Board Room – 7:30 P.M

Agenda

Board Meeting – Public Session

Anna DeBartolo Chair Tuesday, March 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) March 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 (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 February 3, 2015 Board 2-27 Meeting and February 17, 2015 Special Board Meeting Corrie McBain (Richmond Hill) 11. Routine (*) and Non-Routine Presentation of Minutes and Reports of Board Committees: Juanita Nathan (Markham) (b) Policy and By-Law Committee Minutes 28-69 Billy Pang Tuesday, February 3, 2015 (Markham)  Non-Routine Recommendation #4

Daniel Roytman (c) Property Management Committee Minutes, 70-91 (Student Trustee) Tuesday, February 17, 2015  Non-Routine Recommendation #1 Allan Tam (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 Page 2 Pages

(e) Board Standing Committee Minutes 92-96 Tuesday, February 17, 2015 (*)

(f) Chair’s Committee Minutes, 97-107 Monday, February 23, 2015  Non-Routine Recommendations #2, 5, 6 & 7

12. Routine (*) Acceptance of Advisory Committee Minutes and Non-Routine Recommendations Requiring Board Approval:

(a) Special Education Advisory Committee Minutes, 108-115 Thursday, February 5, 2015 (*)

(b) Parent, Family and Community Engagement Advisory 116-121 Committee Minutes, Tuesday, February 10, 2015 (*)

13. Meetings and Events (*) 129-130

14. Adjournment

Applause! March 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.

Student Earns Perfect Score on BC Calculus Exam – 1 of 9 out of 93000 Students Worldwide

Each May, the Markham District High School (MDHS) Enriched Calculus class writes the three hour external Advanced Placement AB Calculus Exam. This exam covers university calculus material. On the most recent exam each of MDHS’s 27 students received the top score possible (5), but extra special was the result of then Grade 11 student Hanzhen Lin. Hanzhen obtained a top score of “5” on the more challenging BC Calculus Examination and was 1 of 9 individuals in the world, out of 93,000 students that wrote the exact same test, to obtain absolutely perfect on every aspect of his paper.

The outstanding news for Hanzhen continues as he received an official invitation from the Canadian Mathematical Society (CMS) in Ottawa asking him to represent Canada at this year’s Asian Pacific Mathematics Olympiad (APMO). In addition, the CMS requested that he write the prestigious Canadian Mathematical Olympiad paper. Hanzhen is in very elite company as less than 100 Canadians are part of this invitation. All of these honours and opportunities are a result of the superb scores he obtained on many national and international mathematics competitions he has written while at MDHS. As one of the leaders of our extracurricular math club, Hanzhen very much enjoys encouraging younger members of the group to participate in and be successful in such mathematical competitions. This outstanding accomplishment is a testament to Hanzhen’s natural ability and work ethic but is also a reflection of the excellent support provided by staff.

Character Shines for Second Year at Dr. J.M. Denison Secondary School

The Denison Girl’s Senior Basketball team had a winning season again this year despite being a varsity level team that has very few senior students. They played many York Region Athletic Association (YRAA) teams at the Triple A level and qualified as the YRAA Double A entry to participate in a play-in against one of the schools in the Double A level in Durham. The team won and moved onto the Ontario Federation of School Athletic Association (OFSAA) tournament where they were not expecting to win but went to play their absolute best and to learn. OFSAA awarded them the Sportsmanship Award for the whole tournament for an unprecedented second time in 2 years because of their great character. They were lauded by the organizers for their heart and kindness to others, as well as being positive in all of their interactions with everyone at the tournament.

YORK REGION DISTRICT SCHOOL BOARD BOARD MEETING MINUTES - PUBLIC SESSION FEBRUARY 3, 2015

The Board Meeting - Public Session of the York Region District School Board was held in the Board Room of the Education Centre, Aurora at 7:33 p.m. on Tuesday, February 3, 2015 with Chair A. DeBartolo presiding and the following members present; Trustees P. Adams-Luchowski, L. Aversa, L. Carruthers, C. Chan, N. Elgie, S. Geller, C. McBain, J. Nathan, B. Pang, A. Tam and M. Van Beek.

Also in attendance: Student Trustee D. Roytman

Absent: Student Trustee H. Mahesh

APPROVAL OF AGENDA

(*)1. Moved by M. Van Beek, seconded by N. Elgie:

That the agenda be approved as written.

- 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 – FEBRUARY 3, 2015 BOARD MEETING – PRIVATE SESSION

(*)2. Moved by N. Elgie, seconded by C. Chan:

1) That the York Region District School Board approve the recommendations contained in the minutes of the December 10, 2014 Joint Board Consortium Meeting.

2) That the York Region District School Board approve the recommendations contained in the minutes of the January 20, 2015 Property Management Committee Meeting.

3) That the York Region District School Board approve the recommendations in the Human Resource Services report.

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4) That the York Region District School Board receive the Student Discipline and Suspension Reports for information.

5) That the York Region District School Board receive the Negotiations Update for information.

- Carried -

STUDENT TRUSTEE REPORT

At this time, Student Trustee D. Roytman made the following remarks.

“Madame Chair, Mr. Director, Trustees, Staff, Ladies and Gentlemen.

We would like to begin by wishing all trustees and staff members a very happy new year. We hope everyone had a relaxing and joyful break, filled with fun and games, laughter and family. As the new year starts, both of us continue to be as excited and motivated to create consistent and meaningful reform as we were at the beginning of the term. So far in 2015, we have been able to achieve numerous advancements by contributing to policies, increasing awareness of social issues and providing insight into a student's perspective. Our dream of making a lasting impact on education continues to become larger and more vivid as we spend more time as student trustees and our knowledge grows.

At the provincial level, we will be attending the Ontario Student Trustees’ Association’s (OSTA) Board Council Conference. At the conference, the Public Board Council will be working alongside the Catholic and Francophone Board Councils, in charity work and policy amendment, in order to represent all students from across Ontario. As well, we will have the pleasure and opportunity to hear speakers from student physical health groups as we work towards reducing the stigma of Mental Health and encourage innovative education across the Province. Through hours of work, team planning and position papers, we hope the voices of students will be heard.

At the regional level, the York Region Presidents’ Council (YRPC) has been hard at work preparing and organizing the annual Leadership Conference. The date is May 6, 2015 and for the next several months, we will continue to plan this amazing day. We are sure that the conference will open the eyes of many students, aiding them to realize the depth of true leadership and the profound impact one person can have on another. We are very excited to see the conference take shape and be witness to all the positive ripple effects. In addition, another monthly general assembly meeting is scheduled on February 5, 2015 at Richmond Hill High School.

We are also excited to announce that we have been instrumental in amending Board Policy and Procedure #672.0, Student Leadership and Student Voice. This policy has been revised to improve the student experience and encourage all elementary schools BOARD MEETING MINUTES – PUBLIC SESSION PAGE 3 February 3, 2015 ______to have a student council or alternative leadership group. This will help enhance the school environment and create leadership opportunities for students. As well, the revised policy and procedure will provide more clarity about the role of student trustee and the responsibilities of the York Region Presidents’ Council.

Overall, the past two months have been less about sustaining and more about progression. We have moved forward with every planned initiative and have addressed every challenge that has been presented.

To conclude, I would like to quote Roméo Dallaire, who said: “Those who realize that there are no borders in the world, are usually the ones who are going to leap ahead."

Thank you.

Director of Education J. Parappally and Chair A. DeBartolo thanked Student Trustee D. Roytman for his remarks.

DIRECTOR’S INFORMATION REPORT

Director of Education J. Parappally provided highlights from across the Board.

The Learning Partnership (TLP) has announced that two York Region District School Board principals have been named recipients of the Outstanding Principal Award. Principal of James Robinson Public School L. Chebaro and Principal of Walter Scott Public School K. Maybury are among 40 recipients from across Canada

Congratulations also go to Canadian figure skating champion Gabby Daleman, a grade 11 student at Richmond Green Secondary School. She was a junior national champion in 2012, finished second at the 2014 senior national finals and was a member of Team Canada at the Sochi Olympics. Gabby will next be representing Canada in the world championships being held March 2015, in Shangahi, China.

Miriam Friedman Ziegler, mother of Debbie Ziegler, Vice-Principal of Stephen Lewis Secondary School, was among approximately 100 survivors who returned to Poland this week to commemorate the 70th Anniversary of the liberation of Auschwitz. Students across the Board marked Holocaust Remembrance Day on January 27, 2015 with various tributes and messages on social media.

Students from Keswick High School helped 11 seniors between the ages of 75 to 97 learn how to use technology to stay connected with their families and explore their world in a Back to School Program. Cedarvale Lodge residents were taught, by students in the Grade 11 Leadership Class, how to use a mouse, send emails, view former homes using Google Maps, watch on-line music videos and use video conferencing tools to see and speak to family members in other countries.

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In celebration of Black History Month, Beynon Fields Public School students were immersed in the culture of the Ivory Coast. Junior/Intermediate students were taught how to dance Ke-le-le and use instruments such as the djembe drums and learned the history of different instruments and the meaning of traditional symbols.

Director Parappally also provided information on a new mobile application that will enable staff, students, parents and community members to quickly access Board information from smart phones. Some of the features include school maps, school year calendars and trustee and senior administration contact information. The application is currently available for iPhone and Android devices, and a Blackberry 10 version is in development.

APPLAUSE!

Director J. Parappally made the following remarks.

“City of Markham Recognizes Student Entrepreneurs

Thank you Madam Chair.

Would the Markham Business Plan Competition winners please come forward.

The Markham Small Business Centre, in partnership with the Ontario Government, the City of Markham and other business sponsors, administers the Markham Business Plan Competition. The competition is open to all high school, college and university students in Markham. The program encourages students to develop a business concept, undertake research to determine feasibility and write a business plan.

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 York Region District School Board student winners;

 Mahathi Mundluru, a former Markham District High School student whose business concept was a program for people to learn to make their own jewelry,  Eddie Wang, a former Unionville High School student who won in two categories for his business concept Verseux Apparel, a retailer of men’s suits and shirts made to the individual measurements of the customer,  Gordon Sun, a former Markham District High School student whose business concept Food View, a mobile application that allows diners to view restaurant menus before entering the restaurant, with social media integration to share reviews, BOARD MEETING MINUTES – PUBLIC SESSION PAGE 5 February 3, 2015 ______

 Bradley Au, a Markham District High School student whose business concept was BAM! Advertising, a creative advertising and marketing agency and graphic design services for small businesses,  Arshaan Bhimani, a former Markham District High School student was recognized for Make It Better Internet Marketing, a web design and search optimization services,  Sana Patel, a Middlefield Collegiate Institute student whose business concept was based on becoming a designer and retailer of a line of women’s dresses, and  Apivarman Sriruban, a former Bur Oak Secondary School student for Clean Cut Lawn Care Services.

The students were presented with cash prizes at a ceremony attended by the Mayor of Markham as well as the Markham-Unionville Member of Parliament and Member of Provincial Parliament.

Five of the students are now attending university, but Sana and Bradley are here tonight and joined by their families, Middlefield Collegiate Institute Principal Janani Pathy, Vice-Principals Kirsty Irvine and Corey McArthur and Business Teacher John Pownall.

Congratulations to all of the recipients.

International Festival of Authors (IFOA) and Open Book: Ontario Writing Contest

Would Alexandra Sweny please come forward.

Open to students in Grades five to 12, the IFOA and Open Book: Ontario 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.

Aurora High School student Alexandra Sweny’s story was chosen out of 30 submissions in the Grade 11 to 12 category. 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 of the four age groups. Each of the winners received a cash prize courtesy of IFOA and were given the opportunity to have their work published online at Open Book: Ontario.

When asked about Alexandra, one of her teachers, David Campoli, had the following to say: “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 pleasure to teach.”

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Alexandra has also won prizes for her short fiction writing 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: Ontario website.

Alexandra is joined tonight by her family and Aurora High School Vice-Principal Barbara Caravella.

Congratulations Alexandra.

North Star

Would Diane Penafiel and Rory Gangbar please come forward.

Diane is January’s North Star. She teaches at Vaughan Secondary School where she was nominated by her colleague, Rory Gangbar. Rory is now going to tell us why he nominated Diane for this award.”

Rory Gangar made the following remarks.

“Diane has acted as a mentor towards me since I began teaching at Vaughan Secondary School in September. She embodies collaboration, as she is always available to co-teach, co-plan, co-debrief and co-reflect on the teaching we have done. As a new teacher and long-term occasional (LTO) teacher, having someone like Diane to guide me through the nuances of teaching has made all the difference. She has gone out of her way to make herself available to answer any and all of my questions, and has made me feel a welcomed part of the Vaughan Secondary School teaching team.

Throughout the duration of my LTO placement at Vaughan Secondary School, I have had the opportunity to plan a successful grade-wide English field-trip. Our grade ten academic English classes viewed the play Macbeth as part of our attempt to understand the text in a different way. Diane's mentorship has been vital to my practice as a new teacher and I am fortunate to have had the opportunity to learn from her experiences. I am writing this nomination in the hopes that Diane will be recognized for all her hard work this year and throughout her tenure with the York Region District School Board.

Diane's attention to detail, positive persona, and collaborative spirit is not only a testament to her dedication to the teaching profession, but also speaks to the professionalism that is embodied by all staff, specifically the English department at Vaughan Secondary School. As a new teacher, I appreciate the opportunity to have this type of forum to voice my reflections, as it is professionals like Diane who make it possible for someone like me to become a better, and more experienced teacher.”

BOARD MEETING MINUTES – PUBLIC SESSION PAGE 7 February 3, 2015 ______

Director of Education Parappally continued.

“Thank you, Rory.

Diane and Rory are joined tonight by Diane’s family and Principal Laura Leesti.

Congratulations, Diane.”

Director Parappally and Chair DeBartolo congratulated all recipients and thanked them for their contributions.

ONTARIO PUBLIC SCHOOL BOARDS’ ASSOCIATION REPORT

Board Chair A. DeBartolo advised that she attended the Public Education Symposium held from January 29 to 31, 2015 and shared highlights of the event.

APPROVAL OF MINUTES

(*)3. Moved by C. Chan, seconded by B. Pang:

That the minutes of the December 9, 2014 Board Meeting and January 20, 2015 Special Board Meeting be approved.

- Carried -

ROUTINE RECOMMENDATIONS

Trustee P. Adams-Luchowski declared a conflict of interest on Recommendations #9, 10 and 11 of Board Meeting Agenda Item 11(e), Board Standing Committee Minutes regarding Cash Disbursements for September, October and November 2014 and requested that the minutes be removed from routine.

(*)4. Moved by L. Carruthers, seconded by C. McBain:

That the Board adopt the following routine recommendations (*) in accordance with Board procedure.

JOINT BOARD CONSORTIUM MINUTES, DECEMBER 10, 2014

1) Close Nominations for the Position of Joint Board Consortium Committee Co-Chair from the York Catholic District School Board

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. BOARD MEETING MINUTES – PUBLIC SESSION PAGE 8 February 3, 2015 ______

2) Close Nominations for the Position of Joint Board Consortium Committee Co-Chair from the York Region District School Board

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.

3) Approval of Agenda

That the agenda be approved as presented.

4) Receipt of Minutes

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.

POLICY AND BY-LAW COMMITTEE MINUTES, JANUARY 8, 2015

1) Approval of Agenda

That the agenda be approved as written.

2) Receipt of Minutes of Previous Meeting

That the minutes of the November 11, 2014 Policy and By-Law Committee Meeting be received for information.

3) Close Nominations for the Position of Policy and By-Law Committee Chair for 2015

That nominations for the position of Policy and By-Law Committee Chair for 2015 be closed.

4) Policy #627.0, Concussion Management

That in accordance with Board Policy #258.0, Board Policies, Procedures and Supporting Documents, Working Document Policy #627.0, Concussion Management be circulated to the system for comment for six school months.

BOARD MEETING MINUTES – PUBLIC SESSION PAGE 9 February 3, 2015 ______

5) Policy #215.0, Electronic Participation in Board, Advisory and Board Committee Meetings

That in accordance with Board Policy #285.0, Board Policies, Procedures and Supporting Documents, Board 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.

6) Policy #105.0, Communications

That in accordance with Board Policy #285.0, Board Policies, Procedures and Supporting Documents, Policy #105.0, Communications, as amended, be forwarded to the February 3, 2015 Board Meeting for final approval.

7) Policy #194.0, Use of Technology

That in accordance with Board Policy #285.0, Board Policies, Procedures and Supporting Documents, Working Document Policy #194.0, Use of Technology, as amended, be circulated to the system for comment for six school months.

8) Policy #672.0, Student Leadership and Student Voice

That in accordance with Board Policy #285.0, Board Policies, Procedures and Supporting Documents, Working Document Policy #672.0, Student Leadership and Student Voice be circulated to the system for comment for six school months.

9) Policy #262.0, School Councils

That in accordance with Board Policy #285.0, Board Policies, Procedures and Supporting Documents, Working Document Policy #262.0, School Councils be circulated to the system for comment for six school months.

10) Policy #445.0, School Names

That in accordance with Board Policy #285.0, Board Policies, Procedures and Supporting Documents, Policy #445.0, School Names, as amended, be forwarded to the February 3, 2015 Board Meeting for final approval.

BOARD MEETING MINUTES – PUBLIC SESSION PAGE 10 February 3, 2015 ______

SPECIAL PROPERTY MANAGEMENT COMMITTEE MINUTES, JANUARY 20, 2015

1) Close Nominations for the Position of Property Management Committee Chair for the year 2015

That nominations for the position of Property Management Committee Chair for the year 2015 be closed.

PROPERTY MANAGEMENT COMMITTEE MINUTES, JANUARY 20, 2015

1) Proposed Development Applications 19T-14001 and 19T-14002, Town of East Gwillimbury

That the York Region District School Board approve the following recommendations, as outlined in the staff report dated January 20, 2015.

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/ZBS.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.

2) Proposed Development Applications D03-02002/D03-04008/D03-13015, Town of Richmond Hill

That the York Region District School Board approve the following recommendations, as outlined in the staff report dated January 20, 2015.

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.

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3) Proposed Development Application D03-14008, Town of Richmond Hill

That the York Region District School Board approve the following recommendations, as outlined in the staff report dated January 20, 2015.

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) Proposed Development Application ZA 14 132762, City of Markham

That the York Region District School Board approve the following recommendations, as outlined in the staff report dated January 20, 2015.

1. That the York Region District School Board will not require a public elementary school site within proposed development applications 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) Proposed Development Application 19TM-14010, City of Markham

That the York Region District School Board approve the following recommendations, as outlined in the staff report dated January 20, 2015.

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.

BOARD MEETING MINUTES – PUBLIC SESSION PAGE 12 February 3, 2015 ______

6) Appointment of Architects

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.

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.

CHAIR’S COMMITTEE MINUTES, JANUARY 26, 2014

1) Construction Projects Review

That the York Region District School Board receive the staff report Construction Projects Review.

2) Appointment of a Community Representative to the Parent, Family and Community Engagement Advisory Committee

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.

BOARD MEETING MINUTES – PUBLIC SESSION PAGE 13 February 3, 2015 ______

3) Appointment of a Community Representative to the Equity and Inclusivity Advisory Committee

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 and Inclusivity Advisory Committee for the term ending November 30, 2018.

4) Appointment of Members to the Parent, Family and Community Engagement Advisory Committee

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.

Parent Member Administrative Term Effective Date Area Nora Mya Parent Member, February 3, 2015 – February 3, 2015 Aboudaya West/Secondary October 31, 2017 Weeks

Community Position Effective Date Member Annie Siddiqui Community Member, At Large February 3, 2015

5) Agenda for Board Meeting – Public Session, February 3, 2015

That the agenda for the February 3, 2015 Board Meeting – Public Session be approved.

6) Agenda for Special Board Meeting – Public Session, February 17, 2015

That the agenda for the February 17, 2015 Board Meeting – Public Session be approved.

- Carried -

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NON-ROUTINE RECOMMENDATIONS #1-11, BOARD STANDING COMMITTEE MINUTES, JANUARY 20, 2015

Note: Trustee P. Adams-Luchowski refrained from voting on recommendations contained in the minutes of the January 20, 2015 Board Standing Committee meeting due to a previously declared conflict of interest.

(*)5. Moved by M. Van Beek, seconded by A. Tam:

1) Approval of Agenda

That the agenda be approved as written.

2) Plant Services Energy and Environmental Services and York Region District School Board EcoTeam 2013/2014 Annual Review

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.

3) Secondary School French Immersion Boundary Change, Woodbridge College and Vaughan Secondary School, City of Vaughan

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.

