; • working proactively with the school administration, when appropriate, to resolve issues related to the interests of the student body; • working to improve school spirit in the learning environment; • creating a forum for student-led clubs and councils to meet and share information about student- related matters; and • representing the student body and actively voicing student concerns to the principal on school-related issues.
Secondary Student Council Members/Representatives are responsible for:
• serving as the main contact for consultation on matters related to the student body; • liaising with Student Trustees on issues pertaining to the student body; • working proactively and collaboratively with the school administration, when appropriate, to discuss issues related to the interests of the student body; • working to improve school spirit in the learning environment; • creating a forum for student-led clubs and councils to meet and share information about student- related matters; • representing the student body on the school council and actively voicing student concerns on issues; • keeping the students in their schools informed about their role as a representative body and about the activities of the York Region Presidents’ Council; and • informing and engaging students in leadership opportunities available to them within the Board with support from Student Trustees and the York Region Presidents’ Council
Students are responsible for:
• striving to support the health and well-being of the student community; • being aware of the student council or alternative elementary student leadership group activities within their school; • bringing to the attention of their student leaders any issues or suggestions that affect the student community; and • making reasonable efforts to participate in applicable student council, alternative elementary student leadership group and other leadership opportunity activities in a respectful and ethical manner.
Definitions
Alternative Elementary Student Leadership Group
An alternative elementary student leadership group is a representational body of elementary students that actively represents student voice and is consulted on issues that could benefit from student consultation. This group also works to improve the school community and act as a link between school administration and the students.
Student Councils
Student councils are democratically-elected student-run groups that represent student voice, work to improve school spirit and enhance school community through various school and community initiatives and events. Student councils may also be known as a Student Activity/Administrative Council (SAC), Board of Student Senators (BOSS) or a variety of other names.
York Region Presidents’ Council
The York Region Presidents’ Council (YRPC) is the official secondary school student senate of the York Region District School Board, with the mission of promoting and enhancing communication and co- operation, inspiring and fostering leadership, and collecting the voice of secondary school students.
Department
Board and Trustee Services, Director’s Office
Policy History
Approved 2011 Working Document February 2015
It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property; or partaking/volunteering in Board or school-sponsored events and activities will respect the policies and procedures of the Board. The term “parents” refers to both biological/adoptive parents and guardiansBoard in all Board policiesProcedure and procedures. #672.0
WORKING DOCUMENT ATTACHED FOR INFORMATION Student Leadership and Student Voice
This procedure outlines the collaborative process by which student leadership and student voice will be encouraged, facilitated and recognized at all levels in the Board and explains the roles of staff and students in the York Region District School Board with respect to student leadership, student voice and student involvement.
Definitions:
Student Activity Fees
Student activity fees are optional fees, collected from elementary and secondary students, to provide co- curricular activities and supplies for students throughout the upcoming school year.
Responsibilities
The Director of Education shall:
• allocate staff and resources to support the Student Leadership and Student Voice procedure.
Student Trustees shall:
• have the opportunity to attend workshops, courses, conferences and symposiums which are related to the governance of education and the delivery of educational programs and services for students; • attend and participate in Board, Advisory and Board Committee meetings, where appropriate, to represent the voice of students in York Region; • maintain the Student Trustee website, in conjunction with Board and Trustee Services staff, as appropriate, to inform students of Student Trustee and York Region Presidents’ Council activities; • provide a report detailing the activities of the Student Trustees to the Board of Trustees at monthly Board meetings; • present a Student Trustee update at York Region Presidents’ Council meetings to communicate Board initiatives and activities; • conduct elections for the position(s) of student trustee with members of the York Region Presidents’ Council and secondary students by April 30th annually; and • report student trustee election results to Board and Trustee Services.
The Director of Education shall:
• appoint one senior team member to act as an advisor for the York Region Presidents’ Council; and • meet with the Student Trustees to discuss student matters at a system level.
The Coordinating Superintendent appointed as advisor to the York Region Presidents’ Council shall:
• appoint four secondary vice-principals, one from each Community Education Centre, to act as advisors for the York Region Presidents’ Council; • support the identification of ways to encourage Board-wide involvement in the York Region Presidents’ Council through discussions with student trustees, principals, Board staff, and the York Region Presidents’ Council; and • bring to the attention of the principals matters that would benefit from student consultation.
Board and Trustee Services shall:
• provide appropriate guidance and assistance to Student Trustees in their role as student leaders; • notify York Region Presidents’ Council Principal Advisors of the Student Trustee and York Region Presidents’ Council Communications Protocol; • review and distribute any appropriate communications for the Student Trustees in conjunction with the Coordinating Superintendent appointed as Advisor to the York Region Presidents’ Council; and • assist Student Trustees with the review and posting of information on the Student Trustee and York Region Presidents’ Council websites.
Secondary vice-principals appointed as advisors to the York Region Presidents’ Council shall:
• supervise meetings of the York Region Presidents’ Council; • moderate Student Trustee and York Region Presidents’ Council executive elections; and • make resources required for distribution to students available at York Region Presidents’ Council meetings.
Elementary principals shall:
• ensure that there is, at minimum, one staff member who is able to act in an advisory role on the student council or alternative elementary student leadership group; • make leadership opportunities available for students, whenever possible; and • consider and approve, as appropriate, student council or alternative elementary student leadership group proposals for student events and initiatives.
Secondary principals shall:
• appoint, at minimum, one staff member to act in an advisory role on the student council; • request input from student council members on matters related to students; • consider and approve, as appropriate, student council proposals for student events and initiatives; • notify the York Region Presidents’ Council of their schools’ president(s), vice-president(s), third student representative, and staff advisor(s) within 30 days of their election; • share York Region Presidents’ Council communications with student council members; • determine an appropriate student council budget in consultation with student council members; and • provide student councils with a physical location to meet and plan initiatives, such as a student council office or designated classroom.
The York Region Presidents’ Council (YRPC) shall:
• hold monthly general assembly meetings; • provide organized leadership opportunities, as appropriate; • schedule and participate in elections for Student Trustees prior to April 30th annually; • conduct York Region Presidents’ Council elections for executive positions annually in May; and • send notices of York Region Presidents’ Council meetings and elections to each school in the Board.
Elementary student council or alternative elementary student leadership group members/representatives shall:
• conduct democratic elections for student council positions, where applicable; • coordinate student-led events to ensure they do not conflict with each other in principle or in scheduling; • schedule regular student council or alternative elementary student leadership group meetings; • provide input on student related matters, when requested;
• bring student issues to the attention of administrators; and • organize both spirit and educational events that are inclusive of the whole student body with the cooperation of staff supervisors.
Secondary student council members/representatives shall:
• conduct democratic elections for student council positions; • coordinate student-led events to ensure they do not conflict with each other in principle or in scheduling; • attend and represent their school communities at all York Region Presidents’ Council meetings; • schedule regular student council meetings; • provide input on student related matters, when requested; • bring student issues to the attention of administrators; • organize both spirit and educational events that are inclusive of the whole student body with the cooperation of staff supervisors; and • appoint one member of the student council to represent their school at the York Region Presidents’ Council executive elections and Student Trustee elections.
Students shall:
• have the opportunity to provide input into the selection of student council or alternative elementary student leadership group members; • be engaged in the process of selecting the York Region District School Board Student Trustees, as appropriate; and • be given the chance to lead and participate in school clubs and activities at their leisure.
Department
Board and Trustee Services, Director’s Office
Procedure History
Approved 2011 Working Document February 2015
It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property; or partaking/volunteering in Board or school-sponsored events and activities will respect the policies and procedures of the Board. The term “parents” refers to both biological/adoptive parents and guardians in all Board policies and procedures.
WORKING DOCUMENT
YORK REGION DISTRICT SCHOOL BOARD
Policy and Procedure #262.0, School Councils
The School Councils policy and procedure outlines the roles and responsibilities for the development and operation of school councils.
Summary of Major Changes to the • Updating language to reflect wording of Mission, Vision and Document Values statements • Clarifying responsibilities Who is affected by these changes and • Trustees (including multi-year planning process) what is the impact on current practice? • Director of Education (including responsibility for dispute resolution) • Superintendents of Schools (reflecting school council forum format changes) • Principals (clarifying language on responsibilities and communication) • School Council Chairs (clarifying financial responsibilities) Implementation Timelines Immediate
Lead Superintendent and/or Subject Cecil Roach, Coordinating Superintendent of Equity and Matter Expert Community Services Camille Logan, Principal, Inclusive School and Community Services
Who has responsibilities?
• Board of Trustees • Director of Education • Superintendents • Principals • School Council Chairs and Members
How is this related to Board priorities?
The School Council procedures supports the goal of advancing student achievement and well-being and the delivery of effective and sustainable educational programs.
What are the next steps?
This policy was approved for adoption by the system as a working document for six school months. Comments will be considered by trustees and staff at the appropriate committee meetings in October 2015.
How do I find out more or provide feedback?
Questions about this policy and/or procedure should be raised with your principal, manager or supervisor. If additional clarification is required, principals, managers and supervisors may contact the lead superintendent and/or subject matter expert.
In accordance with Board Policy #285.0, Board Policies, Procedures and Supporting Documents, the Board welcomes all comments and suggestions on Board policy.
Input is an important component of the review process. If you feel a policy and/or procedure needs to be revised, it is most helpful if you:
• outline clearly the specific section(s) of the policy and/or procedure in which you are not comfortable; • the reason(s) for your concern(s); and • suggest specific alternate wording to reflect your position.
Specific recommendations or questions about the policy and procedure review process should be submitted via e-mail to [email protected], or to the attention of the Assistant Manager, Board and Trustee Services at or 905-727-0022 extension 2217 or mailed to The Education Centre – Aurora.
It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property; or partaking/volunteering in Board or school-sponsored events and activities will respect the policies and procedures of the Board. The term “parents” refers to both biological/adoptive parents and guardians in all Board policies and procedures.
WORKING DOCUMENT Board Policy #262.0
School Councils
Policy Statement
The York Region District School Board believes that collaborative and inclusive partnerships among schools, families and their communities are essential to advancing student learning, achievement and well-being, and to increasing a shared sense of confidence in public education.
Strong and inclusive partnerships are built from a common vision and common goals, and are nurtured through regular communication and meaningful consultation involving all members of the school community.
School councils play an important role in building school, family and community partnerships by providing input into relevant Board and school-level decisions and by encouraging the involvement of all members of the school community in support of student learning, achievement and well-being.
Responsibilities
The Board of Trustees is responsible for:
• reviewing the School Councils policy in accordance with the priorities in the Trustees’ Multi-Year Plan and the approved policy review cycle; • understanding and communicating with members of the community about the School Councils policy, as required; • receiving and considering advice from school councils on the establishment and amendment of Board policies that relate to student achievement and well-being and to the accountability of the education system to parents/guardians; • consulting with school councils on the development of the Trustees’ Multi-Year Plan; and • considering each recommendation school councils make to the Board and provide the school council, through the appropriate superintendent, with a rationale for any decisions reached or actions taken in response.
The Director of Education is responsible for:
• implementing and operationalizing the School Councils policy; • consulting school councils on the development of implementation plans for new education initiatives that relate to parent engagement and its impact on student achievement and well-being and to the accountability of the education system to parents/guardians; and • consulting school councils on Board planning processes.
Associate Directors, Schools are responsible for:
• providing support, as required, in responding to internal disputes of school councils.
The Coordinating Superintendent, Equity and Community Services is responsible for:
• ensuring internal disputes of school councils that are referred by the Superintendent of Schools are responded to in an appropriate manner.
Superintendents of Schools are responsible for:
• providing support to principals in responding in an appropriate manner to internal disputes of school councils; • referring internal dispute of school councils to Coordinating Superintendent, Equity and Community Services, as required; and • ensuring the Associate Director, Schools is informed, as required.
Principals are responsible for:
• ensuring that a school council is established that represents the school community and promotes improved student learning, achievement and well-being through the development of equitable and inclusive school practices; • promoting the development of strong and inclusive family and community partnerships; • communicating and collaborating with school councils; • encouraging school council members to share their ideas for advancing student achievement and well-being; • supporting parents/guardians in informing the school improvement plan; • supporting school councils in understanding the implementation of Board policies and procedures and their role in the review process; • actively seeking representation of diverse parent/guardian groups on school councils; • working with the school council to identify opportunities that promote parent/guardian education and strategies to support children’s learning at home; • forwarding information on community resources to school councils; • engaging in internal conflict resolution activities in accordance with relevant Board policies and procedures, and by-laws of the school council; and • referring internal disputes of school councils to the Superintendent of Schools, if required; and • ensuring school councils undertand their roles and responsibiltiies as outlined in the School Councils policy and procedure and approprite guidelines and legislation.
School councils are responsible for:
• supporting and promoting family and community engagement in advancing student achievement and well-being; • participating in the development and implementation of the school improvement plan; • communicating with and providing ongoing advice to the principal on school-related matters; • collaborating with the principal to coordinate community resources that support student learning, achievement and well-being ; and • understanding and communicating with members of the community about the roles and responsibilities of school councils as outlined in the School Councils policy and procedure and appropriate guidelines and legislation, as required.
Legislative Context
Education Act
Definitions
School Community
The school community includes, but is not limited to, students, parents/guardians, staff members and members of the local community.
School Councils
School councils are advisory bodies which may make recommendations to the school principal or to the Board on matters as stated in all applicable Board policies and procedures. School councils are comprised of:
• parents/guardians (constituting the majority of members of the school council); • one student (optional at elementary level); • at least one community representative; • the school principal; • one teaching staff member; and • one support staff member.
Department
Director’s Office
Policy History Approved 1996 Reviewed 1997 Amended 2001 Amended 2005 Revised 2007 Revised 2011 Working Document February 2015
It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property; or partaking/volunteering in Board or school-sponsored events and activities will respect the policies and procedures of the Board. The term “parents” refers to both biological/adoptive parents and guardians in all Board policies and procedures.
WORKING DOCUMENT ATTACHED FOR INFORMATION Board Procedure #262.0
School Councils
This procedure outlines the roles and responsibilities for the development and operation of school councils.
Application of Procedure
School Council Membership
Community representative
The community representative is appointed by school council members. The representative cannot be employed at the school as a member of a bargaining unit, an administrator or a manager. If the individual is employed as a member of a bargaining unit, an administrator or a manager elsewhere in the Board, they must inform other members of the council of this before the appointment.
School council chair, co-chairs and officers:
These members of the school council must;
• be elected by members of the school council, • be parent/guardian members of the school council, and • not be a person who is an employee of the Board or who is a member of a bargaining unit at the school.
All parents/guardians with students enrolled in the school are eligible:
• for election to school council; • for acclamation to a position on the school council when the number of candidates is equal to, or less than the number of parent/guardian member positions on the council; and • to be appointed to the school council if additional vacancies exist.
Student representative:
The student representative is a member of the school council and will be:
• named by the student council in secondary schools; • appointed by the principal after consulting with the school council, where applicable, in elementary schools.
Support staff member representative:
The support staff member representative is a member of the school council. This representative must be:
• employed at the school; • not be the principal or vice-principal; and • elected by support staff members employed at the school.
Teacher representative:
The teacher representative is a member of the school council. This representative must be employed at the school and is elected by teachers employed at the school.
Responsibilities
The Director of Education shall:
• allocate staff and resources to support the School Councils procedure; and • consider advice from school councils on the establishment and amendment of Board procedures that relate to student learning, achievement and well-being and to the accountability of public education in York Region to parents/guardians.
The Superintendent responsible for school councils shall:
• coordinate regional opportunities for school councils to meet at least twice annually, when appropriate; • in collaboration with school council representatives, offer relevant professional development for council chairs, principals, and council members; and • appoint school council representatives to ad hoc advisory committees, as required by the Ministry of Education or deemed appropriate by the Board.
Superintendents of Schools shall:
• consider and forward recommendations school councils make to the appropriate person(s) for consideration; and • respond to recommendations made by school councils.
Principals shall:
• be a member of the school council; • review the school council handbook and on-line modules with their school council at the beginning of each school year; • work with other staff members and school council members as required to identify community, student, support staff member and teacher representatives on the school council; • provide guidance to school councils to support their decision-making process; • not be entitled to vote on matters under consideration by the school council or a committee of the school council; • attend all school council meetings, unless unable to do so due to illness or other cause beyond their control; • in extenuating circumstances, if unable to attend a school council meeting, arrange for the vice- principal to attend on their behalf; • schedule the first school council meeting within the first 35 days of the school year; • in the case of a new school, identify the date for the first school council election during the first 30 calendar days of the school year; • provide at least 14 days notice of dates, times and locations of the election of school council members to parents/guardians of students enrolled in the school on the date notice is given; • communicate the names of members of the school council to parents/guardians of students enrolled in the school within 30 days after school council members have been determined; • advise school council members when there is a need for volunteers in the school; • notify the school community of the dates, times and locations of school council meetings ;
• ensure that the following are kept at the school and available to school community members ; • copies of school council meeting minutes, • school council constitution and by-laws, • school council communications, and • school council annual report; • ensure the school council creates by-laws regarding; • election procedures and the filling of vacancies, • participation in school council proceedings in cases of conflict of interest, and • a conflict resolution process for internal school council disputes; • distribute to each member of the school council any materials received from and/or identified by the Ministry of Education or the Board as being relevant for distribution to school councils; • support the council in obtaining information about the roles, responsibilities and functions of school councils, including information relating to relevant legislation, regulations and policies; • consider each recommendation the school council makes and provide the council with a rationale for any decisions reached or actions taken in response; • solicit the views of the school council with respect to; • the establishment and amendment of Board policies and procedures that relate to student learning, achievement and well-being and to the accountability of the education system to parents/guardians, and • the establishment, implementation, review and communication of the school improvement plan and school profile; • develop an annual fundraising plan, selecting fundraising activities and managing and administering funds in accordance with Board School Fundraising and Administration of School Generated Funds policy and procedure; • ensure that the financial records are maintained at the school and available for examination for a seven-year period; • ensure the procurement of materials and services is carried out in accordance with Board policies and procedures; • ensure the school council is aware that insurance coverage is provided through the Board for school councils if carrying out a Board-approved event and following applicable Board policies and procedures; • support and promote the school council's operations and activities; • support the school council in communicating with the school community; and • clarify the implementation of Board policies and procedures with school councils to ensure compliance.
School councils shall:
• carry out their responsibilities in accordance with; • the School Council policy and procedure, • all relevant Board policies and procedures, and • their school council’s constitution and by-laws; • create by-laws regarding; • election procedures and the filling of vacancies, • participation in school council proceedings in cases of conflict of interest, and • a conflict resolution process for internal school council disputes; • be familiar with their responsibilities, as outlined in the School Council Handbook; • hold elections for school council members during the first 30 calendar days of each school year; • fill membership vacancies by election or appointment in accordance with the by-laws of the council; • appoint community representative(s) for the school council; • ensure that a parent/guardian qualifies to be school council member in accordance with legislative requirements; • continue its duties even if there is a vacancy; • meet at least four times during the school year, with the first meeting occurring within the first 35 calendar days of the school year; • ensure that all meetings are open to the public and in an accessible location; • only make decisions when a majority of the members are present and where a majority of the members in attendance are parent/guardian members; • record and maintain minutes of all meetings for a four-year period; • ensure that minutes are available for examination without charge to any member of the public; • complete the annual report template by June 30th of the school year; • support the fundraising plan and activities as outlined in the Board School Fundraising and Administration of School Generated Funds policy and procedure; • ensure that all financial transactions are conducted in accordance with all applicable Board policies and procedures; • consult with parents/guardians of students enrolled in the school about matters under consideration by the school council; • adhere to the School Council Communication Protocol; • understand that insurance coverage is provided through the Board for school councils if carrying out a Board-approved event and following applicable Board policies and procedures; • not be incorporated and not be a registered charity; and • not provide any remuneration to any members including, but not limited to, the chair, parent members, the community representative, the student member or staff members.
School Councils may:
• when drafting council by-laws, consider; • specifying the number of parent/guardian members who will serve on the committee, provided that the number constitutes a majority on the school council, otherwise the number of parent/guardian members shall be six, • specifying the number of community representatives, if more than one, who will serve on the committee, • limiting the number of times a school council member may be re-elected or re-appointed, otherwise there is no limit, • specifying that the school council may have two co-chairs, otherwise there is only one chair, • specifying other officers of the school council, and • establishing norms and rules for conducting school council meetings and committees; • establish sub-committees to make recommendations to the school council provided that the committee includes at least one parent/guardian member; • identify other school community members to participate in sub-committees to make recommendations to the school council;refer internal disputes to the superintendent responsible for school councils for consideration, through the principal; and • make recommendations, through the the minutes of school council meetings, to; • principals, and • the Board by submitting them in writing to the superintendent of schools.
School council members shall:
• be elected during the first 30 calendar days of each school year, on a date established by the school council chair or co-chairs, after consulting with the principal; • in the case of a new school, hold the first school council election during the first 30 calendar days of the school year on a date identified by the principal; • hold office from the later of; • the date they are elected or appointed, or • the date of the first school council meeting after the election is held; • hold office until the first meeting of the school council after elections are held in the next school year; be eligible for re-election or re-appointment in subsequent years unless otherwise specified in the school council by-law; • understand that when a consensus cannot be reached and voting is necessary, or on committees of the school council on which the member sits; • each parent/guardian member is entitled to one vote, • the principal is not entitled to vote, • staff members are entitled to one collective vote, and • community representatives are entitled to one collective vote, regardless of the number of community representatives; • be accountable to the members of the school community they represent; • maintain a school-wide perspective on issues; • regularly attend school council meetings; • participate in information sharing and training programs; • act as a communication link between the school council and the community; • encourage the participation of all parents/guardians and other members of the school community; and • receive reimbursement for expenses incurred as members or officers of the school council in accordance with relevant Board policies and procedures; and • participate on sub-committees and assist with tasks of the school council as appropriate.
School council chairs/co-chairs shall:
• carry out tasks in accordance with Board policies and procedures and their school council’s constitution and by-laws; • call a minimum of four school council meetings per year in consultation with the principal; • ensure that parents/guardians are consulted about matters under consideration by the council; • in collaboration with the principal, undertake fundraising and decisions about the management and expenditure of such school-generated funds in accordance with School Fundraising and Administration of School Generated Funds and other relevant Board policies and procedures; • prepare the agenda for school council meetings in consultation with the principal; • chair school council meetings according to the agenda; • ensure that minutes of school council meetings are recorded and communicated with members of the school community; • communicate with the school principal; • communicate with senior Board staff members and trustees, as required; and • ensure that the school council constitution and by-laws are reviewed annually.
School council vice-chairs shall:
• assist the chair/co-chairs in carrying out their responsibilities; and • act on behalf of the chair/co-chairs in the event of their absence.
Parents/guardians of students enrolled in the school shall:
• each have one vote in the election of school council members.
Department
Director’s Office
Procedure History
September 2002 Revised 2007 Revised 2011 Working Document February 2015
It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property; or partaking/volunteering in Board or school-sponsored events and activities will respect the policies and procedures of the Board. The term “parents” refers to both biological/adoptive parents and guardians in all Board policies and procedures.
FINAL APPROVAL
YORK REGION DISTRICT SCHOOL BOARD
Policy #445.0, School Names Procedure #445.1, School Names: New Schools Procedure #445.2, School Names: Renaming Schools
Application
Board Policy #445.0, School Names and its related procedures addresses the process and criteria for naming and re-naming schools.
Stakeholder Groups with Responsibilities Under this Policy
• Trustees • Director of Education • Associate Directors of Education • Superintendents of Schools • Plant Services • Public Affairs and Communications
Relationship to the 2013-14 Board priorities
This supports the Board’s Mission, Vision and Values and priority to enhance relationships within the Board and school communities.
It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property; or partaking/volunteering in Board or school-sponsored events and activities will respect the policies and procedures of the Board. The term “parents” refers to both biological/adoptive parents and guardians in all Board policies and procedures.
FINAL APPROVAL
Board Policy # 445.0
School Names
Policy Statement
Trustees, as elected representatives of their community, lead the process to name and, at times, to rename schools.
Establishing school names provides a unique opportunity to enhance the identity of the Board and its schools. School names must support the Board’s mission, vision and values and meet the best interests of students and the community.
The name of a school is carefully chosen to provide an inspiration for learning. It should reflect the environment in which students will learn and develop, and be a positive influence for all members of the school community as they work collaboratively to create and deliver programs which inspire learning.
Application of Policy
The Board shall approve school names based on:
• notable Canadian and international figures such as, but not limited to humanitarians, historical figures, government leaders, and people who are widely recognized for their achievements; • people important to the school community; or • local places or place names associated with the geographic area.
The Board may rename an existing school for a variety of reasons including, but not limited to:
• a significant change in school focus; • amalgamation of schools; • school replacement; or • the development of a new identity for the school.
In these cases, consideration will be given to the culture, history and accomplishments of the school(s) affected.
Responsibilities
The Board of Trustees is responsible for:
• reviewing the School Names policy in accordance with the priorities in the Trustees’ Multi-Year Plan and the approved policy review cycle; • understanding and communicating with members of the community about the School Names policy, as required; and • approve official names of all new and renamed schools.
The Trustee for the new or renamed school is responsible for:
• leading the process to name or rename schools.
The Director of Education is responsible for:
• implementing and operationalizing the School Names policy.
The Associate Director(s) of Education is responsible for:
• ensuring that appropriate approvals are secured when schools are named for individuals.
The Superintendent of Schools for the new or renamed school is responsible for:
• assisting the trustee with the school naming process.
Department
Education and Community Services
Policy History
Approved 2004 Revised 2005 Revised 2006 Revised 2009 Formerly Policy #445.0, Naming of New Schools Working Document March 2014 Revised February 2015
It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property; or partaking/volunteering in Board or school-sponsored events and activities will respect the policies and procedures of the Board. The term “parents” refers to both biological/adoptive parents and guardians in all Board policies and procedures.
ATTACHED FOR INFORMATION Board Procedure #445.1
School Names: New Schools
This procedure outlines the process for naming new schools.
Responsibilities:
The Trustee for the new school shall:
• seek input from the new school community about the name, where applicable; • suggest potential school names to the superintendent of schools; and • consult with the superintendent of schools to determine the proposed name for approval by the Board of Trustees.
