Loralea Carruthers Chair Board Meeting - Public Session (East Gwillimbury & Whitchurch- Stouffville) Tuesday, June 6, 2017
Board Room - 7:30 PM Corrie McBain Vice-Chair (Richmond Hill) Pages
Peter 1. Roll Call Adams-Luchowski (Aurora & King) 2. Canadian National Anthem Linda Aversa (Vaughan) 3. Land Acknowledgement
Carol Chan (Richmond Hill) 4. Approval of Agenda
Anna DeBartolo 5. Declaration of Conflict of Interest (Vaughan)
Vacant 6. Report from the Board Meeting - Private Session June 6, (Georgina) 2017
Susan Geller 7. Special Announcements (Markham & Vaughan) • National Aboriginal History Month • Italian Heritage Month Mustafa Ismail • Portuguese Heritage Month (Student Trustee)
Juanita Nathan 8. Student Trustee Report - Mustafa Ismail and Claire Zhou (Markham) 9. Induction of 2017-2018 Student Trustees - Mingze Hong and Billy Pang Stephanie Rico (Markham)
Allan Tam 10. Director's Information Report (Markham) 11. APPLAUSE! Martin Van Beek (Newmarket) a) June 2017 7 - 8
Claire Zhou
(Student Trustee)
60 Wellington Street West, Aurora Ontario L4G 3H2 (905) 727-3141 (905) 895-7216 (905) 722-3201 (416) 969-8131 Fax: (905) 727-1931 www.yrdsb.ca
12. Approval of the 2017-2018 Budget (Non-Routine Recommendation #4 from the May 23, 2017 Budget Committee Minutes)
a) Approval of the 2017-2018 Budget 9 - 85
13. Ontario Public School Boards' Association Report
14. Approval of Minutes
a) Special Board Meeting - April 27, 2017 (*) 87 - 90
b) Board Meeting - May 8, 2017 (*) 91 - 108
c) Special Board Meeting - May 16, 2017 (*) 109 - 111
15. Routine (*) and Non-Routine Presentation of Minutes and Reports of Board Committees:
a) Property Management Committee Minutes, May 16, 113 - 139 2017 (*)
b) Board Standing Committee Minutes, May 16, 2017 (*) 141 - 145
c) Budget Committee Minutes, May 23, 2017 147 - 155
d) Special Audit Committee Minutes, May 23, 2017 (*) 157 - 158
e) Audit Committee Minutes, May 23, 2017 (*) 159 - 163
f) Chair’s Committee Minutes, May 30, 2017 (*) 165 - 183
16. Routine (*) Acceptance of Advisory Committee Minutes and Non-Routine Recommendations Requiring Board Approval:
a) Special Education Advisory Committee Minutes, May 185 - 192 4, 2017 (*)
b) Joint Parent, Family and Community Engagement 193 - 198 Advisory Committee and Equity and Inclusivity Advisory Committee Minutes, May 9, 2017 (*)
17. Minister's Directions to the York Region District School Board
a) Direction 1: Recovery Strategies for Students and Staff 199 - 208 (Revisions)
b) Direction 2: Governance, Human Rights and Equity 209 - 215 Training for the Board (Trustees) (Revisions)
60 Wellington Street West, Aurora Ontario L4G 3H2 (905) 727-3141 (905) 895-7216 (905) 722-3201 (416) 969-8131 Fax: (905) 727-1931 www.yrdsb.ca Page 2 of 347
c) Direction 3: Governance Training for the Director and 217 - 220 Senior Administration (Revisions)
d) Direction 4: Plan to Rebuild Trust (Revisions) 221 - 239
e) Direction 6: Human Rights Office Plan for 241 - 267 Implementation
f) Direction 8: Office of the Integrity Commissioner - 269 - 273 Confirmation of Consultant
g) Direction 10: Work Plan for Every Student Counts 275 - 292 Survey
h) Direction 11: Work Plan Comprehensive Training on 293 - 296 Data Collection
i) Direction 12: Plan for Human Rights Compliance 297 - 300 Training for Staff
18. Notice of Motion to Amend York Region District School Board Operational By-Law
a) Notice of Motion 301 - 346
19. Meetings and Events (*)
a) Meetings and Events - June 2017 347
20. Adjournment
60 Wellington Street West, Aurora Ontario L4G 3H2 (905) 727-3141 (905) 895-7216 (905) 722-3201 (416) 969-8131 Fax: (905) 727-1931 www.yrdsb.ca Page 3 of 347 Page 4 of 347 Welcome to the York Region District School Board
All about Board Other Board The Parent, Family and Community Engagement Advisory Committee Meetings Committee meetings meets at least four times annually, usually on the second Tuesday of the month beginning at 7:00 p.m. at the Education Board Meetings are usually held on Members of the public are welcome to Centre – Aurora. For further information the first Tuesday of each month, except attend and observe any of the following please contact Board and Trustee for January, July and August, at the public Advisory and Board Committee Services, extension 2262. Education QCentre, 60 Wellington Street meetings. CompleteQ agenda packages are West, Aurora. posted on the Board’s public website prior The