4) Annual Accessibility Report and Multi-Year Plan

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.

BOARD MEETING MINUTES – PUBLIC SESSION PAGE 15 February 3, 2015 ______

5) Banking Resolutions: Borrowing - 2015

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:

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 are hereby authorized to give, on behalf of the Board, a promissory note or notes under the Corporate Seal 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:

BOARD MEETING MINUTES – PUBLIC SESSION PAGE 16 February 3, 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 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.

6) Projection and Enrolment: Secondary and Elementary Schools and Primary Class Size

That the York Region District School Board receive the October 2014 Annual Enrolment and Staffing Report for information.

7) Internally Restricted Reserves, August 2014

That the York Region District School Board approve the August 2014 Internally Restricted Reserves report.

8) Internally Restricted Reserves for the Quarter Ended November 30, 2014

That the York Region District School Board approve the Internally Restricted Reserves for the Quarter Ended November 30, 2014 report.

9) Cash Disbursements, September 2014

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.

BOARD MEETING MINUTES – PUBLIC SESSION PAGE 17 February 3, 2015 ______

2. That Cash Disbursements for September 2014 for item #105, in the sum of $74,726,852.62 be approved.

10) Cash Disbursements, October 2014

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.

11) Cash Disbursements, November 2014

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 -

NON-ROUTINE RECOMMENDATION #5, CHAIR’S COMMITTEE MINUTES, JANUARY 26, 2015 REGARDING TRUSTEE ATTENDANCE AT BOARD AND ADVISORY COMMITTEE MEETINGS

Trustee L. Carruthers proposed that additional wording be added to the recommendation to address circumstances when a trustee may not be able to attend Board or Advisory committee meetings due to rescheduling of the original date.

(*)6. Moved by C. McBain, seconded by J. Nathan:

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.

BOARD MEETING MINUTES – PUBLIC SESSION PAGE 18 February 3, 2015 ______

Moved in amendment by L. Carruthers, seconded by M. Van Beek:

- Amendment Carried -

- Main Motion as Amended Carried -

ROUTINE ACCEPTANCE OF ADVISORY COMMITTEE MINUTES AND RECOMMENDATIONS

(*)7. Moved by L. Carruthers, seconded by C. McBain:

1. Special Education Advisory Committee Minutes, December 4, 2014

That the York Region District School Board receive the minutes and recommendations from the December 4, 2014 Special Education Advisory Committee meeting as follows.

Approval of Agenda

That the agenda be approved as written.

Approval of Minutes – November 6, 2014

That the minutes of the November 6, 2014 Special Education Advisory Committee meeting be approved as written.

Annual Holiday Presentation “We Are The World”

That the Special Education Advisory Committee receive the Annual Holiday Presentation “We Are The World” with appreciation.

Special Education Plan Update

That the Special Education Advisory Committee receive the Special Education Plan Update for information.

BOARD MEETING MINUTES – PUBLIC SESSION PAGE 19 February 3, 2015 ______

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. Special Education Advisory Committee Minutes, January 8, 2015

That the York Region District School Board receive the minutes and recommendations from the January 8, 2015 Special Education Advisory Committee meeting as follows.

Approval of Agenda

That the agenda be approved as written.

Close Nominations for the Position of Special Education Advisory Committee Chair for the Year 2015

That nominations for the position of Special Education Advisory Committee Chair for the year 2015 be closed.

Close Nominations for the Position of Special Education Advisory Committee Vice-Chair for the Year 2015

That nominations for the position of Special Education Advisory Committee Vice-Chair for 2015 be closed.

Approval of Minutes – December 4, 2014

That the minutes of the December 4, 2014 Special Education Advisory Committee meeting be approved as written.

BOARD MEETING MINUTES – PUBLIC SESSION PAGE 20 February 3, 2015 ______

Secondary School Review Presentation

That the Special Education Advisory Committee receive the Secondary School Review presentation for information.

Special Needs Strategy Presentation

That the Special Education Advisory Committee receive the Special Needs Strategy presentation for information.

Special Education Advisory Committee Member Organization Update

That the Special Education Advisory Committee receive the Organizational Update from the York Support Services Network 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.

Policy Updates

That the Special Education Advisory Committee receive the Policy Updates for information.

BOARD MEETING MINUTES – PUBLIC SESSION PAGE 21 February 3, 2015 ______

Recommended Appointment of a Special Education Advisory Committee Representative to the Equity and Inclusivity Advisory Committee

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 and Inclusivity Advisory Committee (EIAC) effective February 3, 2015.

Communications Sub-Committee Update

That the Special Education Advisory Committee receive the Communication Sub-Committee Update for information.

3. Parent, Family and Community Engagement Advisory Committee Minutes, January 13, 2015

That the York Region District School Board receive the minutes and recommendations from the January 13, 2015 Parent, Family and Community Engagement Advisory Committee meeting as follows.

Approval of Agenda

That the agenda be approved as written.

Approval of Minutes

That the minutes of the November 11, 2014 Parent, Family and Community Engagement Advisory Committee meeting be approved as written.

Math Strategy Presentation

That the Parent, Family and Community Engagement Advisory Committee receive the Math Strategy Presentation for information.

Staff Report

That the Parent, Family and Community Engagement Advisory Committee receive the Staff Report for information.

BOARD MEETING MINUTES – PUBLIC SESSION PAGE 22 February 3, 2015 ______

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.

4. Equity and Inclusivity Advisory Committee Minutes, January 15, 2015

That the York Region District School Board receive the minutes and recommendations from the January 15, 2015 Equity and Inclusivity Advisory Committee meeting as follows.

Approval of Agenda

That the agenda be approved as written.

Close Nominations for the Position of Equity and Inclusivity Advisory Committee Chair for 2015

Nominations for the position of Equity and Inclusivity Advisory Committee Chair for 2015 were closed by common consent.

Close Nominations for the Position of Equity and Inclusivity Advisory Committee Vice-Chair for 2015

Nominations for the position of Equity and Inclusivity Advisory Committee Vice-Chair for 2015 were closed by common consent.

Approval of Minutes – November 13, 2014

That the minutes of the November 13, 2014 Equity and Inclusivity Advisory Committee meeting be approved as amended.

Secondary School Review

That the Equity and Inclusivity Advisory Committee receive the Secondary School Review Presentation for information.

BOARD MEETING MINUTES – PUBLIC SESSION PAGE 23 February 3, 2015 ______

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.

Report from the Board

That the Equity and Inclusivity Advisory Committee receive the Report from the Board for information.

- Carried -

2014-2015 REVISED ESTIMATES

Coordinating Superintendent, Business and Chief Financial Officer W. Muirhead- Toporek provided trustees with background information regarding the 2014-2015 Revised Estimates.

(*)8. Moved by C. Chan, seconded by P. Adams-Luchowski:

That the York Region District School Board receive the 2014-2015 Revised Estimates for information.

- Carried -

CONFIRMATION OF YORK REGION DISTRICT SCHOOL BOARD OPERATIONAL BY-LAW CHANGES

Board Chair A. DeBartolo stated that in response to a trustee request for additional clarification, revisions have been made to Sections 2:02:03 and 2:02:04, pages 186 to 187 of the Board agenda, regarding Special Private and Special Public Session agendas. Trustees received a handout outlining the changes.

In addition, Section 2:04:03 will be amended to include the Ontario Public School Boards’ Association Report as a standing agenda item on regular Board Meeting Public Session meeting agendas. Section 3:00:03 will be re-worded to provide additional clarity.

BOARD MEETING MINUTES – PUBLIC SESSION PAGE 24 February 3, 2015 ______

(*)9. Moved by P. Adams-Luchowski, seconded by N. Elgie:

That the York Region District School Board approve the amendments to the Operational Board By-Laws, effective February 3, 2015, as outlined in the Board Report dated February 3, 2015.

- Carried -

NOTICE OF MOTION TO AMEND THE YORK REGION DISTRICT SCHOOL BOARD OPERATIONAL BY-LAW

In response to a trustee request, it was agreed that the proposed revisions to the York Region District School Board Operational By-Law, outlined in the Notice of Motion be referred to the February 23, 2015 Chair’s Committee meeting for additional consideration.

(*)10. Moved by L. Carruthers, seconded by C. Chan:

That revisions to the York Region District School Board Operational By- Law, as outlined in the Notice of Motion dated February 3, 2015, be referred to the February 23, 2015 Chair’s Committee for additional consideration.

- Carried -

ADJOURNMENT

(*)11. Moved by S. Geller, seconded by C. McBain:

That the Board Meeting be adjourned at 8:05 p.m.

- Carried -

______Director of Education and Chair of the Board Secretary Treasurer

YORK REGION DISTRICT SCHOOL BOARD SPECIAL BOARD MEETING MINUTES - PUBLIC SESSION FEBRUARY 17, 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 6:55 p.m. on Tuesday, February 17, 2015 with Chair A. DeBartolo presiding and the following members present; Trustees P. Adams-Luchowski, L. Aversa, L. Carruthers, C. Chan, N. Elgie, S. Geller, C. McBain, N. Nathan, B. Pang, A. Tam and M. Van Beek.

Also in attendance: Student Trustee D. Roytman

Regrets: Trustee A. Tam and M. Van Beek and Student Trustee H. Mahesh

APPROVAL OF AGENDA

(*)1. Moved by C. Chan, seconded by L. Carruthers:

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. No conflicts were declared by trustees at this time.

RISE AND REPORT – FEBRUARY 17, 2015 BOARD MEETING – PRIVATE SESSION

(*)2. Moved by N. Elgie, seconded by L. Aversa:

That the York Region District School Board receive for information a report regarding a trustee matter.

- Carried -

AUTHORIZING BY-LAW NUMBER 2015-01 TO PERMANENTLY FINANCE NEW PUPIL PLACES

Director of Education J. Parappally introduced the Authorizing By-Law Number 2015-01 to Permanently Finance New Pupil Places report and invited questions by trustees.

BOARD MEETING MINUTES – PUBLIC SESSION PAGE 2 FEBRUARY 17, 2015 ______

Coordinating Superintendent, Business and Chief Financial Officer W. Muirhead- Toporek clarified eligibility criteria for Ontario Financial Authority loans and noted that none of the construction costs for projects outlined in the report have been previously funded from reserves.

(*)3. Moved by N. Elgie, seconded by J. Nathan:

That the York Region District School Board approve By-Law Number 2015-01 authorizing a loan agreement in the amount of $3,974,548.00 to permanently finance New Pupil Places.

- Carried -

ADJOURNMENT

(*)4. Moved by S. Geller, seconded by B. Pang:

That the Special Board Meeting (Public Session) be adjourned at 6:58 p.m.

- Carried -

______Director of Education and Chair of the Board Secretary Treasurer YORK REGION DISTRICT SCHOOL BOARD

POLICY AND BY-LAW COMMITTEE MEETING

MINUTES, MEETING #2 FEBRUARY 3, 2015

The Policy and By-Law Committee met at 4:33 p.m. in Room 200 of the Education Centre, Aurora on Tuesday, February 3, 2015 with the following trustees and resource staff members present; Trustees P. Adams-Luchowski, L. Aversa (via audio conference), L. Carruthers, C. Chan, A. DeBartolo (Committee Chair), N. Elgie, S. Geller, C. McBain, J. Nathan, 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: Trustee A. Tam

CALL TO ORDER

Committee Chair A. DeBartolo called the meeting to order at 4:33 p.m.

APPROVAL OF AGENDA

(*)1. Moved by M. Van Beek, seconded by N. Elgie:

That the agenda be approved as written.

- Carried -

DECLARATION OF CONFLICT OF INTEREST

Committee 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 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 C. McBain, seconded by N. Elgie:

That the minutes of the January 8, 2015 Policy and By-Law Committee Meeting be received for information.

- Carried -

POLICY AND BY-LAW COMMITTEE MEETING PAGE 2 February 3, 2015

POLICY ITEMS

Policy #160.0, Records and Information Management

Coordinating Superintendent, Business and Chief Financial Officer W. Muirhead-Toporek, Senior Manager, Administrative Services J. Fair and Assistant Manager, Records Management/MFIPPA N. Massie were at the meeting to review Policy #160.0, Records and Information Management which has been in working document format for the past six school months.

Senior Manager, Administrative Services J. Fair pointed out several minor recommended edits to clarify language. No additional revisions were suggested.

(*)3. Moved by C. Chan, seconded by M. Van Beek:

Action That in accordance with Board Policy #285.0, Board Policies, Procedures and Required Supporting Documents, Policy #160.0, Records and Information Management be forwarded to the March 3, 2015 Board Meeting for final approval. (Appendix 1)

- Carried -

Policy #661.0, Anaphylactic Reactions

Associate Director, Leadership and Learning K. Friedman, Superintendent of Curriculum and Instructional Services K. Witherow, Superintendent of Schools, Operations A. Hoyle, Elementary Teacher and Curriculum Coordinator K. Leang and Senior Manager, Administrative Services J. Fair were in attendance to review Policy #661.0, Anaphylactic Reactions.

Note: Trustee L. Carruthers entered the meeting at 4:39 p.m.

Superintendent of Schools, Operations A. Hoyle outlined the advantages, disadvantages and estimated costs associated with providing all schools with two generic epinephrine auto- injectors for emergencies.

Curriculum Coordinator K. Leang and Superintendent A. Hoyle provided information from the public health department and the Children’s Aid Society. They explained the legal implications of using an epinephrine auto-injector that is not prescribed to an individual. It was noted that the practices of other boards were reviewed in the development of policy revisions.

Note: Trustee S. Geller entered the meeting at 5:04 p.m.

After an extensive discussion of the costs, current practices and the repercussions associated with a delay in administrating epinephrine during an anaphylactic reaction, trustees agreed to allocate funds in the budget to purchase generic epinephrine auto-injectors for schools.

POLICY AND BY-LAW COMMITTEE MEETING PAGE 3 February 3, 2015

4. Moved by N. Elgie, seconded by J. Nathan:

Action That in accordance with Board Policy #285.0, Board Policies, Procedures and Required Supporting Documents, Working Document Policy #661.0, Anaphylactic Reactions, as amended, be circulated to the system for comment for six school months. (Appendix 2)

- Carried -

Policy #520.0, Deferred Salary Leave Plan

Coordinating Superintendent, Human Resources, Plant and Planning Services S. Yake, Superintendent, Human Resources D. Cammaert and Manager, Compensation and Benefits V. D’sa were at the meeting to review Policy #520.0, Deferred Salary Leave Plan. It was noted that no formal comments were received.

In response to a committee member’s question, Superintendent, Human Resources D. Cammaert explained how this policy supports priorities in the Trustees’ Multi-Year Plan, particularly in the areas of well-being and the delivery of effective, innovative and sustainable educational programs.

Manager, Compensation and Benefits V. D’sa confirmed the maximum number of times a staff member may enroll in a Deferred Salary Leave Plan.

One minor editorial change to the definition of Deferred Salary Leave was noted.

(*)5. Moved by C. Chan, seconded by L. Aversa:

Action That in accordance with Board Policy #285.0, Board Policies, Procedures and Required Supporting Documents, Policy #520.0, Deferred Salary Leave Plan, as amended, be forwarded to the March 3, 2015 Board Meeting for final approval. (Appendix 3)

- Carried -

Policy #540.0, Health and Safety - Employees

Coordinating Superintendent, Human Resources, Plant and Planning Services S. Yake, Superintendent, Human Resources D. Cammaert and Manager, Health and Safety R. Kaskow were in attendance to share information related to Policy #540.0, Health and Safety – Employees.

Superintendent, Human Resources D. Cammaert described the change to the definition of employee in accordance with the Occupational Health and Safety Act.

No comments or recommended revisions were made by trustees.

POLICY AND BY-LAW COMMITTEE MEETING PAGE 4 February 3, 2015

(*)6. Moved by C. McBain, seconded by J. Nathan:

Action Action That in accordance with Board Policy #285.0, Board Policies, Procedures and RequiredRequired Supporting Documents, Policy #540.0, Health and Safety – Employees be forwarded to the March 3, 2015 Board Meeting for final approval. (Appendix 4)

- Carried -

Policy #238.0, Parent, Family and Community Engagement

Coordinating Superintendent, Equity and Community Services C. Roach, Coordinating Superintendent, Business and Chief Financial Officer W. Muirhead-Toporek, Superintendent of Schools, Operations A. Hoyle, Senior Manager, Board and Trustee Services L. Barnes and Senior Manager, Public Affairs and Communications L. Miguelo were at the meeting to share information related to Policy #238.0, Parent, Family and Community Engagement.

Coordinating Superintendent, Equity and Community Services C. Roach gave examples of partnerships and community events that have been supported by the Board in the past. It was noted that $25,000 is allocated in the budget to support community and fundraising events each year.

Several minor wording changes to the procedure were noted.

(*)7. Moved by M. Van Beek, seconded by B. Pang:

Action That in accordance with Board Policy #285.0, Board Policies, Procedures and Required Supporting Documents, Policy #238.0, Parent, Family and Community Engagement be forwarded to the March 3 , 2015 Board Meeting for final approval. (Appendix 5)

- Carried -

DISCUSSION ITEMS

Policy #218.0, Healthy Schools and Workplaces

Associate Director, Leadership and Learning K. Friedman requested an extension to the working document period for Policy #218.0, Healthy Schools and Workplaces in order to accommodate forthcoming changes to the Health and Physical Education Curriculum.

(*)8. Moved by L. Carruthers, seconded by C. McBain:

Action That in accordance with Board Policy #285.0, Board Policies, Procedures Required and Supporting Documents, Working Document Policy #218.0, Healthy Schools and Workplaces be deferred to a future Policy and By-Law Committee meeting. (Appendix 6)

- Carried -

POLICY AND BY-LAW COMMITTEE MEETING PAGE 5 February 3, 2015

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

(*)9. Moved by S. Geller, seconded by P. Adams-Luchowski:

That the Policy and By-Law Committee Meeting be adjourned at 5:45 p.m.

- Carried - Appendix 1 FINAL APPROVAL

YORK REGION DISTRICT SCHOOL BOARD

Policy and Procedure #160.0 Records and Information Management

Policy and Procedure #160.0 Records and Information Management outline the process for ensuring information is managed as an asset to help the Board perform optimally. The Records and Information Management Program works to maximize the value of information, mitigate litigation and compliance risks, and save money.

Stakeholder Groups with Responsibilities Under this Policy

 Board of Trustees  The Director of Education  Assistant Manager, Records Management/MFIPPA  All staff members

Relationship to Board priorities

 Demonstrates professionalism and accountability for high standards of practice in all Board operations.  Enhances confidence in public education.

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 #160.0

Records and Information Management

Policy Statement

The York Region District School Board is committed to maintaining an authentic and reliable record of Board actions, transactions and decisions through a coordinated and integrated approach to records and information management. These assets are valuable as evidence of Board functions and activities.

Board information and records are the property of the York Region District School Board. Staff members do not retain a personal or proprietary interest in them. The willful destruction, removal or private use of Board records and information is against Board policy.

All media and formats of information serve to enhance accessibility, integrity, regulatory compliance, and security as well as to control their proliferation and the resulting costs and risks.

Application

The management of Board records and information:

 fosters informed decision-making;  facilitates accountability, transparency and collaboration;  preserves and ensures access to records and information for the benefit of present and future generations, in accordance with applicable legislation;  enhances accessibility, integrity, regulatory compliance and security; and  controls information proliferation and the resulting costs and risks.

Legislative Context

Education Act

Responsibilities

The Board of Trustees is responsible for:

 reviewing the Records and Information Management policy and procedure 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 Records and Information Management policy, as required.

The Director of Education is responsible for:

 implementing and operationalizing the Records and Information Management policy.

The Assistant Manager, Records Management is responsible for:

 establishing, implementing and maintaining a records and information management program that manages information optimally and best serves the interests of Board schools, departments and by extension, the community.

Staff members are responsible for:

 managing and maintaining the information and records they create, in accordance with the Records and Information Management policy and all related Board policies, procedures and supporting documents.

Definitions

Information

Facts and data acquired through reading, study and experience. Information produced for any purpose of the Board is a Board asset.

Non-records

Non-records include, but are not limited to library and reference materials, stocks of publications and forms, extra copies for convenience, duplicate microfilm, transitory records, and personal papers.

Record

A Record is preserved Board information that serves as evidence of plans, decisions, actions and history. Record formats include paper, electronic, audio and visual.

Records and Information Management

The planning, directing, controlling and evaluating of information assets to assist in the efficient delivery of Board programs and services. It applies to all business and program applications and information technology systems.