The Director of Education shall:
• allocate staff and resources to support the School Names: New Schools procedure.
The Associate Director(s) of Education shall:
• ensure that no new school name is being suggested for two new schools simultaneously; and • ensure that when schools are named for individuals, the exact new school name has been approved and supported by the individual or family.
The Superintendent of Schools – Operations and Senior Manager, Public Affairs and Communications shall:
• research proposed school names before they are presented to the Board of Trustees; • prepare a recommendation, for consideration by the Board of Trustees, regarding the proposed new school name; and • present proposed school names to the Property Management Committee.
The Superintendent of Schools for the new school shall:
• consult with the trustee to determine the proposed name for approval by the Board of Trustees; • where appropriate, consult with stakeholders regarding the proposed school name; and • communicate the new school name to the school community once approved by the Board of Trustees.
The Senior Manager of Plant Services shall:
• advise all superintendents and trustees of the tender call date for each new school project with appropriate notice; and • make every effort to ensure that school naming commences between the appointment of the architect and the submission of the site plan to municipal authorities.
Public Affairs and Communications Services shall:
• provide support as needed in communicating the new school name; and • liaise with the individual or family to secure appropriate approvals when a school is being named for an individual, once the name has been approved by the Board of Trustees.
Procedure History
Approved 2005 Revised 2006 Revised 2009 Formerly Procedure #445.0, Naming of New Schools Working Document March 2014 Revised February 2015
It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property; or partaking/volunteering in Board or school-sponsored events and activities will respect the policies and procedures of the Board. The term “parents” refers to both biological/adoptive parents and guardians in all Board policies and procedures.
ATTACHED FOR INFORMATION
Board Procedure #445.2
School Names: Renaming Schools
The procedure outlines the process for renaming schools.
Responsibilities
The Trustee for the renamed school shall:
• dialogue with school communities affected about the renaming of a school or schools; • suggest potential names for the renamed school to the superintendent of schools; and • consult with the superintendent of schools to determine the proposed name for approval by the Board of Trustees.
The Director of Education shall:
• allocate staff and resources to support the School Names: Renaming Schools procedure.
The Associate Director(s) of Education shall:
• ensure that no school name is being brought forward for any two schools simultaneously; and • ensure that when schools are renamed for individuals, the exact new school name has been approved and supported by the individual or family.
The Superintendent(s) of Schools for the renamed school(s) shall:
• consult with the trustee to determine the proposed name for approval by the Board of Trustees; • prepare a recommendation, for consideration by the Board of Trustees, regarding the proposed school name; and • communicate the new school name to the school community once the name has been approved by the Board of Trustees.
Public Affairs and Communications Services shall:
• provide support as needed in communicating the new school name; and • liaise with the individual or family to secure appropriate approvals when a school is being named for an individual, once the name has been approved by the Board of Trustees.
Department
Education and Community Services
Procedure History
Revised 2005 Revised 2006 Revised 2009 Formerly Procedure #444.0, Renaming Existing Schools Working Document March 2014 Revised February 2015
It is the expectation of the York Region District School Board that all employees, students and persons invited to or visiting Board property; or partaking/volunteering in Board or school-sponsored events and activities will respect the policies and procedures of the Board. The term “parents” refers to both biological/adoptive parents and guardians in all Board policies and procedures.
ROUTINE
YORK REGION DISTRICT SCHOOL BOARD
PROPERTY MANAGEMENT COMMITTEE
MINUTES OF MEETING #1 (SPECIAL PUBLIC) JANUARY 20, 2015
The special public session of the Property Management Committee meeting was held at 4:00 p.m. in Room 200 at the Aurora Education Centre on Tuesday, January 20, 2015 with the following trustee members present: P. Adams-Luchowski, L. Aversa, L. Carruthers, C. Chan, A. DeBartolo, N. Elgie, C. McBain, J. Nathan and M. Van Beek.
The following staff members were present: D. Adams, C. Bedford, T. Ellis, L. Johnstone, S. Meehan, W. Muirhead-Toporek, J. Parappally, M. Roberts, L. Reinhardt, J. Ross, J. Stoangi and S. Yake (via audio-conference).
Regrets: Trustee S. Geller.
DECLARATION OF CONFLICT OF INTEREST
Associate Director M. Roberts asked any trustee who has a direct personal or direct or indirect pecuniary interest in any matter being discussed by the Property Management Committee during the meeting to state the conflict and nature thereof. No conflicts were declared by trustees at this time.
ELECTION OF CHAIR FOR 2015
Associate Director M. Roberts called for nominations for the position of Property Management Committee Chair for the year 2015.
Trustee C. McBain nominated Trustee L. Aversa for the position. The nomination was seconded by Trustee P. Adams-Luchowski.
CLOSE NOMINATIONS
(*)1. That nominations for the position of Property Management Committee Chair for the year 2015 be closed.
Trustee L. Aversa was declared Chair of the Property Management Committee for 2015 and assumed the role of Chair at this time.
PROPERTY MANAGEMENT COMMITTEE MINUTES PAGE 2 OF 2 SPECIAL PUBLIC JANUARY 20, 2014
PRESENTATION
Property Management Committee Overview
Note: Trustee C. Chan entered the meeting at 4:19 p.m.
Note: Trustee L. Carruthers entered the meeting at 4:34 p.m.
Staff provided information to committee members regarding the Property Management Committee’s role and responsibilities.
January 20, 2015
For further information, please contact J. Ross, Senior Manager, Planning and Property Development, M. Roberts, Associate Director of Education, S. Yake, Coordinating Superintendent or J. Philip Parappally, Director of Education.
ROUTINE
YORK REGION DISTRICT SCHOOL BOARD
PROPERTY MANAGEMENT COMMITTEE
MINUTES OF MEETING #1 (PUBLIC) JANUARY 20, 2015
The public session of the Property Management Committee meeting was held at 5:10 p.m. in Room 200 at the Aurora Education Centre on Tuesday, January 20, 2015 with the following trustee members present: P. Adams-Luchowski, L. Aversa, L. Carruthers, C. Chan, A. DeBartolo, N. Elgie, C. McBain, J. Nathan and M. Van Beek.
The following staff members were present; D. Adams, C. Bedford, T. Ellis, L. Johnstone, S. Meehan, W. Muirhead, J. Parappally, M. Roberts, J. Ross, J. Stoangi and S. Yake (via audio- conference).
Regrets: Trustee S. Geller.
DECLARATION OF CONFLICT OF INTEREST
Committee Chair L. Aversa asked any trustee who has a direct personal interest or direct or indirect pecuniary interest in any matter being discussed by the Property Management Committee during the meeting to state the conflict and nature thereof. No conflicts were declared by trustees at this time.
RECEIPT OF MINUTES
The minutes of the October 21, 2014 Property Management Committee meeting were received for information.
BOARD RECOMMENDATIONS
(*)1. That the York Region District School Board approve the following recommendations, as outlined in the staff report dated January 20, 2015. (Appendix 1)
1. That the York Region District School Board will not require a public elementary school site within proposed development applications 19T-14001/ OPA.13.01/ZBA.13.01 and 19T-14002/OPA.13.01/ZBA.13.01, Town of East Gwillimbury.
2. That a storm water management plan be provided by the applicant of 19T-14001/OPA13.01/ZBA.13.01 to the Board’s satisfaction prior to approval.
3. That the Director of Planning for the Town of East Gwillimbury be advised of this action.
PROPERTY MANAGEMENT COMMITTEE MINUTES - PUBLIC PAGE 2 OF 3 JANUARY 20, 2015
(*)2. That the York Region District School Board approve the following recommendations, as outlined in the staff report dated January 20, 2015. (Appendix 2)
1. That the York Region District School Board will not require a public elementary school site within proposed development applications D03-02002/ D02-02042, D03-04008/D02-04056 and D03-13015/D02-13035, Town of Richmond Hill.
2. That the Director of Planning for the Town of Richmond Hill be advised of this action.
(*)3. That the York Region District School Board approve the following recommendations, as outlined in the staff report dated January 20, 2015. (Appendix 3)
1. That the York Region District School Board will not require a public elementary school site within proposed development application D03-14008/D02-14024, Town of Richmond Hill.
2. That the Director of Planning for the Town of Richmond Hill be advised of this action.
(*)4. That the York Region District School Board approve the following recommendations, as outlined in the staff report dated January 20, 2015. (Appendix 4)
1. That the York Region District School Board will not require a public elementary school site within proposed development application ZA 14 132762/OP 14 132762/SU 14 132762, City of Markham.
2. That the Director of Planning for the City of Markham be advised of this action.
(*)5. That the York Region District School Board approve the following recommendations, as outlined in the staff report dated January 20, 2015. (Appendix 5)
1. That the York Region District School Board will require a partial public elementary school site within proposed development application 19TM-14010, City of Markham.
2. That the conditions of draft plan approval, identified in Section F, Draft Plan Conditions, of staff report dated January 20, 2015, be imposed upon the subject Draft Plan of Subdivision 19TM-14010 relative to the York Region District School Board.
3. That the Director of Planning for the City of Markham be advised of this action.
PROPERTY MANAGEMENT COMMITTEE MINUTES - PUBLIC PAGE 3 OF 3 JANUARY 20, 2015
(*)6. That the York Region District School Board approve the list of pre-qualified architects in the following categories, as outlined in the staff report dated January 20, 2015. (Appendix 6)
Category A: Small projects costing less than two million dollars;
BJC Architects Inc., Etude Architects, Hossack & Associates Inc., Makrimichalos Cugini Architects, Moffet & Duncan Architects Inc., NGA Architects, Robin Tharin Architect Inc., Susan Friedrich Architect Inc. and Svedas Architects.
Category B: Large projects costing between two and six million dollars;
Etude Architects, Hossack & Associates Architects Inc., IBI Group, Moffet & Duncan Architects Inc., Snyder Architects Inc. and Stafford Haensli Architects.
Category C: New schools costing more than six million dollars;
CS & P, Hossack & Associated Architects Inc., IBI Group, Makrimichalos Cugini Architects, Moffet & Duncan Architects Inc., Robertson Simmons Architects Inc., Snyder Architects Inc. and Svedas Architects Inc.
DISCUSSION ITEM
Schedules for 2014 – 2017: New Elementary and Secondary Schools and Additions to Schools
Staff provided information to committee members regarding the Schedules for 2014 – 2017: New Elementary and Secondary Schools and Additions to Schools.
January 20, 2015
For further information, please contact J. Ross, Senior Manager, Planning and Property Development, M. Roberts, Associate Director of Education, S. Yake, Coordinating Superintendent or J. Philip Parappally, Director of Education.
APPENDIX 1
YORK REGION DISTRICT SCHOOL BOARD
PROPOSED DEVELOPMENT APPLICATIONS 19T-14001 AND 19T-14002 TOWN OF EAST GWILLIMBURY
BACKGROUND:
The purpose of this report is to request approval of the comments that are to be submitted to the Town of East Gwillimbury concerning the Board’s requirement for a school site within the proposed development applications.
The proposed development applications are within the Green Lane Secondary Plan.
Staff brought forward a report at the October 21, 2014 Property Management Committee meeting regarding the Green Lane Secondary Plan. This plan will accommodate up to 15,000 new residential units and identify land uses to guide future development along the Green Lane Corridor. The Board designated six elementary school sites and one secondary school site within the Green Lane Secondary Plan area to accommodate projected enrolment growth.
RATIONALE:
A. Applications:
19T-14001/OPA13.01/ZBA.13.01 by Acorn Development Limited and 19T-14002/OPA13.01/ZBA.13.01 by South Sharon Developments Agent: Bousfields Inc.
Proposed development application 19T-14001/OPA13.01/ZBA.13.01 by Acorn Developments Limited is located to the south of Sharon Public School. Due to the proximity to Sharon Public School, planning staff recommends the applicant provide a storm water management plan and satisfy any staff concerns prior to draft approval.
B. Location:
The proposed Block Plan is located north of Green Lane along Leslie Street, Town of East Gwillimbury. Please see attached map (Appendix A).
C. Proposed Housing Units:
Plan Low Density Medium Density Total
19T-14001 293 34 327
19T-14002 451 98 549 Total 744 132 876
Town of East Gwillimbury – Proposed Development Applications 19T-14001 and 19T-14002 Page 2 of 3
D. Total Pupil Yield:
Elementary 323 Secondary 137
E. School Accommodation:
Elementary
Current Attendance Area
At the elementary level, this plan is located within the Sharon Public School boundary and the Holland Landing Public School boundary. Sharon Public School is a Junior Kindergarten to Grade 8 school with a capacity of 348 and an October 28, 2014 enrolment of 281 students. Holland Landing Public School is a Junior Kindergarten to Grade 8 school with a capacity of 450 and an October 28, 2014 enrolment of 213 students.
Future Attendance Area
Planning staff have requested six elementary school sites within the Green Lane Secondary Plan area. Students will be held in available pupil places in existing schools until timing of development is clearer and a threshold is reached to justify a new elementary school.
Secondary
Current Attendance Area
At the secondary school level, this plan is located within the Unnamed East Gwillimbury Secondary School boundary; students will be held at both Huron Heights Secondary School and Dr. John M. Denison Secondary School. Huron Heights Secondary School has a capacity of 1,706 and an October 28, 2014 enrolment of 1,355.50 Full Time Equivalent (FTE). Dr. John M. Denison Secondary School has a capacity of 1,069 and an October 28, 2014 enrolment of 895.38 FTE.
Future Attendance Area
Secondary school sites have been designated in the Queensville urban expansion area and Holland Landing. A secondary school site was also requested within the Green Lane Secondary Plan area. Students will be held in Newmarket schools until a threshold is reached to justify a new secondary school.
ESTIMATED COST:
Not applicable at this time.
TIMELINE:
The Town of East Gwillimbury had requested the Board’s comments concerning the proposed plans by May 23, 2014. An extension of time in which to comment has been requested from the Town of East Gwillimbury.
Town of East Gwillimbury – Proposed Development Applications 19T-14001 and 19T-14002 Page 3 of 3
RECOMMENDATIONS:
That the York Region District School Board approve the following recommendations.
(*)1. That the York Region District School Board will not require a public elementary school site within proposed applications 19T-14001/OPA.13.01/ZBA.13.01 and 19T-14002/OPA.13.01/ZBA.13.01, Town of East Gwillimbury.
(*)2. That a storm water management plan be provided by the applicant of 19T-14001/ OPA13.01/ZBA.13.01 to the Board’s satisfaction prior to approval.
(*)3. That the Director of Planning for the Town of East Gwillimbury be advised of this action.
COMMUNICATIONS IMPLEMENTATION PLAN:
Property Management Committee January 20, 2015 Coordinating Council of Superintendents January 28, 2015 Board Meeting February 3, 2015
APPENDED DATA:
Appendix A – Location of Proposed Development Applications 19T-14001 and 19T-14002, Town of East Gwillimbury
Respectfully submitted,
January 20, 2015
For further information, please contact J. Ross, Senior Manager, Planning and Property Development, S. Yake, Coordinating Superintendent or J. Philip Parappally, Director of Education.
Location of Proposed Development Applications Appendix A 19T-14001 & 19T-14002 Town of East Gwillimbury ¯ S ES Site Sharon #2 ES Site (Partial) S Highway 404 Doane Road Park Avenue PS ! T SS Site
Holland Landing Road SES Site Mount Albert Road
Mount Albert Road Sharon Village
Bathurst Street Highway 11 Bradford Street Block Plan Area Woodbine Avenue 2nd Concession Road Sharon ES Site S S ES Site !
Sharon PS Holland Landing PS ! 19T-14001 19T-14002
Bathurst Street Green Lane Secondary Plan Area
Green Lane East
Yonge Street Denne PS ! Meadowbrook PS Green Lane West ! ! Highway 404 # Glen Cedar PS ! Dr. John M. Denison SS
Phoebe Gilman PS Leslie Street S Public ElementaryS School Site # Public Elementary School Proposed# Roads T ÊÚ Public^ Secondary School Site Public Elementary French Immersion DavisRoad Drive Centreline $ Public Secondary School Location! of Proposed Plans ^
! APPENDIX 2
YORK REGION DISTRICT SCHOOL BOARD
PROPOSED DEVELOPMENT APPLICATIONS D03-02002/D03-04008/D03-13015 TOWN OF RICHMOND HILL
BACKGROUND:
The purpose of this report is to request approval of the comments that are to be submitted to the Town of Richmond Hill concerning the Board’s requirement for school sites within the proposed development applications.
The subject draft plans of subdivision are within the North Leslie Secondary Plan Area.
In June of 2002, staff brought forward a report to trustees regarding the North Leslie Secondary Plan in the Town of Richmond Hill. Approximately 4,760 residential units of mainly low and medium density units were proposed. The Board designated four elementary school sites and one secondary school site in the Plan. Richmond Green Secondary School opened in 2005 on the secondary site.
Since 2002, staff has refined the location of the elementary school sites with three elementary school sites on the west side of Leslie Street and one elementary school site on the east side of Leslie Street. Two of the sites are within draft plans of subdivision with Board draft plan conditions.
RATIONALE:
A. Applications:
D03-02002/D02-02042 by Devon Lane Construction Ltd. (Attention: Sheldon Libfeld) D03-04008/D02-04056 by Vanderlugt, Mr. & Mrs. Gerald (Attention: Mr. & Mrs. Gerald) D03-13015/D02-13035 by 775377 Ontario Ltd. (Attention: George Grossman)
B. Location:
The proposed applications are located north of Elgin Mills Road East, on the east and west of Leslie Street in the Town of Richmond Hill. Please see attached map (Appendix A).
C. Proposed Housing Units:
Plan Low Density Medium Density Total D03-02002 202 58 260 D03-04008 204 6 210 D03-13015 370 - 370 Total 776 64 840
Town of Richmond Hill – Proposed Development Applications D03-02002/D03-04008/D03-13015 Page 2 of 3
D. Total Pupil Yield:
Elementary 318 Secondary 134
E. School Accommodation:
Elementary
Current Attendance Area
At the elementary panel, the proposed applications are located within the Unnamed North Leslie Elementary School boundary. Holding for this area will initially be at Silver Pines Public School when development begins. Silver Pines Public School is Junior Kindergarten to Grade 8 school with a capacity of 753 and an October 28, 2014 enrolment of 659.
Future Attendance Area
The Board has designated four elementary school sites to serve the North Leslie Secondary Plan. Students will be held in existing schools until there is a threshold to proceed with a new school.
Secondary
Current Attendance Area
At the secondary panel, the proposed applications are located within the Richmond Green Secondary School boundary. Richmond Green Secondary School has a capacity of 1,135 and an October 28, 2014 enrolment of 1,179.50 FTE.
ESTIMATED COST:
Not applicable at this time.
TIMELINE:
The Town of Richmond Hill had requested the Board’s comments concerning the proposed plans by December 17, 2014. An extension of time in which to comment has been requested from the Town of Richmond Hill.
RECOMMENDATIONS:
That the York Region District School Board approve the following recommendations.
(*) 1. That the York Region District School Board will not require a public elementary school site within the proposed development applications D03-02002/D02-02042, D03-04008/D02-04056 and D03-13015/D02-13035, Town of Richmond Hill.
(*) 2. That the Director of Planning for the Town of Richmond Hill be advised of this action.
Town of Richmond Hill – Proposed Development Applications D03-02002/D03-04008/D03-13015 Page 3 of 3
COMMUNICATIONS IMPLEMENTATION PLAN:
Property Management Committee January 20, 2015 Coordinating Council of Superintendents January 28, 2015 Board Meeting February 3, 2015
APPENDED DATA:
Appendix A – Location of Proposed Development Applications D03-02002/D03-04008/D03-13015, Town of Richmond Hill
Respectfully submitted,
January 20, 2015
For further information, please contact J. Ross, Senior Manager, Planning and Property Development, S. Yake, Coordinating Superintendent or J. Philip Parappally, Director of Education.
Appendix A Location of Proposed Development Applications D03-02002/D03-04008/D03-13015 ! Town of Richmond Hill ¯
ve h A 19t ES Site
(
B
a
y
v
i e
w
4
0
4 D03-13015
! Moraine Hills PS North Leslie D03-02002 Secondary Plan Area ES Site D03-04008 (In draft plan of subdivision) ES Site
Richmond Hill HS # # ! Trillium Woods PS Richmond Green SS ES Site ! (In draft plan of subdivision) H.G. Bernard PS
ills in M Elg
L
e
s
l i e
Michaëlle Jean PS Silver Pines PS ^ Redstone PS ! # S Public Elementary School ^ Public Elementary School Site Proposed Roads ! Ú T Ê Public Elementary French Immersion Public Secondary School Site Road Centreline $ Public Secondary School Location of Proposed Plans
! !
!
! APPENDIX 3
YORK REGION DISTRICT SCHOOL BOARD
PROPOSED DEVELOPMENT APPLICATION D03-14008 TOWN OF RICHMOND HILL
BACKGROUND:
The purpose of this report is to request approval of the comments that are to be submitted to the Town of Richmond Hill concerning the Board’s requirement for a school site within the proposed development application.
RATIONALE:
A. Application:
D03-14008/D02-14024 by Jefferson South Developments 307 Inc. Agent: Evans Planning
B. Location:
The proposed application is located south of Jefferson Sideroad and west of Yonge Street in the Town of Richmond Hill. Please see attached map (Appendix A).
C. Proposed Housing Units:
Single Family Homes 49 Semi-Detached Homes 40 Townhomes 32
Total 121
D. Total Pupil Yield:
Elementary 43 Secondary 19
E. School Accommodation:
Elementary
Current Attendance Area
At the elementary panel, the proposed application is located within the Moraine Hills Public School boundary. Moraine Hills Public School is a Junior Kindergarten to Grade 8 school with a functional capacity of 626 and five portables on site bringing effective capacity to 741 and an October 28, 2014 enrolment of 669.
Town of Richmond Hill – Proposed Development Application D03-14008 Page 2 of 2
Secondary
Current Attendance Area
At the secondary panel, the proposed application is located within the Richmond Hill High School boundary. Richmond Hill High School has a functional capacity of 1,033 and seven portables on site bringing effective capacity to 1,195 and an October 28, 2014 enrolment of 1,692 FTE.
Richmond Hill High School contains a secondary gifted program. The gifted program is projected to decline due to the reduction in the number of gifted elementary feeders into the school. Aurora Senior Public School has been redirected to the newly created secondary gifted program at Dr. G.W. Williams Secondary School effective September 2014. The elementary gifted program at Charles Howitt Public School will attend Thornhill Secondary School for the secondary gifted program.
ESTIMATED COST:
Not applicable at this time.
TIMELINE:
The Town of Richmond Hill had requested the Board’s comments concerning the proposed development application by November 11, 2014. An extension of time in which to comment has been requested from the Town of Richmond Hill.
RECOMMENDATIONS:
That the York Region District School Board approve the following recommendations.
(*) 1. That the York Region District School Board will not require a public elementary school site within proposed development application D03-14008/D02-14024, Town of Richmond Hill.
(*) 2. That the Director of Planning for the Town of Richmond Hill be advised of this action.
COMMUNICATIONS IMPLEMENTATION PLAN:
Property Management Committee January 20, 2015 Coordinating Council of Superintendents January 28, 2015 Board Meeting February 3, 2015
APPENDED DATA:
Appendix A – Location of Proposed Development Application D03-14008, Town of Richmond Hill
Respectfully submitted,
January 20, 2015
For further information, please contact J. Ross, Senior Manager, Planning and Property Development, S. Yake, Coordinating Superintendent or J. Philip Parappally, Director of Education.
Appendix A Location of Proposed Development Application D03-14008 ¯ Town of Richmond Hill
! MacLeod's Landing PS
Jefferson Sideroad D03-14008
ES Site (
Yonge Street
Towerhill
Moraine Hills PS
!
19th Avenue
Richmond Hill HS
# ! Trillium Woods PS
H.G. Bernard PS !
# S Public Elementary School Public Elementary School Site Proposed Roads Ú T Ê Public Elementary French Immersion Public Secondary School Site Road Centreline $ Public Secondary School Location of Proposed Plan APPENDIX 4
YORK REGION DISTRICT SCHOOL BOARD
PROPOSED DEVELOPMENT APPLICATION ZA 14 132762 CITY OF MARKHAM
BACKGROUND:
The purpose of this report is to request approval of the comments that are to be submitted to the City of Markham concerning the Board’s requirement for a school site within the proposed plan.
The York Downs golf course lands are located north of 16th Avenue between Kennedy Road and Warden Avenue with a total area of approximately 400 acres. The applicant has purchased approximately seven acres from York Downs and additional parcels from owners on Kennedy Road and is proposing a development of 173 townhouse units.
In the event the balance of the York Downs lands is proposed for residential development, staff will seek to designate school sites required to serve enrolment growth.
RATIONALE:
A. Application:
ZA 14 132762/OP 14 132762/ SU 14 132762 by Kylemore Communities Ltd. (Principal: Patrick O’Hanlon)
B. Location:
The proposed application is located north of 16th Avenue, and west of Kennedy Road. Please see attached map (Appendix A).
C. Proposed Housing Units:
Townhouses 173
D. Total Pupil Yield:
Elementary 44 Secondary 19
E. School Accommodation:
Elementary
Current Attendance Area
At the elementary panel, the proposed application is within the Buttonville Public School - Section B boundary. Buttonville Public School is a Junior Kindergarten to Grade 8 school with a capacity of 577 and an October 28, 2014 enrolment of 486.
City of Markham – Proposed Development Application ZA 14 132762 Page 2 of 2
Secondary
Current Attendance Area
At the secondary panel, the proposed application is within the Pierre Elliott Trudeau High School boundary. Pierre Elliott Trudeau High School has a functional capacity of 1,359 with eight portables on site bringing effective capacity to 1,472 and an October 28, 2014 enrolment of 1,928.50 FTE. Pierre Elliott Trudeau High School has a secondary French Immersion program serving Markham and Whitchurch-Stouffville.
The Unnamed Cornell Secondary School will be opening in September 2017 with a proposed secondary French Immersion program to serve east Markham and Whitchurch- Stouffville. The school will open serving grades 9 to 10 and add a grade each year. This will result in a reduction of French Immersion elementary feeders into Pierre Elliott Trudeau High School.