Policy and By-Law Committee to the meeting. usually meets on the first Tuesday of Board Meetings are open to the public the month, beginning at 4:30 p.m. at the and begin at 7:30 p.m. Agenda packages If you are planning to attend any Board, Education Centre – Aurora. For further and minutes from previous meetings Advisory or Board Committee meeting, information, please contact Board and are available on the Board’s website. please contact Board and Trustee Services, Trustee Services, extension 2049. A limited number of hard copy agenda extension 2327, 2262, or 2217 to make packages are available at each meeting. arrangements. Property Management Committee meetings are usually held the third Tuesday If you wish to receive a Board agenda or Audit Committee meetings are of the month, beginning at 5:00 p.m. at the Board minutes on a regular basis, please scheduled as required; usually three times Education Centre – Aurora. For further contact Board and Trustee Services, annually, beginning at 4:30 p.m. at the information, please contact Planning and Director's Office, extension 2327. Education Centre – Aurora. For further Property Development Services, information, please contact Finance extension 2424. Services, extension 2565. The Special Education Advisory Board Standing Committee meetings Committee usually meets on the first How can I address are usually held the third Tuesday of Thursday of the month at 7:00 p.m. at the the Board? the month beginning at 7:00 p.m. at the Education Centre – Aurora. For further Education Centre – Aurora. For further information please contact Board and information, please contact Board and Trustee Services, extension 2262. Trustee Services, extension 2049. Community members wishing to address the Board of Trustees Budget Committee meetings are lll should submit a written application scheduled as required, usually between What about to Chair’sQ Committee. Chair’s April and June, beginning at 7:00 p.m. Committee will decide whether at the Education Centre – Aurora. For School Councils? the matter should be heard at a further information please contact Board Standing or other Committee Business Services, extension 2273. meeting or referred to staff for Each public school in York Region has a follow-up. For additional information Chair's Committee meetings are please refer to Section 4:01 of the school council. For further information usually held on the Tuesday prior to the on school councils, please contact the Board’s Operational By-Law or Board Meeting at the Education Centre contact Lisa Reinhardt, Assistant school principal.Q If you require further – Aurora. For further information, please information, contact Principal, Inclusive Manager, Board and Trustee Services, contact Board and Trustee Services, extension 2217. School and Community Services Paul extension 2327. Woods, extension 2409 or Coordinating Superintendent, Equity and Community The Equity and Inclusivity Advisory Services Cecil Roach, 905-727-0022, Committee meets at least four times extension 2570. annually, usually on the second Thursday When are Public of the month, beginning at 7:00 p.m. Forums held? at the Education Centre – Aurora. For further information, please contact Board and Trustee Services, extension 2049. Do I have access to Board policies? In addition to the formal delegation The Joint Board Consortium meets process, the York Region District School three times annually, usually on the first Board hosts an informal Public Forum Wednesday of the month, beginning from 7:00 to 7:15 p.m. during the Board Yes, all Board policies are available for the Q at 4:30 p.m., and is comprised of public to access at any York Region school Standing Committee meeting. At this representatives from both the public and or on the Board’s website. time, members of the community may Catholic school boards in York Region. speak to any appropriate public issue not For further information, please contact Q Questions about any Board policy or already slated for consideration on the Administrative Services, extension 2336. agenda. procedure should be raised with your principal. You may also contact Board and Although it is not necessary to register Trustee Services, extension 2049 or 2217 if prior to the meeting, you may call Board you would like a copy of a particular policy and Trustee Services, extension 2049 to or have any questions. reserve a spot.