Transitory Records

Any record or information that does not relate to school services and programs and school business transactions.

Department

Business Services

Policy History

Approved 1993 Revised 1999 Revised 2004 Working Document June 2014 Revised February 2015

ATTACHED FOR INFORMATION Board Procedure #160.0 Records and Information Management

This procedure outlines the process for effectively managing and protecting Board information assets.

Responsibilities

The Director of Education shall:

 allocate staff and resources to support the Records and Information Management procedure.

The Assistant Manager, Records Management shall:

 assess school and department practices and processes to improve how records and information are managed;  generate and maintain documentation to support records and information management including, but not limited to, classification schema, records inventories, schedules of retention periods and disposition schedules;  inventory school and department records and information and apply classification codes and retention periods;  oversee the management of inactive records storage;  oversee the management of expired records destruction;  ensure the provision of service components for schools and departments such as, but not limited to archives management, forms management, retention scheduling, filing systems, legal issues, information security, and ethical and quality issues;  create training materials, offer training opportunities, and assist staff members in their workplaces to manage records and information;  conduct audits to ensure compliance with the policy and procedure;  identify suitable documents for the archives in cooperation with the Museum and Archives Curator;  oversee the application of legal holds to records and information, as required; oversee the management of records storage, ensure that records are properly stored, and within limits of authority, participate in negotiation of vendor contracts; and  continue to incorporate all electronic records into the records and information management program.

Staff members shall:

 maintain all records and information in a secure, reliable and trustworthy manner for current and future access;  assume responsibility for the information and records they create and maintain on behalf of the Board in accordance with Classification and Retention Schedule and Records Transfer List ; and  refrain from the willful destruction, removal or private usage of Board records and information, unless in accordance with Board retention schedules.

Definitions

Archives Management

Archives management is the identification and preservation of records and information that promote the history of public education in York Region as well as the application of preservation techniques to ensure enduring accessibility.

Classification Schema

Classification schema is the descriptive information for an arrangement or division of records and information into groups based on common characteristics which are, in this schema, subjects, for example finance and administration.

Forms Management

Forms management involves documenting information handling instruction on blank forms to ensure the proper management of the collected data.

Legal Hold

Legal hold is a process used to preserve all forms of relevant information when litigation is reasonably anticipated. It overrules the prescribed period of retention until the concern passes.

Retention Schedule

The retention schedule charts the prescribed lengths of time for keeping various classes of records.

Department

Business Services

Related Procedures

Procedure #158.0 Information Access and Privacy Protection Procedure #NP656.0 Ontario Student Record Management Procedure #NP655.0 Central Transcript Services

Procedure History

Approved 2009 Working Document June 2014 Revised February 2015

Appendix 2 WORKING DOCUMENT

YORK REGION DISTRICT SCHOOL BOARD

Policy and Procedure #661.0, Anaphylactic Reactions

The Anaphylactic Reactions policy and procedure address staff responsibilities with regard to providing a safe environment for staff, students and members of the community.

What has changed?

Major Changes to the Document  inclusion of strategies to reduce risk of exposure to anaphylactic causative agents;  emphasis on communication processes;  steps to be followed if parents refuse to;  let child carry an epinephrine auto-injector,  provide an epinephrine auto-injector to the school but allow the child to carry one, and  provide an epinephrine auto-injector to the school or allow the child to carry one;  what must be contained in the file for student with anaphylaxis; and  parent/guardian responsibilities.

Who is affected by these changes and Principals, staff members, parents/guardians and students what is the impact on current practice? Implementation Timelines Immediately.

Lead Superintendents/Subject Matter  Kathy Witherow, Superintendent of Curriculum and Expert Instructional Services  Allan Hoyle, Superintendent of Schools, Operations  Ken Leang, Curriculum Coordinator Health and Physical Education K-12, Healthy Schools & Positive Climates for Learning

Who has responsibilities?

 Board of Trustees  Student Transportation Services  Director of Education  Cafeteria Food Service Providers  Superintendents (Secondary Schools)  Principals  All school staff  Teachers  Parents  Outdoor Education Centre Staff  Students

How is this policy and/or procedure related to Board priorities?

The Anaphylactic Reactions policy and procedure promote student achievement and well-being by ensuring that physical environments in schools and workplaces are inviting, safe and supportive. They also ensure student and staff well-being.

What are the timelines and next steps?

This policy was approved for adoption by the system as a working document for six school months. Comments received will be scheduled for consideration at the appropriate committee meetings in November 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.

Anaphylactic Reactions

Policy Statement

The York Region District School Board believes that all students and staff members are entitled to safe and healthy learning and working environments. It is important that students and staff members with a life-threatening allergy (anaphylaxis) develop independence to advocate for themselves within their school community.

Application

The Board recognizes that there can be major challenges for students or staff members who have anaphylaxis. This policy applies to anyone with anaphylaxis, diagnosed by an allergist or a physician responsible for prescribing treatment and outlining strategies to reduce risk.

Strategies to Reduce Risk of Exposure to Anaphylactic Causative Agents

The four categories to consider when providing a safe environment for anaphylactic staff, students and members of the community are:

1. information and awareness for the entire school community or workplace; 2. avoidance of the allergen that causes anaphylactic reactions wherever possible and acknowledging that it is impossible to ensure the elimination of all allergens in schools and workplaces; 3. emergency response procedures in case of accidental exposure; and 4. fostering a safe, caring and supportive environment for those with anaphylaxis.

More information is available in the Best Practices for Avoiding Anaphylactic Reactions document.

Responsibilities

The Board of Trustees is responsible for:

 reviewing the Anaphylactic Reactions policy in accordance with the priorities in the Trustees’ Multi-Year Plan and the approved review cycle; and  understanding and communicating with members of the community about the Anaphylactic Reactions policy, as required.

The Director of Education is responsible for:

 implementing and operationalizing the Anaphylactic Reactions policy.

Superintendents are responsible for:

 supporting the application of this policy at each school; and  ensuring all staff members are trained annually.

Principals are responsible for:

 ensuring that information about the Anaphylactic Reactions policy and procedure is shared with parents/guardians and students at the beginning of the school year and throughout the year, including informing parents/guardians of the need to let the school know if their child has anaphylaxis;  ensuring that parents/guardians and students are asked to supply information, if any, on anaphylaxis when registering;  ensuring that all staff members are made aware of students who could require immediate medication due to anaphylaxis and the location of their prescribed epinephrine auto-injector;  creating an action plan for emergencies;  maintaining a file for each anaphylactic student outlining;  the nature of the anaphylaxis,  current treatment,  a copy of any prescriptions,  instructions from the student’s physician or nurse,  a current emergency contact list, and  strategies to support the student;  ensuring that this policy and procedure are included in the school’s Emergency Response/Action Plan and the medical care plan;  ensuring a designated space for prescribed epinephrine auto-injectors for students;  ensuring that all epinephrine auto-injectors stored in the office or carried by students are prescribed by a physician or allergist;  ensuring appropriate communications to parents/guardians, staff members and students, as outlined in the procedure, about the risks associated with not carrying and/or providing the school with an in-date epinephrine auto injector;  providing regular and current training on anaphylaxis for all staff members; and  fostering a caring, safe, supportive and inclusive environment to those with anaphylaxis.

All staff members are responsible for:

 participating in annual training for anaphylactic reactions;  reviewing the Anaphylactic Reactions policy, procedure and Best Practices for Avoiding Anaphylactic Reactions documents annually;  taking appropriate action in the event of an emergency, in accordance with the policy and procedure;  practicing allergen avoidance measures within the school, at school or work-related events and out-of-school or workplace activities; and  fostering a caring, safe, supportive and inclusive environment for those at risk of anaphylaxis.

Parents/guardians are responsible for:

 informing the school if their child has diagnosed anaphylaxis;  completing the required documents and providing the required signatures necessary to ensure that the school has the most up-to-date information on their child;  providing the school with two in-date epinephrine auto-injectors to be used in the event of an anaphylactic reaction;  ensuring that their child, where age and/or developmentally appropriate, carries the epinephrine auto-injector with him/her at all times;  and  practicing allergen avoidance measures.

Students are responsible for:

 ensuring that they carry their epinephrine auto-injectors with them at all times, where age and/or developmentally appropriate;  being aware of and acting on the preventative measures necessary to avoid contact with allergens; and  informing staff immediately if they have been in contact with a known allergen or have any concerns related to potential allergens.

The responsibilities above will be assessed based on the student’s age and capability to understand their life-threatening condition. Students with special education needs would require additional assistance and advocacy by staff members and parents.

Legislative Context

Sabrina’s Law Education Act

Definitions

Age and/or Developmentally Appropriate

Students in Junior Kindergarten to Grade 12 are required to carry their epinephrine auto-injector with them at all times. However, it is recognized that age and/or developmental concerns for individual students will need to be considered by the superintendent of schools and principal in consultation with the parent(s)/guardian(s).

Allergens

For the purpose of this policy, allergens are any substance or condition that can bring on an allergic reaction leading to a life-threatening allergic reaction known as anaphylaxis.

Anaphylaxis

Anaphylaxis is a serious allergic reaction that is rapid in onset and may cause death.

Anaphylactic reaction

An anaphylactic reaction can develop within seconds to minutes of exposure to an allergen. In rare cases, the reaction can occur up to several hours after exposure. The ways symptoms appear can vary from person to person and from episode to episode in the same person.

Symptoms can occur in the following organ systems and may appear alone or in any combination. They include, but are not limited to:

 Skin system - hives, swelling, itching, warmth, redness or rash;  Respiratory system (breathing) - coughing, wheezing, shortness of breath, chest pain/tightness, throat tightness, hoarse voice, swelling of the tongue, tingling in the mouth, nasal congestion or hay fever-like symptoms (runny, itchy nose and watery eyes, sneezing), asthmatic symptoms or trouble swallowing;  Gastrointestinal system (stomach) - nausea, pain/cramps, vomiting or diarrhea; and/or  Cardiovascular system (heart) - pale/blue colour, weak pulse, passing out, dizzy/lightheaded or shock.

Other symptoms may include, but are not limited to, anxiety, feeling of impending doom and headache.

Epinephrine Auto-injector

A medical device that is used to deliver a pre-measured dose (or doses) of epinephrine.

Epinephrine

Epinephrine is a synthetic version of the hormone adrenaline that is used in the treatment of anaphylaxis and life-threatening asthma attacks. A second dose of epinephrine may be administered within 15 minutes after the first dose is given if symptoms have not improved.

Risk Reducing Strategies

Strategies to reduce risk of exposure include, but are not limited to:

 making reasonable efforts to limit the student’s exposure to the life-threatening allergen in foods and craft materials;  being aware of cross-contamination;  establishing lunchroom/classroom eating area practices that limit allergen contact for the at-risk student or staff member;  encouraging parents/guardians to avoid the use of substitute peanut butter products;  taking special precautions in planning field trips, extra-curricular events, special celebrations and fundraising events; and  inviting the student at risk to identify a “buddy” who is able to recognize symptoms of an anaphylactic reaction and to alert an adult.

More information on risk reducing strategies is available in the Best Practices for Avoiding Anaphylactic Reactions document.

Related Policies

Policy # 240.0, Respectful Workplace and Learning Environments Policy # 261.0, Equity and Inclusive Education Policy # 668.0, Caring and Safe Schools

Department

Education and Community Services

Policy History

Approved 2006 Working Document February 2013 Revised March 2013 Working Document March 2015

ATTACHED FOR INFORMATION Board Procedure #661.0 Anaphylactic Reactions

This procedure outlines the process for managing anaphylactic reactions of students and the administration of medication by the principal and/or staff members in the event of an anaphylactic reaction.

Responsibilities

The Director of Education shall:

 allocate staff and resources to support the Anaphylactic Reactions procedure.

Superintendents of Schools shall:

 ensure schools are meeting the responsibilities of the Anaphylactic Reactions policy and procedure on an annual basis; and  support schools in implementing a caring, safe and inclusive environment for those with anaphylaxis.

Principals shall:

 communicate the Anaphylactic Reactions policy and procedure with staff members and the school community at the beginning of the school year and throughout the year, as outlined in the Anaphylactic Reactions Communication Protocol for Principals;  ask parents/guardians to inform the school if their child has anaphylaxis;  for each student identified with anaphylaxis;  ensure that an Anaphylactic Reactions Protocol form is completed and updated annually, including necessary signatures, a recent photo of the student and an emergency action plan as agreed upon with parent(s)/guardian(s),  distribute and collect upon registration and then each September annually, signed authorization for a staff member to administer an epinephrine auto-injector,  ensure that parents/guardians are informed that, even if they give consent to let the student self-administer medication, the severity of their child’s reaction and/or anxiety may hinder any attempt to do so and as a result, the child may require the assistance of others to administer the medication,  remind parents/guardians that they need to provide two in-date epinephrine auto-injectors, one that remains with the student and one to be kept at the school,  keep the student’s second epinephrine auto-injector in an accessible location known to all staff along with documentation as outlined in the Anaphylactic Reactions Protocol form,  encourage the student, where age and/or developmentally appropriate, to carry an epinephrine auto-injector at all times and to wear a MedicAlert® bracelet or necklace, and  when necessary, meet with the parent(s)/guardian(s) to discuss,  the student’s level of responsibility,  the consequences of not having the epinephrine auto-injector close to the child, and  an alternate plan, that will allow efficient response, if it is determined that it is in the best interest of the child that the epinephrine auto-injector not be carried by the child;  if parents/guardians refuse to allow their child to carry the epinephrine auto-injector at school;  include a notation in the student’s Emergency Response/Action Plan,  ensure that teachers and others who have contact with the student are informed that the student will likely not be carrying their epinephrine auto-injector,  inform staff members if parents/guardians have provided an epinephrine auto-injector to be stored in the office,

 send a letter to the student’s parents/guardians outlining the risk to their child that is associated with this decision, and  use their professional judgment in determining whether or not to contact the Children’s Aid Society;  if parents/guardians refuse to provide the school with an epinephrine auto-injector;  ensure that teachers and others who have contact with the student are informed that that the student may be carrying an epinephrine auto-injector, but one is not stored in the office,  ensure parents/guardians receive a letter outlining the risk to their child associated with this decision,  ensure the letter provided to parents includes a disclaimer for the Board, and  use their professional judgment in determining whether or not to contact the Children’s Aid Society;  if parents/guardians refuse to provide the school with an epinephrine auto-injector and refuse to allow the student to carry an epinephrine auto-injector;  ensure that teachers and others who have contact with the student are informed that the student may have an anaphylactic allergy but is not carrying an epinephrine auto-injector and one is not stored in the office,  ensure parents/guardians receive a letter outlining risk to their child associated with this decision and sign and return the waiver to the school,  ensure the letter provided to parents includes a disclaimer for the Board, and  use their professional judgment in determining whether or not to contact the Children’s Aid Society;  identify individual students with anaphylaxis to all school staff each September;  post in a common staff area and provide the student’s teachers with a photo of the child, symptoms of the child’s reaction, and an emergency action plan which includes instruction on epinephrine auto-injector use;  ensure that occasional staff members and volunteers are informed of any students with anaphylaxis;  provide Student Transportation Services and cafeteria food service providers with a current copy of the Anaphylactic Reactions Protocol form upon receipt from the parent/guardian;  maintain open communication with parents/guardians, staff and students;  in cases of financial difficulty, purchase a second epinephrine auto-injector for the student out of school budget; provide annual in-service training each September for all school staff in;  anaphylaxis prevention,  recognition and management,  proactive communication of a caring and safe environment,  Board policy and procedure related to students with anaphylaxis, and  use and location of epinephrine auto-injectors;  invite before and after school program staff and volunteers to the annual in-service training each September;  request that the entire school community assist in managing exposure to identified allergens, by periodically communicating identified allergies and avoidance strategies, as outlined in the Best Practices for Avoiding Anaphylactic Reactions document, particularly at times of religious or cultural celebrations and observances;  communicate to the school community the need to share information about known allergies;  when a student is known to have anaphylaxis, authorize staff to respond to a perceived anaphylactic reaction with an epinephrine auto-injector, with the assurance that they will not be held responsible for any adverse reaction resulting from such administration and have the individual then seek medical attention immediately; and  if a student is experiencing an anaphylactic reaction;  follow the Anaphylactic Reactions Protocol,  contact and inform the parent(s)/guardian(s) or emergency contact as per the emergency action plan, and  ensure that the used epinephrine auto-injector and the Anaphylactic Reactions Protocol form accompany the student to the hospital as long as no delay is caused in the transporting of the student.

Teachers shall:

 if asked, meet with the parent(s)/guardian(s) of an identified student to discuss and record;  the student’s needs, and  the school procedure in case of emergency and the Anaphylactic Reactions Protocol;  ensure that both the student’s and the school’s epinephrine auto-injectors and the student’s Anaphylactic Reactions Protocol form are taken on excursions and/or activities outside of the school;  include the student’s Anaphylactic Reactions Protocol form in teacher planning records;  create, practice and enforce allergen avoidance strategies within the school, at school events and out-of-school activities following the Best Practices for Avoiding Anaphylactic Reactions document;  communicate to students and staff members about how to help with allergen prevention and risks associated with allergies;  communicate health or safety concerns to an administrator or supervisor;  ensure that occasional staff in the classroom are aware of students with anaphylaxis by including a communication on daily plans about emergency procedures;  foster a caring, safe and inclusive environment for those with anaphylaxis; and  inform their supervisor of their own allergies.

School caretakers, office and support staff shall:

 create, practice and enforce allergen avoidance strategies within the school, at school events and out-of-school activities following the Best Practices for Avoiding Anaphylactic Reactions document;  communicate to students and staff members about how to help with allergen prevention and risks associated with allergies;  communicate health or safety concerns to an administrator or supervisor;  foster a caring, safe and inclusive environment for those at risk of anaphylaxis; and  inform their supervisor of their own allergies.

Outdoor Education Centre staff members and teachers planning remote field trips shall:

 when students have anaphylaxis, ensure awareness of the estimated time to reach the nearest hospital or medical facility; and  provide school staff with the availability of two-way communication.

Student Transportation Services (STS) shall:

 ensure that the current Anaphylactic Reactions Protocol form received from the principal is available on file in the STS office, in the appropriate service provider’s dispatch office, and in the appropriate school vehicle(s);  require the service provider to ensure all regular and substitute drivers who transport students with anaphylaxis have received training, including, but not limited to, recognition of symptoms of anaphylactic reactions, proper administration of epinephrine auto-injector, and how to contact emergency services;  ensure that service providers have developed an emergency plan to respond to anaphylactic reactions;  work with the principal and the service provider to assign a specific seat to a student with anaphylaxis, if required; and  advise bus drivers to enforce the no food or beverage consumption rule on school buses.

Cafeteria Food Service Provider (Secondary Schools) shall:

 ensure that the current Anaphylaxis Reactions Protocol form received from the principal is available on file in their office;  ensure that all personnel are trained to reduce the risk of cross-contamination through purchasing, handling, preparation and serving of food;  ensure that the contents of all foods served in school cafeterias and brought in for special events are clearly identified; and  participate in the school’s anaphylaxis training on how to recognize the symptoms of an anaphylactic reaction and how to respond.

Parents/guardians shall:

 alert the school to their child’s anaphylactic allergies by completing the Anaphylactic Reactions Protocol form upon registration and each September;  call the school to schedule a meeting with the teacher/principal to discuss their child’s Anaphylactic Reactions Protocol form if they choose;  ensure that their child, where age and/or developmentally appropriate, carries the epinephrine auto-injector with him/her at all times;  sign the waiver if they choose not to provide the school or their child with an epinephrine auto-injector;  provide their child with identification, for example, MedicAlert®, which should be carried by the student specifying the nature of the problem and the procedure to be followed in an emergency;  provide both the school and the student with one in-date epinephrine auto-injector each (two in total) to use at school;  understand that, only in cases of financial difficulty, will the principal purchase a second epinephrine auto-injector for the student out of school budget;  replace the epinephrine auto-injectors before the listed expiry date; and  practice allergen avoidance measures.

Students shall:

 carry their epinephrine auto-injectors at all times, where age and/or developmentally appropriate;  practice allergen avoidance measures;  refrain from sharing food or items that could carry an allergen; and  alert staff if they believe they have been accidentally exposed to an allergen.

Procedure History

Approved January 2006 (formerly part of Procedure 662, Provision of Health Support Services in School Settings) Revised May 2008 Working Document May 2012 Revised March 2013 Working Document March 2015

YORK REGION DISTRICT SCHOOL BOARD

Policy and Procedure #520.0, Deferred Salary Plan

Application

As a Board that strives to ensure continuous improvement in service delivery, program provision and staff member development to support student achievement and well-being, we recognize the value of professional and personal development opportunities. Supporting this objective, permanent staff members have the opportunity to take a one-year leave of absence with pay for personal and professional development opportunities, in accordance with the provisions outlined in this policy and procedure.