Staff will review accommodation in the family of schools when timing of development is clearer.
ESTIMATED COST:
Not applicable at this time.
TIMELINE:
The City of Markham had requested the Board’s comments concerning the proposed development application by November 26, 2014. An extension of time in which to comment has been requested from the City of Markham.
RECOMMENDATIONS:
That the York Region District School Board approve the following recommendations.
(*) 1. That the York Region District School Board will not require a public elementary school site within proposed development application ZA 14 132762/OP 14 132762/ SU 14 132762, City of Markham.
(*) 2. That the Director of Planning for the City of Markham be advised of this action.
COMMUNICATIONS IMPLEMENTATION PLAN:
Property Management Committee January 20, 2015 Coordinating Council of Superintendents January 28, 2015 Board Meeting February 3, 2015
APPENDED DATA:
Appendix A – Location of Proposed Development Application ZA 14 132762, City of Markham
Respectfully submitted,
January 20, 2015
For further information, please contact J. Ross, Senior Manager, Planning and Property Development, S. Yake, Coordinating Superintendent or J. Philip Parappally, Director of Education.
Appendix A Location of Proposed Development Application ZA 14 132762 City of Markham ¯
! Castlemore PS st Ea rive ie D enz ack or M Maj Pierre Elliott Trudeau HS ! #
W
a
r d ! e n York Downs
A Beckett Farm PS
v e Golfcourse n
u
e ZA 14 132762
ES Site (
K ! e n n e Unionville PS d y
! Ashton Meadows PS William Berczy PS R o ! a e d enu Av 16th
Buttonville PS ! Parkview PS
! ! Coledale PS
W
o
o
d b ES Site i n ( e
A y 7 v wa e h Hig n u S e # # Public Elementary School Site Public Elementary School Unionville HS ProposBedill RCoraodthsers SS Ú T Ê Public Elementary French Immersion Public Secondary School Site Road C#entreline $ ES Site Public Secondary School Location of Proposed Plan ( T o ES Site w n ( C e n tr g e Cleg APPENDIX 5
YORK REGION DISTRICT SCHOOL BOARD
PROPOSED DEVELOPMENT APPLICATION 19TM-14010 CITY OF MARKHAM
BACKGROUND:
The purpose of this report is to request approval of the comments that are to be submitted to the City of Markham concerning the Board’s requirement for a school site within the proposed development application.
RATIONALE:
A. Application:
19TM-14010 by Wykland Estates Inc.
B. Location:
The proposed plan is located north of Highway 7 east of Bur Oak Avenue and south of Church Street and Riverlands Avenue, within the Cornell Secondary Plan, City of Markham. Please see Appendix A.
C. Proposed Housing Units:
The Draft Plan of Subdivision proposes six blocks and two public streets with the following uses.
Block 1 – York Catholic District High School Site Block 2 – Community Park Block 3 – Public elementary school site (Cornell ES #6) Block 4, 5 & 6 – Mixed Residential Uses
D. Total Pupil Yield:
Not applicable at this time.
E. School Accommodation:
Elementary
Current Attendance Area
At the elementary panel, this plan is located within the Unnamed Cornell Southeast #4 Elementary School site boundary. As of September 2015, students will be held at Cornell Village Public School. Cornell Village Public School is a Junior Kindergarten to Grade 8 school, with a capacity of 578 and 6 portables on site, bringing the effective capacity to 716 and an October 28, 2014 enrolment of 567.
City of Markham – Proposed Development Application 19TM-14010 Page 2 of 4
Future Attendance Area
Three designated elementary school sites remain in the Cornell Secondary Plan Area. A portion of one school site is within the subject plan; the balance is in a Plan of Subdivision 19TM-040016 which was circulated to the Board in September 2006.
Secondary
Current Attendance Area
At the secondary panel, this plan is located within the Unnamed Cornell Secondary School boundary; students are being held at Bur Oak Secondary School. Bur Oak Secondary School has a functional capacity of 1,320 and an October 28, 2014 enrolment of 1,690.28 FTE.
Future Attendance Area
The Unnamed Cornell Secondary School has a proposed opening date of September 2017.
F. Draft Plan Conditions
1. That the following conditions of draft plan approval to be imposed upon the subject Draft Plan of Subdivision 19TM-14010 relative to the York Region District School Board: a) That prior to final approval, the owner shall have made Agreement satisfactory to the York Region District School Board for the transfer of a partial public elementary school site. The public elementary school site, Block 3, shall contain not less than 1.406 hectares (3.474 acres). b) That the owner shall agree in the Subdivision Agreement in wording satisfactory to the York Region District School Board: i) to grade the school site and in doing so compact, fill with clean material, replace any topsoil disturbed in the grading process and at the same time sod/seed the same lands to specifications determined by the Board; ii) to remove any buildings on the school site; iii) to remove trees, as required to accommodate school layout; iv) to provide a letter of credit pertaining to stockpiling and removal of topsoil, by taking the volume of topsoil to be stored upon the school site and multiplying such volume by 200 per cent of the current market prices for waste material disposal, as set forth in the latest version of Hanscomb's Yardsticks for Costing, Cost Data for the Canadian Construction Industry, to the satisfaction of the York Region District School Board; v) to remove stockpiled topsoil within 30 days of written notice by the Board and in doing so compact, fill with clean material, replace any topsoil disturbed in the grading process and at the same time sod/seed the same lands to specifications determined by the Board; City of Markham – Proposed Development Application 19TM-14010 Page 3 of 4
vi) to construct a black vinyl coated chain link fence, Type II 1 ½ “ mesh, 1.8 m high along all boundaries of the school blocks, including road frontage(s) at the discretion of the Board; vii) to construct the fences prior to the issuance of building permits for Phase 1 of the subdivision; viii) to erect and maintain a sign on the public school site at such time as the relevant access roads are constructed, indicating that the date has not been set for the construction of the school; ix) to provide a geotechnical investigation and Phase 1 and Phase 2 environmental site assessment conducted by a qualified engineer. For an elementary school site a minimum of eight boreholes shall be required and for a secondary school site a minimum of sixteen boreholes shall be required; x) to provide the foregoing at no cost to the Board; xi) to assume any upstream and downstream charges for hydro, natural gas, sanitary and storm drainage, and water supply. c) That the owner shall submit to the York Region District School Board, at no cost to the Board, a letter from a qualified consultant concerning: i) the suitability of the school site for school construction purposes, relating to soil bearing factors, surface drainage, topography and environmental contaminants; and ii) the availability of natural gas, electrical, cable, water, storm sewer and sanitary sewer services. d) That the owner shall agree in the Subdivision Agreement, in wording acceptable to the York Region District School Board that the services referred to in Condition c) ii) shall be installed to the mid-point of the frontage of the elementary school site and positioned as designated by the Board, at no cost to the Board. e) That prior to final approval, the owner shall submit to the School Board an initial set of engineering plans for review and approval, and subsequently, a copy of the final engineering plans as approved by the City of Markham which indicate the storm drainage system, utilities, and the overall grading plans for the complete subdivision area. f) That prior to final approval, the local hydro authority shall have confirmed in writing to the Board that adequate electrical capacity will be supplied to the school site frontage by the developer at no cost to the Board. g) That prior to final approval, the local hydro authority shall have confirmed in writing to the Board that they are satisfied that payment for any upstream and downstream charges will be made by the original developer. h) That the subdivision agreement include warning clauses advising the City of Markham, property owners and purchasers of lots within the draft plan that unless the provincial funding model provides sufficient funds to construct new schools, there can be no assurance as to the timing of new school construction nor a guarantee that public school accommodation will be provided within the subject plan notwithstanding the designation of the school site.
City of Markham – Proposed Development Application 19TM-14010 Page 4 of 4
i) That the York Region District School Board shall advise that conditions a) to h) inclusive have been met to its satisfaction. The clearance letter shall include a brief statement detailing how each condition has been satisfied or carried out.
ESTIMATED COST:
Not applicable at this time.
TIMELINE:
The City of Markham had requested the Board’s comments concerning the Proposed Plan by November 12, 2014. An extension of time in which to comment has been requested from the City of Markham (Staff did however send informal comments and Draft Plan Conditions).
RECOMMENDATIONS:
That the York Region District School Board approve the following recommendations.
(*)1. That the York Region District School Board will require a partial public elementary school site within proposed development application 19TM-14010, City of Markham.
(*)2. That the conditions of draft plan approval, identified in Section F, Draft Plan Conditions, be imposed upon the subject Draft Plan of Subdivision 19TM-14010 relative to the York Region District School Board.
(*)3. That the Director of Planning for the City of Markham be advised of these actions.
COMMUNICATIONS IMPLEMENTATION PLAN:
Property Management Committee January 20, 2015 Coordinating Council of Superintendents January 28, 2015 Board Meeting February 3, 2015
APPENDED DATA:
Appendix A – Location of Proposed Development Application 19TM-14010, City of Markham Appendix B – Draft Plan of Subdivision 19TM-14010, City of Markham
Respectfully submitted,
January 20, 2015
For further information, please contact J. Ross, Senior Manager, Planning and Property Development, S. Yake, Coordinating Superintendent or J. Philip Parappally, Director of Education.
Appendix A Location of Proposed Development Application 19TM-14010 ¯ City of Markham st e Ea Driv nzie acke or M Maj H
i g
h
w
a
y
4
8
N
i n
t h
L
i n Sam Chapman PS e ^
* SS Site
Donald Cousens PS ! Mount Joy PS ! Little Rouge PS ! ! Greensborough PS
nue Ave 16th e D nu o Ave !Wismer PS n ak a O l Bur d # Black Walnut PS C o
u
s
e Bur Oak SS ! n s nue Cornell Village PS P Ave a h * r 16t Unnamed Cornell SS k w
September 2017 Opening a ! y !
N
i n ES Site t ( h
L
Edward T. Crowle PS i n
e Reesor Park PS 19TM-14010 ! (
Cornell #6 ES Site
Franklin Street PS Markham District HS Ramer Wood PS y 7 hwa ! ^ # Hig (ES Site
! William Armstrong PS y 7 hwa ! James Robinson PS Hig
7 y 40 hwa Hig
# M S B Roy H. CrosPbuy bPlSic Elementary Schoa ol Public Elementary School Site o r x Proposed Roads ! k G h Legacy PS r e a o u ÊÚ T v en Public Elementary Frencmh Immersion Public Secondary Scho!ol Site Re oad Centreline v B A h R t $ yp 4 Public Secondary Schoolo a 1 a ss d Appendix B Draft Plan of Subdivision 19TM-14010 ¯ City of Markham
Community Park
YCDSB SS Site
Block 3 Partial Public ES Site (1.406 ha)
Partial Public ES Site in draft plan of subdivision 19TM-040016 (1.02 ha) Proposed Street APPENDIX 6
YORK REGION DISTRICT SCHOOL BOARD
APPOINTMENT OF ARCHITECTS
BACKGROUND:
Board Policy #408.0, Appointment of Architects, requires trustees to approve the list of prequalified architectural firms every three to five years.
RATIONALE:
On July 30, 2014 responses to a Request for Prequalification of Architectural firms for construction projects were received. Three categories based on project size/dollar amounts had been determined.
Category: A – Small projects costing less than two million dollars B – Large projects costing between two and six million dollars C – New schools costing more than six million dollars
The submissions were evaluated by a committee comprised of Plant Services and Purchasing Services staff members.
The firms indicated in their responses the category(ies) in which they were applying. All firms were evaluated in each of the appropriate category(ies), based on the following criteria:
size and years of experience with similar projects; financial stability; staff resumes; and reference checks.
All firms received a score out of 100 points. Below is an overview of the number of submissions received and the number of firms being recommended for placement on the List of Pre-Qualified Architects in the three categories.
Category A 40 submissions were received the nine firms that are being recommended for placement on the list all received a score of 93 or better. (Appendix A)
Category B 31 submissions were received the six firms that are being recommended for placement on the list all received a score of 93 or better. (Appendix B)
Category C 27 submissions were received the eight firms that are being recommended for placement on the list all received a score of 93 or better. (Appendix C)
Appointment of Architects York Region District School Board Page 2 of 2
RECOMMENDATIONS:
That the York Region District School Board approve the list of pre-qualified architects in the following categories.
Category A: Small projects costing less than two million dollars;
BJC Architects Inc., Etude Architects, Hossack & Associates Inc., Makrimichalos Cugini Architects, Moffet & Duncan Architects Inc., NGA Architects, Robin Tharin Architect Inc., Susan Friedrich Architect Inc. and Svedas Architects.
Category B: Large projects costing between two and six million dollars;
Etude Architects, Hossack & Associates Architects Inc., IBI Group, Moffet & Duncan Architects Inc., Snyder Architects Inc. and Stafford Haensli Architects.
Category C: New schools costing more than six million dollars;
CS & P, Hossack & Associated Architects Inc., IBI Group, Makrimichalos Cugini Architects, Moffet & Duncan Architects Inc., Robertson Simmons Architects Inc., Snyder Architects Inc. and Svedas Architects Inc.
COMMUNICATIONS IMPLEMENTATION PLAN:
Property Management Committee January 20, 2015 Coordinating Council of Superintendents January 28, 2015 Board Meeting February 3, 2015
APPENDED DATA:
Appendix A – Pre-Qualified Architects Category A Small Projects Appendix B – Pre-Qualified Architects Category B Large Projects Appendix C – Pre-Qualified Architects Category C New Schools
Respectfully submitted,
January 20, 2015
For further information, please contact S. Yake, Coordinating Superintendent, J. Stoangi, Senior Manager, Plant Services or J. Philip Parappally, Director of Education. Appendix A
Pre-Qualified Architects – PQ 14P34- Category A Small Projects (Up to $2M)
October 15, 2014 to August 31, 2019 – (3+1+1)
BJC Architects Inc.
Etude Architects
Hossack & Associates Architects Inc.
Makrimichalos Cugini Architects
Moffet & Duncan Architects Inc.
NGA Architects
Robin Tharin Architect Inc.
Susan Friedrich Architect Inc.
Svedas Architects Inc.
Appendix B
Pre-Qualified Architects – PQ 14P34- Category B Large Projects Renovations/Additions($2M - $6M)
October 15, 2014 to August 31, 2019 – (3+1+1)
Etude Architects
Hossack & Associates Architects Inc.
IBI Group
Moffet & Duncan Architects Inc.
Snyder Architects Inc.
Stafford Haensli Architects
Appendix C
Pre-Qualified Architects – PQ 14P34- Category C New Schools
October 15, 2014 to August 31, 2019 – (3+1+1)
CS & P
Hossack & Associates Architects Inc.
IBI Group
Makrimichalos Cugini Architects
Moffet & Duncan Architects Inc.
Robertson Simmons Architects Inc.
Snyder Architects Inc.
Svedas Architects Inc.
ROUTINE
YORK REGION DISTRICT SCHOOL BOARD BOARD STANDING COMMITTEE MEETING - PUBLIC SESSION January 20, 2015
The public session of the Board Standing Committee Meeting of Tuesday, January 20, 2015, commenced at 7:03 p.m. in the Board Room with Vice-Chair of the Board N. Elgie presiding and the following trustees present; P. Adams-Luchowski L. Aversa, L. Carruthers, C. Chan, A. DeBartolo, C. McBain, J. Nathan, B. Pang, A. Tam and M. Van Beek
Regrets: S. Geller and Student Trustees H. Mahesh and D. Roytman
DECLARATION OF CONFLICT OF INTEREST
Vice-Chair of the Board N. Elgie asked any trustee who has a direct personal interest or direct or indirect pecuniary interest in any matter being discussed by the Board to state their conflict and the nature thereof.
Trustee P. Adams-Luchowski declared a conflict of interest on recommendation #2 of the September, October and November 2014 Cash Disbursements Reports.
APPROVAL OF AGENDA
(*)1. Moved by M. Van Beek, seconded by A. DeBartolo:
That the agenda be approved as written.
- Carried -
Note: Trustee C. Chan entered the meeting at 7:04 p.m.
SPECIAL ANNOUNCEMENTS
Director of Education J. Philip Parappally announced the Director’s Annual Report, required by the Ministry of Education, is publically posted on the York Region District School Board website. Information was sent home with students last June in a brochure format. The Director thanked all staff involved in compiling and completing this information.
PLANT SERVICES ENERGY AND ENVIRONMENTAL SERVICES AND YORK REGION DISTRICT SCHOOL BOARD ECOTEAM 2013/2014 ANNUAL REVIEW
Coordinating Superintendent, Equity and Community Services C. Roach introduced Manager, Facilities Services P. Schipper and Secondary Teacher - Consultant N. Rudner to provide trustees with a synopsis of the Board’s energy, environmental and EcoTeam activities during the past year.
BOARD STANDING COMMITTEE MEETING MINUTES PAGE 2 January 20, 2015
P. Schipper provided a progress report on activities and achievements in 2013-2014. These included the expansion of the Real-Time Monitoring energy consumption system, a reduction in water consumption, energy reduction strategies and waste diversion activities. He acknowledged one of the major changes is how staff and students adjust their behavior to be environmentally conscious. This year the Board achieved a 41 per cent energy reduction in both natural gas and electricity. There have been major achievements in the amount of electronic waste disposal resulting from a wider school waste diversion program for all electronic items. P. Schipper explained the expansion of the organic waste program and mentioned that schools in seven of the nine York Region municipalities are participating. With the robust diversion system implemented in all schools the focus is now to improve diversion rates and refocus on the 3Rs (reduce, reuse and recycle).
N. Rudner provided an update on EcoSchools and EcoWorkplaces noting the EcoSchools program is in its eighth year. The certification program focuses on areas that engage students and promote environmental responsibility and practices. This includes energy conservation, waste minimization, environmental curriculum and literacy and engaging schools in environmental stewardship. Ms. Rudner reviewed the history of school certification, outdoor education centres and workplaces and acknowledged the successful practices of the 2014 Eco Certification recipients. She highlighted the school certification process which now offers bronze, silver, gold and platinum status. There has been an increase in the number of certified schools. Forty schools have been certified for more than five years and 24 schools achieved five years of certification in 2013-2014. She cited the importance of workplace certification and how it models positive environmental practices for all students. Some ongoing EcoSchools and EcoWorkplaces initiatives include the reduction of paper and water bottle usage, energy conservation, organic waste programs, school ground greening projects and recycle and reuse programs. She stated these initiatives promote student and staff teamwork, leadership and increased community awareness. She outlined the Ontario EcoSchool visit program and noted the EcoTeam continues to share resources, use technology, share best practices and provide professional development for stakeholders. York Region District School Board EcoSchools is now on Twitter and has more than 700 followers.
Secondary Teacher - Consultant N. Rudner clarified external environmental assessors who conduct Ontario EcoSchool visits are accompanied by a Board staff member, EcoTeam member or trustee.
Vice-Chair of the Board N. Elgie thanked Manager, Facilities Services P. Schipper and Secondary Teacher - Consultant N. Rudner for the informative presentation and for supporting the progress that has been made since the inception of the EcoSchool program.
BOARD STANDING COMMITTEE MEETING MINUTES PAGE 3 January 20, 2015
(*)2. Moved by J. Nathan, seconded by L. Carruthers:
That the York Region District School Board receive the Plant Services Energy and Environmental Services and York Region District School Board EcoTeam 2013/2014 Annual Review for information.
- Carried -
SECONDARY SCHOOL FRENCH IMMERSION BOUNDARY CHANGE, WOODBRIDGE COLLEGE AND VAUGHAN SECONDARY SCHOOL, CITY OF VAUGHAN
Coordinating Superintendent, Human Resources, Plant and Planning Services S. Yake introduced Senior Manager, Planning and Property Development J. Ross and Manager, Accommodation Planning D. Adams. D. Adams provided an overview of the service areas under modification for the existing Vaughan Secondary School French Immersion boundary resulting from the creation of a new French Immersion program at Woodbridge College effective September 2015. The new boundary for Woodbridge College encompasses the western area of Vaughan. Feeder schools for the new secondary French Immersion program include Elder’s Mills Public School and a portion of Julliard Public School. D. Adams noted the public consultation process and stated this is a natural consequence of the growth of the French Immersion program.
(*)3. Moved by A. DeBartolo, seconded by C. McBain:
That the York Region District School Board approve the following recommendation.
1. That the Vaughan Secondary School French Immersion boundary be modified to create a new French Immersion boundary for Woodbridge College effective September 2015, as reflected in the staff report dated January 20, 2015.
- Carried -
ANNUAL ACCESSIBILITY REPORT AND MULTI-YEAR PLAN
Coordinating Superintendent, Equity and Community Services C. Roach introduced Manager, Human Resource Services J. Hicks. J. Hicks highlighted that the annual accessibility report is a legal requirement under Regulation 191/11, Integrated Accessibility Standards and the Ontarians with Disabilities Act, 2001 (ODA) and must be posted on the Board website. The legislation requires all publicly funded organizations to be in compliance with all provisions of the legislation by 2025 to ensure accessibility for all Ontarians.
BOARD STANDING COMMITTEE MEETING MINUTES PAGE 4 January 20, 2015
She highlighted the reporting structure and requirements of the document, achievements, changes, goals and objectives for 2013-2014 and the coming years. She provided information regarding the Accessibility Multi-Year Plan which is a requirement under legislation and noted the principles of accessibility which are an integrated part of the organization and individual departments. She also mentioned the ongoing maintenance and responsibilities required to comply with the legislation and improve accessibility.
In response to a trustee question, Manager, Human Resource Services J. Hicks clarified WCAG, 2.0 Level AA standards are web content accessibility guidelines. The Board is working toward achieving a higher WCAG level, which is required to be implemented by 2021.
(*)4. Moved by J. Nathan, seconded by L. Aversa:
That the York Region District School Board receive the Annual Accessibility Report and Multi-Year Plan and make it available to the public in accordance with the Ontarians with Disabilities Act, 2001 and the Integrated Accessibility Standard, Ontario Regulation 191/11.
- Carried -
BANKING RESOLUTIONS: BORROWING - 2015
Coordinating Superintendent, Business and Chief Financial Officer (CFO) W. Muirhead- Toporek explained this is an annual request to ensure the Board has funds available in the event they are required to finance capital and operating expenses.
(*)5. Moved by M. Van Beek, seconded by A. DeBartolo:
That the York Region District School Board approve the resolutions.
WHEREAS the York Region District School Board (hereinafter called the ‘Board’) finds it necessary to borrow the sum of $60,000,000 on a revolving basis for OPERATING expenditures for school purposes:
AND WHEREAS the estimated OPERATING revenues of the Board have not yet been received or fully received and such revenues thereafter to be received are sufficient to repay all unpaid sums borrowed to meet the Board’s operating expenditures including the sum to be borrowed hereunder and interest thereon:
BOARD STANDING COMMITTEE MEETING MINUTES PAGE 5 January 20, 2015
THEREFORE BE IT RESOLVED as follows:
1) The officers of the Board are hereby authorized on behalf of the Board to borrow from time to time by way of promissory note and/or Bankers’ Acceptances a sum or sums not exceeding SIXTY MILLION DOLLARS at any one time to meet the OPERATING expenditures of the Board for school purposes and are hereby authorized to give, on behalf of the Board, a promissory note or notes under the Corporate Seal of the Board, signed by the Officers of the Board, for the monies borrowed hereunder with interest.
2) The Coordinating Superintendent, Business and Chief Financial Officer is hereby authorized and directed to apply in payment of all sums borrowed as aforesaid, together with interest thereon, all of the monies comprising the operating revenue of the Board hereafter received.
WHEREAS the York Region District School Board (hereinafter called the ‘Board’) finds it necessary to borrow the sum of $60,000,000 on a revolving basis for CAPITAL expenditures for school purposes:
AND WHEREAS the estimated capital revenues of the Board have not yet been received or fully received and such revenues thereafter to be received are sufficient to repay all unpaid sums borrowed to meet the Board’s capital expenditures including the sum to be borrowed hereunder and interest thereon:
THEREFORE BE IT RESOLVED as follows:
1) The officers of the Board are hereby authorized on behalf of the Board to borrow from time to time by way of promissory note and/or Bankers’ Acceptances a sum or sums not exceeding SIXTY MILLION DOLLARS at any one time to meet the CAPITAL expenditures of the Board for school purposes and are hereby authorized to give, on behalf of the Board, a promissory note or notes under the Corporate Seal of the Board, signed by the Officers of the Board, for the monies borrowed hereunder with interest.
2) The Coordinating Superintendent, Business and Chief Financial Officer is hereby authorized and directed to apply in payment of all sums borrowed as aforesaid, together with interest thereon, all of the monies comprising the capital revenue of the Board hereafter received.
- Carried - BOARD STANDING COMMITTEE MEETING MINUTES PAGE 6 January 20, 2015
PROJECTION AND ENROLMENT: SECONDARY AND ELEMENTARY SCHOOLS AND PRIMARY CLASS SIZE
Coordinating Superintendent, Human Resources, Plant and Planning Services S. Yake provided a brief overview of enrolment details. He mentioned the secondary enrolment projection was surpassed in October 2014. The elementary enrolment projection was set at a 2.4 per cent increase and, although enrolment was under projection as of October 2014, there has been an overall increase of 1.3 per cent year to year. The Board’s Full Time Equivalent (FTE) elementary class size numbers met the Ministry mandated compliance and were within the budgeted financial amount. He noted the Board continues to adjust the elementary class size numbers where there is school growth throughout the year. Secondary class sizes are planned and adjusted accordingly. Coordinating Superintendent Yake thanked the staff members involved in calculating enrolment projections for their dedicated work and stated calculation of the 2014-2015 projections are underway.
(*)6. Moved by C. McBain, seconded by L. Aversa:
That the York Region District School Board receive the October 2014 Annual Enrolment and Staffing Report for information.
- Carried -
INTERNALLY RESTRICTED RESERVES, AUGUST 2014
Coordinating Superintendent, Business and Chief Financial Officer (CFO) W. Muirhead- Toporek explained the report’s adjustment for the 2013-2014 fiscal year-end.
(*)7. Moved by A. DeBartolo, seconded by L. Aversa:
That the York Region District School Board approve the August 2014 Internally Restricted Reserves report.