Visit our website at: www.yrdsb.ca Page 5 of 347 Page 6 of 347 Applause! June 2017
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.
Lions Club Speaking Contest
Earlier this year, the Lions Club invited students from across Ontario and Quebec to take part in its annual Lions Club International effective speaking contest. The competition is open to public and private school students from Grades 6-12.
The purpose of the contest is to provide an opportunity for competitive public speaking and to stimulate self-expression and independent thinking. By participating in the program, the Lions Club provides students with an opportunity to participate in one of Canada's largest effective speaking contests held in both the English and French languages.
Galiya Vendrov, a Grade 8 student from Rogers Public School in Newmarket, was inspired to write a speech in recognition of this great country. She wanted to show her appreciation of how fortunate she is to be living in Canada. In her speech, she addresses the difficulties her own family members experienced when they immigrated to Canada more than 20 years ago.
Galiya has been recognized for her accomplishments at the local district level as well as at regional competitions. At the Multiple District “A” speech awards held in May in St. Catherine's, Galiya was presented with a first place title, medal and plaque for her speech. The organization also has asked Galiya to present her speech for all of the Districts involved at an upcoming conference.
2017 Scholastic Art & Writing Award Recipient
Benya Sutyanyong, a Grade 12 Thornhill Secondary School student, has earned a National (Silver) Medal in the 2017 Scholastic Art and Writing Awards, presented by the Alliance for Young Artists and Writers. Benya’s work, a poem titled “Ways to Say ‘I Love You,’” was selected by creative professionals as among the most accomplished in the nation.
This year, more than 330,000 works of art and writing were submitted in the categories of poetry, photography, sculpture, humor, editorial cartoons, and video game design. Less than 1 per cent was recognized at the national level.
Students receiving top awards have been invited to attend a ceremony at the world-famous Carnegie Hall on June 8, and to participate in showcase events at Parsons School for Design at The New School and Pratt Institute’s Pratt Manhattan Gallery in New York City.
Page 7 of 347 Applause! June 2017
Grant McCrae Commemorative Contest
A group of Grade 10 history students from Dr. G.W. Williams Secondary School placed second in the Grant McRae Commemorative Contest with their video submission. The national contest, hosted by Historica Canada, encourages young Canadians to thank a veteran or active Canadian Forces member in a creative way and play an active role in Remembrance Day. Submissions included artwork, poetry, videos and short stories in commemoration of McRae.
The Dr. G.W. Williams Secondary School video was inspired by guest speaker, Carl Bedal, a local World War II veteran, who met with students at the school to discuss his time in the military. After hearing Mr. Bedal speak, students Sanjay Singh and Nathalie Ganesh, knew they had to honour him somehow. So the students wrote a poem and decided to turn it into a video.
The Dr. G.W. Williams Secondary School video and other contest submissions are available on the Historica Canada website.