Stakeholder Groups with Responsibilities under this Policy

 Board of Trustees  Director of Education  Coordinating Council of Superintendents  Superintendents and Managers  Human Resource Services  Payroll Services  Staff members

Relationship to Board priorities

The Deferred Salary Leave Plan policy and procedure supports Board priority of continuously increasing student achievement and well-being through a culture of caring and learning, which emphasizes:

 Positive relationships among students, staff, parents/guardians, and community members.  Inviting and innovative physical environments in schools and workplaces.  Safe and supportive schools and workplaces.  Engagement of students, staff, parents/guardians, and community members in public education.  Student and staff mental and physical well-being.

FINAL APPROVAL Board Policy #520.0 Deferred Salary Leave Plan

Policy Statement

As a Board that strives to ensure continuous improvement in service delivery, program provision and employee development across the system to support improved student achievement and well- being, we recognize the value of professional and personal development opportunities. Supporting this objective, permanent employees have the opportunity to take a one-year leave of absence with pay for personal and professional development opportunities, in accordance with the provisions outlined in this policy.

Application of Policy

This policy applies to all permanent staff members.

Responsibilities

The Board of Trustees is responsible for:

 reviewing the Deferred Salary Leave Plan policy in accordance with the priorities in the Trustees’ Multi-Year Plan such as mental and physical well-being and staff engagement and the approved policy review cycle;  understanding and communicating with members of the community about the Deferred Salary Leave Plan policy; and  approving or denying the recommendations in the Human Resource Services staff report regarding applications for deferred salary leave plans.

The Director of Education is responsible for:

 implementing and operationalizing the Deferred Salary Leave Plan policy.

Coordinating Council of Superintendents is responsible for:

 reviewing the report from Human Resource Services and recommending approval or denial of the deferred salary leave applicants to the Board of Trustees.

Human Resource Services is responsible for:

 overseeing the process for administering requests for deferred salary leave plans for all permanent staff members in accordance with the Income Tax regulations and Board policies and procedures.

Payroll Services is responsible for:

 ensuring that the deferred salary leave plan is administered in accordance with the Income Tax regulations and Board policies and procedures.

Superintendents and Managers are responsible for:

 approving requests to withdraw or defer year of leave or change plan type while enrolled in the deferred salary leave plan;  deferring a staff member’s year of leave if a suitable replacement cannot be hired by April 1 of the school year prior to the scheduled year of leave; and  ensuring that a staff member on deferred salary leave does not work for the Board in any capacity.

Principals and Managers are responsible for:

 ensuring that the position held by the staff member going on leave is filled in accordance with all applicable Board policies, procedures, collective agreements and legislation; and  providing a position to a returning staff member for which they are qualified in the same school or department of the Board, if such a position is available.

Staff members are responsible for:

 applying for or withdrawing from the deferred salary leave plan in accordance with designated timelines; and  ensuring that they do not work for the Board in any capacity while on their year of leave.

Legislative Context

Income Tax Act

Definitions

Deferred Salary Leave

A deferred salary leave (DSL) is a one-year leave of absence with pay by a permanent staff member. The DSL spreads X years of salary payments over a Y year period. For years of the plan before the leave year, an employee will be paid the agreed upon portion of his/her annual salary and applicable allowances. The remaining agreed upon portion of annual salary and applicable allowances will be accumulated, and this amount shall be retained by the Board to finance the deferred salary leave year. All interest accrued during a taxation year shall be paid to the staff member at the end of the taxation year in which it was accrued.

The available plans are:

 two over three deferred salary leave plan defer 33.33% of salary  three over four deferred salary leave plan defer 25% of salary  four over five deferred salary leave plan defer 20% of salary  five over six deferred salary leave plan defer 16.67% of salary  six over seven deferred salary leave plan defer 14.28% of salary

Leave Year/Year of Leave

The leave year/year of leave is the year a staff member will be off work and runs from September 1 to August 31.

Maximum Number of Enrolments

A staff member is allowed to participate in the deferred salary leave plan (DSLP) a maximum of four times during their career with the Board. Between every DSLP, a staff member must work for a minimum of two school years before enrolling into another plan. Any withdrawal from the DSLP by a staff member, except those necessitated due to serious medical reasons, shall be considered as one of the four allowable enrolments in the plan.

Position upon Return from Year of Leave

In order to support student programs and the system’s operational needs, upon return from the year of deferred salary leave plan, a staff member will be assigned to a position for which they are qualified in the same school or department of the Board if such a position is available.

X Year Salary Payments

This refers to the number of years a staff member is contributing salary payments to the deferred salary leave plan.

Y Year Period

This refers to the year that the staff member will be on year of leave.

Department

Human Resource Services

Policy History

Approved 1996 Revised 2002 Revised 2009 Working Document April 2014 Revised March 2015

This procedure outlines the steps for processing requests for deferred salary leave plans by permanent staff members.

Definitions

Continuous Years of Service

Continuous years of service refers to the amount of continuous, permanent employment with the York Region District School Board. For principals, vice-principals, teachers and non-union support staff, this time can be inclusive of a pregnancy/parental/adoption leave of absence. For CUPE 1196 and CUPE 1734, this time is exclusive of a pregnancy/parental/adoption leave.

Responsibilities

The Director of Education shall:

 allocate staff and resources to support the Deferred Salary Leave Plan procedure.

Human Resource Services shall:

 ensure that all applicants are permanent Board employees for a minimum of two continuous years;  monitor staff member enrollment in deferred salary leave plans to ensure that;  no individual enrolls more than four times in their career,  a minimum of two school years is worked by an individual between deferred salary leave plans,  a staff member does not enrol in another deferred salary leave plan until their previous leave plan is completed in its entirety,  staff members only defer their year of leave once, and  any withdrawal from the deferred salary leave plan by a staff member, except those necessitated due to serious medical reasons, is considered as one of the four allowable enrolments;  ensure staff members on deferred salary leave have the option of receiving benefits during the period of the leave provided the staff member pays the full premiums as applicable;  ensure staff members only change their plan type once while enrolled in the deferred salary leave plan;  ensure a staff member does not defer the year of leave if enrolled in the six over seven plan;  ensure the leave commences immediately after the salary deferral period, which must not exceed six years after the date on which the salary deferral commenced;  ensure a staff member returns to work after the deferred salary leave plan year of leave and works at least one year before retirement;  ensure the deferred salary leave plan is terminated as per Income Tax Regulations if a staff member defaults any conditions of the plan;  ensure a staff member covered by Ontario Municipal Employees’ Retirement System (OMERS) offered the opportunity to purchase the pension for the deferred salary leave period;  ensure staff members do not use the deferred salary leave plan to bridge themselves into their year of retirement;  ensure staff members do not receive any experience or salary steps for the year on leave, but maintain seniority;  create a report of all applicants each year for consideration by Coordinating Council of Superintendents and the Board of Trustees;  notify all Community Education Centres of staff members who are commencing or completing a deferred salary leave;

 send out written acceptance, or denial with explanation to staff members by May 1 in the school year that the request was made and send copies to their supervisor(s);  send out a letter confirming deferred salary plan changes, deferrals, withdrawals and terminations to staff members with copies to their supervisor(s);  prepare information for staff members going on their year of leave, including;  a confirmation letter,  the benefit continuation form, and  the Ontario Teachers’ Insurance Plan (OTIP) form, where applicable;  process all applicable paperwork for staff members going on leave and returning from leave;  discontinue deferred salary leave contributions for staff members who have a break in service due to any other type of leave;  recommence deferred salary leave contributions for staff members who return from a leave;  process deferred salary leave plan enrolments, deferrals, plan changes, withdrawals and terminations; and  process pension purchase under OMERS, where applicable.

Payroll Services shall:

 receive approved deferred salary leave plan enrolment, deferral, plan change, withdrawal forms and termination of the plan from Human Resource Services;  process payroll deductions for benefit premiums for staff members on deferred salary leave, if they have elected to continue benefits during their leave;  remit benefit premiums to the benefit carrier for all staff members who pay for benefits during their leave;  process the correct contribution deductions through payroll for approved deferred salary leave plans or changes to deferred salary leave plans;  calculate and accrue interest monthly and pay to staff members on the last pay in December at the 30 day term rate on accumulated contributions for each taxation year during the staff members’ contribution period or deferral of leave period;  ensure that the remaining accrued interest is paid on contributions at the end of the deferred salary leave plan;  reconcile deferred salary leave plan contributions and interest accumulated to the general ledger liability accounts monthly for impacted employee groups;  pay staff members their contributions as salary during their deferred salary leave;  verify that the staff member’s salary is correct when returning from deferred salary leave;  meet Teachers’ Pension Plan deduction and reporting requirements for staff members contributing to or on a deferred salary leave plan, where applicable;  continue Ontario Municipal Employees’ Retirement System (OMERS) pension deductions during the contribution years and ensure that purchases of the leave period are processed as advised by Human Resource Services and report to OMERS, where applicable;  return all contributions including accrued interest to the staff member upon cancellation or termination of the deferred salary leave plan, subject to statutory deductions within 60 days of approval;  process approved deferred salary leave plan changes when received;  ensure staff members are not paid for any other work, including contracts, for the Board during the leave period; and  initiate appropriate action upon termination of the plan as per Income Tax Regulations.

Superintendents shall:

 authorize deferred salary leave plan applications for principals and managers in their respective areas and submit to Human Resource Services for processing;  for principals, vice-principals, teachers and CUPE 1734 members, ensure that return to work documentation is completed and submitted to Human Resource Services; and  upon return from a year of leave assign a returning staff member to a position for which they are qualified in the same school or department of the Board, if such a position is available.

Principals shall:

 authorize deferred salary plan applications for all staff members in their school;  track all teachers who are enrolled in the deferred salary plan at their school;  arrange for a replacement for the staff member while on their year leave, if required; and  ensure all return-to-work documentation is complete.

Managers/Supervisors shall:

 authorize the deferred salary applications for CUPE 1196 and non-union support staff, where applicable;  authorize deferred salary change forms;  arrange for a replacement for the staff member while on their year of leave, if required;  ensure all return-to-work documentation (except for CUPE 1734) is complete, where applicable; and  upon return from a year of leave assign the staff member to a position for which they are qualified in the same school or department of the Board, if such a position is available.

Staff members shall:

 complete the deferred salary application and submit to Human Resource Services no later than January 31 of the school year prior to the year in which they wish to begin their salary deferrals;  not enrol in more than four deferred salary leave plans in their career;  work a minimum of two school years between deferred salary leave plans;  apply by April 1 of the school year prior to the scheduled year of leave if they wish to defer their year of leave, withdraw from or change their deferred salary leave plan;  complete the benefit continuation form and Ontario Teachers’ Insurance Plan (OTIP) form received in package from Human Resource Services by the due date given, where applicable;  return to work after the deferred salary leave plan year of leave and work at least one year before retirement;  not accept any work from the Board during the deferred salary leave;  complete return to work paperwork at least three months before their return date; and  be solely responsible for any penalties imposed by the Canadian Revenue Agency as a result of changing the Deferred Salary Leave Plan part-way through the plan or any non-compliance of the Board’s Deferred Salary Leave Plan policy or procedure.

Department

Human Resource Services

Procedure History

Approved 1987 Revised 2009 Working Document April 2014 Revised March 2015

YORK REGION DISTRICT SCHOOL BOARD

Policy and Procedure #540.0, Health and Safety - Employees

Application

Board Policy and Procedure #540.0, Health and Safety – Employees outlines the commitment of the York Region District School Board to providing and maintaining a safe and healthy working environment that supports the safety and well-being of employees.

Stakeholder Groups with Responsibilities under this Policy

 Board of Trustees  Director of Education  Supervisors  Employees

Relationship to Board priorities

Board Policy and Procedure #540.0, Health and Safety – Employees relates to the Environment and Well-being goals that support both effective and sustainable education programs and student and staff well-being.

FINAL APPROVAL Board Policy #540.0 Health and Safety - Employees

Policy Statement

It is the policy of the York Region District School Board to provide and maintain a safe and healthy working environment that supports the well-being of employees.

Responsibilities

The Board of Trustees is responsible for:

 understanding and upholding the Health and Safety - Employees policy; and  reviewing the Health and Safety – Employees policy on an annual basis, in accordance with the priorities in the Trustees’ Multi-Year Plan and the Occupational Health and Safety Act.

The Director of Education is responsible for:

 implementing and operationalizing the Health and Safety – Employees policy;  ensuring every precaution reasonable in the circumstances is taken for the protection of an employee;  ensuring all employees, through supervisors, principals and managers, are provided with ongoing information and training on safe work practices;  ensuring information, procedures and required training for employees are developed in consultation with the Joint Occupational Health and Safety Committees; and  ensuring the Health and Safety policy and procedure is posted in all workplaces.

Supervisors are responsible for:

 ensuring employees comply with health and safety policy, procedures and programs; and  taking every precaution reasonable in the circumstances for the protection of an employee by informing employees of hazard(s) in the workplace and taking prompt corrective action should a hazard arise.

Employees are responsible for:

 immediately reporting to their supervisor any safety hazards of which they become aware; and  making health and safety a part of their daily activity and work routine.

Application of Policy

As workplace health and safety is a joint responsibility, the York Region District School Board and all of its employees are to act in compliance with the requirements of the Occupational Health and Safety Act. Therefore, this policy applies to employees of the York Region District School Board.

Legislative Context

Occupational Health and Safety Act

Definitions

Employee

An employee of the York Region District School Board is defined as a worker under the Occupational Health and Safety Act and means any of the following:

1. A person who performs work or supplies services for monetary compensation.

2. A secondary school student who performs work or supplies services for no monetary compensation under a work experience program authorized by the school board that operates the school in which the student is enrolled.

3. A person who performs work or supplies services for no monetary compensation under a program approved by a college of applied arts and technology, university or other post-secondary institution.

4. A person who receives training from an employer, but who, under the Employment Standards Act, 2000, is not an employee for the purposes of that Act because the conditions set out in subsection 1 (2) of that Act have been met.

5. Such other persons as may be prescribed who perform work or supply services to an employer for no monetary compensation.

Hazard

A hazard is any source of potential damage, harm or adverse health effects on something or someone under certain conditions at work. Examples of hazards include toxic chemicals, moving machinery parts, high voltage electricity, working at heights, temperature extremes, workplace violence or slippery work surfaces.

Supervisor

A supervisor is defined under the Occupational Health and Safety Act as a person who has charge of a workplace or authority over a worker. Examples of supervisors in the York Region District School Board include superintendents, principals, vice-principals, managers, as well as those with the specific title of supervisor.

Workplace Violence (also defined in Policy #250.0, Violence Prevention and Intervention and Policy #261.0, Equity and Inclusive Education)

Workplace violence is (1) the exercise of physical force by a person against a worker, in a workplace, that causes or could cause physical injury; (2) an attempt to exercise physical force against a worker, in a workplace, that could cause physical injury to the worker; or (3) a statement or behavior that it is reasonable for a worker to interpret as a threat to exercise physical force against a worker, in a workplace, that could cause physical injury to the worker.

Department

Human Resource Services

Policy History

Approved 1997 Revised 2002 Revised 2005 Revised 2006 Reviewed 2008 Revised 2010 Revised 2011 Working Document October 2012 Revised May 2013 Working Document June 2014 Revised March 2015

ATTACHED FOR INFORMATION

Board Procedure #540.0 Health and Safety - Employees

The purpose of this procedure is to provide a guide to health and safety for or on behalf of Board employees which will meet applicable legislative requirements and ensure a safe and healthy work environment.

Definition

Employer

The York Region District School Board is defined as the employer under the Occupational Health and Safety Act. An employer means a person who employs one or more workers or contracts for the services of one or more workers.

Non-Worker

A non-worker is any person involved in an activity on Board property who is not an employee of the Board.

Responsibilities

The Director of Education shall:

 allocate staff and resources to support the Health and Safety – Employees procedure.

The Associate Director of Education, School and Staff Resources shall:

 ensure that the appropriate equipment, materials, protective devices and procedures, as required by law, are pre-determined, prescribed and provided, maintained in good condition, and used as prescribed;  acquaint an employee or person in authority over an employee with any hazard in the workplace of which the employer is aware and related work procedures;  ensure that the supervisor or employee is provided with the instruction and supervision necessary to protect the employee’s health and safety;  distribute the Health and Safety - Employees policy and procedure to all Board locations and ensure that this information is posted on the Health and Safety bulletin boards at each Board location; and  ensure supervisors complete basic awareness training.

Supervisors shall:

 ensure that an employee works in compliance with the prescribed measures and procedures, uses the prescribed equipment, protective devices and/or clothing;  advise the employee of the existence of any potential or actual danger to the health or safety of the employee of which the supervisor is aware;  provide written instructions and/or training to the employee on the measures and procedures to be taken for the employee’s protection;  complete basic awareness training within one week of performing work as a supervisor; and  ensure that employees complete basic awareness training for workers as soon as practicable after hire.

Employees shall:

 participate in and apply training;  work in compliance with prescribed measures, plans and procedures;  use or wear prescribed equipment, protective devices and/or clothing;  not remove or make ineffective any prescribed protective device, or operate any equipment, machine or device in any manner that may endanger the employee or fellow employees; and  report all accidents/incidents, hazards or workplace concerns to the supervisor.

A. Concern or Hazard Reporting

1. Employee: The employee must report to the supervisor the absence of or defect in any equipment or protective device, or the existence of any hazard or contravention of the prescribed measures or procedures of which the employee becomes aware. Where an employee reports a hazard to the supervisor, the employee is discharging his or her legal responsibility, and in so doing is placing that responsibility with the supervisor.

2. Supervisor: Where a supervisor becomes aware of a hazard in the workplace, or is made aware by an employee, of a hazard or health and safety concern in the workplace, it becomes the legal responsibility of the supervisor to take the appropriate corrective action on that hazard or health and safety concern.

3. If the hazard or health and safety concern reported by the employee cannot be resolved, then the supervisor is to notify the appropriate teacher and/or support staff Health and Safety Committee representative(s). The committee representative(s), with the supervisor, will investigate the reported hazard or health and safety concern, and endeavour to resolve it. The Occupational Health and Safety Manager may be requested to assist with the investigation. All investigations will be recorded on the Board’s Concern or Work Refusal Report Form. If the reported hazard or concern remains unresolved, then the investigations shall be reported to the respective Joint Occupational Health and Safety Committee for review and recommendation (if any), to the Coordinating Council of Superintendents and the Board.

B. Employee Accident/Incident Reporting and Investigation

The purpose of the Employee Accident/Incident Report Form is to provide a method of collecting data on accidents and incidents/near misses which can then be utilized by the York Region District School Board and the Joint Occupational Health and Safety Committees to prevent recurrences and, thereby, reduce the frequency and severity of accidents and incidents in the workplace.

The Employee Accident/Incident Report Form is to be completed by the supervisor in consultation with the injured employee when an employee:

1. is disabled from performing his or her usual work or requires medical attention as a result of a critical injury, accident, explosion or fire causing injury, or an occupational illness, the employer will notify the appropriate Joint Occupational Health and Safety Committee and respective trade union, utilizing the Accident Investigation Form;

2. is injured in a work-related accident/incident which results in missed time from the employee’s regularly scheduled work day;

3. seeks medical attention because of a work-related accident/injury;

4. seeks first aid treatment because of a work-related accident/injury;

5. is injured in a work-related accident which does not result in missed time from the employee’s regularly scheduled work day;

6. is involved in an incident/near miss in the workplace; or

7. is involved in a violent incident; threat of, attempt of physical harm.

Reporting and notification requirements are outlined on the Employee Accident/Incident Form.

Under the Occupational Health and Safety Act, critical injuries and fatalities involving workers are reportable to the Ministry of Labour and, where the injury is reportable, accident scenes must be preserved.

The same obligations may apply to critical injuries and fatalities involving non-workers where:

1. a non-worker is killed or critically injured;

2. the death or critical injury occurs at a place where;

(i) a worker is carrying out his or her employment duties at the time the incident occurs, or (ii) a place where a worker might reasonably be expected to be carrying out such duties in the ordinary course of his or her work; and

3. there is some reasonable link between the hazard giving rise to the death or critical injury and a realistic risk to worker safety at that workplace from any cause.

If there is doubt as to whether the injury or fatality to a non-worker in the workplace is reportable, consult with Administrative Services or Health and Safety.