- Carried -
INTERNALLY RESTRICTED RESERVES FOR THE QUARTER ENDED NOVEMBER 30, 2014
Coordinating Superintendent Muirhead-Toporek noted the Internally Restricted Reserve reports will now be presented quarterly rather than monthly as per the directive of the Audit Committee.
BOARD STANDING COMMITTEE MEETING MINUTES PAGE 7 January 20, 2015
(*)8. Moved by B. Pang, seconded by C. Chan:
That the York Region District School Board approve the Internally Restricted Reserves for the Quarter Ended November 30, 2014 report.
- Carried -
CASH DISBURSEMENTS, SEPTEMBER 2014
Coordinating Superintendent, Business and Chief Financial Officer (CFO) W. Muirhead- Toporek explained the reason behind the cash disbursement report delay and stated the intention is to bring these reports forward monthly.
(*)9. Moved by A. DeBartolo, seconded by J. Nathan:
That the York Region District School Board approve the following recommendations.
1. That Cash Disbursements for September 2014 for all expenditures, except item #105, in the sum of $29,342,726.29 be approved.
2. That Cash Disbursements for September 2014 for item #105, in the sum of $74,726,852.62 be approved.
- Carried -
CASH DISBURSEMENTS, OCTOBER 2014
Coordinating Superintendent Muirhead-Toporek responded to a trustee’s request for information about a legal settlement.
(*)10. Moved by M. Van Beek, seconded by A. DeBartolo:
That the York Region District School Board approve the following recommendations.
1. That Cash Disbursements for October 2014 for all expenditures, except item #55, in the sum of $19,653,656.96 be approved.
2. That Cash Disbursements for October 2014 for item #55, in the sum of $119,288,703.15 be approved.
- Carried -
BOARD STANDING COMMITTEE MEETING MINUTES PAGE 8 January 20, 2015
CASH DISBURSEMENTS, NOVEMBER 2014
Coordinating Superintendent, Business and Chief Financial Officer (CFO) W. Muirhead- Toporek clarified costs associated with teacher training for special needs students and reading kits.
(*)11. Moved by M. Van Beek, seconded by C. McBain:
That the York Region District School Board approve the following recommendations.
1. That Cash Disbursements for November 2014 for all expenditures, except item #63, in the sum of $17,067,613.31 be approved.
2. That Cash Disbursements for November 2014 for item #63, in the sum of $110,048,833.08 be approved.
- Carried -
ADJOURNMENT
(*)12. Moved by C. Chan, seconded by C. McBain:
That the Board Standing Committee Public Meeting adjourn at 7:51 p.m.
- Carried -
YORK REGION DISTRICT SCHOOL BOARD
CHAIR’S COMMITTEE
MINUTES OF MEETING #2 (PUBLIC) JANUARY 26, 2015
The public session of the Chair’s Committee meeting was held at 2:15 p.m. in Room 103 at the Aurora Education Centre on Monday, January 26, 2015 with the following members and resource staff present:
P. Adams-Luchowski C. Chan (via audio conference) A. DeBartolo (Chair) N. Elgie L. Barnes L. Johnstone M. Roberts S. Yake J. Parappally
Also in Attendance: Coordinating Superintendent, Business and Chief Financial Officer W. Muirhead-Toporek and Coordinating Superintendent, Equity and Community Services C. Roach
Regrets: Associate Director of Education, Leadership and Learning K. Friedman
DECLARATION OF CONFLICT OF INTEREST
Chair A. DeBartolo asked any trustee who has a direct personal interest or direct or indirect pecuniary interest in any matter being discussed at the meeting to state their conflict and the nature thereof. No conflicts were declared by trustees at this time.
RECOMMENDATIONS
(*)1. That the York Region District School Board receive the staff report Constructions Projects Review. (Appendix 1)
(*)2. That the York Region District School Board approve the appointment of Alick Siu as the Equity and Inclusivity Advisory Committee Community Representative on the Parent, Family and Community Engagement Advisory Committee effective February 3, 2015 for the term ending January 31, 2016. (Appendix 2)
(*)3. That the York Region District School Board receive for information the appointment of Anchel Krishna as the Special Education Advisory Committee representative on the Equity Inclusivity Advisory Committee for the term ending November 30, 2018. (Appendix 3) CHAIR’S COMMITTEE MINUTES – PUBLIC SESSION PAGE 2 JANUARY 26, 2015
(*)4. That the York Region District School Board approve the appointment of one parent member and one community member at large to the Parent, Family and Community Engagement Advisory Committee, effective January 14, 2015. (Appendix 4 )
Parent Member Administrative Term Status Area Nora Mya Parent Member, February 3, 2015 – Recommended Aboudaya Weeks West/Secondary October 31, 2017 February 3, 2015
Community Position Status Member Annie Siddiqui Community Member, At Large Recommended February 3, 2015
5. That, in accordance with motion #11 of the December 9, 2014 Public Board Meeting, attendance of trustees who are members of Board and Advisory Committee meetings be provided to all trustees in September annually, prior to consideration of Committee memberships for trustees for the upcoming year.
(*)6. That the agenda for the February 3, 2015 Board Meeting – Public Session be approved, as amended.
(*)7. That the agenda for the February 17, 2015 Special Board Meeting – Public Session be approved.
January 26, 2015
For further information, please contact Board Chair A. DeBartolo, Senior Manager, Board and Trustee Services L. Barnes or Director of Education J. Parappally.
YORK REGION DISTRICT SCHOOL BOARD
CONSTRUCTION PROJECTS REVIEW
(As of January 14, 2015) 4 YORK REGION DISTRICT SCHOOL BOARD CONSTRUCTION PROJECTS REVIEW (As of January 14, 2015)
Roméo Dallaire Public School (JL) Moffet & Aquicon Aug.4/14 Aug. 24/15 On schedule Duncan Construction Slab on grade 100% Architects Inc. Co. Inc. Load bearing masonry – ground floor 100% Load bearing masonry – 2nd floor 20% Structural steel – ground floor 95% Coreslab installation 100% Underground plumbing 100% Plumbing – ground floor – 55% Heating lines – ground floor – 75% Electrical rough-in – ground floor – 60% Electrical rough-in – 2nd floor – 25% Electrical distribution – ground floor – 60% Underground electrical 90% (outside building) Storm lines 95% Main sanitary lines 100% Water service 100% Parking lot base 100%
Legend: Assistant Managers New Construction JL – Jennifer Lang MF – Mike Ferreira BB – Bryan Blackert EC – Emil Caraghin
4 YORK REGION DISTRICT SCHOOL BOARD CONSTRUCTION PROJECTS REVIEW (As of January 14, 2015)
Fred Varley Public School (MF) MC Architects Aquicon Aug.5/14 Aug. 24/15 Inc. Construction Main water and sanitary 100% Co. Inc. Complete, water and sanitary underground within building 100% complete. Ground floor load bearing walls 100% complete, non-load bearing walls 60% complete. Second floor core slab 100% complete. Second floor load bearing walls 80% complete, non-load bearing walls 20% complete. Electrical underground 95% complete. Mechanical underground 95% complete. Slab on Grade 100% complete. Ground floor Electrical rough–in 60% complete. Ground floor Electrical power wiring 20% complete. Ground floor Mechanical rough–in 60% complete. Ground floor Mechanical heating lines 50% complete. Ground floor sheet metal main branch – 40% complete. Second floor Electrical rough–in 20% complete. Second floor Mechanical rough–in 10% complete.
Legend: Assistant Managers New Construction JL – Jennifer Lang MF – Mike Ferreira BB – Bryan Blackert EC – Emil Caraghin
4 YORK REGION DISTRICT SCHOOL BOARD CONSTRUCTION PROJECTS REVIEW (As of January 14, 2015)
NEW SECONDARY SCHOOLS Architect Contractor Start Proposed Scheduling Date on Occupancy Site Date Projects
Tommy Douglas S.S. (EC) IBI Group Percon June 4/13 Feb./15 On schedule Building and Fire inspections are Construction Now completed. Building inspector Only comment re stair handrails not Up to code compliance. Architect Addresses issue with inspector. Doors installation completed except Some deficiencies. Drywall areas are completed. Glazing at Forum area complete. Security and Fire alarm systems Are now ready to go online with Securtek. Flooring completed in Music, Dance Studio except baseboard. Gym floor in progess; to be completed By January 15th. Window coverings installed. Stage flooring complete by January 9.
Legend: Assistant Managers New Construction JL – Jennifer Lang MF – Mike Ferreira BB – Bryan Blackert EC – Emil Caraghin
4 YORK REGION DISTRICT SCHOOL BOARD CONSTRUCTION PROJECTS REVIEW (As of January 14, 2015)
COMPLETED PROJECTS IN WARRANTY
Projects Architect Contractor
Robert Munsch P.S. IBI Group Remo General Mt. Albert E.S. (MF) Construction
Under warranty until September 2015 - Deficiency work being done after school hours.
Beckett Farms P.S. Snyder & Associates Percon Construction Berczy S.W. E.S. (EC) Architects Inc.
Under warranty until September 2015. Substantial completion certificate Issued by Snyder Architects on September 10th. Deficiencies work by Percon General contractor started. Change order was issued to implement card Reader access at the asphalt playground exterior Stair entrance “A”.
Anne Frank P.S. ZAS Pre-Eng Contracting Ltd. Vaughan E.S. (JL)
Under warranty until September 2015 Deficiency work is being completed after hours
*Substantial Completion occurs when the project is ready for its intended use, or is already being used that way, and the work is generally 98% complete as certified by the consultants supervising the work.
January 14, 2015 For further information, please contact the Director of Education or Scott Yake.
Legend: Assistant Managers New Construction JL – Jennifer Lang MF – Mike Ferreira BB – Bryan Blackert EC – Emil Caraghin
YORK REGION DISTRICT SCHOOL BOARD
Appointment of a Community Representative to the Parent, Family and Community Engagement Advisory Committee
Background:
In September 2010, the Ministry of Education approved Regulation 330/10 amending Regulation 612/00, School Councils and Parent Involvement Committees of Education Act which mandates that each school board in the Province have a parent involvement committee. This policy formally recognizes and supports the vision of schools as places of partnership and respect where every parent feels included. It builds on and strengthens the vital relationships between parents and schools, school boards and the Ministry of Education and sets a new direction to help ensure that all partners will have the skills, knowledge, and tools they need to build positive partnerships. The York Region District School Board has a parent involvement committee called the Parent, Family and Community Engagement Advisory Committee (PEAC) and it has been aligned to meet the Ministry’s requirement.
Rationale:
The York Region District School Board PEAC Operational By-Law specifies that the committee is to consist of 12 parent members and up to three community representatives.
At the January 15, 2015 Equity and Inclusivity Advisory Committee (EIAC) meeting, interested members were asked to identify their interest in serving as the EIAC representative on the Parent, Family and Community Engagement Advisory Committee, replacing Donna Cardoza.
On January 15, 2015 EIAC passed a motion recommending that Alick Siu be considered as EIAC representative on PEAC effective February 2015.
Estimated Cost:
Not applicable.
Timeline:
Effective February 3, 2015.
Recommendation:
That the York Region District School Board approve the appointment of Alick Siu as the Equity and Inclusivity Advisory Committee Community Representative on the Parent, Family and Community Engagement Advisory Committee effective February 3, 2015 for the term ending January 31, 2016.
Communications Plan:
Coordinating Council of Superintendents January 19, 2015 Chair’s Committee January 26, 2015 Board Meeting February 3, 2015
Respectfully submitted,
January 26, 2015
For further information, please contact Coordinating Superintendent of Equity and Community Services C. Roach, Associate Director, Schools M. Roberts or the Director of Education.
YORK REGION DISTRICT SCHOOL BOARD APPOINTMENT OF A COMMUNITY REPRESENTATIVE TO THE EQUITY AND INCLUSIVITY ADVISORY COMMITTEE
Background:
The Equity and Inclusivity Advisory Committee (EIAC) supports the York Region District School Board in its commitment to providing equitable and inclusive learning and working environments in all schools and workplaces. EIAC also provides advice regarding the development and implementation of the Board’s Equity and Inclusivity Strategy, policies and procedures and helps to ensure that the Board addresses all dimensions of diversity including, but not limited to ancestry, culture, ethnicity, gender, gender identity, language, physical and intellectual ability, race, religion, sex, sexual orientation and socio-economic status.
Rationale:
The York Region District School Board EIAC Operational By-Law specifies that the committee is to consist of ten community members at large, the Director of Education, the Coordinating Superintendent, Equity and Community Services, Principal, Inclusive School and Community Services, three trustees, one or both student trustees, two principals/vice-principals, two teachers, one support staff member of the Board, one Special Education Advisory Committee member, one Parent, Family and Community Engagement Advisory Committee member, one York Regional Police representative, one Region of York representative, one Children’s Aid Society of York Region representative, one United Way of York Region representative, one York Region Presidents’ Council representative, and one student member at large. As outlined in Section 7, of the EIAC Operational By-Law, the Board is responsible for approving the appointments of community members and receiving for information the appointment of community representatives and student members.
Estimated Cost:
Not Applicable.
Timeline:
Effective February 3, 2015 for the term ending November 30, 2018.
Recommendation:
That the York Region District School Board receive for information the appointment of Anchel Krishna as the Special Education Advisory Committee representative on the Equity Inclusivity Advisory Committee for the term ending November 30, 2018.
Communications Implementation Plan:
Coordinating Council of Superintendents January 21, 2015 Chair’s Committee January 26, 2015 Board Meeting February 3, 2015
Respectfully submitted,
Cecil Roach Coordinating Superintendent, Equity and Community Services
February 3, 2015
For further information, please contact Coordinating Superintendent, Equity and Community Services C. Roach, Associate Director, Schools L. Johnstone or the Director of Education.
YORK REGION DISTRICT SCHOOL BOARD
Appointment of Members to the Parent, Family and Community Engagement Advisory Committee
Background:
In September 2010, the Ministry of Education approved Regulation 330/10 amending Regulation 612/00, School Councils and Parent Involvement Committees of Education Act which mandates that each school board in the Province have a parent involvement committee. This formally recognizes and supports the vision of schools as places of partnership and respect where every parent feels included. It builds on and strengthens the vital relationships between parents and schools, school boards and the Ministry of Education and sets a new direction to help ensure that all partners will have the skills, knowledge, and tools they need to build positive partnerships. The York Region District School Board has a parent involvement committee called the Parent, Family and Community Engagement Advisory Committee (PEAC) and it has been aligned to meet the Ministry’s requirement.
Rationale:
The York Region District School Board PEAC Operational By-Law specifies that the committee is to consist of 12 parent members and up to three community representatives.
In order to fill one parent member vacancy and one community member vacancy, the positions were advertised through school newsletters, school websites, the Board website and school principals in November, 2014.
The selection sub-committee reviewed the applications during the first week of December 2014 and is recommending two candidates to fill these vacancies on the Parent, Family and Community Engagement Advisory Committee.
Parent Member Administrative Area Term Status Nora Mya Parent Member, February 3, 2015 – Recommended: Aboudaya Weeks West/Secondary October 31, 2017 February 3, 2015 Linda Gilbert Parent Member, November 1, 2014 – North/Elementary October 31, 2016 Approved: September 2, 2014 Amanda Ginsberg Parent Member, November 1, 2014 – Approved: Central Elementary October 31, 2016 September 2, 2014 Tazmeen Lalani Parent Member, November 1, 2014 – Approved East/Elementary October 31, 2016 September 2, 2014 Parent Member Administrative Area Term Status Nadeen Mahmood Parent Member, November 1, 2014 – Approved: West/Elementary October 31, 2016 September 2, 2014 Kim Ross Parent Member, November 1, 2014 – Approved: North/Elementary October 31, 2016 September 2, 2014 Kim Rogers Parent Member, November 1, 2014 – Approved: Central Elementary October 31, 2016 September 2, 2014 Lisa Tomjenovic Parent Member, November 1, 2014 – Approved: East/Secondary October 31, 2016 September 2, 2014 Catherine Persaud Parent Member, March 4, 2014 – Approved: North/Secondary October 31, 2016 March 4, 2014 Shahzad Ahmed Parent Member, November 1, 2013 – Approved: East/Elementary October 31, 2015 September 3, 2013 Maureen A. Ennis Parent Member, November 1, 2013 – Approved: West/Elementary October 31, 2015 September 3, 2013 Gayle Palmer Parent Member, November 1, 2013 – Approved: Central/Secondary October 31, 2015 September 3, 2013
Community Member Position Status Annie Siddiqui Community Member, At Large Recommended: February 3, 2015 Donna Cardoza Community Member, EIAC Approved: November 5, 2013 Melanie Tsironikos Community Member, SEAC Approved: September 4, 2014
Estimated Cost:
Not applicable.
Timeline:
Effective February 3, 2015.
Recommendation:
That the York Region District School Board approve the appointment of one parent member and one community member at large to the Parent, Family and Community Engagement Advisory Committee, effective February 3, 2015.
Communication Plan:
Coordinating Council of Superintendents January, 14, 2015 Chair’s Committee January 26, 2015 Board Meeting February 3, 2015
Respectfully submitted,
January 26, 2015
For further information, please contact Coordinating Superintendent of Equity and Community Services Cecil Roach or the Director of Education.
ROUTINE
YORK REGION DISTRICT SCHOOL BOARD SPECIAL EDUCATION ADVISORY COMMITTEE
The regular meeting of the Special Education Advisory Committee (SEAC) was held on Thursday, December 4, 2014 in the Board Room of the Education Centre, Aurora at 7:02 p.m. with SEAC Chair N. Elgie presiding and the following members present:
Members: S. Facchini, F. MacDonald, S. Shaukat, K. Stewart, M. Tsironikos, C. Viney and L. Ziraldo
Alternates: S. Caldwell and K. Vink
Trustees: L. Aversa, A. DeBartolo, C. Chan, N. Elgie, S. Geller and C. McBain
Staff: K. Diakiw, A. Fishman, S. Logue, K. Tanaka, K. Witherow and A. Ballard
Regrets: Student Trustees H. Mahesh and D. Roytman, SEAC representatives M. Graham and M. Ongman and Staff members D. Conrad-Knight and K. Friedman
Absent: J. DeMartino, A. Helps and C. Westcott
APPROVAL OF AGENDA
(*)1. Moved by A. DeBartolo, seconded by S. Facchini:
That the agenda be approved as written.
- Carried -
DECLARATION OF CONFLICT OF INTEREST
SEAC Chair N. Elgie asked any trustee who has a direct personal interest or direct or indirect pecuniary interest in any matter being discussed during the meeting to state their conflict and the nature thereof. No conflicts were declared by trustees at this time.
MOMENT OF REFLECTION
L. Ziraldo presented the Moment of Reflection entitled “The Greatest Gift” written by Action Douglas Pagels. A copy will be shared with Committee members. N. Elgie will deliver Item the Moment of Reflection at the January 8, 2015 SEAC meeting.
Note: Trustees L. Aversa and C. Chan entered the meeting at 7:04 p.m.
Special Education Advisory Committee Page 2 December 4, 2014
APPROVAL OF MINUTES – NOVEMBER 6, 2014
(*)2. Moved by F. MacDonald, seconded by C. Viney:
That the minutes of the November 6, 2014 Special Education Advisory Committee meeting be approved as written.
- Carried -
ANNUAL HOLIDAY PRESENTATION “WE ARE THE WORLD”
SEAC Chair N. Elgie welcomed students and staff members from Anne Frank Public School, in Maple to present the Annual Holiday Presentation.
Elementary teacher J. Wright provided insight into Anne Frank Public School which opened in September 2014. She explained how they are building the school community with students, staff and parents by exploring the areas of freedom, diversity and mutual respect which were represented by Anne Frank. She acknowledged through this experience the school has come to value that everyone is unique and by working together everyone can make a difference. She acknowledged and shared some quotes from the book I Am the World by author Charles R. Smith Jr., which has been an inspiration to the school community. A video was shared with the Committee.
Students presented their artwork accompanied by a personal dissertation of the artwork’s meaning. Other students read poetry and members of the Anne Frank Public School Choir performed We Are the World.
Anne Frank Public School Principal A. Fishman thanked all the students for the wonderful performance and for sharing their learning. She extended a special thank you to staff J. Wright, J. Levine-Bleiwas, S. Hopkins, C. Galin, J. Arro, C. Rinaldi and J. Babalis for their hard work preparing the presentation as well as sharing the everyday work of students.
SEAC Chair N. Elgie extended the Committee’s appreciation for the festive performance.
Note: Trustee S. Geller withdrew from the meeting at 7:35 p.m.
(*)3. Moved by K. Stewart, seconded by S. Facchini:
That the Special Education Advisory Committee receive the Annual Holiday Presentation “We Are The World” with appreciation.
- Carried -
Special Education Advisory Committee Page 3 December 4, 2014
SPECIAL ANNOUNCEMENTS
SEAC Vice-Chair L. Ziraldo acknowledged SEAC members A. Helps and C. Westcott and alternate members D. De Filippis and D. Whipple who are leaving the Committee. On behalf of the SEAC L. Ziraldo presented certificates of recognition and thanked them all for their time, dedication and commitment to both the Committee and students with special needs.
SPECIAL EDUCATION PLAN UPDATE
Principal, Student Services K. Diakiw mentioned the only update to the Special Education Plan is the return to the previous two-stage gifted screening process following the conclusion of the two-year Insight pilot project.
(*)4. Moved by F. MacDonald, seconded by C. Chan:
That the Special Education Advisory Committee receive the Special Education Plan Update for information.
- Carried -
STUDENT SERVICES REPORT
Superintendent, Student Services S. Logue extended her thanks to trustees, Student Services and Curriculum and Instructional Services staff, SEAC members, alternate members and Committee staff, the Director of Education, Associate Directors of Education, Superintendents, principals, vice-principals and teachers for their dedicated and continued work and insight that supports the ongoing work of the SEAC, students with special needs and their families.
Superintendent Logue provided an update on the following activities;
the consideration of an Educational Assistant (EA) review to re-evaluate areas such as training, learning, work assignments, deployment, salary, and classification to ensure a well-rounded selection of candidates, the completion of a new EA learning and training video which will be presented at Action a future SEAC meeting, Item meetings associated with a York Region Special Needs Strategy related to the restructuring of Ministry service delivery and next steps, a Student Services audit by the Regional Internal Audit Team (RIAT), and a Student Services presentation prior to the Quest Conference to approximately 60 Dutch visitors about how the Board meets the needs of all student learners.
Superintendent Logue wished members of the SEAC a safe and healthy holiday.
Special Education Advisory Committee Page 4 December 4, 2014
(*)5. Moved by C. Viney, seconded by K. Vink:
That the Special Education Advisory Committee receive the Student Services Report for information.
- Carried -
SUCCESSFUL PRACTICES AND CHALLENGES
There were no successful practices and challenges presented.
REPORT FROM THE BOARD
At the December 1, 2014 Inaugural Board Meeting Trustee A. DeBartolo was re-elected Chair of the York Region District School Board for 2015. Trustee N. Elgie was elected as Vice-Chair of the Board. Trustee A. Tam was elected as Chair of the Budget Committee and Trustees P. Adams-Luchowski and C. Chan were acclaimed as members of Chair’s Committee for 2015.
(*)6. Moved by N. Elgie, seconded by A. DeBartolo:
That the Special Education Advisory Committee receive the Report from the Board for information.
- Carried -
POLICY UPDATES
There were no policy updates presented at this time.
COMMUNICATIONS SUB-COMMITTEE UPDATE
SEAC Vice-Chair L. Ziraldo extended the Committee’s appreciation to Elementary Principal, Anne Frank Public School A. Fishman for arranging the presentation.
L. Ziraldo noted the recommended appointments of SEAC members and alternate Action members for the 2014-2018 term are scheduled for consideration by the Board of Item Trustees at the December 9, 2014 Board Meeting. Orientation packages will be Action distributed to new members and their first official meeting is on Thursday, January 8, Item 2015. The SEAC Chair and Vice-Chair will be elected at this meeting.
Special Education Advisory Committee Page 5 December 4, 2014
(*)7. Moved C. Chan, seconded by K. Stewart:
That the Special Education Advisory Committee receive the Communications Sub-Committee Update for information.
- Carried -
FUTURE PRESENTATIONS
Student Services Updates (10 minutes)
What Our Students Said Update – February 2015
Regular Presentations
Secondary School Review/Accommodation – January 2015 York Region Special Needs Strategy – January 2015 SEAC Budget Discussion – February 2015 Resiliency – March 2015 Board Improvement Work Plan – Pending
ADJOURNMENT
(*)8. Moved by K. Stewart, seconded by C. Chan:
That the Special Education Advisory Committee meeting adjourn at 7:50 p.m.
- Carried - ROUTINE
YORK REGION DISTRICT SCHOOL BOARD SPECIAL EDUCATION ADVISORY COMMITTEE
The regular meeting of the Special Education Advisory Committee (SEAC) was held on Thursday, January 8, 2015 in the Board Room of the Education Centre, Aurora at 7:06 p.m. with SEAC Chair N. Elgie presiding and the following members present:
Members: I. Donnell, M. Graham, A. Krishna, R. MacAlpine, F. MacDonald, M. Ongman, S. Shaukat, K. Stewart, M. Taylor, M. Tsironikos, C. Viney and L. Ziraldo
Alternates: D. Harding and R. O’Leary
Trustees: L. Aversa, A. DeBartolo, N. Elgie, C. McBain and Student Trustees H. Mahesh and D. Roytman
Staff: D. Conrad-Knight, K. Diakiw, A. Fishman, K. Friedman, S. Logue, K. Tanaka, K. Witherow and A. Ballard
Regrets: SEAC representatives S. Caldwell and S. Facchini
Absent: J. DeMartino
Board Chair A. DeBartolo called the meeting to order and welcomed SEAC members to the meeting.
APPROVAL OF AGENDA
(*)1. Moved by L. Ziraldo, seconded by K. Stewart:
That the agenda be approved as written.
- Carried -
DECLARATION OF CONFLICT OF INTEREST
Board Chair A. DeBartolo asked any trustee who has a direct personal interest or direct or indirect pecuniary interest in any matter being discussed during the meeting to state their conflict and the nature thereof. No conflicts were declared by trustees at this time.