Page 8 of 347
MEMORANDUM
TO: Trustees
FROM: Juanita Nathan Budget Chair
Wanda Muirhead-Toporek Chief Financial Officer
DATE: June 6, 2017
REFERENCE: Approval of the 2017-2018 Budget
At the May 23, 2017 Budget Committee meeting, trustees passed the following motion recommending approval of the 2017-2018 Budget at the June 6, 2017 Board meeting:
That the York Region District School Board Budget Committee recommends that the 2017-2018 Budget, as submitted and amended at the May 23, 2017 Budget Committee meeting, with an expenditure level of $1,446,369,000 be approved at the June 6, 2017 Board meeting.
Attached is information concerning the proposed 2017-2018 Budget with all recommended changes included.
Please do not hesitate to contact Budget Chair Juanita Nathan or Chief Financial Officer Wanda Muihead-Toporek if you require any additional information.
Page 9 of 347 YORK REGION DISTRICT SCHOOL BOARD
BUDGET June 6, 2017
Board Meeting
♦ Average Daily Enrolment ...... Page 1 - 2
♦ 2017-2018 Allocations Summary - Operating ...... Page 3
♦ 2017-2018 Capital Allocations ...... Page 4
♦ 2017-2018 Miscellaneous Revenues ...... Page 5
♦ Summary of Revenues ...... Page 6
♦ 2017-2018 Draft Budget Summary ...... Page 7
♦ 2017-2018 Budget By Major Expenditure Grouping ...... Page 8
♦ Budget Comparisons ...... Page 9
♦ 2017-2018 Classroom vs. Non-Classroom Summary ...... Page 10
♦ Revised 2017-2018 Expenditure Budgets (per May 23, 2017 Budget Committee Recommendations) ...... Page 11 - 75
Page 10 of 347 YORK REGION DISTRICT SCHOOL BOARD AVERAGE DAILY ENROLMENT PUPILS OF THE BOARD
125,000
120,000
115,000
110,000
105,000
100,000
95,000 Page 11 of 347 1 90,000 2006-2007 2007-2008 2008-2009 2009-2010 2010-2011 2011-2012 2012-2013 2013-2014 2014-2015 2015-2016 2016-2017 2017-2018
103,022 104,170 105,642 106,812 108,559 110,979 113,224 111,830 120,496 121,076 121,131 121,448 June 6, 2017 YORK REGION DISTRICT SCHOOL BOARD AVERAGE DAILY ENROLMENT Pupils of the Board & Other Pupils
125,000
120,000
115,000
110,000
105,000
100,000
95,000 Page 12 of 347
2 90,000 2006-2007 2007-2008 2008-2009 2009-2010 2010-2011 2011-2012 2012-2013 2013-2014 2014-2015 2015-2016 2016-2017 2017-2018 103,532 104,624 106,142 107,312 109,059 111,499 113,749 112,650 121,601 122,244 122,889 123,299
June 6, 2017 YORK REGION DISTRICT SCHOOL BOARD
2017-2018 Grants For Student Needs (GSN) Allocations Summary - Operating
2016-2017 2017-2018 Budget Estimated Budget $ Amount % Grant Allocation Grant Allocation Increase Increase Summary Summary (Decrease) (Decrease)
Operating Allocations