C. Refusal to Work where Health and Safety is in Danger

1. An employee may refuse to work or do particular work where the employee has reason to believe that:

a) any equipment, machine device or thing to be used is likely to endanger the employee or another employee;

b) the physical condition of the work place or part thereof in which the employee works or is to work is likely to endanger the employee;

c) workplace violence is likely to endanger the employee; or

d) any equipment, machine, device or thing the employee is to use or operate, or the physical condition of the workplace or part thereof, is in contravention of the OHSA or Regulations and such contravention is likely to endanger the employee or another employee.

2. When a supervisor is made aware of a work refusal by an employee then the appropriate respective teacher and/or support staff Health and Safety Committee representative(s) must be contacted immediately. The Committee representative(s) are to thoroughly investigate the employee’s work refusal and, with the supervisor, shall endeavour to resolve it. The employee shall remain at a safe place that is as near as reasonably possible to his or her work station; and available to the employer or the supervisor during this initial investigation.

3. All work refusals by the employee shall be recorded on the Board’s Concern or Work Refusal Report Form. All parties investigating the work refusal will ensure that the requirements prescribed in Section 43 of the Act are applied and adhered to.

4. Where the work refusal remains unresolved after the initial investigation, the Occupational Health and Safety Manager must be contacted immediately in order to arrange for a Ministry of Labour Inspector to attend. Until this investigation is completed, the employee shall perform reasonable alternative work under the direction of the supervisor or the person in charge. If no such alternative work exists, the employee shall remain in a safe place that is as near as reasonably possible to his or her work station and available to the employer or the supervisor for purposes of the investigation.

A teacher cannot refuse to work as per Ontario Regulation 857, Teachers under the Occupational Health and Safety Act where the circumstances are such that the life, health or safety of a pupil is in imminent jeopardy.

D. Health and Safety Committees

1. The York Region District School Board has established two Joint Occupational Health and Safety Committees, one for teaching staff and one for support staff, both of which function in accordance with the requirements of Section 9 of the Occupational Health and Safety Act (OHSA).

2. The structure and functions of the two Joint Occupational Health and Safety Committees are contained in the committee "guidelines" as agreed between the respective teacher federations and support staff unions and the York Region District School Board. The OHSA requires the committee structure and names of the representatives to be posted in a prominent position in all Board facilities.

3. The inspecting representatives from the Joint Occupational Health and Safety Committee have the authority to inspect the workplace, and have the power to identify situations that may be a source of danger or hazard to employees. The appropriate representative(s) can make observations and recommendations on the Workplace Inspection Report to the respective supervisor for the improvement of the health or safety of employees.

4. The supervisor who receives the Workplace Inspection Report from the Joint Occupational Health and Safety representative(s) shall respond, in writing, to the observations or recommendations made in the report within twenty-one calendar days.

E. Health and Safety Representatives

1. The York Region District School Board has established a Health and Safety Representative at each site with OPSEU employees where no committee is required under Section 9 of the Occupational Health and Safety Act (OHSA) and where the number of workers regularly exceeds five.

2. The designated representative has the authority to inspect the workplace, and has the power to identify situations that may be a source of danger or hazard to employees. The designated representative(s) can make observations and recommendations on the Workplace Inspection Report to the respective supervisor for the improvement of the health or safety of employees.

3. The supervisor who receives the Workplace Inspection Report from the representative(s) shall respond, in writing, to the observations or recommendations made in the report within twenty-one calendar days.

Procedure History

Revised 1998 Revised 2006 Reviewed 2008 Revised 2010 Revised 2011 Working Document October 2012 Revised May 2013 Working Document June 2014 Revised March 2015

Appendix 5 FINAL APPROVAL YORK REGION DISTRICT SCHOOL BOARD

Policy #238.0, Parent, Family and Community Engagement and Procedure #238.1, Supporting Community and Fundraising Events

Application

The Parent, Family and Community Engagement and Supporting Community and Fundraising Events policy and procedure support the Board’s commitment to parent, family and community engagement in order to support student achievement and well-being.

Stakeholder Groups with Responsibilities Under this Policy

 Board of Trustees  Director of Education  Associate Directors  Coordinating Superintendents  Superintendents  Principals, Managers and Supervisors  Community and Fundraising Events Review Committee  Staff members  Students  Parents and Guardians  External Community Organizations

Relationship to Board priorities

The Parent, Family and Community Engagement and Supporting Community and Fundraising Events policy and procedure supports the development of positive relationships among students, staff, parents/guardians and community members by promoting engagement in public education.

FINAL APPROVAL

Board Policy #238.0 Parent, Family, and

Community Engagement

Policy Statement

The York Region District School Board (YRDSB) values parent, family, and community engagement in public education and the positive impact it has on student achievement and well-being. Parent, family and community engagement is a collective responsibility. Parents, families and the partnership that is developed play an invaluable role in supporting students learning both in the home and by making valuable contributions to classrooms and schools.

The Board welcomes and appreciates the ideas, perspectives and contributions that come from these partnerships. Their collective input informs Board policies, practices and planning processes. Parents, families and community members are engaged with the Board a variety of ways. These include the Parent, Family and Community Engagement Advisory Committee, school council forums, school councils, and many other working groups and community partnerships, which are important components of the Board’s operations. Trustees recognize the need to be proactive, equitable, inclusive and innovative by using diverse strategies to attract input from all partners and to facilitate engagement in support of student achievement and well-being.

Legislative Context

Education Act

Definitions

Parent, Family and Community Engagement

Parent, Family and Community Engagement refers to the interdependent relationship and partnerships established to support student achievement and well-being in alignment with the Ministry of Education’s Parent Involvement Policy. Parent, family, and community engagement also refers to engaging people at various levels within the organization and the community. This can occur in a variety of contexts; at home, in the community, in the classroom, at school, within families of schools, and at the Board. This engagement also supports the development of strategic, cooperative, collaborative partnerships with parents, communities, agencies, businesses, and others.

Partnerships

Partnership refers to a relationship in which the Board, its schools and staff members are involved with parents, families, caregivers, business partners, various levels of government, volunteers, community service agencies and parent groups. In general, it refers to those who contribute to and have an interest in supporting student achievement and well-being in York Region public schools.

Parent, Family and Community Engagement Advisory Committee

The Parent, Family and Community Engagement Advisory Committee is a legislated committee of the Board that represents the collective voice of parents who have children attending public schools in York Region. This committee also includes one trustee representative.

Responsibilities

The Board of Trustees is responsible for:

 seeking input from community partners and serving as a conduit for community views and ideas that support the Board’s mission, vision, and values;  facilitating parent, family and community engagement in ways that support student achievement and well-being;  approving the appointment of one trustee and community members to the Parent, Family and Community Engagement Advisory Committee annually;  approving the Parent, Family and Community Engagement Advisory Committee Operational By-Law;  forwarding requests for support from not-for-profit community organizations to the Director’s Office for consideration; and  receiving the Parent, Family and Community Engagement Advisory Committee annual report.

The Director of Education is responsible for:

 promoting parent, family, and community engagement with staff and the community;  implementing and operationalizing the Parent, Family and Community Engagement policy;  ensuring that the responsibilities outlined in the Parent, Family and Community Engagement Advisory Committee Operational By-Law are implemented;  reporting to the Ministry of Education as required; and  reporting to the Board of Trustees on the status of the Parent, Family and Community Engagement Advisory Committee annually.

The Associate Directors, Coordinating Superintendents and Superintendents are responsible for:

 supporting the promotion of parent, family, and community engagement with staff and the community;  supporting the implementation of the Parent, Family and Community Engagement policy;  supporting the implementation of the Parent, Family and Community Engagement Advisory Committee and ensuring that it operates according to its operational by-laws; and  supporting the development of the Parent, Family and Community Engagement Advisory Committee annual report for the Board of Trustees.

Principals, Managers and Supervisors are responsible for:

 providing leadership to ensure the effective implementation of the Parent, Family and Community Engagement policy; and  supporting staff in understanding and implementing effective parent, family and community engagement that supports student achievement and well-being.

Staff members are responsible for:

 knowing and understanding the Parent, Family and Community Engagement policy;  fostering a commitment to parent, family and community engagement; and  supporting and implementing strategies that enhance engagement by parents, family and the community to support student achievement and well-being.

Students are responsible for:

 fostering a commitment to parent, family and community engagement; and  supporting the engagement of their families and community in their achievement and well-being.

Parent(s)/Guardian(s) are responsible for:

 supporting parent, family and community engagement;  understanding that they have an important role in fostering parent, family and community engagement; and  fostering and developing relationships and partnerships with the York Region District School Board to support student achievement and well-being.

The Parent, Family and Community Engagement Advisory Committee is responsible for:

 reporting annually to the Ministry of Education on the status of consultation with and engagement of parents within the York Region District School Board;  reporting annually to the Board of Trustees and the Director of Education on the status of the Board’s consultation with and engagement of parents, information transparency and communication to parents;  adhering to the Parent, Family and Community Engagement Advisory Committee Operational By-Law;  ensuring that clear and accurate records of the committee’s activities are maintained and given to the following school year’s committee; and  providing input on relevant policies and parent engagement.

Department

Director’s Office

Policy History

Approved 2008 Revised 2012 Working Document June 2014 Revised March 2015

ATTACHED FOR INFORMATION Board Procedure #238.1 Supporting Community and Fundraising Events

The York Region District School Board believes that building partnerships with community organizations is part of the effort to engage parents, families, and communities.

To this end, the Board has worked with and is willing to continue working with external community organizations that hold community and fundraising events.

Note: This procedure relates to centrally supported community and fundraising events. Information about school fundraising activities is outlined in Policy and Procedure #676.0, School Fundraising and Administration of School Generated Funds.

Application of Procedure

Organizations that the Board will support must:

 be York Region based or serve students, staff and families of York Region;  be a government organization or provide proof of not-for-profit status;  demonstrate commitment to student achievement and well-being;  demonstrate that the partnership has a net positive effect, as determined by the Board, on student achievement and well-being;  provide services, which are not provided by the Board, to students and their families;  work to support York Region students, families, staff members and communities;  demonstrate commitment to the principles of equity and inclusivity;  demonstrate that the organization’s values and priorities align with the Board’s mission, vision, and values; and  not be a political party or affiliated with partisan activities.

Definitions

Community and Fundraising Events Review Committee

A staff committee that reviews and makes decisions regarding requests received from external organizations to support community and fundraising events in accordance with Board goals, priorities, policies and procedures and budget availability.

Responsibilities

The Director of Education shall:

 allocate staff and resources to support the Supporting Community and Fundraising Events procedure.

The Community and Fundraising Events Review Committee shall:

 be coordinated and chaired by the Coordinating Superintendent, Equity and Community Services;  be comprised of;  the Coordinating Superintendent, Equity and Community Services,  the Coordinating Superintendent, Business and Chief Financial Officer,  the Superintendent of Schools - Operations and School Community Services,

 the Senior Manager, Board and Trustee Services or designate, and  the Senior Manager, Public Affairs and Communications or designate;  consider and respond to requests for support from not-for-profit community organizations in accordance with the Supporting Community and Fundraising Events procedure;  establish a process to expedite recommendations, where possible;  maintain a record of recommendations and rationale for decisions; and  provide regular updates and a written annual activities report to the Director of Education.

External Community Organizations shall:

 ensure that requests for support for community and fundraising events;  are submitted to the Director’s Office for consideration, and  meet the criteria listed in Application of the Procedure.

Department

Director’s Office

Procedure History

Working Document June 2014 Approved March 2015

YORK REGION DISTRICT SCHOOL BOARD

PROPERTY MANAGEMENT COMMITTEE

MINUTES OF MEETING #2 (PUBLIC) FEBRUARY 17, 2015

The public session of the Property Management Committee meeting was held at 6:00 p.m. in Room 200 at the Aurora Education Centre on Tuesday, February 17, 2015 with Committee Chair L. Aversa presiding and the following trustee members present: P. Adams-Luchowski, L. Carruthers, C. Chan, A. DeBartolo, N. Elgie, S. Geller, C. McBain and J. Nathan.

Also in attendance: Trustee B. Pang

The following staff members were present: T. Ellis, L. Johnstone, G. Luk, S. Meehan, W. Muirhead-Toporek, J. Parappally, J. Ross, J. Stoangi and S. Yake

Regrets: Trustee M. Van Beek

DECLARATION OF CONFLICT OF INTEREST

Committee Chair L. Aversa asked that any trustee who has a direct personal or direct or indirect pecuniary interest in any matter being discussed by the Property Management Committee during this meeting to now state the conflict and nature thereof. No conflicts were declared by trustees at this time.

RECEIPT OF MINUTES

The minutes of the January 20, 2015 Special and Regular Property Management Committee meetings were received for information.

BOARD REPORT RECOMMENDATIONS

1. That the York Region District School Board approve the total estimated construction cost, not to exceed $11,034,530.00, for the construction of the Unnamed Block 40 #2 North Elementary School, City of Vaughan, subject to Ministry approval, as outlined in the staff report dated February 17, 2015. (Appendix 1)

(*)2. That the Property Management Committee receive the Elementary and Secondary School Minor Boundary Changes report dated February 17, 2015 for information and that a report outlining recommended boundary changes be scheduled for consideration at the March 24, 2015 Board Standing Committee meeting. (Appendix 2)

(*)3. That the Property Management Committee receive the Secondary French Immersion School Boundary Change for Pierre Elliott Trudeau High School report dated February 17, 2015 for information and that a report outlining recommended boundary changes be scheduled for consideration at the March 24, 2015 Board Standing Committee meeting. (Appendix 3)

PROPERTY MANAGEMENT COMMITTEE MINUTES - PUBLIC PAGE 2 OF 2 FEBRUARY 17, 2015

DISCUSSION ITEMS

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.

February 17, 2015

For further information, please contact J. Ross, Senior Manager, Planning and Property Development, S. Yake, Coordinating Superintendent, Human Resources, Plant and Planning Services, or the Director of Education. APPENDIX 1

YORK REGION DISTRICT SCHOOL BOARD

OPENING OF TENDERS UNNAMED BLOCK 40 #2 NORTH ELEMENTARY SCHOOL CITY OF VAUGHAN

BACKGROUND:

On May 2, 2014 the Ministry of Education granted approval to proceed to tender the Unnamed Block 40 #2 North Elementary School. MC Architects was commissioned by the York Region District School Board to develop the drawings for the design, tendering and construction of Block 40 #2 North Elementary School, City of Vaughan. The new school is proposed to open September 2016.

Tenders for the Block 40 #2 North Elementary School were called on January 8, 2015 and were opened on January 29, 2015. Nine (9) bids were received and nine opened for the project.

RATIONALE:

Results from the general contractor bids are presented in this report. The report provides information to Board staff and Trustees.

The site is located on the west side of Lawford Road and south of Stanton in the City of Vaughan. The school is proposed to serve 615 students.

On January 29, 2015 the following persons opened tenders at 4:00:00 p.m. at the Gorham Education Centre, Newmarket for the Unnamed Block 40 #2 North Elementary School, City of Vaughan.

Trustee: Unavailable Architect: Dominic Battistel, MC Architects Board Staff: Bryan Blackert, Jerry Stoangi, Emil Caraghin, Dave Beharry

The following tenders for the Unnamed Block 40 #2 North Elementary School, City of Vaughan, were received and opened:

Aquicon Construction Co. Ltd. $9,613,000.00 Bondfield Construction $9,914,000.00 Everstrong $9,460,000.00 Percon Construction Inc. $9,520,000.00 Remo General Contracting $9,767,000.00 Tambro Construction $9,424,000.00 Tasis Contractors Inc. $9,799,000.00 The Atlas Corporation $9,745,000.00 Torcom Construction $9,980,000.00

Our agents, MC Architects Inc., together with staff have reviewed the bids and based on the analysis of the tenders, we recommend that the York Region District School Board award the contract to the low bidder, Tambro Construction in the amount of $9,424,000.00 excluding HST.

Opening of Tenders - Block 40 #2 North Elementary School Page 2 of 2 City of Vaughan

ESTIMATED COST:

The total estimated project cost for the Unnamed Block 40 #2 North Elementary School, City of Vaughan, is as follows:

Unnamed Block 40 #2 North Elementary School Estimated Cost of Construction $9,492,350.00 Architectural Fees $356,400.00 Other Professional Fees $132,300.00 Permits/Municipal Approvals $143.500.00 Sundry $116,400.00 Furniture and Equipment $793,580.00 Total Estimated Project Cost $11,034,530.00

TIMELINE:

To proceed with the project as soon as permits and approvals are available for an anticipated project completion date in the summer of 2016.

RECOMMENDATION:

That the York Region District School Board approve the following recommendation.

(*)1. That the York Region District School Board approve the total estimated construction cost, not to exceed $11,034,530.00 for the construction of the Unnamed Block 40 #2 North Elementary School, City of Vaughan, subject to Ministry approval.

COMMUNICATIONS IMPLEMENTATION PLAN:

Property Management Committee February 17, 2015 Coordinating Council of Superintendents February 25, 2015 Board Meeting March 3, 2015

APPENDED DATA:

Appendix A – Unnamed Block 40 #2 North Elementary School – Cost Summary Appendix B – Unnamed Block 40 #2 North Elementary School – Site Plan Appendix C – Unnamed Block 40 #2 North Elementary School – Architect’s Recommendation Letter

Respectfully submitted,

February 17, 2015

For further information, please contact Scott Yake, Coordinating Superintendent, J. Stoangi, Senior Manager, Plant Services or J. Philip Parappally, Director of Education. PMC/Board Approval Version APPENDIX A Unnamed Block # 40

Architect MCA Architects Construction Contractor Tambro Construction

School or Addition Capacity 615 Approved Capacity 615

Proposed Budget Cost per square foot calculation (Construction only): Estimated cost of Construction: Square footage new school 67,026 Tendered cost of Construction incl. cabling (incl.CCC if applicable) 9,424,000 Square footage addn/alteration - Additional Cost (if not included in Tendered cost) - Total square footage (new school or addn/alteration) 67,026 Less est'd EDC eligible costs incl. in the tendered cost (132,350) Net Tendered cost of Construction excl. HST 9,291,650 Add HST (net of rebate) 200,700 Tendered cost of Construction before HST 9,424,000 Total Construction cost 9,492,350 Cost/sq. ft. (Construction only, excl. HST) $ 140.60

Project/Construction Manager's Fees -

Architect fees (inc. CCC design fee if applicable) 356,400

Other Professional Fees: Security Consultant 10,000 Technology Consultant 9,750 Commissioning Consultant 65,000 Other 44,750 Total Other Professional Fees 129,500 Add HST (net of rebate) 2,800 132,300

Permits/Municipal Approvals: Site plan approval, Building permit fee 85,000 Contingency allowance 50,000 Peer review architect 4,200 Schaeffers engineering review 3,000 Plumbing permit fee 1,300 Total Permit Fees 143,500

Sundry: Disb., advtg, fibre cabling, etc. 116,400

Furniture & Equipment: Furniture & equipment allowance 387,400 Computer technology (Classrooms & Admin.) 207,400 Other allowances & startup costs 198,780 Total Furniture & Equipment (Net of HST rebate) 793,580

TOTAL ESTIMATED PROJECT COST 11,034,530

Less Recoverable Cost Estimated CCC Construction costs - Estimated CCC Architect costs - Design Fee - Other - Other - Cost per square foot calculation (Total Cost): Other - Square footage new school (including CCC if applicable) 67,026 Total excl. HST - Less Child care Area - Total school square footage 67,026 Total Recoverable Cost - Total Estimated Net Project Cost for YRDSB $ 11,034,530 TOTAL ESTIMATED NET PROJECT COST FOR YRDSB 11,034,530 Cost/sq. ft. (for YRDSB) $ 164.63

Funding:

Grants for Construction Cost: Approved Capital Priorities - $11,048,683 10,065,346 Approved Full-Day Early Learning - $969,184 $ 969,184 Other $ - Total NPP Grant to be received over 25 years 11,034,530

Other (if determined) - $ - Total Other Funds $ - TOTAL FUNDS 11,034,530

Amount of Funding excess/(deficit) vs. cost -

*** Note: -

\\yrdsbplantsql01\Maintenance & Construction\Construction\Schools\2016 Schools\Block 40#2 15T71 Emil\Tender Documents\PMC\PMC Document - Unnamed Block # 40 Final.xls 2/4/2015 Appendix B

Teston Rd

Ironside Dr Virtue Cres

Stanton Ave SITE

Weston Rd

Major MacKenzie Dr. W

X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X

X X

PARKING FOR 65 CARS X

STUDENT'S DROP-OFF X

OUTDOOR X

CLASSROOM X

PROPOSED TWO STOREY X

SCHOOL BUILDING X

GROUND FLOOR CONC. SLAB DATUM = 230.90m X

ASPHALT X

PLAY AREA X AREA=2938m2 X

BUS DROP-OFF

X No. Date Revision

FUTURE PORTABLES

ASPHALT X PLAY AREA X

FUTURE ADDITION AREA=720m2 X

X CB

X Date Issue

X MH THE CONTRACTOR SHALL VERIFY AND BE RESPONSIBLE FOR ALL FIELD X DIMENSIONS AND SHALL NOTIFY THE ARCHITECT OF ANY SITE CONDITIONS

X OR FIELD DIMENSIONS WHICH MAY BE AT VARIANCE WITH THE DRAWINGS.