ELECTION OF CHAIR FOR 2015
SEAC representative L. Ziraldo nominated Trustee N. Elgie as Chair of the SEAC for 2015. The nomination was seconded by M. Tsironikos.
Special Education Advisory Committee Page 2 January 8, 2015
CLOSE NOMINATIONS
(*)2. Moved by L. Aversa, seconded by C. McBain:
That nominations for the position of Special Education Advisory Committee Chair for the year 2015 be closed.
- Carried -
Trustee N. Elgie assumed the position of Chair of the SEAC for the year 2015 and thanked the Committee for the opportunity to serve as Chair for another year.
ELECTION OF VICE-CHAIR FOR 2015
SEAC member M. Graham nominated L. Ziraldo for the position of Vice-Chair of the SEAC. The nomination was seconded by F. MacDonald.
CLOSE NOMINATIONS
(*)3. Moved by L. Aversa, seconded by A. DeBartolo.
That nominations for the position of Special Education Advisory Committee Vice-Chair for 2015 be closed.
- Carried -
SEAC representative L. Ziraldo assumed the position of Vice-Chair of the SEAC for the year 2015. Ms. Ziraldo thanked the Committee for their continued support.
MOMENT OF REFLECTION
N. Elgie presented the Moment of Reflection entitled “It’s Satisfying When the Work of Unsung Heroes Finally Receives the Recognition It Deserves” by N. Elgie. A copy will Action be attached to the minutes for Committee members. K. Stewart will deliver the Moment Item of Reflection at the February 5, 2015 SEAC meeting.
Note: SEAC representative C. Viney entered the meeting at 7:19 p.m.
SEAC Chair N. Elgie asked all Committee members to introduce themselves and state their organization.
Special Education Advisory Committee Page 3 January 8, 2015
APPROVAL OF MINUTES – DECEMBER 4, 2014
(*)4. Moved by K. Stewart, seconded by A. DeBartolo:
That the minutes of the December 4, 2014 Special Education Advisory Committee meeting be approved as written.
- Carried -
SPECIAL ANNOUNCEMENTS
SEAC Vice-Chair L. Ziraldo announced Trustees S. Geller and A. DeBartolo would no longer be active Committee members on the SEAC this year and thanked them both for their support and dedication on the SEAC and presented certificates of appreciation.
SECONDARY SCHOOL REVIEW PRESENTATION
SEAC Chair N. Elgie introduced Associate Directors, Schools L. Johnstone and M. Roberts. Associate Director Johnstone acknowledged the work and input of Superintendent of Schools – Operations and School Community Service A. Hoyle on the Secondary School Review. She outlined the reason behind the Secondary School Review and provided information on the formation of the review, input, school management and baseline data related to programming and ideas about how improvements can be made at the secondary level to continue to meet student needs. Associate Director Johnstone stated there has been an elementary school review; however, this is the first review for secondary schools. She provided highlights of the review as well as committee recommendations. She noted the three areas of focus outlined in the review are Instruction, Student Accommodation and Resources. These three areas have 12 sub-sections which encompass the recommended changes that resulted from the analysis of the system data. A fulsome consultation process is currently underway which will gather information from many stakeholders such as the public, principals, teachers, the York Region Presidents’ Council, students and trustees. The timelines for recommendations is June 2015.
Associate Director Johnstone provided insight into the different approaches being considered under the 12 sub-categories. In the area of Instruction, the sub-topics include Assessments and Evaluation, Pathways, Credits and School Structure. She noted SEAC members might be able to suggest some different credit or pathway opportunities for students which are outside of the school environment. Under the heading Student Accommodation, which includes Planning, Programs, Enrolment and Facilities, she spoke about programs, facility accommodation, school schedules, Personalized Alternative Education, student needs, structures for student collaboration and visual school components. In the area of Resources with the sub-headings Technology, Budget, Transportation, Positions of Responsibility and Staffing she outlined up-to-date technology in classrooms, budget and funding matters, transportation, equitable access to resources, staffing, effective communications and parent engagement. Special Education Advisory Committee Page 4 January 8, 2015
Note: The SEAC divided into work stations to provide input on the Secondary Review at 7:47 p.m. The meeting resumed at 7:59 p.m.
SEAC Chair N. Elgie thanked Associate Directors, Schools L. Johnstone and M. Roberts for the insightful information and the SEAC for their input into the review.
(*)5. Moved by S. Shaukat, seconded by L. Aversa:
That the Special Education Advisory Committee receive the Secondary School Review presentation for information.
- Carried -
SPECIAL NEEDS STRATEGY
Superintendent, Student Services S. Logue introduced Chief Physical and Occupational Therapy Services and Children’s Treatment Network (CTN) Liaison D. Kennedy and Chief Speech and Language Pathologist K. Mitton to present the Special Needs Strategy for Children and Youth. D. Kennedy provided insight into the Special Needs Strategy initiative, developed by the Ministry of Children and Youth Services, to enable children with special needs to receive timely and effective services. She stated the Board has been very involved with the development of this strategy. Two videos regarding this initiative were shown.
D. Kennedy acknowledged positive relationships with community partners and explained how stakeholders are being challenged to think differently about how to access and deliver services and be innovative and collaborative at both the provincial and local levels. This is the first stage of the strategy which focuses on putting the needs of children and youth at the centre of all policy, program and service delivery. One of the first tasks involved with the Special Needs Strategy is to recommend changes to funding policy and/or barriers to regulations to the multi-Ministries involved with the strategy for consideration. The three main strands under the strategy are to include integrated delivery of rehabilitation services, coordinated service planning processes and a voluntary development screen.
The Ministry has developed several provincial initiatives to help inform and support the implementation of the strategy including;
a Special Needs Strategy Reference Group, a provider table, a Developmental Screen Provincial Consultation Group, and information sessions for family organizations.
Information on the work in York Region including the upcoming timelines, proposals for the three strategy streams and the individuals responsible for the proposal development and monitoring progress was shared.
Special Education Advisory Committee Page 5 January 8, 2015
Chief Speech and Language Pathologist K. Mitton provided background information and an overview of the three main strands of the strategy. She mentioned this is a new process for the Board and it will involve a thoughtful communications process. Information is available electronically through the Ministry including a question and answer section.
Physical and Occupational Therapy Services and Children’s Treatment Network (CTN) Liaison D. Kennedy responded to questions and support challenges raised concerning Section 23 care and treatment programs and the importance of continuing to support the needs of children requiring rehabilitation services.
Chief Speech and Language Pathologist K. Mitton acknowledged the importance of regular key messaging to ensure transparent, seamless and timely services. The Board is working on the availability of access to this information.
Note: Student Trustee H. Mahesh withdrew from the meeting at 8:32 p.m.
D. Kennedy acknowledged the needs and concerns of families and students regarding the transition of students after secondary school and their next steps. SEAC Vice-Chair L. Ziraldo referenced a memo from the Ministry regarding an adult education strategy which was released in December 2014. She stated this adult strategy should work in conjunction with the Special Needs Strategy.
L. Ziraldo noted when working with transition and students with multiple and complex needs there needs to be a minimum timeframe of four years to prepare for transitioning them after secondary school.
SEAC Chair N. Elgie thanked Physical and Occupational Therapy Services and Children’s Treatment Network (CTN) Liaison D. Kennedy and Chief Speech and Language Pathologist K. Mitton for the informative presentation.
(*)6. Moved by C. Viney, seconded by F. MacDonald:
That the Special Education Advisory Committee receive the Special Needs Strategy presentation for information.
- Carried -
SEAC MEMBER ORGANIZATION UPDATE
York Support Services Network representative M. Graham outlined the programs and services which support individuals with dual diagnosis and mental illnesses and noted the importance of networking with different organizations. The services covered under the York Support Services Network include case management and respite, single plan of care coordination with the Children’s Treatment Network, a 24-hour distress line, transition planning, as well as developmental, mental health, dual diagnosis and community crisis response services. Special Education Advisory Committee Page 6 January 8, 2015
SEAC Chair N. Elgie extended the Committee’s appreciation for the organizational update.
(*)7. Moved by K. Stewart, seconded by C. Viney:
That the Special Education Advisory Committee receive the Organizational Update from York Support Services Network for information.
- Carried -
SPECIAL EDUCATION PLAN UPDATE
Principal, Student Services K. Diakiw noted there were no updates for the month of January.
SEAC Vice-Chair L. Ziraldo mentioned new Committee members received a link to the Special Education Plan. Any revisions or input must be vetted through the SEAC prior to the document being updated.
(*)8. Moved by D. Harding, seconded by K. Stewart:
That the Special Education Advisory Committee receive the Special Education Plan Update for information.
- Carried -
STUDENT SERVICES REPORT
Superintendent, Student Services S. Logue provided an update on the following activities;
ongoing meetings with core team members, workplace and school program visits, the Special Needs Strategy and Student Services Regional Internal Audit Team, meetings and discussions with the Elementary Teachers’ Federation of Ontario (ETFO) and the Ontario Secondary School Teachers’ Federation (OSSTF), structures for Educational Assistants (EAs) regarding hiring, deployment and retention, senior planning foci in areas such as mathematices, modern learning and well-being, mental health, equity, leadership and innovation, and a Board Improvement Plan input meeting with the Ministry.
Principal, Student Services K. Tanaka mentioned the start of a teachers’ workshop on transition planning for students in Kindergarten to grade six and grade seven to graduation. This workshop is in collaboration with Student Services and Curriculum and Action Instructional Services and is student focused. The SEAC will be updated at the Item February 5, 2015 meeting. Special Education Advisory Committee Page 7 January 8, 2015
Superintendent, Curriculum and Instructional Services K. Witherow spoke about the Ministry documents that assist the Board to investigate student’s strengths, what motivates them to learn and what pathways are available. The collaborative focus of Student Services and Curriculum and Instructional Services is to combine the various transition plans to allow families and students to easily navigate the system and enable students to be successful. Other shared ventures underway include the full-day kindergarten collaborative inquiry, mathematics with a focus on identified students and the grade nine applied mathematics program.
SEAC Vice-Chair L. Ziraldo asked that the Secondary Review recommendations be Action shared with SEAC for review prior to them being presented to the Board since the Item recommendations will have an impact on students with special needs.
L. Ziraldo explained the importance of ensuring the key messages extracted from the Special Needs and Secondary Reviews are cross-referenced and are not confusing to stakeholders.
(*)9. Moved by M. Ongman, seconded by M. Tsironikos:
That the Special Education Advisory Committee receive the Student Services Report for information.
- Carried -
SUCCESSFUL PRACTICES AND CHALLENGES
No successful practices or challenges were raised by members of the Committee.
REPORT FROM THE BOARD
At the December 9, 2014 Board Meeting trustees:
recognized outgoing Trustees J. Hertz and A. Yeung and Associate Director of Education, Leadership and Learning D. Belchetz; approved; - Policy #408.0, Appointment of Architects, and - Policy #536.0, Performance Appraisal Process, approved the representatives and alternate representatives to the Special Education Advisory Committee (SEAC) for the four-year term starting December 10, 2014 to November 30, 2018; approved the trustee appointments to Board Committees and Optional Committees for 2015; and approved the Audited Financial Statements for the year ended August 31, 2014.
Special Education Advisory Committee Page 8 January 8, 2015
(*)10. Moved by N. Elgie, seconded by K. Stewart:
That the Special Education Advisory Committee receive the Report from the Board for information.
- Carried -
POLICY UPDATES
Committee members were asked to provide input and comments on Policy #160.0, Action Records and Information Management, Policy #218.0, Healthy Schools and Item Workplaces, Policy #220.0, Trustee Services, Policy #238.0, Parent, Family and Community Engagement, Policy #470.0, Education Development Charges: Alternative Arrangements for School Facilities, Policy #475.0, Education Development Charges: School Sites-Operating Budget Surplus and Policy #540.0, Health and Safety – Employees prior to the February 2, 2015 deadline. L. Ziraldo reminded members where to find working document policies that are currently out for comment.
(*)11. Moved by L. Aversa, seconded by M. Tsironikos:
That the Special Education Advisory Committee receive the Policy Updates for information.
- Carried -
COMMUNICATIONS SUB-COMMITTEE UPDATE
SEAC Vice-Chair L. Ziraldo provided an overview of the role of the Communications Sub-Committee, which facilitates discussion and upcoming topics for consideration by the Committee. Regular updates from Student Services will be provided.
L. Ziraldo officially welcomed all 2014-2018 SEAC members.
L. Ziraldo explained the submission requirements for the Special Edition Newsletter. Action Submissions for the January 2015 edition are required to Principal, Student Service Item K. Tanaka by Friday, January 16, 2015.
SEAC Vice-Chair L. Ziraldo provided an overview of the role of the SEAC representation on the Parent, Family and Community Engagement Advisory Committee (PEAC) and Equity and Inclusivity Advisory Committee (EIAC).
Special Education Advisory Committee Page 9 January 8, 2015
(*)12. Moved by L. Ziraldo, seconded by M. Ongman:
That the following recommendation be forwarded to the January 26, 2015 Chair’s Committee meeting for information.
1) That Special Education Advisory Committee (SEAC) representative A. Krishna be appointed as the SEAC representative on the Equity, Inclusivity Advisory Committee (EIAC) effective February 3, 2015.
- Carried -
(*)13. Moved by F. MacDonald, seconded by M. Ongman:
That the Special Education Advisory Committee receive the Communication Sub-Committee Update for information.
- Carried -
FUTURE PRESENTATIONS
Student Services Updates (10 minutes)
What Our Students Said Update – Pending
Regular Presentations
SEAC Budget Discussion – February 2015 Resiliency – March 2015 Board Improvement Work Plan – May 2015 Director’s Annual Plan – May 2015
ADJOURNMENT
(*)14. Moved by C. McBain, seconded by L. Ziraldo:
That the Special Education Advisory Committee meeting adjourn at 9:15 p.m.
- Carried - ROUTINE
YORK REGION DISTRICT SCHOOL BOARD PARENT, FAMILY AND COMMUNITY ENGAGEMENT ADVISORY COMMITTEE
MINUTES, MEETING #2 January 13, 2015
The Parent, Family and Community Engagement Advisory Committee (PEAC) met at 7:05 p.m. in the Board Room of the Education Centre, Aurora on Tuesday, January 13, 2015 with Committee Chair M. Ennis presiding and the following members present:
Parent members: S. Ahmed, M. Ennis, L. Gilbert, T. Lalani, N. Mahmood, C. Persaud, K. Rogers and K. Ross
Community members: M. Tsironikos
Trustee members: A. Tam and B. Pang
Staff members: Associate Director, Schools M. Roberts, Coordinating Superintendent, Equity and Community Services C. Roach, Principal C. Logan, Inclusive School and Community Services and Vice-Principals and P. Obadia and P. Yeates
Also in attendance: Trustee C. Chan and Administrative Assistant J. Lachhman
Regrets: Director of Education J. Philip Parappally, Board Chair A. DeBartolo, Trustee J. Nathan, Parent members A. Ginsberg and G. Palmer and Community member D. Cardoza
CALL TO ORDER
Committee Chair M. Ennis called the meeting to order at 7:05 p.m.
APPROVAL OF AGENDA
(*)1. Moved by L. Gilbert, seconded by C. Persaud:
That the agenda be approved as written.
- Carried -
DECLARATION OF CONFLICT OF INTEREST
Committee Chair M. Ennis asked any trustee who has a direct personal interest or direct or indirect pecuniary interest in any matter being discussed by the committee to state their conflict and the nature thereof. No conflicts were declared by trustees at this time.
PEAC MINUTES PAGE 2 January 13, 2015
SPECIAL ANNOUNCEMENTS
Coordinating Superintendent C. Roach welcomed Associate Director, Schools M. Roberts to the PEAC. M. Roberts will be attending PEAC meetings going forward.
MOMENT OF REFLECTION
Parent member L. Gilbert shared highlights from Gabrielle Scrimshaw’s keynote presentation “Footprints in the Snow”, an elder story, at the QUEST Conference. This is a reminder that each day, each of us is carving a path; that each step we make is a responsibility to those who follow. It is important to always walk in a good way and remember your footprints.
APPROVAL OF MINUTES
(*)2. Moved by T. Lalani, seconded by C. Persaud:
That the minutes of the November 11, 2014 Parent, Family and Community Engagement Advisory Committee meeting be approved as written.
- Carried -
PRESENTATION – MATH FRAMEWORK
Committee Chair M. Ennis welcomed Curriculum Coordinator J. Franklin, Secondary Consultant I. Damji and Elementary Consultant, Mathematics C. Tulipano to the meeting.
The Math Curriculum Team presented information on the York Region District School Board Math Strategy. The importance of developing foundational skills to understand basic math concepts was stressed as well as, practising skills such as multiplication tables, and developing the thinking skills needed for advanced problem solving.
In looking at ways to make math fun and engaging, the presenters informed the committee that secondary students are in the process of creating an application for an online math game for students which is expected to be released next school year.
The presenters spoke about the Board Improvement Plan (BIP) Goal specifically targeted to math, as well as the Math Strategy. The BIP Goal on Mathematics focuses on building capacity to empower students to participate actively in:
understanding the mathematical ideas, skills and thinking processes needed for complex problem-solving; articulating their understanding in different ways; and developing the characteristics of perseverance, resilience and imaginative thinking.
PEAC MINUTES PAGE 3 January 13, 2015
J. Franklin informed the committee that last year the Ministry of Education gave the Board some insights around the Math Action Plan and that the Ministry is moving forward in the following five focus areas:
building knowledge base; learning and teaching; intervention; leadership; and parent/community engagement.
J. Franklin added that math scores are above average for York Region students but that there is still work to be done, specifically for students in grades six and nine.
The presenters also provide suggestions for parents which include:
building strong, positive attitudes about math; looking for math around them in their environment; using language with which both parents and children are comfortable.
Members were provided with a copy of a Math Strategy Workbook entitled Doing Math with your Child. This workbook is available for parents in 14 languages. Copies were sent to all schools and are available on the Ministry of Education website.
J. Franklin informed the committee that last year, a video titled The Comprehensive Math Program in 4-1/2 Minutes was created by the Board to support conversations about mathematics. The committee had the opportunity to watch this video during the meeting.
Information on where to find additional resources on mathematics was shared.
In response to a query about providing professional learning opportunities to support teachers around teaching math, J. Franklin informed the committee that last year the Board, in partnership with ETFO, offered two training sessions. Feedback from those sessions was incorporated into the six sessions being offered this year.
In response to a question about math strategy for students with Learning Disabilities, it was noted that the Curriculum Department has partnered with Student Services to consider supports for these students.
The committee discussed math contests and provided feedback to the presenters.
It was noted that last year a number of workshops were presented at the Regional Parent Symposium. This provided an opportunity for parents to speak about challenges and provide opportunities to learn and grow.
PEAC MINUTES PAGE 4 January 13, 2015
On behalf of the Committee, Chair M. Ennis thanked Curriculum Coordinator J. Franklin, Secondary Consultant I. Damji and Elementary Consultant, Mathematics C. Tulipano for their presentation. She reminded members to complete and submit the evaluation form to J. Lachhman.
(*)3. Moved by L. Gilbert, seconded by S. Ahmed:
That the Parent, Family and Community Engagement Advisory Committee receive the Math Strategy Presentation for information.
- Carried -
On behalf of the Committee, Chair M. Ennis welcomed Community member M. Tsironikos, Parent member K. Ross and Trustee B. Pang to the PEAC.
STAFF REPORT
Principal C. Logan highlighted several events and activities around parent engagement. She referenced the various faith and cultural events that happened during the month of December 2014.
She also reminded the committee that registration is open for kindergarten and grade nine. Members are encouraged to share this information with their school community.
C. Logan informed the committee that on March 17, 2014, the Tamil Heritage Month Act was passed in the Ontario Provincial Parliament; officially proclaiming January of every year as Tamil Heritage Month. In support of Tamil Heritage Month the Inclusive School and Community Services (ISCS) Unit is supporting a number of events and activities.
C. Logan informed the committee that the Board is once again hosting the Student Asset Coach/Parent Engagement Program for students who are struggling academically. This is the third year for the program. With this innovative program, students identified as being at risk are partnered with Student Asset Coaches who provide supports in the comfort of their own homes. This program proves to be very successful as students have shown gains academically after completing the sessions.
C. Logan also informed the committee that Harmony Movement will be providing a series of workshops for parents. Harmony Movement, in partnership with Inclusive School and Community Services (ISCS) and the Equity Strategy and Steering Advisory Committee (ESSAC), has been providing workshops for teachers over the past several years. Workshops from Harmony Movement will be included in this year’s Regional Parent Symposium to be held on April 15, 2015. This symposium is open to parents and administrators of York Region District School Board.
PEAC MINUTES PAGE 5 January 13, 2015
Referencing the Gathering Under One Tree parent engagement project at Armadale Public School, C. Logan informed the committee that this initiative supports parent engagement and dialogue around issues they may be facing. This program, in partnership with York University, has been running for nine years. She added that ISCS is looking at best practices and ways to use the skills learned from this initiative to benefit other school communities.
C. Logan added that revisions to the School Council policy have been considered by the Policy and By-Law Committee and a recommendation to adopt the policy as a working document, during which time feedback will be accepted, is being presented to trustees for consideration at the February 3, 2015 Board Meeting. She thanked all those who helped develop recommended changes.
(*)4. Moved by N. Mahmood, seconded by T. Lalani:
That the Parent, Family and Community Engagement Advisory Committee receive the Staff Report for information.
- Carried -
PROMISING PRACTICES AND CHALLENGES
Parent member K. Ross shared a success story of how two school communities came together in support of two families who lost loved ones.
REPORT FROM THE BOARD
At the December 1, 2014 Inaugural Board Meeting Anna DeBartolo was elected Chair of the York Region District School Board for 2015. Trustee Nancy Elgie was elected Vice- Chair of the Board for 2015. Trustee Allan Tam was elected Chair of the Budget Committee for 2015 and Trustees Peter Adams-Luchowski and Carol Chan were elected to the 2015 Chair’s Committee.
At the December 9, 2014 Board Meeting the trustees;
recognized Trustees J. Hertz and A. Yeung and Associate Director of Education, Leadership and Learning D. Belchetz; approved; Policy #408.0 , Appointment of Architects, and Policy #536.0, Performance Appraisal Process; approved the trustee appointments to Board Committees and Optional Committees for 2015, and approved the Audited Financial Statements for the year ended August 31, 2014.
PEAC MINUTES PAGE 6 January 13, 2015
(*)5. Moved by S. Ahmed, seconded by C. Persaud:
That the Parent, Family and Community Engagement Advisory Committee receive the Report from the Board for information.
- Carried -
COMMUNICATIONS SUB-COMMITTEE UPDATE
T. Lalani informed the committee that the Sub-Committee meets from 5:30 p.m. to 7:00 p.m. prior to regularly scheduled PEAC meetings. She welcomed P. Obadia and C. Persaud as new members of the Sub-Committee.
T. Lalani reported that the PEAC currently has a vacancy for an East Secondary parent
Action Item member due to a resignation. The vacancy will be posted this week. She also stated that the Sub-Committee is going to be reviewing the application form and scoring rubric and will create a sub-group to oversee this initiative. Members interested in joining this sub-group are asked to email J. Lachhman.
T. Lalani also reported on the feedback received from the November 2014 meeting. Recommended changes will be incorporated into the Regional Parent Symposium. She Action Item also reminded the committee that there are opportunities for members to participate either as volunteers or attendees at the Regional Parent Symposium. Further information will be shared as they become available.
(*)6. Moved by N. Mahmood, seconded by K. Ross:
That that Parent, Family and Community Engagement Advisory Committee receive the Communications Sub-Committee Update for information.
- Carried -
POLICY UPDATES
Committee Chair M. Ennis reminded the committee that working document policies on which the Board is requesting feedback are posted on the Board website. Members are encouraged to review these policies and provide feedback.
FUTURE PRESENTATIONS
Secondary Review - February 10, 2015
PEAC MINUTES PAGE 7 January 13, 2015
ADJOURNMENT
(*)7. Moved by S. Ahmed, seconded by L. Gilbert:
That the Parent, Family and Community Engagement Advisory Committee meeting adjourn at 8:35 p.m.
- Carried - ROUTINE
YORK REGION DISTRICT SCHOOL BOARD EQUITY AND INCLUSIVITY ADVISORY COMMITTEE
MINUTES, MEETING #1 JANUARY 15, 2015
The Equity and Inclusivity Advisory Committee (EIAC) met at 7:02 p.m. in the Board Room of the Education Centre, Aurora on Thursday, January 15, 2015 with Committee Chair D. Cardoza presiding and the following members present:
Community members: K. Carbis, D. Cardoza, S. Mahdi, J. Michel, V. Shah, A. Siu, C. Tustin, H. Vijayanathan and L. Watson
Community representatives: J. Chu, J. Hastings and T. Lalani
Trustee members: J. Nathan, B. Pang and A. Tam
Student members: Student Trustee D. Roytman, YRPC President M. Afshar and Student at Large H. Bender
Staff members: Elementary Teacher T. Brooks, Secondary Teacher U. Jalaluddin and Coordinating Superintendent, Equity and Community Services C. Roach
Also in attendance: Associate Director L. Johnstone and Administrative Assistant S. Phillips
Regrets: Community member K. Cabrera, Community representatives M. Bowe, M. Ongman and R. Veerappan, Manager, Accommodation Planning D. Adams, Elementary Principal L. Leoni, Principal, Inclusive School and Community Services C. Logan, Director of Education J. Philip Parappally and Secondary Principal J. Pathy
CALL TO ORDER
Committee Chair D. Cardoza called the meeting to order at 7:02 p.m.
APPROVAL OF THE AGENDA
(*)1. Moved by V. Shah, seconded by K. Carbis:
That the agenda be approved as written.
- Carried -
EIAC MINUTES PAGE 2 JANUARY 15, 2015
DECLARATION OF CONFLICT OF INTEREST
Committee Chair D. Cardoza asked any trustee who has a direct personal interest or direct or indirect pecuniary interest in any matter being discussed during the meeting to state their conflict and the nature thereof. No conflicts were declared by trustees at this time.