Pupil Foundation - Elementary & Secondary $ 649,674,000 $ 664,011,000 $ 14,337,000 2.21 School Foundation 79,168,000 80,674,000 1,506,000 1.90 Indigenous Education (FNMI) 659,000 630,000 (29,000) (4.40) Special Education 155,285,000 157,570,000 2,285,000 1.47 Language 34,663,000 36,895,000 2,232,000 6.44 Learning Opportunities 19,372,000 31,591,000 12,219,000 63.08 Adult Ed., Continuing Ed. & Summer School 7,679,000 7,366,000 (313,000) (4.08) (Including International Languages) Teacher Qual & Exp + NTIP 106,903,000 127,166,000 20,263,000 18.95 DECE Qualifications & Experience 6,792,000 7,068,000 276,000 4.06 Transportation 37,501,000 38,339,000 838,000 2.23 Declining Enrolment Adjustment - 458,000 458,000 - Administration & Governance + Trustees' Asso. Fee 29,797,000 30,405,000 608,000 2.04 School Operations (incl. Community Use of Schools) 117,848,000 117,840,000 (8,000) (0.01) Safe Schools 2,018,000 2,053,000 35,000 1.73 Restraint Savings (650,000) (650,000) - -
Page 13 of 347 Total Allocation For Operating Purposes $ 1,246,709,000 $ 1,301,416,000 $ 54,707,000 4.39 3
June 6, 2017
YORK REGION DISTRICT SCHOOL BOARD
2017-2018 Capital Allocations
2016-2017 2017-2018 Budget Estimated Budget $ Amount % Grant Allocation Grant Allocation Increase Increase Summary Summary (Decrease) (Decrease)
Capital Allocations
School Renewal $ 14,967,000 $ 16,886,000 $ 1,919,000 12.82
Pupil Accommodation Allocation 86,126,000 85,604,000 (522,000) (0.61)
Total Capital Allocation $ 101,093,000 $ 102,490,000 $ 1,397,000 1.38
June 6, 2017 Page 14 of 347 4 YORK REGION DISTRICT SCHOOL BOARD
2017-2018 Miscellaneous Revenues & EPO Grants
2017-2018 2016-2017 Estimated $ Amount Budget Budget Increase Revenues Revenues (Decrease)
Tuition Fees Government of Canada - Day School $ 200,000 $ 200,000 $ - Community & International Education 8,300,000 8,600,000 300,000 Non-Residents 19,803,000 20,915,000 1,112,000 ESL- Non Credit 3,203,000 2,950,000 (253,000)
Rental Revenues Community Use 500,000 800,000 300,000
Other Revenues Cafeterias 220,000 420,000 200,000 Recoverable Salaries 3,372,000 3,916,000 544,000 Interest Revenue 1,500,000 2,000,000 500,000 Total Estimated Miscellaneous Revenues $ 37,098,000 $ 39,801,000 $ 2,703,000
Education Program Other (EPO) Grants EPO 4,274,000 2,662,000 (1,612,000) Total Education Program Other (EPO) Grants $ 4,274,000 $ 2,662,000 $ (1,612,000) Page 15 of 347
5 June 6, 2017
YORK REGION DISTRICT SCHOOL BOARD
2017-2018 Summary of Revenues
2017-2018 $ Amount 2016-2017 Estimated Increase Budget Revenues Budget Revenues (Decrease)
Total Estimated Operating $ 1,246,709,000 $ 1,301,416,000 $ 54,707,000
Total Estimated Capital Allocation 101,093,000 102,490,000 1,397,000
Total Estimated Miscellaneous Revenues 37,098,000 39,801,000 2,703,000
Total Education Program Other (EPO) Grants 4,274,000 2,662,000 (1,612,000)
Total Estimated Revenues $ 1,389,174,000 $ 1,446,369,000 $ 57,195,000
June 6, 2017
Page 16 of 347 6
YORK REGION DISTRICT SCHOOL BOARD 2017-2018 Proposed Budget Summary