X THIS DRAWING IS NOT TO BE SCALED.

X mc architects PLAYING FIELD makrimichalos cugini mcarch.com

X TORONTO X 1881 yonge street suite 400 toronto ontario m4s 3c4

X phone 416 489 4646 fax 416 489 6989

X CLF OWEN SOUND X 870 third avenue east suite 201 PO box 1092 owen sound ontario n4k 6k6

X phone 519 376 8210 fax 519 376 3112

X Project

X UNNAMED BLOCK No. 40

X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X ELEMENTARY SCHOOL YORK REGION DISTRICT SCHOOL BOARD Tender # 15T71 Vaughan Ontario Sheet Title SITE PLAN

Drawn Sheet No. EG Checked D.B. Scale 1:300 A02 Project No. 13042 2 Of 18 Appendix C APPENDIX 2

YORK REGION DISTRICT SCHOOL BOARD

ELEMENTARY AND SECONDARY SCHOOL MINOR BOUNDARY CHANGES

 Dr. Roberta Bondar Public School, Forest Run Public School

 David Suzuki Public School, Legacy Public School

 Kettleby Public School, Schomberg Public School

 Aurora High School, King City Secondary School, Unnamed Secondary School (East Gwillimbury) holding at Dr. John M. Denison Secondary School

BACKGROUND:

In accordance with the York Region District School Board Policy #108.0, Student Accommodation - Attendance Areas and Student Transfers, staff is required to bring recommendations to the Board when boundaries are being changed.

The boundary changes in this report affect less than 25 students, and are not subject to public consultation process, however, school administration inform their school community through school council, or with direct communication to affected students. Following the consultation, the boundaries are brought forward to the Board for approval.

RATIONALE:

The purpose of the Boundary Review Process is to create effective long-term boundaries for elementary and secondary schools. Current attendance boundaries are amended due to many factors including the construction of new schools, program changes, and to align elementary and secondary boundaries. This report contains minor boundary changes that are housekeeping in nature, and/or transportation related for a number of schools.

Proposed Elementary School Boundary Change: Dr. Roberta Bondar Public School

Schools Impacted: Dr. Roberta Bondar Public School and Forest Run Public School

The intersection of Dufferin Street and Rutherford Road is identified as a future intensification area (Carrville District Centre) by the City of Vaughan. Planning staff have reviewed the circulated applications from the City within the Dr. Roberta Bondar Public School boundary in light of future student accommodation. Dr. Roberta Bondar Public School had 2 kindergarten rooms and 7 classrooms added in 2014 as part of the full day kindergarten program. The school currently has seven portables onsite, and has been overflowing students as necessary to Forest Run Public School for the last 3 school years. Although there is not a sustainable threshold for two community schools in the Dr. Roberta Bondar Public School area, an opportunity to rebalance the boundaries of Dr. Roberta Bondar Public School and Forest Run Public School is now an option with this future development. Forest Run Public School was holding students from Anne Frank Public School prior to opening, and is projected to decline in enrolment.

Elementary and Secondary School Minor Boundary Changes Page 2 of 4

Consultation Process

Planning staff communicated with affected school administration regarding the proposed changes, and it was brought forth to school council for information. No current students are affected by this proposed change.

Recommended Option

That the Forest Run Public School boundary be revised to include new development areas northwest of Dufferin Street and Rutherford Road, as well as lands between District Avenue and the back of the lots of Princess Isabella Court from the Dr. Roberta Bondar Public School boundary as shown in Appendix A effective September 2015.

Proposed Elementary School Boundary Change: David Suzuki Public School

Schools Impacted: David Suzuki Public School and Legacy Public School

A recent development application was received for lands south of Highway 407 in the City of Markham. The configuration of the development proposal is bisected by the school boundaries of David Suzuki Public School and Legacy Public School as shown in Appendix B. In order to have these future students attend a single elementary school, the boundary of Legacy Public School is proposed to be modified to include the entire development proposal.

Consultation Process

Recommended Option

That the Legacy Public School boundary be extended to include the entire development application south of Highway 407 and east of Ninth Line effective September 2015. That the boundary of David Suzuki Public School be revised to match these changes.

Proposed Elementary School Boundary Change: Schomberg Public School

Schools Impacted: Kettleby Public School and Schomberg Public School

In rural areas, some school boundaries are drawn so that they capture both sides of a road, but do not necessarily follow the back of the lots, as is the case with Kettleby Public School and Schomberg Public School along 8th Concession (Appendix C). Since the distance from the actual home to 8th Concession can vary from lot to lot, some homes can inadvertently be included in the Kettleby Public School boundary. The proposal is to have the boundary line follow the back of the lots on the east side of 8th Concession as shown in Appendix C. This change would also include 17th Sideroad addresses east of 8th Concession up to the roadway dead end.

Elementary and Secondary School Minor Boundary Changes Page 3 of 4

Consultation Process

Planning staff communicated with affected school administration regarding the proposed changes, and it was brought forth to school council for information. One family will be positively affected as they already attend Schomberg Public School.

Recommended Option

That the Schomberg Public School boundary be redrawn to include the back of the lots on the east side of 8th Concession, and 17th Sideroad east of 8th Concession to the roadway dead end effective September 2015. That the boundary of Kettleby Public School be revised to match these changes.

Proposed Secondary School Boundary Change: King City Secondary School

School Impacted: Aurora High School, King City Secondary School, Unnamed Secondary School (East Gwillimbury) holding at Dr. John M. Denison Secondary School

In 2014, an elementary boundary change to Aurora Heights Public School Section B was recommended and approved by the Board. Secondary school boundaries were not changed at the time (Appendix D).

In an effort to align the elementary and secondary boundaries for this area, the proposal to change the secondary boundaries of Aurora High School to align with Aurora Heights Public School Section B, King City Secondary School to align with Kettleby Public School, and the Unnamed Secondary School (East Gwillimbury) holding at Dr. John M. Denison Secondary School to align with Park Avenue Public School be initiated as shown in Appendix E.

Consultation Process

Planning staff communicated with affected school administration regarding the proposed changes, and it was brought forth to school council for information. The boundary was revised afterward to include additional alignments that affected King City Secondary School. The elementary school principals have communicated to two families residing in the area, and two secondary students would be grandfathered at their current secondary school.

Recommended Option

That the Aurora High School, King City Secondary School, and Unnamed Secondary School (East Gwillimbury) secondary boundaries be revised to match their elementary feeder boundaries in the area west of Bathurst Street between Miller's Sideroad and 18th Sideroad as shown in Appendix E effective September 2015.

RECOMMENDATIONS:

(*)1. That the Property Management Committee receive the Elementary and Secondary School Minor Boundary Changes report dated February 17, 2015 for information and that a report outlining recommended boundary changes be scheduled for consideration at the March 24, 2015 Board Standing Committee meeting.

Elementary and Secondary School Minor Boundary Changes Page 4 of 4

ESTIMATED COST:

Not Applicable.

TIMELINE:

Immediate.

COMMUNICATIONS IMPLEMENTATION PLAN:

Property Management Committee February 17, 2015 Coordinating Council of Superintendents February 25, 2015 Board Standing Committee March 24, 2015 Board Meeting April 7, 2015

APPENDED DATA:

Appendix A: Existing and Proposed Dr. Roberta Bondar Public School and Forest Run Public School Elementary Boundaries

Appendix B: Existing and Proposed David Suzuki Public School and Legacy Public School Elementary Boundaries

Appendix C: Existing and Proposed Kettleby Public School and Schomberg Public School Elementary Boundaries

Appendix D: Existing Aurora High School, King City Secondary School, and Unnamed Secondary School (East Gwillimbury) Secondary School Boundaries

Appendix E: Proposed Aurora High School, King City Secondary School, and Unnamed Secondary School (East Gwillimbury) Secondary School Boundaries

Respectfully submitted,

February 17, 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.

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YORK REGION DISTRICT SCHOOL BOARD

SECONDARY FRENCH IMMERSION BOUNDARY CHANGE PIERRE ELLIOTT TRUDEAU HIGH SCHOOL

CITY OF MARKHAM

BACKGROUND:

Following the identification of boundary options, staff presents options to the public for review and consultation. Following public consultation, the boundaries are brought forward to the Board for approval.

RATIONALE:

Creation of the Unnamed Cornell Secondary School French Immersion Boundary

School Impacted: Pierre Elliott Trudeau High School

The French Immersion program started at Pierre Elliott Trudeau High School upon school opening in September 2002 to serve the City of Markham and the southern portion of Whitchurch-Stouffville (Appendix A). Since that time, both the regular and French Immersion programs have increased due to residential growth and French Immersion participation rates. In 2013, a 14 classroom addition was constructed to increase the capacity of the school, and 8 portables are currently retained onsite. Pierre Elliott Trudeau High School has been closed to transfers since 2010 due to accommodation pressures.

There are five elementary French Immersion feeders to Pierre Elliott Trudeau High School, all of which have their own primary dual track feeder schools as of September 2015. Primary grade participation in the French Immersion program has been increasing. As these primary students graduate to the secondary French Immersion program, accommodation at Pierre Elliott Trudeau High School will not be available. Thus, the need for another secondary French Immersion program in this area is required.

All secondary schools in the City of Markham and Town of Whitchurch-Stouffville within the French Immersion boundary of Pierre Elliott Trudeau High School were reviewed for their ability to host a French Immersion program. School location, long term available accommodation, and other Regional programs were the main factors that were considered with the review. Although secondary schools in south Markham have available long term accommodation, the threshold for a secondary French Immersion program in this area is still small. The majority of the French Immersion elementary students reside north of 16th Avenue. Secondary French Immersion School Boundary Change Page 2 of 4

In September 2017, the Board will be opening a new secondary school in the Cornell area in east Markham. The opening of this new secondary school allows the opportunity to start a new French Immersion program in the eastern area of Markham in addition to the regular track student population.

Two options were reviewed for the split of the French Immersion program; a feeder based model and a geographic model. The feeder based model would only allow two elementary feeders for Pierre Elliott Trudeau High School as the participation rates from Sir Wilfrid Laurier Public School alone are very high. When considering the second feeder, proximity to each secondary school became an issue. If the next closest feeder of Franklin Street Public School is considered, there are areas of this boundary that are physically closer to the Unnamed Cornell Secondary School just west of Ninth Line. Travel times to each secondary school were negatively impacted for the majority of students in the feeder based model.

The next model that was considered was the geographic model which uses a major feature such as a road or natural feature to divide the current boundary into two relatively equal halves. McCowan Road was reviewed to divide the two French Immersion secondary programs because it gave more accommodation relief to Pierre Elliott Trudeau High School in the short term, and because of the proximity to both secondary schools. Both of the secondary schools are as centralized as possible in their respective French Immersion boundaries as shown in Appendix B. The location of the two secondary schools is within the majority of the elementary French Immersion student distribution which is concentrated mainly north of 16th Avenue. A north-south configuration of the two French Immersion boundaries would not produce as balanced a program as this proposal of an east-west configuration.

In addition, to allow Pierre Elliott Trudeau High School the most accommodation relief as possible, the Unnamed Cornell Secondary School will open with both grades 9 and 10 French Immersion grades in addition to the regular track students. Students on the east side of McCowan Road in grade 10 for September 2017 will be required to attend the new school. This will also be the case with the regular track students in the regular track boundary for grade 10.

Elementary Feeders

The elementary schools that would feed into the Unnamed Cornell Secondary School French Immersion program would be Sam Chapman Public School, and areas east of McCowan Road of Glad Park Public School, Franklin Street Public School, and Milliken Mills Public School. Sir Wilfrid Laurier Public School would remain as a feeder to Pierre Elliott Trudeau High School.

Consultation Process

Staff met with school administration and teaching staff of Pierre Elliott Trudeau High School to explain the proposal and impacts to their school. Staff also met with school councils of all affected elementary French Immersion feeders throughout November and December 2014. Questions about the selection of the Unnamed Cornell Secondary School, transportation eligibility, and grade 8 impacts were received and clarified for parents.

A public meeting was held on February 9, 2015 and approximately 25 people were in attendance. During the public meeting, few comments were received regarding the proposed elementary boundary. Parents requested clarification on the plan for current grade 7 students. The process for student transfers and options for students who want to choose a secondary school other than their home school was also discussed. Parents also inquired about options for extracurricular activities at the Unnamed Cornell Secondary School when the school opens with Secondary French Immersion School Boundary Change Page 3 of 4 grades 9 and 10 having a projected enrolment of 400-500 students.

Recommended Option

That the current Pierre Elliott Trudeau High School secondary French Immersion boundary be modified to create a new French Immersion boundary for the Unnamed Cornell Secondary School (Appendix B) for grades 9 and 10 students effective September 2017.

RECOMMENDATIONS:

That the York Region District School Board approve the following recommendations.

(*)1. That the Property Management Committee receive the Secondary French Immersion School Boundary Change for Pierre Elliott Trudeau High School report dated February 17, 2015 for information and that a report outlining recommended boundary changes be scheduled for consideration at the March 24, 2015 Board Standing Committee meeting.

ESTIMATED COST:

Not Applicable.

TIMELINE:

The French Immersion program would be implemented at the Unnamed Cornell Secondary School upon opening which is scheduled for September 2017.

COMMUNICATIONS IMPLEMENTATION PLAN:

School Council Meetings: Sam Chapman Public School November 3, 2014 Franklin Street Public School November 17, 2014 Pierre Elliott Trudeau High School November 19, 2014 Milliken Mills Public School November 20, 2014 Glad Park Public School December 1, 2014

School Staff Meeting: Pierre Elliott Trudeau High School November 19, 2014

Public Meeting February 9, 2015

Property Management Committee February 17, 2015 Coordinating Council of Superintendent February 25, 2015 Board Standing Committee March 24, 2015 Board Meeting April 7, 2015

Secondary French Immersion School Boundary Change Page 4 of 4

APPENDED DATA:

Appendix A: Existing Pierre Elliott Trudeau High School French Immersion Boundary Appendix B: Proposed Pierre Elliott Trudeau High School and Unnamed Cornell Secondary School French Immersion Boundaries

Respectfully submitted,

February 17, 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: Existing Pierre Elliott Trudeau High School French Immersion Boundary Ü

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YORK REGION DISTRICT SCHOOL BOARD BOARD STANDING COMMITTEE MEETING - PUBLIC SESSION February 17, 2015

The public session of the Board Standing Committee Meeting of Tuesday, February 17, 2015, commenced at 7:10 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, S. Geller, C. McBain, J. Nathan, B. Pang and A. Tam.

Also present: Student Trustees H. Mahesh and D. Roytman

Regrets: Trustee M. Van Beek

APPROVAL OF AGENDA

(*)1. Moved by C. McBain, seconded by L. Aversa:

That the agenda be approved as written.

- Carried -

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 Agenda Item #5d, Cash Disbursements, December 2014.

No additional conflicts were declared by trustees at this time.

SCHOOL YEAR CALENDARS 2015-2016

Director of Education J. Parappally introduced the 2015-2016 School Year Calendars report and invited questions from trustees. No questions were raised by trustees at this time.

(*)2. Moved by A. DeBartolo, seconded by C. McBain:

That the York Region District School Board approve the following recommendations regarding the 2015-2016 School Year Calendar.

BOARD STANDING COMMITTEE MEETING MINUTES PAGE 2 February 17, 2015

1. That the school year for elementary and secondary schools operating on a regular schedule shall consist of 194 days with students commencing school on Tuesday, September 8, 2015 and include the following:

a) the designation of 188 Instructional Days commencing Tuesday, September 8, 2015 in the School Year Calendar 2015-2016; b) the last school day for secondary students be Tuesday, June 28, 2016 and Wednesday, June 29, 2016 for elementary students; and c) the designation of six Professional Activity Days in the School Year Calendar 2015-2016.

2. That Keswick High School, Maple High School, Markville Secondary School and Sutton District High School (early start secondary schools) operate on a modified version of the regular schedule commencing school one week earlier on Monday, August 31, 2015 and taking a one- week mid-term break commencing Monday, October 19, 2015 to Friday, October 23, 2015. The last school day for early start students will be Tuesday, June 28, 2016.

3. That Bill Crothers Secondary School (balanced calendar) operate on a modified version of the regular schedule commencing school on Monday, August 10, 2015 and have Friday, September 4, 2015, Friday, October 9, 2015, Monday, October 19, 2015 to Friday, October 23, 2015, Friday, November 20, 2015, Friday, February 12, 2016 and Monday, April 18, 2016 to Friday, April 22, 2016, and Friday, May 20, 2016 as holidays. The last school day for Bill Crothers Secondary School students will be Wednesday, June 22, 2016.

4. That the school holidays be as follows.

Labour Day Monday, September 7, 2015 Thanksgiving Day Monday, October 12, 2015 Christmas Vacation Monday, December 21, 2015 to Friday, January 1, 2016 Family Day Monday, February 15, 2016 Mid-Winter Break Monday, March 14, 2016 to Friday, March 18, 2016 Good Friday Friday, March 25, 2016 Easter Monday Monday, March 28, 2016 Victoria Day Monday, May 23, 2016

5. That the Professional Activity Days for the 2015-2016 school year be as follows:

BOARD STANDING COMMITTEE MEETING MINUTES PAGE 3 February 17, 2015

ALL REGULAR SECONDARY SCHOOLS

1. Thursday, September 3, 2015 2. Friday, November 27, 2015 3. Monday, February 1, 2016 4. Friday, May 6, 2016 5. Wednesday, June 29, 2016 6. Thursday, June 30, 2016

EARLY START SECONDARY SCHOOLS (Keswick High School, Maple High School, Markville Secondary School, Sutton District High School)

1. Thursday, August 27, 2015 2. Friday, November 27, 2015 3. Monday, February 1, 2016 4. Friday, May 6, 2016 5. Wednesday, June 29, 2016 6. Thursday, June 30, 2016

BALANCED CALENDAR SECONDARY SCHOOL (Bill Crothers Secondary School)

1. Monday, August 10, 2015 2. Friday, November 27, 2015 3. Tuesday, January 19, 2016 4. Friday, May 6, 2016 5. Thursday, June 23, 2016 6. Friday, June 24, 2016

ALL ELEMENTARY SCHOOLS

1. Thursday, September 3, 2015 2. Friday, November 27, 2015 3. Friday, January 15, 2016 4. Monday, February 1, 2016 5. Friday, June 3, 2016 6. Thursday, June 30, 2016

- Carried -

PROFESSIONAL TRAINING DAYS REPORT 2015-2016

Director of Education J. Parappally introduced the 2015-2016 Professional Training Days report and invited questions from trustees. No questions were raised by trustees at this time. BOARD STANDING COMMITTEE MEETING MINUTES PAGE 4 February 17, 2015

(*)3. Moved by P. Adams-Luchowski, seconded by A. DeBartolo:

That the York Region District School Board receive the Professional Training Day report for information.

- Carried -

CONFERENCES AND CONVENTIONS – TRUSTEES’ EXPENSES DECEMBER 1, 2013 TO NOVEMBER 30, 2014

Director of Education J. Parappally and Coordinating Superintendent, Business and Chief Financial Officer W. Muirhead-Toporek introduced the Conference and Conventions – Trustees’ Expenses for the period December 1, 2013 to November 30, 2014 report and invited questions from trustees. No questions were raised by trustees at this time.

(*)4. Moved by C. Chan, seconded by L. Carruthers:

That the report of Conferences and Conventions – Trustees’ Expenses for the period December 1, 2013 to November 30, 2014 be received for information.

- Carried -

CASH DISBURSEMENTS, DECEMBER 2014

Director of Education J. Parappally introduced the Cash Disbursements report for December 2014 and invited questions from trustees.