WELCOME TO NEW MEMBERS
Committee Chair welcomed new members S. Madhi, C. Tustin, L. Watson and Trustee B. Pang.
Coordinating Superintendent C. Roach welcomed Associate Director L. Johnstone and informed the committee that she will be attending meetings going forward.
ELECTION OF CHAIR FOR 2015
At this time, Past Vice-Chair J. Nathan assumed the chair.
Past Vice-Chair J. Nathan called for nominations for the position of EIAC Chair for 2015.
Community member V. Shah nominated D. Cardoza for the position of EIAC Chair for 2015. The nomination was seconded by Community member K. Carbis.
There were no other nominations for the position of EIAC Chair for 2015.
CLOSE NOMINATIONS
Nominations for the position of Equity and Inclusivity Advisory Committee Chair for 2015 were closed by common consent.
D. Cardoza assumed the Chair at this time.
ELECTION OF VICE-CHAIR FOR 2015
Committee Chair D. Cardoza called for nominations for EIAC Vice-Chair for the year 2015, noting that this position must be held by one of the three Trustees appointed to the committee.
Trustee A. Tam nominated Trustee J. Nathan for the position of EIAC Vice-Chair for 2015. The nomination was seconded by A. Siu.
There were no other nominations for the position of EIAC Chair for 2015.
EIAC MINUTES PAGE 3 JANUARY 15, 2015
CLOSE NOMINATIONS
Nominations for the position of Equity and Inclusivity Advisory Committee Vice- Chair for 2015 were closed by common consent.
Trustee J. Nathan was declared Vice-Chair of EIAC for 2015 and assumed the position at this time.
EQUITY AND INCLUSIVITY ADVISORY COMMITTEE REPRESENTATIVE ON THE PARENT, FAMILY AND COMMUNITY ENGAGEMENT ADVISORY COMMITTEE
Coordinating Superintendent, Equity and Community Services C. Roach informed the committee that the members must also decide on an EIAC representative to sit on the Parent, Family and Community Engagement Advisory Committee (PEAC). He called for volunteers. A. Siu expressed an interest in representing the EIAC on the PEAC. No other expressions of interest were received.
A recommendation to appointment A. Siu as the EIAC representative on PEAC will be scheduled for consideration by trustees at the February 3, 2015 Board Meeting.
APPROVAL OF MINUTES
Elementary Teacher T. Brooks noted a change to page two of the November 13, 2014 EIAC minutes stating that the words Williams Tree should be changed to Williams Treaty.
(*)2. Moved by H. Vijayanathan, seconded by V. Shah:
That the minutes of the November 13, 2014 Equity and Inclusivity Advisory Committee meeting be approved as amended.
- Carried -
SECONDARY SCHOOL REVIEW
Committee Chair D. Cardoza introduced Associate Directors M. Roberts and L. Johnstone who presented information on the Secondary School Review.
Associate Director M. Roberts provided background information on the review. She noted that the team used survey feedback from administrators to identify key themes. The team is seeking feedback from various stakeholders including Advisory Committees and students. The results will be scheduled for consideration by the Board in late spring 2015. She noted that the recommendations are likely to include, short-, mid- and long- term implementation strategies.
EIAC MINUTES PAGE 4 JANUARY 15, 2015
Areas under review included instruction, resources and student accommodations which are broken down into sub sections. Associate Director M. Roberts outlined the following areas on which the team is seeking feedback:
school structure; planning and Board programs; Personalized Alternative Education; facility equity, welcoming environment and safety; technology; transportation; and communication.
Committee members provided written feedback on each of the areas.
Associate Director L. Johnstone informed the committee that an elementary school review occurred several years ago and highlighted the implementation timelines. She reiterated that input is being sought from Board committees, parents, students, teachers and community members.
Committee Chair D. Cardoza thanked the Associate Directors for their presentation and requesting input from EIAC.
(*)3. Moved by A. Siu, seconded by K. Carbis:
That the Equity and Inclusivity Advisory Committee receive the Secondary School Review Presentation for information.
- Carried -
COMMUNITY EVENTS AND UPDATES
Action A. Siu informed the committee of a petition to support the development of a York Required University campus in Markham. A copy of the petition will be sent to members for information.
Committee Vice-Chair J. Nathan noted that Thursday January 15, 2015 was Thai Pongal, the Tamil Harvest Festival. She also shared events occurring from across the region over the month of January in recognition of Tamil Heritage Month.
STUDENT REPORT
Student Trustee D. Roytman made the following remarks:
EIAC MINUTES PAGE 5 JANUARY 15, 2015
“I would like to start off by wishing everyone a very happy new year, and even though it was short, I hope that you all had a great holiday filled with love, joy and relaxation. Looking back on the previous year, Student Trustee H. Mahesh and I recognize that our success is not purely a product of our own doing, but rather it is with the help of many great individuals here that we are able to make strides forward, and for that we are grateful. For this New Year, we are extremely excited and motivated to accomplish much more, and work even closer with this committee.
As many of us know, the York Region District School Board hosted the Quest Conference, focusing on better education. Through amazing keynote speeches, engaging breakout sessions, and collaborative panel discussions, attendees were exposed to a plethora of new perspectives and interesting lessons. Student Trustee H. Mahesh and I had the privilege of not only attending, but participating in this amazing event. On November 19, 2015, the guiding question of the day was: “What beliefs and actions will inspire effective innovative practice and learning strategies that close learning gaps and ensure equity for all students?”
Harii was on the Equity and Inclusion panel alongside our very own Coordinating Superintendent Cecil Roach and other educators, where they discussed this very question. On November 21, 2014, I had the privilege of participating in the Innovation panel, where innovation was explored in the broader sense, but definitely touching upon equity as an integral aspect of education.
The York Region Presidents’ Council is engaged in planning the annual leadership event. Under the leadership of Megan Afshar, the executive council has redefined the focuses of this leadership event, bringing a fresh experience to the students of the Board. In addition, the next General Assembly meeting is being hosted on February 5, 2015.
Ultimately, through everything we do, equity and inclusivity will always be a profound and influential factor.
I would like to conclude with a quote by Rick Riordan “Fairness does not mean everyone gets the same. Fairness means everyone gets what they need.”
(*)4. Moved by K. Carbis, seconded by J. Hastings:
That the Equity and Inclusivity Advisory Committee receive the Student Trustee Report for information.
- Carried -
EIAC MINUTES PAGE 6 JANUARY 15, 2015
STAFF REPORT
Coordinating Superintendent, Equity and Community Services C. Roach welcomed the committee to a new term of office. He provided a brief history of the EIAC.
Coordinating Superintendent C. Roach informed members of various activities held across the region in December to celebrate the holiday season. He noted that the Ontario Legislature has declared January Tamil Heritage Month.
He informed the committee that Harmony Movement has offered to provide free workshops for parents. In addition, Inclusive School and Community Services (ISCS) Action will be working with Harmony Movement to encourage parent participation by working Required with interested schools. Information will be provided on these events when it is available.
Coordinating Superintendent C. Roach reminded the committee that the Regional Action Parent Symposium is scheduled on April 15, 2015 at the Sheraton Parkway Hotel. Required Information regarding registration will be sent to members when it opens.
(*)5. Moved by A. Siu, seconded by K. Carbis:
That the Equity and Inclusivity Advisory Committee receive the Staff Report for information.
- Carried -
REPORT FROM THE BOARD
Committee Vice-Chair J. Nathan informed the committee that at the December Inaugural Board Meeting Trustee A. DeBartolo was elected Chair of the Board and Trustee N. Elgie was elected Vice-Chair of the Board for 2015. She also noted that Trustees P. Adams-Luchowski and C. Chan were elected to Chair’s Committee and Trustee A. Tam was elected Chair of Budget Committee for 2015.
She also noted that former Trustees J. Hertz, D. Giangrande and A. Yeung were recognized for their contributions to the Board at the November and December Board meetings.
(*)6. Moved by A. Siu, seconded by T. Lalani:
That the Equity and Inclusivity Advisory Committee receive the Report from the Board for information.
- Carried -
EIAC MINUTES PAGE 7 JANUARY 15, 2015
GOAL SETTING PROCESS
Coordinating Superintendent, Equity and Community Services C. Roach opened the floor up to feedback, comments and suggestions on how to make EIAC a more effective committee.
Committee members made the following suggestions;
providing opportunities to get to know the other committee members and their reasons for being on the committee, being effective by providing input and feedback to the Board, reviewing policies that are relevant to the committee and have the specific policies sent to the members in advance, scheduling interactive presentations where committee members can share feedback, develop a less formal format and find a more comfortable space, schedule formal orientation sessions to share information with members that is relevant to the mandate of the committee, organize a sub-committee to review various items and provide feedback to EIAC.
POLICY UPDATES
Committee Chair D. Cardoza reminded members to review working document policies posted on the Board’s public website. Feedback will be discussed by EIAC members for submission to the Policy and By-Law Committee.
Coordinating Superintendent, Equity and Community Services C. Roach provided an outline of the policy review process.
FUTURE PRESENTATIONS
Human Rights Commission Data – February 12, 2015 Director’s Annual Report – April 16, 2015 Eco Schools Diversity events in schools Impact of Residential School Systems on First Nation, Métis and Inuit communities Committee members equity work Student representative presentation Accessibility in schools School Fees National Housing Survey – The Regional Municipality of York
EIAC MINUTES PAGE 8 JANUARY 15, 2015
K. Carbis requested that committee members share their questions in advance of the Action February 12, 2015 Human Rights Commission presentation so that the information Required provided is specific and relevant.
ADJOURNMENT
(*)7. Moved by A. Siu, seconded by T. Lalani:
That the Equity and Inclusivity Engagement Advisory Committee meeting adjourn at 8:34 p.m.
- Carried -
YORK REGION DISTRICT SCHOOL BOARD
2014-2015 REVISED ESTIMATES
Background:
To present to the Board for information the York Region District School Board’s 2014-2015 Revised Estimates.
Rationale:
As per Ministry of Education Memorandum 2014: SB25 2014-2015 Revised Estimates, school boards were required to submit the 2014-2015 Revised Estimates via Education Finance Information System (EFIS) by December 15, 2014.
The 2014-2015 Revised Estimates were submitted as per Memorandum 2014: SB25 and the summary is presented to the Board for information.
Estimated Cost:
Not applicable.
Timeline:
Not applicable.
Recommendation:
That the York Region District School Board receive the 2014-2015 Revised Estimates for information.
Communications Implementation Plan:
Coordinating Council of Superintendents January 14, 2015 Chairs Committee January 26, 2015 Board Meeting February 3, 2015
Appended Data:
Appendix 1 - 2014-2015 Revised Estimates Summary
Respectfully submitted,
Wanda Muirhead-Toporek
February 3, 2015
For further information, please contact W. Muirhead-Toporek or the Director of Education. YORK REGION DISTRICT SCHOOL BOARD AVERAGE DAILY ENROLMENT PUPILS OF THE BOARD
140,000
120,000
100,000
80,000
60,000
40,000 APPENDIX 1
20,000
- 2003-2004 2004-2005 2005-2006 2006-2007 2007-2008 2008-2009 2009-2010 2010-2011 2011-2012 2012-2013 2013-2014 2014-2015 2014-2015 Revised 95,172 99,306 101,890 103,022 104,170 105,642 106,812 108,559 110,979 113,224 111,830 120,496 120,301 February 3, 2015 YORK REGION DISTRICT SCHOOL BOARD AVERAGE DAILY ENROLMENT Pupils of the Board & Other Pupils
140,000
120,000
100,000
80,000
60,000
40,000
20,000
- 2003-2004 2004-2005 2005-2006 2006-2007 2007-2008 2008-2009 2009-2010 2010-2011 2011-2012 2012-2013 2013-2014 2014-2015 Revised 2014-2015 95,611 99,858 102,383 103,532 104,624 106,142 107,312 109,059 111,499 113,749 112,650 121,601 121,739 February 3, 2015 YORK REGION DISTRICT SCHOOL BOARD
2014-2015 Grants For Student Needs (GSN) Allocations Summary - Operating
2013-2014 2014-2015 2014-2015 2014-15 Revised Budget Budget Revised vs Grant Allocation Grant Allocation Grant Allocation 2014-15 Budget Summary Summary Summary % Incr/(Decr)
Operating Allocations
Pupil Foundation - Elementary & Secondary $ 573,202,000 $ 641,143,000 $ 640,207,000 (0.15) School Foundation 73,112,000 78,085,000 77,963,000 (0.16) Program Enhancement - First Nation, Métis and Inuit Ed. 548,000 578,000 554,000 (4.15) Special Education 138,013,000 152,067,000 151,793,000 (0.18) Language 31,785,000 34,314,000 35,597,000 3.74 Learning Opportunities 17,506,000 18,178,000 18,179,000 0.01 Adult Ed., Continuing Ed. & Summer School 7,330,000 7,483,000 7,418,000 (0.87) (Including International Languages) Teacher Qualifications & Experience + NTIP 82,463,000 88,866,000 89,720,000 0.96 DECE Qualifications & Experience - 4,984,000 4,685,000 (6.00) Transportation 34,966,000 36,004,000 35,969,000 (0.10) Administration & Governance 28,586,000 29,993,000 29,950,000 (0.14) School Operations (incl. Community Use of Schools) 109,609,000 116,842,000 117,043,000 0.17 Safe Schools 1,872,000 1,993,000 1,991,000 (0.10) Restraint Savings (650,000) (650,000) (650,000) -
Total Allocation For Operating Purposes $ 1,098,342,000 $ 1,209,880,000 $ 1,210,419,000 0.04
February 3, 2015 YORK REGION DISTRICT SCHOOL BOARD
2014-2015 Operating Grant Allocation Comparison
2013-2014 2014-2015 2014-2015 2014-15 Revised Budget Grant Budget Revised vs Allocation Grant Allocation Grant Allocation 2014-15 Budget Summary Summary Summary % Incr/(Decr)
Average Daily Enrolment (Pupils of the Board) 111,830 120,496 120,301 (0.16)
Operating Allocation $1,098,342,000 $1,209,880,000 $1,210,419,000 0.04
Operating Allocation Per Student $9,822 $10,041 $10,062 0.21
February 3, 2015 YORK REGION DISTRICT SCHOOL BOARD
2014-2015 Capital Allocations
2013-2014 2014-2015 2014-2015 2014-15 Revised Budget Budget Revised vs Grant Allocation Grant Allocation Grant Allocation 2014-15 Budget Summary Summary Summary % Incr/(Decr)
Capital Allocations
School Renewal $ 14,289,000 $ 14,941,000 $ 14,964,000 0.15
Pupil Accommodation Allocation 81,104,000 83,819,000 83,818,000 (0.00)
Total Capital Allocation $ 95,393,000 $ 98,760,000 $ 98,782,000 0.02
February 3, 2015 YORK REGION DISTRICT SCHOOL BOARD
2014 - 2015 Education Program Other (EPO) Grants
Autism Supports and Training $ 180,957 Collaborative Inquiry for Learning - Mathematics 135,000 Community Use of Schools - Outreach Coordinators 184,000 Community Use of Schools - Priority Schools 34,000 Early Years Leads Program 351,190 e-Learning Contact Project 105,000 Focus on Youth 130,000 Implementation of Board Mental Health Strategies 51,332 Learning for All K-12 Regional Projects 33,083 Library Staff Investment Project 334,715 MISA Local Capacity 74,824 Safe and Accepting Schools 247,046 Specialist High Skills Major (SHSM) 414,031 Student Success - Building Capacity for Differentiated Instruction 83,734 Student Success - Building Capacity for Effective Instruction in Literacy for Adolescents 83,734 Student Success - Building Capacity for Effective Mathematics Instruction 83,734 Student Success - Collaborative Inquiry for Instructional Impact 83,734 Student Success - School and Cross Panel Teams 116,914 Student Work Study Teachers 360,000 System Implementation and Monitoring (SIM) - Regional Network Sessions 25,000 System Implementation and Monitoring (SIM) - OFIP Support 506,700 Total EPO Grants announced in Memo B5 (included in Original Budget) $ 3,618,728
Aboriginal Education - FNMI Education Policy Framework Implementation $ 72,611 Enrolment Reporting Initiative 51,818 Ontario Leadership Strategy 153,527 Outdoor Education and Engagement 1,166,178 Parent Reaching Out Grants - Provincial/Regional 22,500 Parent Reaching Out Grants - School Councils 97,105 Re-Engagement Initiative (12&12+) 23,132 Tutors in the Classroom 102,600 Total EPO Grants announced in Memo B10 (after Original Budget approved) $ 1,689,471
BLDS Supplementary Funding $ 25,000 Building Resilient School Communities 94,659 CIL-M Capacity Building - Collaborative Inquiry for Math K-6 30,902 CTCC - Students in Care, Treatment, Custody & Correctional Facilities 6,745 Early Years Leadership Positions 342,994 Healthy Eating in Secondary Schools 125,971 Physical Activity in Secondary Schools 19,531 L4A Learning for All K-12 Rollout 2,610 Mental Health Leaders - Addictions Strategy 18,307 Parents Reaching Out - School Council Amounts 58,246 Student Success - School and Cross Panel Teams 37,049 Student Success - Literacy for Adolescents 72,985 Student Success - Math Instruction 35,435 Student Success - Collaborative Inquiry for Instructional Impact 82,293 Student Success - FNMI Re-engagement Initiative 12 & 12+ 1,422 Student Success - Differentiated Instruction (7-12) 81,175 Student Success - Career/Life Planning 10,000 TLLP 14-15 Alexander Mackenzie HS 2,451 TLLP 14-15 Bayview Hill ES 8,304 Total EPO Grants carried forward from 13-14 $ 1,056,078
Total EPO Grants included in Revised Estimates $ 6,364,277
February 3, 2015 YORK REGION DISTRICT SCHOOL BOARD
2014-2015 Miscellaneous Revenues & EPO Grants
2014-2015 2013-2014 2014-2015 Revised Revenues Revenues Revenues
Tuition Fees Government of Canada - Day School $ 194,000 $ 194,000 $ 206,000 Driver Education 234,000 165,000 165,000 Community & International Education 3,054,000 3,875,000 3,875,000 Non-Residents 8,890,000 12,340,000 16,558,000 ESL- Non Credit 2,446,000 2,682,000 2,682,000
Rental Revenues Community Use 250,000 500,000 500,000
Other Revenues Cafeterias 220,000 220,000 220,000 Recoverable Salaries 2,649,000 1,955,000 1,955,000 Interest Revenue 1,500,000 1,500,000 1,500,000 Total Estimated Miscellaneous Revenues $ 19,437,000 $ 23,431,000 $ 27,661,000
Education Program Other (EPO) Grants EPO - FDK 53,775,000 - - EPO - Other 3,308,000 3,619,000 6,364,277
Total Education Program Other (EPO) Grants $ 57,083,000 $ 3,619,000 $ 6,364,277
February 3, 2015 YORK REGION DISTRICT SCHOOL BOARD
2014-2015 Summary of Revenues
2014-2015 2013-2014 2014-2015 Revised Budget Revenues Budget Revenues Budget Revenues
Total Estimated Operating $ 1,098,342,000 $ 1,209,880,000 $ 1,210,419,000
Total Estimated Capital Allocation 95,393,000 98,760,000 98,782,000
Total Estimated Miscellaneous Revenues 19,437,000 23,431,000 27,661,000
Total Education Program Other (EPO) Grants 57,083,000 3,619,000 6,364,277
Total Estimated Revenues $ 1,270,255,000 $ 1,335,690,000 $ 1,343,226,277
February 3, 2015
YORK REGION DISTRICT SCHOOL BOARD
CONFIRMATION OF OPERATIONAL BY-LAW CHANGES
That the York Region District School Board approve the amendments to the Operational Board By-Laws, as outlined in Appendices 1, 2 and 3, effective February 3, 2015.
Note: In accordance with section 4:06:01 of the Board By-Laws, Notice of Motion regarding the By-Law amendments was given at the December 9, 2014 Board Meeting.
February 3, 2015
For further information please contact the Director, Board Chair or Senior Manager, Board and Trustee Services.
- 1 -
YORK REGION DISTRICT SCHOOL BOARD
OPERATIONAL BY-LAW
Table of Contents
Part 1: Interpretation
Part 2: Organization of Board Meetings
2:01 Regular Public Board Meetings 2:02 Special Meetings 2:03 Private Board Meetings 2:04 Board Meeting Agendas 2:05 Parliamentary Procedure at (Public and Private) Board, Board Standing and Budget Committee Meetings 2:06 Motion to Reconsider
Part 3: Committee System
3:00 Board, Advisory and Board Committee Meeting Operating Guidelines 3:01 Chair’s Committee 3:02 Board Standing Committee 3:03 Budget Committee 3:04 Negotiations Advisory Committee 3:05 Policy and By-Law Committee 3:06 Statuatory Committees 3:07 Student Discipline Committee 3:08 Joint Board Consortium 3:09 Property Management Committee 3:10 Special Committees 3:11 Sub-Committees
Part 4: Special Situations
4:01 Delegations 4:02 Inaugural Board Meeting 4:03 Agenda for Inaugural Meeting (minimum form) 4:04 Conduct of Elections 4:05 Signing Officers 4:06 By-Law Amendment Procedure
Part 5: By-Law History
- 2 -
YORK REGION DISTRICT SCHOOL BOARD
OPERATIONAL BY-LAW
Appendices
Appendix A: Audit Committee Operational By-Law
Appendix B: Parent, Family and Community Engagement Advisory Committee Operational By-Law
Appendix C: Special Education Advisory Committee Operational By-Law
Appendix D: Equity and Inclusivity Advisory Committee Operational By-Law
Appendix E: York Region District School Board Trustee Code of Conduct
- 3 -
YORK REGION DISTRICT SCHOOL BOARD
OPERATIONAL BY-LAW
PART 1:00 - INTERPRETATION
1:01 In this By-Law, unless the context otherwise requires:
1:01:01 "Board" means the trustees of the York Region District School Board;
1:01:02 "Chair" means the Chairperson of the Board;
1:01:03 "Vice-Chair" means the Vice-Chairperson of the Board;
1:01:04 "Trustee" means a person elected, or acclaimed, or appointed to the office of trustee or member of the Board pursuant to the provisions of the Municipal Elections Act and the Education Act;
1:01:05 "Director" means the Director of Education and Secretary - Treasurer of the Board;
1:01:06 "Coordinating Council of Superintendents" means the Council comprising the Director, the Associate Directors, the Coordinating Superintendents the Superintendent, Curriculum and Instructional Services, the Superintendent, Human Resource Services, the Superintendent, Student Services and the Superintendent of Schools – Operations.
1:01:07 the singular includes the plural;
1:01:08 unless otherwise specified, a quorum means a simple majority of the members;
1:01:09 "Private Session" means a meeting of the Board or any Committee of the Board which may be closed to the public pursuant to the Education Act, the Youth Criminal Justice Act or the Municipal Freedom of Information and Protection of Privacy Act;
1:01:10 "Postpone" means defer, the two terms are interchangeable and have the same meaning (see section 2:05:12);
1:01:11 All provisions in this By-Law shall be interpreted in a manner consistent with all laws applicable to a public district school board in Ontario.
- 4 -
PART 2:00 - ORGANIZATION OF BOARD MEETING
2:01 Regular Public Board Meetings
2:01:01 Unless otherwise ordered by special motion of the Board, regular Board Meetings shall be held in public on the first Tuesday in each month, beginning at 8:007:30 p.m. Should the date of any Board Meeting fall on a statutory holiday, or on a date for which a change has been requested under By-Law 3:00:00, the meeting will be held on the following day at the same hour, or as otherwise decided by the Board.
2:01:02 A trustee who cannot attend such meeting should so notify the Secretary of the Board as early as possible, and if it should appear a quorum will be lacking, the Secretary shall so notify the Chair who will instruct the Secretary to notify the trustees of the postponement or cancellation of the meeting.
2:01:03 Written notice of all regular Board Meetings, accompanied by the agenda and any available background material for the meeting, shall be delivered to the official address of each trustee or by electronic mail at least 72 hours prior to the time the meeting is to take place. All notices or communications delivered to the official residences of trustees or sent by electronic mail shall be deemed to have been received. The official residence of a trustee is the last address provided in writing by the trustee to the Secretary of the Board. The electronic mail address is the official Board electronic mail address filed with and confirmed by the Secretary of the Board.
2:01:04 If there shall be no quorum present within 30 minutes after the appointed time for a Board Meeting, the Secretary shall record the names of the members present, the time and the meeting shall be cancelled. If the quorum is not maintained for the duration of the Board Meeting, the meeting shall be adjourned when the quorum is lost.
2:01:05 Board Meetings shall adjourn no later than 11:00 p.m., unless the Board decides by an affirmative and recorded vote of at least a quorum of the members present to extend the meeting to a specified time or until a specific piece of business is completed. Meetings so extended shall continue either for a specific time or until a specific piece of business is completed, as the Board determines. As long as a quorum of the members remains, the Board may decide by an affirmative and recorded vote of at least a quorum of the members to further extend the meeting to a later specific time or until a further specific piece of business is completed. Those who vote in favour shall then be required to remain until the meeting adjourns. If no motion to extend the meeting is decided by an affirmative vote of at least a quorum of the members, the Chair shall adjourn the meeting. In the event that the Chair has not yet adjourned the meeting but no motion to extend has been passed pursuant to this By-Law, the business of the Board conducted after 11:00 p.m. shall be deemed to be regular and valid.
- 5 -
2:01:06 The Chair shall chair all meetings of the Board, and in the Chair's absence the Vice-Chair shall chair such meetings. In the absence of both, the trustees present shall elect a chair from amongst themselves.
2:01:07 The proceedings at any public meeting may be recorded in whole or in part. If a request is made that the taping cease, the Chair shall call for a decision by resolution. Such provision shall not apply to the official Board recording device.
2:01:08 One or more members of the Board may request that no meeting of the Board or of its Committees be held on up to five days of the year if such meetings would otherwise fall on religious Holy Days collectively identified by this member or members of any religious faith. Any such requests will be made prior to and incorporated in the annual meeting schedule approved and published by the Board.
Upon request from any delegation unable to attend a Board or Committee meeting because of observance of a religious Holy Day, the Board will re-schedule action on the item under consideration to a future meeting.