In response to a trustee question and comment, Coordinating Superintendent, Business and Chief Financial Officer W. Muirhead-Toporek confirmed the cost and process by which external psychological services professionals are engaged to conduct Action assessments in order to reduce waitlist times. Additional information will be shared with Item trustees with regard to the number of students on the waitlist for psychological assessment.

Note: Trustee P. Adams-Luchowski refrained from voting on this item due to a previously declared conflict of interest.

(*)5. Moved by L. Aversa, seconded by J. Nathan:

That the York Region District School Board approve the following recommendations.

BOARD STANDING COMMITTEE MEETING MINUTES PAGE 5 February 17, 2015

1. That Cash Disbursements for December 2014 for all expenditures, except item #44, in the sum of $13,631,522.41 be approved. 2. That Cash Disbursements for December 2014 for item #44, in the sum of $108,150,025.44 be approved.

- Carried -

ADJOURNMENT

(*)6. Moved by S. Geller, seconded by B. Pang:

That the Board Standing Committee Public Meeting adjourn at 7:18 p.m.

- Carried -

YORK REGION DISTRICT SCHOOL BOARD

CHAIR’S COMMITTEE

MINUTES OF MEETING #3 (PUBLIC) FEBRUARY 23, 2015

The public session of the Chair’s Committee meeting was held at 2:15 p.m. in Room 104 at the Aurora Education Centre on Monday, February 23, 2015 with the following members and resource staff present:

P. Adams-Luchowski C. Chan A. DeBartolo (Chair) N. Elgie L. Barnes K. Friedman L. Johnstone M. Roberts J. Parappally

Also in Attendance: Trustees L. Carruthers and C. McBain and Assistant Manager, Board and Trustee Services L. Reinhardt

Regrets: Coordinating Superintendent, Human Resources, Plant and Planning Services S. Yake

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 following recommendations.

a) That an Ad Hoc Trustee Election Process Committee be struck to consider the Board’s election process during the annual Inaugural Board Meeting (trustee members only). b) That the terms of reference for this committee and related trustee membership be considered at the March 30, 2015 Chair’s Committee Meeting.

CHAIR’S COMMITTEE MINUTES – PUBLIC SESSION PAGE 2 FEBRUARY 23, 2015

c) That the notice of motion regarding the Nomination Committee referred to Chair’s Committee at the February 3, 2015 Board Meeting (pages 217 to 218 of the Board agenda), be tabled, pending a report back to the Board of Trustees from the Ad Hoc Election Process Committee.

(*)3. That the York Region District School Board approve the Revised Trustee Appointments to Board Committees for the year 2015. (Appendix 2)

(*)4. That the York Region District School Board receive for information the appointment of Shahzad Ahmed as the Parent, Family and Community Advisory Committee representative on the Equity and Inclusivity Advisory Committee for the term ending October 31, 2015. (Appendix 3)

5. That the York Region District School Board approve the following recommendations.

a) That an Ad Hoc Trustee Committee be struck to review the Operational By-Laws of the Board’s Advisory Committees; Equity and Inclusivity Advisory, Special Education Advisory and Parent, Family and Community Engagement Advisory Committees. b) That the terms of reference for this committee and related trustee membership be considered at the March 30, 2015 Chair’s Committee Meeting. c) That appropriate staff and Advisory Committee members be invited by trustees to provide input to the Ad Hoc Trustee Advisory Committee By-Law Review Committee, as required.

6. That trustees request staff members reschedule Program Planning Committee meetings to be held on the same day as Trustee Briefing Sessions, effective March 2015.

7. That Trustees J. Nathan and C. McBain be authorized to attend the jurisdictional learning opportunity being held in Espoo, Finland, April 10 to 18, 2015, in accordance with Board Policy #228.0, Jurisdictional Learning.

(*)8. That the agenda for the March 3, 2015 Board Meeting – Public Session be approved.

February 23, 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 March 3, 2015) 4 YORK REGION DISTRICT SCHOOL BOARD CONSTRUCTION PROJECTS REVIEW (As of March 3, 2015)

NEW ELEMENTARY SCHOOLS Architect Contractor Start Proposed Scheduling Date on Occupancy Projects Site Date

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 65%  Non-load bearing masonry – ground floor underway  Pan and steel on all stairs – 100%  Structural steel – ground floor 95%  Structural steel – 2nd floor 30%  Library structural steel in progress  Core slab installation 100%  Plumbing rough-in in block walls ground floor 55%  Heating lines – ground floor 90%  Ductwork – ground floor 80%  Sprinkler contractor mobilized on site  Gas meter installed  Gas line – ground floor 100%  Electrical rough-in – ground floor 70%  Electrical rough-in – 2nd floor 35%  Electrical distribution – ground floor 80%  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 March 3, 2015)

NEW ELEMENTARY SCHOOLS Architect Contractor Start Proposed Scheduling Date on Occupancy Projects Site Date

Fred Varley Public School (MF) MC Architects Aquicon Aug.5/14 Aug. 24/15 On schedule 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 80% complete.  Second floor core slab 100% complete.  Second floor load bearing walls 80% complete, non-load bearing walls 40% complete.  Electrical underground 95% complete.  Mechanical underground 95% complete.  Slab on Grade 100% complete.  Ground floor Electrical rough–in 85% complete.  Ground floor Electrical power wiring 40% complete.  Ground floor Fire Alarm wiring 30% complete.  Ground floor Mechanical rough–in 70% complete.  Ground floor Mechanical heating lines 60% complete.  Ground floor sheet metal main branch – 60% complete.  Second floor Electrical rough–in 40% complete.  Second floor Mechanical rough–in 40% complete.  Mechanical room rough-in electrical 20%, mechanical 10% complete.  Roof joist installation 80% complete.  Roof deck 70% complete.  Ground floor window frames 40% 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 March 3, 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.3/15 On schedule  Building and Fire inspections are Construction Now completed. Building occupancy Approved by City of Vaughan insp. January 15, 2015.  Security and Fire alarm systems Operational and online with Securtek.  Gym floor in progess; to be completed by February 7th incl. divider curtains.  Stage flooring complete by Febr. 7th.  Deficiencies incl. door hardware issues Ongoing.

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 March 3, 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 & warranty work by Percon General contractor ongoing.  Change order was issued to implement card Reader access at the asphalt playground exterior Stair entrance “A”. Work ongoing.  Change order to extend metal fencing and build Concrete walkway along the south end of the School Property line was issue. Work to start in spring.

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.

March 3, 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

REVISED

TRUSTEE APPOINTMENTS TO BOARD COMMITTEES – 2015

Audit Committee (Four-Year Term Chair’s Committee Equity and Inclusivity Advisory December 1, 2014 to November 30, 2018) Committee P. Adams-Luchowski A. DeBartolo C. Chan J. Nathan (Vice-Chair) S. Geller A. DeBartolo (Chair) B. Pang M. Van Beek N. Elgie (Vice-Chair) A. Tam

Alternate: C. Chan

Joint Board Consortium Parent, Family and Community Engagement Policy and By-Law Committee Advisory Committee L. Carruthers P. Adams-Luchowski S. Geller A. DeBartolo (Co-Chair) Member: A. Tam (Vice-Chair) L. Aversa C. McBain B. Pang L. Carruthers J. Nathan Members at Large: J. Nathan and B. Pang C. Chan B. Pang A. DeBartolo (Chair) A. Tam N. Elgie M. Van Beek

Property Management Committee Special Education Advisory Committee Student Discipline Committee

P. Adams-Luchowski S. Geller L. Aversa P. Adams-Luchowski (Chair) L. Aversa (Chair) C. McBain N. Elgie (Chair) A. DeBartolo L. Carruthers J. Nathan C. McBain N. Elgie C. Chan B. PANG C. McBain A. DeBartolo M. Van Beek Alternate: C. Chan N. Elgie Alternates: L. Aversa and J. Nathan

Trustee Code of Conduct Inquiries Ontario Public School Boards’ Association Alternates Board of Directors’ Members: L. Aversa N. Elgie and A. DeBartolo C. Chan Alternate Board of Directors’ Members: A. C. McBain and C. Chan B. Voting Delegate: N. Elgie Alternate Voting Delegate: A. DeBartolo

March 2014 For additional information, please contact Lori Barnes, Senior Manager, Board and Trustee Services, at (905) 727-0022, extension 2263 or by email at [email protected]. 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 March 3, 2015 for the term ending October 31, 2015.

Recommendation:

That the York Region District School Board receive for information the appointment of Shahzad Ahmed as the Parent, Family and Community Advisory Committee representative on the Equity Inclusivity Advisory Committee for the term ending October 31, 2015.

Communications Implementation Plan:

Coordinating Council of Superintendents February 18, 2015 Chair’s Committee February 23, 2015 Board Meeting March 3, 2015

Appendix

Appendix A: Biographical Information for Shahzad Ahmed

Respectfully submitted,

Cecil Roach Coordinating Superintendent, Equity and Community Services

March 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. Appendix A

Biographical Information

Shahzad Ahmed

Shahzad Ahmed is a member of Ellen Fairclough PS School Council and the Parent, Family and Community Engagement Advisory Committee. Shahzad is involved in Ellen Fairclough PS community based development programs such as multicultural events, traffic duty, pro grant application and implementation, and volunteering for family based activities. Shahzad is multi-lingual and involved in the FAST family programs and coordinating activities working with the school trustee focused on integrating new immigrant parents and children, as well as helping to create linkages between parents to develop as sense of community. Shahzad provided input toward development of new programs and activities involving parents and families.

ROUTINE

YORK REGION DISTRICT SCHOOL BOARD SPECIAL EDUCATION ADVISORY COMMITTEE

The regular meeting of the Special Education Advisory Committee (SEAC) was held on Thursday, February 5, 2015 in the Board Room of the Education Centre, Aurora at 7:07 p.m. with SEAC Chair N. Elgie presiding and the following members present:

Members: S. Caldwell, J. DeMartino, S. Facchini, M. Graham, A. Krishna, R. MacAlpine, F. MacDonald, M. Ongman, S. Shaukat, M. Taylor and L. Ziraldo

Alternate: S. Wu

Trustees: L. Aversa (via audio conference), N. Elgie, C. McBain and Student Trustee H. Mahesh

Staff: D. Conrad-Knight, K. Diakiw, K. Kurek (Alternate), S. Logue, K. Tanaka, K. Witherow and A. Ballard

Regrets: SEAC representatives K. Stewart, M. Tsironikos, C. Viney and Staff members K. Friedman and A. Fishman

Absent: I. Donnell

APPROVAL OF AGENDA

(*)1. Moved by J. DeMartino, seconded by M. Graham:

That the agenda be approved with the following amendment;

 Agenda #8, SEAC Member Organization Update, will be re-scheduled to a future SEAC meeting.

- 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

S. Wu presented the Moment of Reflection entitled “If People with Down Syndrome Ruled the World” by Dennis McGuire, PhD. A copy will be attached to the minutes for Action Committee members. A. Krishna will deliver the Moment of Reflection at the Item March 5, 2015 SEAC meeting.

Special Education Advisory Committee Page 2 February 5, 2015

APPROVAL OF MINUTES – JANUARY 8, 2015

(*)2. Moved by C. McBain, seconded by L. Ziraldo:

That the minutes of the January 8, 2015 Special Education Advisory Committee meeting be approved as written.

- Carried -

KEY FINDINGS FROM THE 2014 PARENT SURVEY

Superintendent, Curriculum and Instructional Services K. Witherow introduced Manager, Research Services C. Turner and Project Manager C. Backlund who were in attendance to share the data from the School Climate Survey for Parents 2014.

Note: SEAC representative M. Ongman entered the meeting at 7:16 p.m.

Project Manager C. Backlund stated parents received the survey in the spring of 2014 in hard copy and electronic formats. The survey was available in English and electronically in ten other languages. There were more than 14,000 parents who responded to the survey with approximately 11,391 elementary parents and 2,722 secondary parents. The overall response rate was about 19 per cent and 2,319 parents indicated they have a child with an Individual Education Plan (IEP). The majority of the surveys were completed in English and C. Backlund stated the Board is confident in the trends and needs obtained from the data. The information provided at the meeting focuses on students with an IEP.

Note: Elementary Principal, Baythorn Public School K. Kurek entered the meeting at 7:19 p.m.

C. Backlund noted the five broad themes obtained from the survey were school safety, parent engagement, learning environment, welcoming, equitable and inclusive school environment and student well-being. She explained how the responses were summarized and provided overall statistics regarding school safety. Parents of students with an IEP reported similar or more positive perceptions on the measure of school safety than the results of all parents who responded to the survey.

Note: Student Trustee H. Mahesh entered the meeting at 7:22 p.m.

Manager, Research Services C. Turner provided insight into the overall statistics obtained from the parent engagement theme. The findings were similar to the survey conducted in 2011. The data indicates that parents of students with an IEP had a slightly more positive perception of parent engagement than all parents who responded to these questions. She reviewed the overall responses to the learning environment which indicate the majority of parents agree their children enjoy school. She briefly explained the statistical comparisons from parents of students with an IEP and overall parental responses. C. Turner provided insight into the overall responses associated Special Education Advisory Committee Page 3 February 5, 2015

with welcoming, equitable and inclusive school environment and student well-being. The information obtained from elementary and secondary parents regarding the costs of sports, teams, field trips, extra-curricular activities and student accessibility were identified as areas for future consideration. Statistics revealed how parents viewed mental health supports, community agencies, services and student satisfaction. C. Turner noted the differences in the section related to student well-being. She outlined an existing pattern regarding questions dealing with loneliness, depression and anger. She mentioned parents are reporting on their knowledge of what is happening with their children; however, the Board needs to obtain the student’s perspective to see the entire picture. A student survey is scheduled later this year with similar questions in order for a comparison to be made.

Manager, Research Services C. Turner responded to a question regarding the relationship between parents and their children and a parent’s actual knowledge of their child’s experiences and situations related to mental health issues. This specific question was not asked on the parent survey, but is included on the student survey. C. Turner noted this question should be asked on the next parent survey to provide comparison data.

SEAC Vice-Chair L. Ziraldo acknowledged the importance of identifying specific exceptionalities from the statistics of students with IEPs.

Project Manager C. Backlund clarified a data overlap with information provided about students with an identified IEP and parents who stated their child has special education needs. SEAC Vice-Chair L. Ziraldo noted the importance of ensuring the statistics accurately identify students with an IEP and special education needs and those students who do not have an IEP, but their parents have identified them as having special education needs. Manager, Research Services C. Turner stated there is additional data available to conduct further analysis. She acknowledged the purpose of the survey is to obtain as much parental input as possible. L. Ziraldo claimed it would be beneficial to cross-reference the information from both the parent and student surveys.

Student Trustee H. Mahesh provided insight into the student perspective regarding access to mental health options, student councils promoting mental health assistance, the perception and acceptance of students with IEPs and the importance of understanding all students’ learning needs.

SEAC Chair N. Elgie stated the best way student councils can help is to work on the area of stigma.

Superintendent, Student Services S. Logue thanked Student Trustee H. Mahesh for providing information from the student’s perspective and mentioned ongoing work in the area of mental health.

Special Education Advisory Committee Page 4 February 5, 2015

Manager, Research Services C. Turner clarified the response rate from parents with students having an IEP was not calculated from the data; however, the number of all students with IEPs was listed.

SEAC Vice-Chair N. Elgie thanked Manager, Research Services C. Turner and Project Manager, Research Services C. Backlund for the insightful presentation and information.

(*)3. Moved by S. Facchini, seconded by C. McBain:

That the Special Education Advisory Committee receive the Key Findings for the 2014 Parent Survey presentation for information.

- Carried -

BUDGET INPUT DISCUSSION

SEAC Vice-Chair L. Ziraldo acknowledged the need to prepare for the upcoming budget submission and the importance of receiving SEAC advice and input. She noted the Committee must be aware of prudent fiscal management.

Note: The SEAC divided into work groups at 7:55 p.m. The meeting resumed at 8:15 p.m.

Members input will be summarized and presented to the Budget Committee on April 27, 2015, on behalf of the SEAC, by SEAC Vice-Chair L. Ziraldo.

Trustee L. Aversa agreed with the committee’s recommendation to allocate additional funds toward the provision of more Educational Assistants in schools.

SEAC Chair N. Elgie thanked the Committee for their participation and input.

(*)4. Moved by A. Krishna, seconded by M. Ongman:

That the Special Education Advisory Committee receive the Budget Input Discussion for information.

- Carried -

SEAC MEMBER ORGANIZATION UPDATE

Action The item will be rescheduled to a future SEAC meeting. Item

SPECIAL EDUCATION PLAN UPDATE

Principal, Student Services K. Diakiw noted there were no updates for the month of February. Special Education Advisory Committee Page 5 February 5, 2015

(*)5. Moved by F. MacDonald, seconded by S. Facchini:

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 and discussions with the Elementary Teachers’ Federation of Ontario (ETFO) and the Ontario Secondary School Teachers’ Federation (OSSTF),  a Board Improvement Plan input meeting with a focus on mathematics and students with learning disabilities,  a meeting with the Director of Education to identify department needs,  a renovation budget meeting with Plant Services,  a meeting with Section 23 care and treatment program agency partners, and  a student survey to obtain input on their school experiences regarding transitions, self-advocacy and the student’s personal experiences.

Principal, Student Services K. Diakiw provided information on the Early Intervention Services Parent Information Night held to assist families of young children with special education needs entering school in September 2015. The successful evening was well attended. K. Diakiw noted the outstanding interest from principals and vice-principals to support students with special education needs. A six-part workshop series has been arranged for principals and vice-principals and the workshops are always well attended. She highlighted the Special Needs Stratgey consultation process which included an online survey and four focus group opportunities for youth and families of students with Action complex needs. A flyer with the pertient information will be forwarded to the Committee Item when it is available.

Principal, Student Services K. Tanaka provided insight into the outcomes of transition meetings. Four workshops were held with Curriculum and Instructional Services where elementary and secondary teachers worked collaboratively to support students with the alignment of transition plans. Approximately 300 teachers attended the three-day workshops.

Superintendent, Curriculum and Instructional Services K. Witherow mentioned the All About Me portfolio and how teachers are being asked to understand student learning in a different way. Student learning is being documented to allow meaningful understanding for teachers, students and parents.

Special Education Advisory Committee Page 6 February 5, 2015

(*)6. Moved by C. McBain, seconded by M. Ongman:

That the Special Education Advisory Committee receive the Student Services Report for information.

- Carried -

SUCCESSFUL PRACTICES AND CHALLENGES

SEAC Vice-Chair N. Elgie announced a second book, written by Dr. Norman Doidge, entitled The Brain’s Way of Healing – Remarkable Discoveries and Recoveries in the Frontiers of Neuroplasticity is available. She noted this is suggested reading for all SEAC members.

REPORT FROM THE BOARD

At the January 20, 2015 Special Board Meeting trustees received the Director’s Report for information regarding the placement of a new supervisory officer. Heather Sears was appointed to the position of Superintendent of Schools, CEC West effective January 21, 2015.

At the February 3, 2015 Board Meeting trustees;

 approved; - Policy #215.0, Electronic Participation in Board, Advisory and Board Committee Meetings, - Policy #105.0, Communications, and - Policy #445.0, School Names,  approved modifications to the Vaughan Secondary School French Immersion boundary to create a new French Immersion boundary for Woodbridge College effective September 2015,  received the 2013-2014 Annual Accessibility Report and Multi-Year Plan, and  received the appointment of A. Krishna as the Special Education Advisory Committee representative on the Equity Inclusivity Advisory Committee for the term ending November 30, 2018.

(*)7. Moved by N. Elgie, seconded by S. Facchini:

That the Special Education Advisory Committee receive the Report from the Board for information.

- Carried -

POLICY UPDATES

SEAC Vice-Chair L. Ziraldo reminded members where to find working document policies that are currently out for comment. Special Education Advisory Committee Page 7 February 5, 2015

(*)8. Moved by C. McBain, seconded by R. MacAlpine:

That the Special Education Advisory Committee receive the Policy Updates for information.

- Carried -

COMMUNICATIONS SUB-COMMITTEE UPDATE

SEAC Vice-Chair L. Ziraldo noted the Sub-Committee is reviewing and updating the annual Action Plan. The SEAC Member Organization Update schedule has been Action modified and will be sent to members. Community Living York South has been Item rescheduled to present at the March 5, 2015 meeting.

L. Ziraldo announced Autism Ontario – York Region Chapter representative M. Ongman will receive an award from the Commonwealth Council of the Royal Lifesaving Society at Queen’s Park in March.

Committee members interested in providing input into the March/April 2015 Special Action Edition Newsletter must provide material by March 12, 2015. Item

The annual Jim Albery Award nomination process is underway and further information Action will be provided at a future SEAC meeting. Item

(*)9. Moved by M. Graham, seconded by S. Shaukat:

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

 Resiliency – March 2015  Mathematics – April 2015  Board Improvement Work Plan – May 2015  Director’s Annual Plan – May 2015

Special Education Advisory Committee Page 8 February 5, 2015

ADJOURNMENT

(*)10. Moved by C. McBain, seconded by R. MacAlpine:

That the Special Education Advisory Committee meeting adjourn at 8:40 p.m.

- Carried - ROUTINE

YORK REGION DISTRICT SCHOOL BOARD PARENT, FAMILY AND COMMUNITY ENGAGEMENT ADVISORY COMMITTEE

MINUTES, MEETING #3 February 10, 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, February 10, 2015 with Committee Chair M. Ennis presiding and the following members present:

Parent members: S. Ahmed, M. Ennis, L. Gilbert, A. Ginsberg, T. Lalani, N. Mahmood, G. Palmer, C. Persaud, K. Rogers, and N. Mya

Community members: A. Siddiqi, A. Siu and M. Tsironikos

Trustee members: J. Nathan, B. Pang and A. Tam (via audio conference)

Staff members: Vice-Principals P. Obadia and P. Yeates, Principal P. Tse and Coordinating Superintendent, Equity and Inclusive Services C. Roach

Also in attendance: Administrative Assistant J. Lachhman

Regrets: Board Chair A. DeBartolo, Director of Education J. Parappally and Parent member K. Ross

CALL TO ORDER

Committee Chair M. Ennis called the meeting to order at 7:05 p.m.

Note: Trustee B. Pang joined the meeting (via audio conference) at 7:05 p.m.

ROLL CALL

Committee Chair M. Ennis welcomed Principal, Inclusive School and Community Services P. Tse, Parent member N. Mya, Community at Member at Large A. Siddiqi and Equity and Inclusivity Advisory Committee (EIAC) representative A. Siu to the committee.

APPROVAL OF AGENDA

(*)1. Moved by K. Rogers, seconded by A. Ginsberg:

That the agenda be approved as written.

- Carried -

PEAC MINUTES PAGE 2 February 10, 2015

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.

SPECIAL ANNOUNCEMENTS

Coordinating Superintendent C. Roach welcomed Principal, Inclusive School and Community Services P. Tse to the committee. He extended his sincere appreciation to C. Logan who is now supporting Leadership Development in her new role.

Trustee J. Nathan informed the committee that Coordinating Superintendent C. Roach had been honoured with the African Canadian Achievement Award for his contributions in the field of Education. Trustee J. Nathan congratulated Coordinating Superintendent Roach for being selected to receive this esteemed recognition.

MOMENT OF REFLECTION

Parent member A. Ginsberg read the poem The Calf-Path by Sam Walter Foss. The poem describes a zig zag, haphazard path that was created by a calf thousands of years ago and had since been followed by many animals and people. The poem serves as a reminder that people fall into the habit of conformity, comfort and familiarity without question. The poem reminds us of the need to evolve and grow with our community and ask ourselves "why are we taking this path?” and further ask “is there another path we should consider?”

APPROVAL OF MINUTES

(*)2. Moved by N. Mahmood, seconded by T. Lalani:

That the minutes of the January 13, 2015 Parent, Family and Community Engagement Advisory Committee meeting be approved as written.

- Carried -

PRESENTATION – SECONDARY REVIEW

Committee Chair M. Ennis welcomed Associate Director M. Roberts to the meeting.

Associate Director M. Roberts provided background information about the secondary school review process. Associate Director M. Roberts informed the committee that a committee was formed in 2012 to make recommendations regarding short and long-term changes to secondary school programs, accommodations, and facilities to meet student needs and Board goals. Associate Director M. Roberts stated that the review committee is PEAC MINUTES PAGE 3 February 10, 2015

seeking feedback from various stakeholders, which will be used to inform recommendations to the Board.

Associate Director M. Roberts explained that the review framework is organized into three areas; instruction, resources, and student accommodation. Each of these areas was subdivided into sections. The committee was asked to provide input on the following:

 school structure;  planning and Board programs;  personalized Alternative Education;  Facility Equity, Welcoming Environment and Safety;  technology;  transportation; and  communication.

Committee Chair M. Ennis thanked Associate Director, M. Roberts for her presentation and for the opportunity to provide feedback. She reminded members to complete and submit the evaluation form to J. Lachhman.

(*)3. Moved by L. Gilbert, seconded by A. Ginsberg:

That the Parent, Family and Community Engagement Advisory Committee receive the Secondary Review Presentation for information.

- Carried -

STAFF REPORT

Principal, Inclusive School and Community Services P. Tse highlighted the following.

 The York Region District School Board mobile application was launched this month and is now available for download.  The Engaged in Equity Newsletter was published for staff members in the Weekly Summary and on the Equity Page.  A workshop on the Ontario Student Assistance Program (OSAP) will be held at the Markham Welcome Centre on February 26, 2015.  The Parent Ambassador (ten- week) Program will be held at the Vellore Village Community Centre from March 5 to May 10, 2015.  The Ministry Parent Involvement Committee Symposium 2015 will be held on April 24 and 25, 2015.  Regional Parent Symposium registration is open until February 26, 2015.

PEAC MINUTES PAGE 4 February 10, 2015

(*)4. Moved by S. Ahmed, seconded by A. Siu:

That the Parent, Family and Community Engagement Advisory Committee receive the Staff Report for information.

- Carried -

PROMISING PRACTICES AND CHALLENGES

Parent member T. Lalani informed the committee that Lincoln Alexander Public School ran a free skate session for parents. This event was held on Saturday, January 31, 2015 and was well-attended by parents, students and school staff members. The event promoted engagement and communication.

REPORT FROM THE BOARD

At the January 20, 2015 Special Board Meeting trustees;  received the Director’s Information Report regarding the placement of a new supervisory officer. Heather Sears was appointed Superintendent of Schools, CEC West effective January 21, 2015.

At the February 3, 2015 Special Board Meeting trustees;  approved;  Policy #215.0, Electronic Participation in Board, Advisory and Board Committee Meetings,  Policy #105.0, Communications, and  Policy #445.0, School Names;  approved changes to the Vaughan Secondary School French Immersion boundary to create a new French Immersion boundary for Woodbridge College effective September 2015; and  received the 2013-2014 Annual Accessibility Report and Multi-Year Plan.

(*)5. Moved by A. Siu, seconded by K. Rogers:

That the Parent, Family and Community Engagement Advisory Committee receive the Report from the Board for information.

- Carried -

PARENT FAMILY AND COMMUNITY ENGAGEMENT ADVISORY COMMITTEE REPRESENTATIVE ON THE EQUITY AND INCLUSIVITY ADVISORY COMMITTEE

Committee Chair M. Ennis asked for a volunteer to represent the Parent, Family and Community Engagement Advisory Committee (PEAC) on the Equity and Inclusivity PEAC MINUTES PAGE 5 February 10, 2015

Advisory Committee (EIAC). Parent member T. Lalani, the current PEAC representative on EIAC, spoke about the expectations as a member of the committee, and of her experience. Parent member Lalani stated that EIAC has representation from various community partners.

Parent member S. Ahmed volunteered to be the PEAC representative on EIAC.

(*)6. Moved by A. Siddiqi, seconded by N. Mahmood:

That the Parent, Family and Community Engagement Advisory Committee approve the following recommendation.

1. That the appointment of S. Ahmed as the Parent, Family and Community Engagement Advisory Committee representative on the Equity and Inclusivity Advisory Committee be forwarded to Chair’s Committee for consideration.

- Carried -

COMMUNICATIONS SUB-COMMITTEE UPDATE

Community member A. Siu informed the committee that the Ontario Human Rights Commission will be making a presentation to the Equity and Inclusivity Advisory Committee on February 12, 2015.

Parent member T. Lalani informed the committee that a work group had been struck to review the PEAC membership application.

Parent member T. Lalani informed the committee that the Regional Parent Symposium Planning Committee is looking for volunteers to assist with the event on April 15, 2015.

Chair M. Ennis asked for two parent volunteers to attend the Parent Involvement Committee (PIC) Symposium on April 24 and 25, 2015. Information about the event will be forwarded to all members electronically. Interested members were asked to inform J. Lachhman.

(*)7. Moved by L. Gilbert, seconded by G. Palmer:

That that Parent, Family and Community Engagement Advisory Committee receive the Communications Sub-Committee Update for information.

- Carried -

PEAC MINUTES PAGE 6 February 10, 2015

POLICY UPDATES

Committee Chair M. Ennis reminded members to review working document polices for comment posted on the Board’s public website.

FUTURE PRESENTATIONS

 Director’s Annual Plan - April 13, 2015

Members were asked to complete the Presentation Request Form.

ADJOURNMENT

(*)8. Moved by A. Siu, seconded by A. Ginsberg:

That the Parent, Family and Community Engagement Advisory Committee meeting adjourn at 8:25 p.m.

- Carried - ROUTINE

YORK REGION DISTRICT SCHOOL BOARD EQUITY AND INCLUSIVITY ADVISORY COMMITTEE

MINUTES, MEETING #2 FEBRUARY 12, 2015

The Equity and Inclusivity Advisory Committee (EIAC) met at 7:01 p.m. in the Board Room of the Education Centre, Aurora on Thursday, February 12, 2015 with Committee Chair D. Cardoza presiding and the following members present:

Community members: K. Carbis, D. Cardoza, S. Mahdi, J. Michel, V. Shah, C. Tustin, H. Vijayanathan and L. Watson

Community representatives: M. Bowe, J. Chu, A. Krishna and R. Veerappan

Trustee members: J. Nathan, B. Pang and A. Tam

Student members: Student Trustee H. Mahesh, YRPC President M. Afshar and Student at Large H. Bender

Staff members: Elementary Teacher T. Brooks, Elementary Principal L. Leoni, Secondary Principal J. Pathy, Coordinating Superintendent, Equity and Community Services C. Roach, and Principal, Inclusive School and Community Services P. Tse

Also in attendance: Trustee C. McBain, Associate Director L. Johnstone and Administrative Assistant S. Phillips

Regrets: Community members K. Cabrera and A. Siu, Community representatives J. Hastings and T. Lalani, Student Trustee D. Roytman, Manager, Accommodation Planning D. Adams, Secondary Teacher U. Jalaluddin and Director of Education J. Philip Parappally

CALL TO ORDER

Committee Chair D. Cardoza called the meeting to order at 7:01 p.m.

APPROVAL OF THE AGENDA

(*)1. Moved by K. Carbis, seconded by B. Pang:

That the agenda be approved as written.

- Carried - EIAC MINUTES PAGE 2 FEBRUARY 12, 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.

APPROVAL OF MINUTES

(*)2. Moved by V. Shah, seconded by L. Watson:

That the minutes of the January 15, 2015 Equity and Inclusivity Advisory Committee meeting be approved as written.

- Carried -

COMMUNITY EVENTS AND UPDATES

Committee Chair D. Cardoza congratulated Coordinating Superintendent C. Roach on receiving the African Canadian Achievement Award for Education.

Trustee J. Nathan reminded the committee that February is Black History Month and that there are many events and celebrations going on around the community including the Markham African Caribbean Canadian Association celebration on February 25, 2015 in association with Markham City Council.

Committee Chair D. Cardoza informed the committee that the York Regional Police’s Black History Month Celebration is taking place on February 14, 2015 at Police Headquarters in Aurora.

STUDENT REPORT

Student Trustee H. Mahesh made the following remarks:

“Good evening. Over the past few weeks, Daniel and I have been involved in many student events and have been able to gain some new perspective on how to better serve students in an equitable and inclusive manner.

A few weeks ago, Daniel and I had the pleasure of being the Master of Ceremonies for the Markham Teen Arts Council’s "24 Hour Film Challenge". Teams of youth were given a genre of film, a phrase and 24 hours to film and edit a short movie. This year's phrase was "what you own, becomes you". It was absolutely incredible to see the various talents and diverse perspectives on specific topics. For example, there were videos with a story line based on consumerism, teen-societal pressures and substance abuse; all initiated by the same phrase. It was refreshing to see the amount of support all EIAC MINUTES PAGE 3 FEBRUARY 12, 2015

contestants gave to each other. It was less of a competitive environment but rather a constructive and appreciative environment. Upon reflection, on the car ride home, the power that art has to bring together so many youth became evident. The participants were able to learn and grow together by seeing an outside perspective through another person’s eyes, or lens.

The philosopher, Aristotle once said "The aim of art is to represent not the outward appearance of things, but their inward significance". From this experience, I feel inspired and intrigued to see how art, of any form, whether dramatic arts, visual arts or musical arts can be used for efforts of this committee. I strongly believe that art is something that naturally creates equity and inclusivity among students, of any age.

The York Region Presidents’ Council (YRPC) conference is in the process of being planned.”

(*)3. Moved by V. Shah, seconded by K. Carbis:

That the Equity and Inclusivity Advisory Committee receive the Student Trustee Report for information.

- Carried -

STAFF REPORT

Coordinating Superintendent, Equity and Community Services C. Roach informed the committee that Principal C. Logan has a new role in Leadership Development and P. Tse has taken on the role of Principal, Inclusive School and Community Services (ISCS). Coordinating Superintendent C. Roach thanked Principal C. Logan for her work on EIAC and ISCS and welcomed P. Tse to the committee.

Coordinating Superintendent C. Roach reminded community members of the EIAC By- Law requirement regarding attendance at meetings.

Coordinating Superintendent C. Roach informed the committee that budget recommendations will be presented to the committee to seek input at the April 16, 2015 meeting. Feedback will then be presented to the Budget Committee on April 27, 2015.

He noted that Canada has a rich legacy of Black History noting that in 1872 the census showed 672 blacks living in Owen Sound, many felt that it was too far for the slave catchers to go to catch them, having escaped from America. Owen Sound celebrates the longest running picnic on Simcoe Day weekend to celebrate emancipation.

Principal, Inclusive School and Community Services P. Tse informed the committee of the Board’s new mobile application and encouraged members to download it.

EIAC MINUTES PAGE 4 FEBRUARY 12, 2015

Note: M. Bowe entered the meeting at 7:17 p.m.

Principal P. Tse informed the committee that the winter edition of the Equity Newsletter has just been released and it outlines Tamil Heritage, Black History Month and South Asian Celebrations.

He also noted that the Maple’s Closet Ball is on April 8, 2015. This event helps students, who may not be able to afford to purchase an outfit, acquire an ensemble for their graduation celebration.

It was noted that the Ontario Student Assistance Program (OSAP) workshop is scheduled to take place on February 26, 2015 at the Markham Welcome Centre.

Committee members were notified that the student spoken word/poetry slam competition is underway and that the next round is the semi-finals.

Enza Anderson addressed the Gender Diversity Support Group and will also be presenting at the upcoming SpeakOUT student conference.

A new framework for training for English Language Learners is being developed that will target interventions to support students of English Learning needs.

(*)4. Moved by J. Michel, seconded by C. Tustin:

That the Equity and Inclusivity Advisory Committee receive the Staff Report for information.

- Carried -

REPORT FROM THE BOARD

Trustee J. Nathan provided the report from the Board. She noted that at the January 20, 2015 Special Board Meeting, H. Sears was announced as the new Supervisory Officer in the West.

She also noted that at the February 3, 2015 Board Meetings, the committee approved three policies, Electronic Participation in Board, Advisory and Board Committee Meetings, Communications and School Names. She informed members that the Board received the 2014-2015 Annual Accessibility Report and the Multi-Year Plan.

Trustee J. Nathan noted that four students from Markville Secondary School and one student from Huron Heights Secondary School were recognized during the Applause! ceremony for winning the Government of Canada’s History Awards. She also noted that Susan Richarz received the Ontario’s Sparks of Excellence Recognition Award and EIAC MINUTES PAGE 5 FEBRUARY 12, 2015

Svetlana Lupasco won Ontario’s English as a Second Language Creativity Contest from the English as a Second Language Association of Ontario.

(*)5. Moved by H. Vijayanathan, seconded by V. Shah:

That the Equity and Inclusivity Advisory Committee receive the Report from the Board for information.

- Carried -

ONTARIO HUMAN RIGHTS COMMISSION PRESENTATION

Coordinating Superintendent, Equity and Community Services C. Roach welcomed guest speaker Dr. Shaheen Azmi, Director at the Ontario Human Rights Commission to present information on human rights data collection.

Dr. Azmi began by noting that the Ontario Human Rights Commission has produced a guide called Count me in! – Collecting Human Rights-Based Data, which is available on their website.

He noted that collecting data on grounds associated with Code-related harassment and discrimination for Code-consistent purposes is permitted within Canada’s human rights legislative framework.

He noted that the data can provide organizations with the ability to identify gaps, trends, perceptions, potential initiatives and monitor whether existing initiatives are effective. Human rights based data may also help to gain the trust and support of key decision- makers and stakeholders as well as reduce exposure to possible legal action and complaints.

Dr. Azmi informed the committee that there are two key types of data collection, quantitative and qualitative, and good collection uses both methods. Data collection can occur in various forms and can be complex; however, it can be as simple as including a few questions in an existing survey. He noted that there are some concerns around data collection, such as privacy and confidentiality, which can be mitigated using best practices on data handling. Overcoming concerns is handled through timely, clear and effective communication on the rationale, method, benefits and accessibility.

Dr. Azmi answered questions regarding:

 the format that surveys can take;  issues school boards could face if discrimination is not addressed;  the responsibility of school boards to address discoveries made by the collection of information; EIAC MINUTES PAGE 6 FEBRUARY 12, 2015

 financial and human costs and savings associated with conducting or not conducting a survey;  how often surveys should be performed;  use and control of the data; and  economic status data collection.

Committee Chair D. Cardoza thanked Dr. Azmi for the presentation.

(*)6. Moved by L. Watson, seconded by V. Shah:

That the Equity and Inclusivity Advisory Committee receive the Ontario Human Rights Commission Presentation for information.

- Carried -

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.

FUTURE PRESENTATIONS

 Director’s Annual Report – April 16, 2015  Impact of Residential School Systems on First Nation, Métis and Inuit communities – June 16, 2015  Research – Parent Survey Results – June 16, 2015 as part of the Report from the Board  Eco Schools  Diversity events in schools  Committee members equity work  Student representative presentation  Accessibility in schools  School Fees  National Housing Survey – The Regional Municipality of York

The committee requested presentation information in advance, so that they can be prepared to provide input and ask questions.

OPEN FORUM

Committee members discussed ways in which the effectiveness and progress of the committee can be assessed. Changes to the questions that are being asked and the EIAC MINUTES PAGE 7 FEBRUARY 12, 2015

supports that are being requested by attendees at the Region Parent Symposium are two examples of the shift in thinking and overall needs.

Coordinating Superintendent C. Roach added that the York Region District School Board is one of the top performing school boards in the province and continues to focus on how to best direct finances to support student achievement and well-being and closing the gap.

M. Bowe informed the committee that the Community Inclusivity Equity Council of York Action Region is holding a symposium on April 28 – 30, 2015 at the Sheraton Parkway Hotel Required and invited members to register for the event.

ADJOURNMENT

(*)7. Moved by C. Tustin, seconded by K Carbis:

That the Equity and Inclusivity Engagement Advisory Committee meeting adjourn at 8:29 p.m.

- Carried -

ROUTINE

YORK REGION DISTRICT SCHOOL BOARD

MEETINGS AND EVENTS

MARCH AND APRIL 2015

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 Meeting 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

April 1, 2015 Joint Board Consortium Meeting 4:00 p.m. York Catholic District School Board

April 7, 2015 Policy and By-Law Committee Meeting 4:30 p.m. Room 200

April 7, 2015 Board Meeting 7:30 p.m. Board Room

April 9, 2015 Special Education Advisory Committee Meeting 7:00 p.m. Board Room

April 13, 2015 Parent, Family and Community Engagement 7:00 p.m. Advisory Committee Meeting Board Room

April 16, 2015 Equity and Inclusivity Advisory Committee Meeting 7:00 p.m. Board Room

April 22, 2015 Property Management Committee Meeting 5:00 p.m. Room 200

April 22, 2015 Board Standing Committee Meeting 7:00 p.m. Board Room

April 27, 2015 Chair’s Committee Meeting 2:00 p.m. Room 103

April 27, 2015 Budget Committee Meeting 7:00 p.m. Board Room

March 3, 2015

For further information, please contact Lori Barnes, Senior Manager, Board and Trustee Services or the Director of Education.