2:02 Special Meetings
2:02:01 Special meetings of the Board shall be at the call of the Chair, or on the written request of four members of the Board. When special sessions are being scheduled, the Board should attempt to avoid conflicting with dates of other scheduled meetings of the Board or its Committees. Written notice of all special sessions, accompanied by a statement of all the business to be transacted, must be delivered (by courier or electronic mail) to the trustees at least 24 hours before the meeting is to take place. No other business shall be considered unless all members of the Board are present and agree. Where the Director and the Chair agree that the Board shall be sitting as a quasi-judicial body (e.g. appeal of suspensions, etc.), the notice requirement shall be waived.
2:02:02 Special Public and Private Board Meeting agendas will be organized in the minimum format outlined in Sections 2:02:03 and 2:02:04.
2:02:03 Special Private Session
1. Approval of Agenda 2. Declaration of Conflict of Interest 3. Presentations of Minutes and Reports of Board Committees (Private Sessions) 4. Presentations of Minutes and Reports of Statutory Committees (Private Sessions) 5. Presentation of Reports of Special Committees (Private Sessions) 6. Director’s Information Report 7. Rise and Report 8. Adjournment - 6 -
2:02:04 Special Public Meeting
1. Roll Call 2. Approval of Agenda 3. Declaration of Conflict of Interest 4. Report from Board Meeting - Private Session 5. Director’s Information Report 6. Presentation of Minutes and Reports of Board Committees 7. Presentation of Minutes and Reports of Statutory Committees 8. Presentations of Reports of Special Committees 9. Motions or Notices of Motion 10. Adjournment
2:03 Private Board Meetings
2:03:01 Private Session will precede the regular public Board Meeting. The Private Session will begin at 6:457:00 p.m. or at a time determined by the Chair’s Committee. A trustee may, pursuant to the Education Act, move that any item be removed from the agenda of the Private Board Meeting and be placed on the agenda for the Public Board Meeting. If the resolution is supported by a majority of the trustees present, the change shall be made.
2:03:02 All Committee or staff reports and minutes prepared in support of an item on the agenda for the Private Session shall be received in confidence and the materials and discussion shall be treated as confidential. Generally, these reports shall be printed on blue coloured paper reserved for this purpose, and shall be made public only by a resolution of the Board in Private Session. Matters discussed at the Private Session shall not be communicated to any person not present, except to a trustee, unless disclosure is expressly authorized by the Board. Unauthorized breach of confidentiality shall be considered to be improper conduct and may be subject to the Trustee Code of Conduct.
Where the Director and the Chair agree, highly confidential reports prepared in support of an item on the agenda for the Private Session shall be printed on periwinkle paper which shall have limited distribution within the Private Session.
Trustees shall ensure that all confidential reports are kept secure and inaccessible to those not entitled to access. Trustees are encouraged to return confidential material to Board and Trustee Services staff for shredding and disposal.
2:03:03 A motion to rise and report shall specify the resolutions, reports, or records of votes, and other information which are to be brought into the public meeting. Resolutions, discussions, opinions, records of votes, and material which are not specified to be brought into the public meeting shall continue to be confidential.
- 7 -
2:03:04 The Board shall adopt or receive the report from the Private Session. Such adoption or receipt will normally occur at the public meeting on the same date as the Private Session.
2:03:05 Pursuant to the Education Act, the Youth Criminal Justice Act and the Municipal Freedom of Information and Protection of Privacy Act, at all meetings of the Board or of its Committees, consideration of the following matters shall be dealt with in Private Session:
(i) the security of the property of the Board; (ii) the disclosure of intimate, personal or financial information in respect of a member of the Board or committee, an employee or prospective employee of the board or a pupil or his or her parent or guardian; (iii) the acquisition or disposal of a school site; (iv) decisions regarding negotiations with employees of the Board; or (v) litigation affecting the Board.
Pursuant to the Education Act, the Youth Criminal Justice Act and the Municipal Freedom of Information and Protection of Privacy Act, at all meetings of the Board or of its Committees, consideration of the following matters may be dealt with in a Private Session;
(i) matters of a sensitive nature.
2:03:06 Notwithstanding clause 2:03:05, a trustee may, subject to the Education Act, the Youth Criminal Justice Act and the Municipal Freedom of Iinformation and Protection of Privacy Act, move that any item be removed from the agenda of the Private Session and be placed on the agenda of the public meeting. If the resolution is supported by a majority of the trustees present, the change shall be made.
2:03:07 At a Private Session, only members of the Board, the Director of Education and other resource staff the Director deems appropriate will be present.
2:04 Board Meeting Agendas
2:04:01 When the Chair’s Committee deems it appropriate, all priority items shall be marked with the letter "P" and dealt with after the report from the Private Session and before other unmarked items. Chair’s Committee will consider and approve all regular public and private Board Meeting agenda items. Regular Public and Private Board Meeting agendas will be organized in the minimum format outlined in Sections 2:04:02 and 2:04:03.
- 8 -
2:04:02 Regular Board Meeting (Private Session)
1. Approval of Agenda 2. Declaration of Conflict of Interest 3. Approval of Minutes of Previous Meeting 4. Acceptance of Routine Items 5. Presentations and Delegations 6. Presentations of Minutes and Reports of Board Committees (Private Sessions) 7. Presentations of Minutes and Reports of Statutory Committees (Private Sessions) 8. Presentation of Reports of Special Committees (Private Sessions) 9. Director’s Information Report 10. Rise and Report
2:04:03 Regular Board Meeting (Public Session)Meeting
1. Roll Call 2. Approval of Agenda 3. Declaration of Conflict of Interest 4. Report from Board Meeting - Private Session 5. Student Trustee Report 6. Director’s Information Report 7. APPLAUSE! 8. Special Announcements 9. Approval of Minutes of Previous Meeting 10. Routine Items 11. Presentations and Delegations 12. Presentation of Minutes and Reports of Board Committees 13. Presentation of Minutes and Reports of Statutory Committees 14. Presentations of Reports of Special Committees 15. Motions or Notices of Motion 16. Meetings and Events 17. Adjournment
2:05 Parliamentary Procedure at (Public and Private) Board, Board Standing and Budget Committee Meetings
The procedures set forth in Sections 2:05 - 2:06 shall apply to Public and Private Board, Board Standing Committee and Budget Committee Meetings.
2:05:01 Addressing the Chair
1. All questions must be addressed to the Chair.
2. The Chair shall decide whether the question has been answered, whether an oral or written response is appropriate at the time or whether the response should be deferred.
- 9 -
3. The Chair shall designate the Director or a trustee to respond to a question.
4. Where a question is most appropriately answered by staff, the Director may so indicate and the Chair shall require the Director to designate the appropriate member of staff to respond. The member of staff may provide an immediate response or may indicate that a response will be forthcoming at a future date and, in the latter case, the Chair shall defer the answer to the next appropriate Board or Committee meeting.
2:05:02 Each member has the right to speak twice on the same question (except on an appeal), but cannot make a second speech on the same question as long as any member who has not spoken on that question desires the floor. No member may speak longer than five minutes at a time without permission of the meeting.
2:05:03 At the mover's request, the mover of a motion may be the initial and/or the final speaker.
2:05:04 A member of the Board may, at any stage of the debate, require the question under discussion to be read, but not so as to interrupt the person having the floor at the time.
2:05:05 An abstention has the same effect as voting for the prevailing side, except where the abstention occurs as a result of a conflict of interest.
2:05:06 In the case of a vote declared by the Chair to be a tie, the motion is considered to be lost.
2:05:07 A recorded vote may be called for at the request of any trustee prior to or immediately following the Chair's call for the question. The voting record of each trustee shall be recorded in the minutes of the meeting. On a call for the question following which a request for a recorded vote has been made, the Chair shall allow each trustee not having spoken to the question to speak once if they so desire.
2:05:08 The minutes of the Board (Public and Private), Board Standing and Budget Committee Meetings shall record motions voted on, their results, and general background information, where appropriate. The minutes will not reflect a verbatim transcript of the discussion, but will include the voting record if a recorded vote has been taken. Minutes of the public Board Meeting may also include memorials and recognitions.
- 10 -
2:05:09 A motion may be made at any Board Committee, regular Board Meeting or Special Board Meeting provided:
(a) that the subject matter of such motion is based upon or arises from and is related to material on the agenda for such meeting, and that the material has been distributed to all trustees at least seventy-two hours prior to the date of such meeting;
or
(b) that a copy of such motion, indicating the date of the meeting at which such motion will be made, has been given to the Chair’s Committee at least twelve days prior to the date of such meeting, and to all trustees in writing at least seventy-two hours prior to the date of such meeting, and the motion has been placed on the agenda of such meeting by the Chair’s Committee;
or
(c) when the agenda is approved or amended pursuant to clause 2:04:02 or 2:04:03, that the Board shall have agreed to entertain such motion(s) a motion to amend the agenda as outlined in sections 2:04:02 or 2:04:03 by an affirmative vote of at least two-thirds vote of the members present and eligible to vote.
2:05:10 When a question is under debate the following actions are in order:
(a) to adjourn; (b) to call the question; (c) to postpone to a specifc time; (d) to postpone to an indefinite time; (e) to refer; (f) to amend; (g) to request the motion be divided into separate parts for voting purposes; (h) to make a parliamentary inquiry; (i) to call a point of order; (j) to raise a question of privilege; (k) to consider in Public or Private Session the question under debate; (l) to recess the debate.
2:05:11 A motion to adjourn is put without debate. A motion to adjourn is always in order, but no second motion to the same effect can be made until some other business has intervened.
- 11 -
2:05:12 A motion to delay consideration of any item may be moved at any time when a motion is before the Chair, provided that it is expressed in one of the following ways
(a) "That the motion be postponed (to a specific time)"; (b) "That the motion be postponed (to an indefinite time)"; (c) "That the motion be tabled".
If the motion to postpone is for a specific time, the motion may:
(a) be amended as to the specified time; (b) be debated as to the advisability of the action to postpone.
If the motion is carried, the matter cannot be reconsidered before the time specified, unless otherwise agreed to by a vote of two-thirds of all members present.
If the motion to postpone is for an "indefinite time" it means that the original question will be postponed for an indefinite period of time. A motion to postpone for an indefinite period of time may:
(a) not be amended; (b) be debated as to the advisability of the action to postpone; (c) be brought forward again only by a motion to reconsider, which requires a two-thirds majority vote of all members present.
If the motion is to "table" the motion, the motion is undebatable. If the motion to table is carried, the matter is laid aside until it is removed from the table by a majority vote. A motion to remove from the table is undebatable.
2:05:13 A motion to refer, until it is decided, precludes all amendments to the main question.
2:05:14 All amendments are put, in reverse order, before the main motion is put. Exceptionally, amendments that relate to amending the main motion in form and substance only, insofar as time or amount is concerned, are put in order of priority determined by the longest time or the largest sum. A separate vote is taken on an amendment to an amendment, on an amendment, and on the main motion. Only one amendment is allowed to an amendment. An amendment must be directly relevant to the main motion, and must propose some change in form or substance of the main motion. An amendment to an amendment must be directly relevant to the main motion and amendment, and must propose some change in the form or substance of the amendment.
2:05:15 Whenever the Chair is of the opinion that any action undertaken is contrary to the By-Law of the Board, the Chair must so inform the members and quote the authority applicable to the case, without comment.
- 12 -
2:05:16 Otherwise the procedure at meetings shall be governed by Robert's Rules of Order.
2:05:17 In exceptional circumstances due to issues such as inclement weather, illness or family emergency and, where feasible, trustees Board and committee members may participate fully in meetings via using the Board-provisioned audio equipment. conference.Votes from trusteesBoard or committee members participating via by audio conference will be accepted via by electronic mail or private telephone line provided they are given to a senior staff member designated for that purpose at the meeting. The trustee Board or committee member must be fully participating for the duration of the discussion in order to be eligible to vote on any particular item (including nominations for elected positions such as Committee Chair or Vice-Chair).Committee Chair and/or Vice-Chair).
2:05:18 In circumstances where participation in discussions and/or voting require members to attend in person, a motion shall be passed suspending Section 2:05:17 for a specific item or meeting(s).
2:05:19 The provisons in Section 2:05:17 and 2:05:18 shall apply to the electronic participation of voting members in all Advisory and Board Committees.
2:06 Motion to Reconsider
A question, when once decided by the Board, may be reconsidered at any time during the next twelve-month period on a resolution passed by an affirmative vote of two-thirds of the trustees present. A motion to re-consider, whether passed or defeated, may not be brought again for a further twelve month period.
PART 3:00 - COMMITTEE SYSTEM
3:00:00 Board, Advisory and Board Committee Meeting Operating Guidelines Membership and Meeting Schedule
Committees shall meet according to an established schedule, approved by the Board, which shall be made public.
The Board’s Committee meeting schedule for the upcoming calendar year will be approved annually by trustees no later than the July Board Meeting, prior to the beginning of the regular school year.
Board, Advisory and Board Committee meetings will not be scheduled on Board-identified significant faith days (diamond days).
- 13 -
In addition, one or more member(s) of the Board may request that no meeting of the Board or of its Committees be held on up to five days of the year if such meetings would otherwise fall on religious holy days collectively identified by this member or members of any religious faith. Any such requests will be made prior to and incorporated in the annual meeting schedule approved and published by the Board.
Upon request from any delegation unable to attend a Board or Committee meeting because of observance of a religious holy day, the Board will re-schedule action on the item under consideration to a future meeting.
All trustees are members of the Board, Board Standing, Budget, Negotiations Advisory and Supervised Alternative Learning Appeal Committees.
The Board’s Chair, Vice-Chair, Budget Chair and Chair’s Committee and members will be elected at the Inaugural Meeting annually.
The Board’s Chair shall Chair the Board and Chair’s Committee meetings.
The Board’s Vice-Chair shall Chair the Board’s Standing and Neogitations Advisory Committee meetings.
3:00:01 Each year at the December Board Meeting the Board shall establish the following committees and their membership:
(a) Equity and Inclusivity Advisory Committee; (b) Joint Board Consortium Committee (with Coterminous Board); (c) Policy and By-Law Committee; (d) Property Management Committee; (e) Student Discipline Committee; (f) Trustee Code of Conduct Committee; (g) Statuatory Committees required by Provincial Statute: (i) Audit Committee; (ii) Parent, Family and Community Engagement Advisory Committee; and (ii) Special Education Advisory Committee; and (h) Any other committee(s) as determined by the Board.
Election of two Board of Directors’ Members; two Alternate Board of Directors’ Members; one Voting Delegate; and one Alternate Voting Delegate for the Ontario Public School Boards’ Association will be conducted annually at the December Board meeting.
The Board’s Committee meeting schedule for the upcoming calendar year will be approved annually by trustees no later than the July Board Meeting, prior to the beginning of the regular school year.
- 14 -
3:00:02 Committee Purpose and Structure
Committees exist to assist the Board to examine in depth those matters which by their nature and complexity may require study which is too time consuming to be done by the entire Board. After examining the matters assigned, it is the function of the Committee to provide, in report or minute form, relevant information for the Board to make its decision. It is the function of Committees to be complementary to the work of the Board, to other Committees, and to the administration. All trustees may attend Board Committee meetings and participate in discussions. However, non- Committee members attending Board Committee meetings may not vote on items before the Committee and do not count towards Committee quorum.
3:00:03 The Committees outlined in Section 3:00:01 need not adopt formal rules of Parliamentary Procedure (outlined in Section 2:05:00 to 2:06:00 of the Board By-Laws) in order to fulfill their mandate, as outlined in Sections 3:01:00 – 3:10:01, but may chose to do so, provided that a majority of members consider and agree at the first initial meeting in Januaryof the committee to do so for the coming year.
3:00:04 The names of trustee members for all Committees shall be recommended to the Board by Chair’s Committee.
3:00:05 Each trustee shall be a member of the Board, Board Standing, Budget, Negotiations Advisory and Supervised Alternative Learning Appeal Committees. In addition, each trustee is expected to serve on at least three other Board Committees, as outlined below.
(a) Audit Committee (b) Equity and Inclusivity Advisory Committee (c) Joint Board Consortium Committee (d) Parent, Family and Community Engagement Advisory Committee (e) Policy and By-Law Committee (f) Property Management Committee (g) Special Education Advisory Committee (h) Student Discipline Committee
3:00:06 The Chair and Vice-Chair of the Board are members ex officio members of all Committees and Sub-Committees of the Board excluding those Committees which are required by Provincial Statute. Ex officio members shall have the right to vote, and shall count toward the composition of a quorum when they are present at a Board or Committee meeting that is not governed by legislation that prohibits this practice. The presence of an ex officio member at a meeting does not increase the total number of members required to constitute a quorum.
- 15 -
3:00:07 With the exception of the Board, Board Standing Committee, Budget Committee, Chair’s Committee and Negotiations Advisory Committee the Chair of each Committee shall be elected at the initial meeting of the Committee each year.
The trustee member appointed to theThe Chair of the Parent, Family and Community Engagement Advisory Committee shall be the Vice- Chair of the committee, shall be elected every two years as outlined in the Committee’s Operational By-Law (Appendix B).
3:00:08 Committees shall meet according to an established schedule which shall be made public. Each religious faith represented by one or more members of the Board may request that no meeting of the Board or of its Committees be held on any five days of the year in accordance with the collective choice of each such faith. Any such requests will be made prior to and incorporated in the annual meeting schedule published by the Board.
Upon request from any delegation unable to attend a Board or Committee meeting due to observance of a religious Holy Day, the Board will re-schedule action on the item under consideration to a future meeting.
3:00:08 If there shall be no quorum within 30 minutes after the appointed time for a Committee meeting, the committee meeting may be cancelled if the majority of committee members present agree. the Secretary shall record tThe names of the members present and the time the meeting was adjourned shall be recorded in the minutes., the time and the Committee meeting shall be cancelled. The Committee Chair shall adjourn a convened meeting whenever a quorum is no longer present. In special circumstances, and with the consent of all Committee members present, the Committee meeting may proceed, provided that a non-routine report is provided at the next monthly Board Meeting containing all motions/actions and discussion taken at the meeting for which there was no quorum.
3:00:09 Committee meetings shall be held in public except for those matters described in section 2:03:05 which shall be dealt with in private session.
3:00:10 All trustees may attend meetings of all Committees and may take part in the discussion or debate on any matter before any Committeescheduled for consideration. However, non-Committee members (with the exception of ex officio members) may not vote on items before the Committee and do not count towards Committee quorum.
3:00:11 Committees shall keep their own minutes and file of backup materials which will be available through the Chair of the Committee to any trustee.
- 16 -
3:00:12 Subject to the Municipal Freedom of Information and Protection of Privacy Act, Committees shall have access to all Board information and the assistance of appropriate staff. The allocation of staff is the responsibility of, and shall be monitored by, the Director.
3:00:13 All tasks to be assigned to a Committee shall first be routed through at least one of the Coordinating Council of Superintendents, Chair’s Committee, Senior Team or the Board. The terms of reference for that task to be provided by the referring body should include:
(a) the purpose of the task; (b) expected outcomes; and (c) expected time frames.
3:00:14 Committees shall report to the Board regularly on the status of items the Committee has considered with a recommendation to receive or approve as appropriate.
3:00:15 A minority of any Committee may have a minority report presented to the Board by the Chair of the Committee.
3:00:16 (a) All Committees of the Board shall be dissolved:
(i) on the 30th day of November in an election year; or (ii) on the appointment of the members of the succeeding Committee; or (iii) as the Board, Board By-Law or relevant legislation directs.
3:01 Chair’s Committee
3:01:01 The Chair’s Committee will consist of the following members; Chair of the Board, Immediate Past Chair of the Board (for the one-year transition period only for a newly elected Board Chair), Vice-Chair of the Board, and two other trustees to be elected from among the other trustees at the annual Inaugural meeting of the Board.
3:01:02 In the absence of the Chair, the Vice-Chair shall act as Chair of the Chair’s Committee.
3:01:03 The Chair’s Committee shall have the following responsibilities:
(a) to instruct the Board's counsel or solicitors to take such action as is deemed advisable and expedient in the conduct of any litigation or other matter pending the next meeting of the Board;
(b) to prepare with the appropriate members of staff the agenda for meetings of the Board and its Standing Committee and to designate the appropriate time for stated hours on the agenda;
- 17 -
(c) to refer matters directly to the Board's Committees or to staff and to report such matters to the Board;
(d) to designate matters to be approved or to be received as routine on the agenda for Board meetings in accordance with the following guidelines;
motions where consensus was reached with the majority of trustees in attendance at the committee level, motions to approve minutes, agendas and in some cases, information reports from Board Committees, items that are routinely reported at monthly meetings such as, but not limited to, suspension reports and construction project reviews, and information items from Board Committees that were receveid without considerable discussion or comment, and. in some cases, motions authorizing expenditures under $10,000.00.
(e) to recommend to the Board the disposition of confidential matters regarding staff and students;
(f) to recommend to the Board the disposition of such matters as may have come before the Chair’s Committee;
(g) to recommend to the Board the trustee membership of all Board Committees at the December Board Meeting;
(h) to make recommendations to the Board relating to trustee honoraria and expenses;
(i) to consider and respond to requests for delegation, on behalf of the Board, as outlined in Section 4:01 to 4:01:09;
(j) to recommend to the Board any proposed revisions to the Board’s Official By-Laws, in accordance with Section 4:06;
(k) to recommend to the Board the Chair of any Committee not filled under any other section of the By-Law;
(l) to ensure that the objectives and performance of the Director of Education are reviewed annually within the context of goals outlined in the Board’s Multi-Year Plan; and
(m) to ensure that the salary of the Director of Education is reviewed annually.
- 18 -
3:02 Board Standing Committee
3:02:01 The Board Standing Committee, at the direction of the Chair’s Committee, Coordinating Council of Superintendents or the Board, shall may receive for information and consider and make recommendations to the Board on the following topics:
(a) accessibility; (b) annual Advisory Committee reports; (c) Board priorities; (d) cash disbursements; (e) child care services; (f) department activities and priorities; (g) graduation awards; (h) internally restricted reserves; (i) professional training days; (j) school boundaries; (k) school year calendar; (l) the Director’s Annual Report; and (m) trustee conference and convention expenses. the Board's financial system; (b) financial statements and audit procedures; (c) general legislative grants; (d) insurance coverage; (e) transportation; (f) food services; (g) trust funds; (h) cash disbursements; (i) school and other facility design and construction; (j) capital forecast; (k) construction change orders; (l) maintenance and caretaking standards; (m) school utilization by day school and community; (n) building project progress reports; (o) mutual use agreements; (p) proposed plans of subdivisions; (q) long-range educational program planning; (r) education program priorities; (s) professional development; (t) monetary dimension of programming; (u) educational research projects; and (v) student awards and other student matters not prescribed in Section 2:03:05.
- 19 -
3:03 Budget Committee
3:03:01 The Budget Committee at the direction of the Chair’s Committee, Coordinating Council of Superintendents, or the Board shall consider and make recommendations to the Board on the following topics:
(a) annual estimates; (b) budget priorities; (c) budget forecasting; and (d) non-budgeted expenditures.
3:04 Negotiations Advisory Committee
3:04:01 All trustees are members of the Negotiations Advisory Committee.
3:04:02 The Director, the Associate Directors of Education, the Coordinating Superintendent of, Human Resources, Plant and Planning Services, Coordinating Superintendent, Business and Chief Financial Officer, Finance, the Superintendent of Human Resource Services, and such other staff as requested by the Committee and appointed by the Director will serve as advisors to the Committee.
3:04:03 The Committee will monitor activities throughout the Province in order to update and revise negotiating guidelines and salary parameters.
3:04:04 The Committee will be responsible for providing, through its recommendations to the Board, consistency throughout all Board negotiations.
3:04:05 The Committee will be responsible for establishing and implementing, subject to Board approval, guidelines for negotiations for the Board and its negotiating team(s).
3:04:06 The Committee shall report directly to the Board (in Private Session) on all negotiation matters except in those instances wherein the Act governing negotiations between teachers and boards requires a public session.
3:04:07 The Committee will present, in accordance with By-Law timelines, tentative agreements to the Board in Private Session. Ratification by Board resolution of said agreements will occur in Public Session by recorded vote.
3:04:08 The Director of Education, after consultation with employee groups, shall submit a report to the Committee on compensation recommendations covering Board management personnel, except:
(a) the Director of Education; and (b) staff belonging to a teachers' federation, CUPE or OPSEU union.
- 20 -
3:04:09 The Committee shall evaluate the Director's report, shall meet with employee groups if they so request, and shall advise the Director regarding possible amendments to the report.
3:04:10 The Committee shall submit its recommendations to the Board based upon its study of the Director's report.
3:04:11 The Committee shall receive a further report from the Director on the administration of salaries of supervisory officers based on merit and the ranges established by the Board.
3:05 Policy and By-Law Committee
3:05:01 The Policy and By-Law Committee shall consist of at least three trustees.
3:05:02 The Committee shall consider and make recommendations to the Board on the following topics:
(a) review of Board pPolicies and By-Laws (within a four-year cycle); (b) revisions of to Board Ppolicies and By-Laws; and (c) new pPolicies and By-Laws.
3:06 Statutory Committees
3:06:01 Statutory Committees shall be appointed in accordance with the terms of the Education Act and the regulations thereunder. Appointments to Statutory Committees will be approved by the York Region District School Board in accordance with the Committee’s Operational By-Law (Appendix A-D).
3:06:02 All non-trustee members of the Statutory Committees listed in 3:00:01 shall hold office until the expiry of the term for which the members of the Board were elected or for a specific period of time identified in the Committee’s Operational By-Law (Appendix A-D).
3:06:03 Statutory Committees shall meet as required by related legislation.
3:07 Student Discipline Committee
3:07:01 The Student Discipline Committee shall consist of four trustees, with a quorum for hearings being three trustees. Other trustees may substitute for members for purposes of reaching a quorum at meetings.
The Committee is authorized, in accordance with the Education Act, to exercise the powers and duties of the Board with regard to student discipline appeals and expulsion hearings.
- 21 -
3:07:02 Each trustee member of the Student Discipline Committee will be provided with a stipend of $50.00 for each Student Discipline Committee meeting that they attend; such stipend to be paid annually as a lump sum.
3:08 Joint Board Consortium
3:08:01 The core membership of the Consortium shall be two trustees from each Board plus the Chair from each Board. The quorum shall be three members, which shall include at least one trustee from each Board.
3:08:02 The Joint Board Consortium shall have the following responsibilities:
(a) to govern and direct the operation of common services for the York Region District School Board and its Coterminous Board; (b) to report and provide recommendations to each Board relating to areas within its mandate; (c) to administer policies as approved by each Board; (d) to make recommendations to each Board on the following topics with regard to transportation; general policy and communications, procurement of service and establishing rates, annual budget estimates, cost allocation formula, financial controls, and operational reviews; (e) to provide for an appeals process; and (f) to provide recommendations to each Board regarding additional shared service.
3:08:03 The Consortium shall have two co-chairs, one representing each Board.
3:08:04 The Consortium shall meet bi-monthly in Public and also in Private Session (in-camera) as required.
3:09 Property Management Committee
3:09:01 The Property Management Committee shall consist of at least three trustees, including the Board Chair.
- 22 -
3:09:02 The Property Management Committee shall consider and make recommendations to the Board on the following topics:
(a) site designation and acquisition; (b) requirements for new schools; (c) additions to schools; (d) school replacement; (e) major facility renewal; (f) major program changes; and (g) real property issues.
3:10 Special Committees
3:10:01 The Board may establish, by resolution, a special Committee to research and recommend to the Board on a subject not the responsibility of another Committee. Any recommendation for a special Committee shall include proposed terms of reference at the time of submission. The Board will approve the terms of reference of the special Committee at the time the Committee is established.
3:10:02 The trustee who introduces the Board motion to establish a special Committee shall be a member of that Committee.
3:10:03 The Director of Education or an official named by the Director shall act as Secretary of each Committee unless there is Board direction to the contrary.
3:10:04 At the initial meeting of the special Committee, the terms of reference which have been provided by the Board, shall be discussed and recorded in the minutes.
3:010:05 When the specific task of the Committee has been completed, a report will be made to the Board and the Committee shall be dissolved by Board resolution. Interim reports will be made at the discretion of the Committee Chair or on direction from the Chair’s Committee or the Board.
3:11 Sub-Committees
3:11:01 Sub-Committees may be established by a Committee to consider any matter within the terms of reference of the Committee. Membership on a Sub-Committee shall be determined by the appointing Committee and may include trustees not on the Committee. A Sub-Committee shall be dissolved upon submission of its final report to the appointing body.
- 23 -
PART 4:00 - SPECIAL SITUATIONS
4:01 Delegations
4:01:01 Persons who have an interest and who are present at public meetings of the Board may address the Board or make comments only as indicated in Section 4:01, Delegations, or under circumstances ruled to be exceptional by a majority of the trustees present at such meeting.
4:01:02 A person or a delegation wishing to address the Board or a Committee shall submit to the Board Chair a written application to appear before the trustees stating in full the matter on which a submission is to be made, naming the organization or interested parties to be represented, a day-time telephone number, home address and electronic mail address (if applicable), stating the authority of the proposed speaker.
4:01:03 Chair’s Committee will meet (in person or via by audio conference) to decide whether or not a delegation request should be heard at a Board Standing Committee meeting or referred to a staff member or any other appropriate Board Committee for follow-up. The Board Chair’s Office will respond, on behalf of Chair’s Committee, within ten business days during the school year (excluding statutory holidays) to delegation requests meeting the requirements set out in Section 4:01:02. Delegations from persons not residing in York Region, repeated requests from the same individual and requests from multiple individuals representing the same group may be denied.
4:01:04 Upon request from any delegation unable to attend a Board or Committee meeting due to observance of a religious Holy Day, the Board will re-schedule action on the item under consideration to a future meeting.
4:01:05 Delegations authorized by Chair’s Committee to make a presentation on a personnel matter will be heard in Private Session. If the representation constitutes a complaint or criticism of specific individuals, such individuals shall have the right to attend and will be advised at least five business days (excluding statutory holidays) prior to the time set for the delegation to be heard.
4:01:06 A delegation shall designate not more than two persons as speakers but other members of the delegation may be allowed to address the Board with the permission of the Chair.
4:01:07 Fifteen minutes at the meeting will be allocated for the delegation to clarify the written submission and to answer questions of the trustees. Major modifications to this written submission are to be in writing. The time limit may be extended on a majority vote of the trustees who are present and who are eligible to vote.
- 24 -
4:01:08 If further discussions of the subject matter of the delegation are to occur, the Board Chair’s Office shall notify the delegation of all meetings of the Committee and Board at which such issue is on the agenda, and of all final decisions in connection with the matter.
4:01:09 The Board may postpone any decision or recommendation to a future meeting. If a decision is not made at the same meeting at which a delegation appears before the Board, the delegation shall be notified of the date of the meeting at which a decision is to be made or staff report is to be considered concerning their representations. The decision shall be communicated in writing to the group making the original submission.
4:02 Inaugural Board Meeting (including first meeting in a non-election year)
4:02:01 Early in September of the year of a municipal election, the Chair’s Committee shall appoint a Committee of two trustees (herein the "Inaugural Planning Committee") to make appropriate arrangements for the first meeting of trustees to be held in the following December at a time and place set by the Board.
4:02:02 The Chair of the Board shall convene, with consideration of all trustees, after the second Monday in November but prior to the first meeting of trustees in December, an informal meeting of all trustees who will be holding office in the following year for any of the following purposes:
(a) discussing their objectives for the forthcoming year as well as their expectations from a new Chair of the Board;
(b) requesting trustees to express their intentions to stand for the positions of Chair, Vice-Chair, Budget Chair, membership on Chair’s Committee and interest to chair any other committee of the Board.
4:03 Agenda for Inaugural Board Meeting (minimum form)
4:03:01 (a) Call to Order by Director of Education and Secretary-Treasurer or delegate (b) Student Singing of National Anthem (c) Invocation by Student Trustees (dc) Introduction of Trustees and Scrutineer (de) Declaration of and Oath of or AllegianceAffirmation (fe) Director to Declare the York Region District School Board Officially Constituted (g) Introduction of Scrutineer (hf) Election of Board Chair (gi) Presentation of Gavel of Office to Board Chair (jh) Board Chair Presides - Election of Board Vice-Chair (ik) Election of Budget Committee Chair, Budget Committee (lj) Election of Two Trustees to Chair’s Committee (km) Presentation of Gavel to Past Chair (nl) Remarks from Board Chair (om) Adjournment
- 25 -
4:03:02 In a non-election year the agenda of the first meeting will include as a minimum form items, a, c, g, h, i, j, k, l, m, n, o a,c,f,g,h,i,j,k,l,m,n of Article Section 4:03:01.
4:04 Conduct of Elections
4:04:01 Nominations must be made and seconded.
4:04:02 All elections shall be by secret ballot.
4:04:03 All ballots shall be counted by the Director of Education and the Senior Manager, Board and Trustee Services, in the presence of a scrutineer supplied by the Board’s auditing firm.
4:04:04 There will be separate votes for each of the two trustee positions elected to serve on Chair’s Committee.
4:04:05 To be declared elected to any position, the winning candidate must have received a simple majority (50 per cent plus one) of ballots cast by trustees present. An incomplete ballot for any elected position will be considered a spoiled ballot. The total number of ballots used to determine a simple majority will be reduced by one for each spoiled ballot.
Where no majority is received, where there are more than two candidates, the candidate receiving the least number of votes shall be dropped and the election will continue from among those remaining until one candidate receives a majority. Where there is an equality of votes between two candidates, the candidates shall draw lots.
The drawing of a lot is an affirmative vote in favour of a candidate. In the case of a two-way tie, the lot drawn will be declared the winner. In the case of a three or four-way tie, each lot drawn will result in the candidate remaining on the ballot for the next vote to declare a winner by simple majority.
4:04:06 The Director of Education shall announce the results of the Ballot(s) for Chair, but neither the count nor the order. Thereafter the Chair of the Board shall, in like manner, announce results of succeeding elections.
4:04:07 Upon the conclusion of the meeting, the Director of Education and the Senior Manager, Board and Trustee Services in the presence of the scrutineer shall destroy all ballots.
- 26 -
4:05 Signing Officers
The following are the signing officers of the Board:
Chair of the Board Vice-Chair of the Board Director of Education and Secretary-Treasurer Chief Financial Officer Associate Director(s) of Education Coordinating Superintendent(s) Superintendent of, Curriculum and Instructional Services Superintendent of Plant Services Superintendent of Business and Finance Services Superintendent of , Student Services Superintendent (s) of Schools – Operations and School Community Services Superintendent, of Human Resources Services Senior Manager of , Planning and Property Development Senior Manager, of Administrative Services Manager(s) of Finance
4:06 By-Law Amendment Procedure
4:06:01 An amendment to a section of this By-Law may be enacted by a majority vote on an amendment presented at a regular meeting of the Board following a notice of motion to that effect presented at a preceding regular Board Meeting through Chair’s Committee.
4:06:02 Except for Ssection 2:02:01, a section or sections of this By-Law may be suspended for a specific piece of business or to a specific time during the meeting, on an affirmative vote of two-thirds of the members of the Board.
4:06:03 Notwithstanding Section 4:06:01, staff members are authorized to revise position titles resulting from organizational changes, provided they do not alter the intent of the Operational By-Law.
- 27 -
PART 5:00 - BY-LAW HISTORY
Enacted April 5, 1983 Revised November 28, 1983 Revised April 5, 1984 Revised November 7, 1984 Revised December 1, 1984 Revised December 10, 1984 Revised January 28, 1985 Revised October 3, 1985 Revised March 24, 1986 Revised July 14, 1986 Revised October 27, 1986 Revised November 24, 1986 Revised January 26, 1987 Revised March 30, 1987 Revised December 14, 1987 Revised January 25, 1988 Revised April 25, 1988 Revised December 19, 1988 Revised February 1, 1989 Revised August 28, 1989 Revised November 27, 1989 Revised June 11, 1990 Revised December 10, 1990 Revised February 25, 1991 Revised November 25, 1991 Revised September 30, 1992 Revised July 12, 1993 Revised February 28, 1994 Revised May 30, 1994 Revised January 26, 1995 Revised June 22, 1995 Revised October 26, 1995 Revised December 9, 1997 Revised February 23, 2006 Revised August 28, 2008 Revised May 28, 2009 Revised April 29, 2010 Revised March 24, 2011 Revised September 26, 2011 Revised November 24, 2011 Revised April 3, 2012 Revised May 7, 2013 Revised June 4, 2013 Revised July 2, 2013 Revison Drafted January 29, 2015 LAB:lr
APPENDIX 2
ADDENDUM TO THE
YORK REGION DISTRICT SCHOOL BOARD
OPERATIONAL BY-LAW
Audit Committee Operational By-Law
1:00 Audit Committee
1:01 The Audit Committee shall consist of five members; including three trustees and two persons who are not Board members.
1:02 Notwithstanding legislative requirements, the term of office for trustee members shall be four years to coincide with the Trustees’ Term of Office.
1:03 The Audit Committee shall beis responsible for reviewing the financial reporting process, internal controls, internal auditing, external auditing, compliance matters and risk management related to the Board operations. This will provide providing assurance to the Board of Trustees that the Board has the appropriate culture, personnel, policies, systems, and controls in place to safeguard the Board’s assets and to accurately report financial information to internal and external users.
1:043 The Committee shall meet at least three times in each fiscal year at the call of the Chair. The first meeting of the fiscal year shall take place no later than September 30th.
1:054 The Associate Coordinating Superintendnet, Business and Chief Financial Officer or designate Director and/or Senior Business Official shall attend Committee Meetings.
Operational By-Law History:
Approved March 24, 2011 Revison Drafted December 1, 2014 APPENDIX 3
ADDENDUM TO THE
YORK REGION DISTRICT SCHOOL BOARD
OPERATIONAL BY-LAW
Equity and Inclusivity Advisory Committee Operational By-Law
PURPOSE
1. (1) The Equity and Inclusivity Advisory Committee (EIAC) is an advisory committee which supports the York Region District School Board in its commitment to providing equitable and inclusive learning and working environments in all schools and workplaces of the Board. EIAC will also provide advice regarding the development and implementation of the Board’s Equity and Inclusivity Strategy, policies and procedures and will help ensure that the Board addresses all dimensions of diversity. The dimensions of diversity include, but are not limited to ancestry, culture, ethnicity, gender, gender identity, language, physical and intellectual ability, race, religion, sex, sexual orientation and socio-economic status.
2. (1) EIAC shall achieve its purpose by:
(a) providing advice to the Board on policies relating to equity and inclusivity; (b) making recommendations to the Board on the implementation of its equity strategy; (c) making recommendations to the Board on effective practices relating to equity and inclusivity; (d) responding to requests from staff for input on major system initiatives; and (e) receiving information and reports.
CONSULTATION BY DIRECTOR OF EDUCATION OR STAFF
3. (1) The Director of Education or staff may solicit the advice of EIAC with regard to matters that relate to improving equity and inclusivity.
(2) The Director of Education or staff may solicit the advice of EIAC in relation to other major system strategies.
(3) The Director of Education or the Board shall inform EIAC of its response to advice provided.
SUPPORT
4. (1) The Superintendent of Equity and Engagement shall be directly responsible for supporting the work of EIAC.
COMPOSITION OF COMMITTEE
5. (1) EIAC membership will be representative of the diversity that exists within the schools and communities of the York Region District School Board. The number of community members shall be reviewed after the first year of operations, and if deemed appropriate, trustees will amend the number accordingly.
(2) Membership will be comprised of:
Trustee Members:
(a) three trustees, as appointed by the Board; and (a)(b) one alternate trustee, as appointed by the Board.
Community Members:
(a) up to ten community members that shall be public school supporters in York Region;
Community Representatives:
(a) one representative from the Parent, Family and Community Engagement Advisory Committee; (b) one representative from the Special Education Advisory Committee; (c) one representative from York Regional Police; (d) one representative from The Region of York; (e) one representative from York Region Children’s Aid Society; and (f) one representative from United Way of York Region;
Student Members:
(a) one or both student trustees; (b) the President of the York Region Presidents’ Council, or designate; and (c) one student chosen at large.
Staff Members:
(a) the Superintendent of Equity and Engagement, or designate; (b) the Principal of Inclusive School and Community Services, or designate;
(4) In accordance with Board By-Law Section 3:00:06, the Chair and Vice-Chair of the Board are member ex officio of all Committees and Sub-Committees of the Board, excluding those Committees which are required by Provincial Statute.
(5) The Director of Education shall be an ex-officio non-voting member of EIAC.
(6) The Director may also appoint one or more of the following individuals to act as staff resources:
(a) one elementary principal or vice-principal of the Board; (b) one secondary principal or vice-principal of the Board; (c) one elementary teacher of the Board; (d) one secondary teacher of the Board; and (e) one support staff member of the Board.
(7) Staff resource members are non-voting and do not count toward composition of quorum.
TERM OF OFFICE
6. (1) The term of office of the community members will be four years and will run concurrently with the term of office of trustees.
(2) A community member of EIAC may be appointed or re-appointed to the committee for up to two terms before taking a minimum of one term’s absence. Following this absence, the member will become eligible to reapply.
(3) Community representatives may be changed at any time during the term upon written notification to the Director of Education from the organization or committee. At the end of the four-year term, the Director of Education will communicate with the community organizations and committees to confirm their representative for the next term.
APPOINTMENTS TO THE COMMITTEE
7. (1) Board staff shall make recommendations to the Board of Trustees regarding the appointment of community members of EIAC.
(2) Community members and community representatives appointed to EIAC shall not be employees of the Board.
(3) Board staff shall provide an information report to trustees regarding the appointment of community representatives and student members, as outlined in Section 5(2).
(4) The Board shall approve the appointments of EIAC community members at the December Board meeting, every election year or as required to fill vacancies that occur within the term of office.
PROCESS FOR SELECTION OF COMMUNITY MEMBERS
8. (1) Community member positions on EIAC will be advertised through a variety of methods including, but not limited to:
(a) advertisements in newsletters of schools or school councils of schools of the Board; (b) advertisements in newspapers with general circulation in the geographic jurisdiction of the Board; (c) advertisements on radio or television stations that broadcast in the geographic jurisdiction of the Board; (d) notices in schools of the Board; and (e) notices on the Board’s website and on the websites of the Board’s schools.
(2) Staff shall ensure that the membership is representative of the diversity of York Region.
(3) A vacancy in the membership of EIAC does not prevent the committee from exercising its authority.
(4) Vacancies that occur during the term of office must be filled within sixty (60) days.
(5) A list of potential community members will be maintained for the purpose of filling vacancies should they occur during the term of office.
(6) Staff shall make recommendations to the Board for filling community member vacancies that occur during the term of office.
DISQUALIFICATIONS
9. (1) If a member misses three consecutive meetings without prior approval of EIAC, her/his membership will be terminated.
OFFICERS
10. (1) EIAC shall have a Chair and Vice-Chair
(2) The Chair of EIAC must be a community member of the committee and shall be elected for a one-year term by EIAC at the first meeting of the committee annually.
(3) The Vice-Chair of EIAC will be one of the three Board appointed trustees and shall be elected by the committee annually.
(4) The Chair may not serve more than two consecutive one-year terms.
(5) An individual who has served one term or two consecutive terms as Chair of EIAC may be re-elected as Chair of the committee provided at least two years have elapsed since her/his last term.
(6) The Chair and Vice-Chair of EIAC shall act as spokespersons for the Committee in communicating with the Director of Education and with the Board of Trustees.
(7) A vacancy in the office of Chair or Vice-Chair or any office provided for in these By-Laws of EIAC, shall be filled in accordance with these By-Laws.
(8) Communication with the public is the responsibility of the Chair of the Board or Director of Education.
REMUNERATION
11. (1) A person shall not receive any remuneration for serving as a member of EIAC.
(2) The Board shall reimburse committee members for expenses incurred while fulfilling the official duties of the committee in accordance with Board policy.
MEETINGS
12. (1) EIAC shall meet at least six times annually.
(2) A meeting of EIAC cannot be held unless:
(a) a majority of the community members and community representatives are participating in the meeting; (b) the Superintendent of Equity and Engagement, or designate, is participating; and (c) at least one trustee member is participating.
(3) A meeting may proceed, if the conditions outlined in Section 12(2) are not satisfied, provided that any EIAC recommendations requiring Board approval are deferred to the next meeting at which the conditions outlined in 12(2) are satisfied.
(4) The committee will operate under the York Region District School Board Operational By-Law;
(5) The Board shall make available to EIAC, staff and facilities that the Board considers necessary for the proper functioning of the committee, and shall make reasonable efforts to enable members to participate fully in meetings of the committee by electronic means.
(6) Where feasible, EIAC members may participate fully in meetings via audio- conference. Votes from members participating via audio conference will be accepted by electronic mail or private telephone line provided they are given to a senior staff member designated for that purpose at the meeting. The voting member must be fully participating for the duration of the discussion in order to be eligible to vote on any particular item (including nominations for Committee Chair and/or Vice-Chair).
(7) All meetings of EIAC and its subcommittees shall be open to the public and shall be held at a location that is accessible to the public.
(8) Notice of each meeting will be provided to all members at least two weeks before the meeting by:
(a) delivering a notice to each member by email or regular mail; and (b) posting a notice on the Board’s website.
(9) The agenda for each meeting will be provided to all members five days prior to the meeting.
SUBCOMMITTEES
13. (1) EIAC may establish subcommittees to make recommendations for consideration to the Equity and Inclusivity Advisory Committee.
(2) A subcommittee of EIAC must include at least one or more community members and one or more staff members or staff resources of the Equity and Inclusivity Advisory Committee.
(3) A subcommittee of EIAC may include persons who are not members of the Equity and Inclusivity Advisory Committee.
VOTING
14. (1) Trustee members, community members and community representatives are voting members of EIAC.
(2) When EIAC votes on routine motions not requiring Board approval all voting members shall be eligible to vote. If a conflict of interest is declared on a particular agenda item, the committee member who declared the conflict shall not be eligible to participate in the discussion or vote on the matter.
(3) Trustee members shall not be eligible to vote on non-routine motions which will be presented to the Board of Trustees for decision making.
MINUTES
15. (1) EIAC shall keep minutes of all of its meetings.
(2) EIAC shall retain the minutes of its meetings in accordance with the policies, procedures and the document retention schedule of the Board.
(3) The minutes of EIAC shall be:
(a) submitted to the Board of Trustees for information and/or approval of non- routine items; (b) posted on the Board’s website; and (c) sent electronically to committee members prior to each meeting.
(4) The minutes of EIAC meetings shall be available for examination by any person.
(5) Minutes posted on the website of the Board shall remain on the website for a minimum of four years.
(6) EIAC shall annually submit a written summary of the committee’s activities to the Chair and Director of Education of the York Region District School Board.
INCORPORATION
16. (1) EIAC shall not be incorporated.
Operational By-Law History:
Approved November 24, 2011 Revised July 2, 2013 Revision Drafted December 1, 2014
YORK REGION DISTRICT SCHOOL BOARD
NOTICE OF MOTION TO AMEND
THE YORK REGION DISTRICT SCHOOL BOARD OPERATIONAL BY-LAW
That in accordance with Section 4:06:01 of the York Region District School Board Operational By-Law, notice of motion is hereby given that the York Region District School Board Operational By-Law be amended as follows.
Add 2:05:18 after existing Section 2:05:17
2:05:17 In exceptional circumstances due to issues such as inclement weather, illness or family emergency and where feasible, Board and committee members may participate fully in meetings using the Board-provisioned audio equipment. Votes from Board or committee members participating by audio conference will be accepted by electronic mail or private telephone line provided they are given to a senior staff member designated for that purpose at the meeting. The Board or committee member must be fully participating for the duration of the discussion in order to be eligible to vote on any particular item (including nominations for elected positions such as Committee Chair or Vice-Chair).
2:05:18 Notwithstanding Section 2:05:17, trustees shall make every effort to attend Negotiations Advisory Committee and Board Meetings in person during the period of collective bargaining with employee groups.
Add 3:12 after existing Section 3:11:01
3:12 Nomination Committee
3:12:01 The Nomination Committee shall be composed of all trustees who will be holding office in the upcoming year.
3:12:02 The Board Chair shall act as Chair of the Nomination Committee. In the absence of the Board Chair, the Vice-Chair of the Board will chair the meeting. In the absence of both the Chair and Vice-Chair of the Board, committee members shall select a trustee member to act as Chair from among the members present.
3:12:03 Nomination Committee meetings will be scheduled after the second Monday in November and, whenever possible, at least seven business days prior to the Special Public Board Meeting outlined in Section 4:02:02 (b).
3:12:04 The Nomination Committee shall;
(a) discuss the objectives of the Board for the upcoming year as well as expectations from a newly elected Chair of the Board, (b) formally accept nominations for the positions of Board Chair, Vice-Chair and Budget Committee Chair, and (c) discuss expressions of interest by individual trustees to serve on and chair Board Committees and Advisory Committees, where applicable.
3:12:05 Nominations for the positions of Board Chair, Vice-Chair and Budget Committee Chair accepted at the Nomination Committee Meeting will be received and closed at a Special Public Board Meeting scheduled at least one week prior to the Inaugural Board Meeting.
Updates to Section 4:02:02
4:02:02 The Chair of the Board shall annually schedule;
(a) a Nomination Committee Meeting in accordance with Section 3:12, and (b) a Special Public Board Meeting at least one week prior to the Inaugural Board meeting to receive for information and close nominations accepted at the Nomination Committee Meeting.
The Chair of the Board shall convene, with consideration of all trustees, after the second Monday in November but prior to the first meeting of trustees in December, an informal meeting of all trustees who will be holding office in the following year for any of the following purposes:
(a) discussing their objectives for the forthcoming year as well as their expectations from a new Chair of the Board;
(b) requesting trustees to express their intentions to stand for the positions of Chair, Vice-Chair, Budget Chair, membership on Chair’s Committee and interest to chair any other committee of the Board.
4:02:03 Once nominations are closed at the Special Public Board Meeting, no additional nominations for elected positions outlined in Section 3:12:04 (b) will be accepted from trustees at the Inaugural Board Meeting.
Note: If the Notice of Motion is approved at the February 3, 2015 Board Meeting, Operational By-Law Changes will be scheduled for final approval at the March 3, 2015 Board Meeting.
February 3, 2015
For further information please contact the Director, Board Chair or Senior Manager, Board and Trustee Services.
ROUTINE
YORK REGION DISTRICT SCHOOL BOARD
MEETINGS AND EVENTS
FEBRUARY AND MARCH 2015
February 3, 2015 Policy and By-Law Committee Meeting 4:30 p.m. Room 200
February 3, 2015 Board Meeting 7:30 p.m. Boardroom
February 4, 2015 Joint Board Consortium Meeting 4:00 p.m. York Catholic District School Board
February 5, 2015 Special Education Advisory Committee Meeting 7:00 p.m. Board Room
February 10, 2015 Parent, Family and Community Engagement 7:00 p.m. Advisory Committee Board Room
February 12, 2015 Equity and Inclusivity Advisory Committee 7:00 p.m. Board Room
February 17, 2015 Property Management Committee 5:00 p.m. Room 200
February 17, 2015 Special Board Meeting 6:45 p.m. Board Room
February 17, 2015 Board Standing Committee 7:00 p.m. Board Room
February 23, 2015 Chair’s Committee Meeting 2:00 p.m. Room 103
March 3, 2015 Policy and By-Law Committee Meeting 4:30 p.m. Room 200
March 3, 2015 Board Meeting 7:30 p.m. Board Room
March 5, 2015 Special Education Advisory Committee Meeting 7:00 p.m. Board Room
March 24, 2015 Property Management Committee 5:00 p.m. Room 200
March 24, 2015 Board Standing Committee Meeting 7:00 p.m. Board Room
March 30, 2015 Chair’s Committee Meeting 2:00 p.m. Room 103
March 31, 2015 Audit Committee Meeting 4:30 p.m. Room 200
February 3, 2015
For further information, please contact Lori Barnes, Senior Manager, Board and Trustee Services or the Director of Education.