2014-2015 2014-2015 2015-2016 2015-2016 2016-2017 Proposed Percentage Budget Actual Budget Actual Budget 2017-18 Budget Increase / (Decrease) Business Administration $ 6,494,000 $ 6,084,980 $ 6,595,000 $ 5,972,069 $ 6,682,000 $ 6,740,750 0.9 Director's Office 3,496,000 3,716,631 3,743,000 3,790,010 3,863,000 5,058,750 31.0 Inclusive School & Community Services 1,665,000 1,627,210 1,691,000 1,566,771 1,770,000 2,759,750 55.9 Information Technology 16,617,000 19,713,874 15,665,000 18,278,384 15,974,000 17,123,000 7.2 Human Resource Services 5,413,000 5,443,162 5,981,000 6,049,286 6,226,000 6,845,750 10.0 Leadership Development 876,000 823,748 876,000 822,519 995,000 1,012,000 1.7 Education & Community Services - Instructional Administration 6,443,000 6,154,176 6,622,000 6,470,923 7,073,000 7,313,500 3.4 School Office 27,308,000 26,114,509 27,587,000 27,435,305 28,256,000 30,128,000 6.6 Instructional Day School 843,430,000 827,425,371 854,882,000 855,714,513 875,609,000 912,956,000 4.3 Community & International Education 13,293,000 16,859,662 13,665,000 17,640,266 15,903,000 15,609,000 (1.8) Curriculum & Instructional Services 7,829,000 6,920,372 7,834,000 7,399,426 7,826,000 8,120,750 3.8 Planning & Property Development Services 935,000 782,412 930,000 766,728 928,000 964,000 3.9 Learning Resource Services 2,019,000 1,881,506 2,022,000 1,883,350 2,158,000 2,189,000 1.4 Student Services 24,153,000 21,203,142 24,263,000 23,880,305 24,928,000 25,934,750 4.0 Food Services 97,000 112,342 97,000 112,867 97,000 97,000 0.0 Plant Operations 77,856,000 79,621,075 78,704,000 80,505,300 81,180,000 85,860,000 5.8 Plant Maintenance 14,606,000 18,972,073 14,605,000 19,820,566 14,752,000 15,326,000 3.9 Transportation 36,818,000 36,999,821 37,913,000 37,086,986 39,038,000 40,558,000 3.9 Benefits 141,300,000 143,659,217 142,686,000 148,938,269 146,469,000 151,999,000 3.8 Other Operating Expenses 708,000 601,505 708,000 513,417 708,000 706,000 (0.3) Non-Operating Expenses 1,955,000 2,870,075 2,549,000 2,823,450 3,372,000 3,916,000 16.1 Sub-total $ 1,233,311,000 $ 1,227,586,864 $ 1,249,618,000 $ 1,267,470,711 $ 1,283,807,000 $ 1,341,217,000 4.5 School Renewal 14,941,000 4,982,276 14,993,000 1,864,931 14,967,000 16,886,000 12.8 Capital - Pupil Accommodation 83,819,000 83,868,860 84,319,000 84,527,376 86,126,000 85,604,000 (0.6) Sub-total $ 98,760,000 $ 88,851,136 $ 99,312,000 $ 86,392,307 $ 101,093,000 $ 102,490,000 1.4
Total $ 1,332,071,000 $ 1,316,438,000 $ 1,348,930,000 $ 1,353,863,017 $ 1,384,900,000 $ 1,443,707,000 4.2
Education Program Other (EPO) Grants 3,619,000 6,861,583 4,804,000 6,223,325 4,274,000 2,662,000 (37.7)
Grand Total $ 1,335,690,000 $ 1,323,299,583 $ 1,353,734,000 $ 1,360,086,342 $ 1,389,174,000 $ 1,446,369,000 4.1 Page 17 of 347
7 Note: Budget has been adjusted to reflect changes referenced at the May 23, 2017 Budget Committee meeting. YORK REGION DISTRICT SCHOOL BOARD
2017-2018 BUDGET
By Major Expenditure Grouping
% of Total 2014-2015 2015-2016 2016-2017 2017-2018 2017-2018 Budget Budget Budget Budget Budget
Salaries & Benefits $ 1,101,580,076 $ 1,116,585,076 $ 1,146,305,939 $ 1,199,587,289 83.1
Transportation Services 36,517,000 37,612,000 38,729,000 40,371,000 2.8
In-School Accounts 24,884,000 25,133,000 25,156,000 24,495,000 1.7
Utilities (Heat, Hydro, Water) 18,880,000 18,780,000 20,480,000 22,155,000 1.5
Capital - Computers 5,980,000 5,000,000 5,000,000 5,000,000 0.4 (Inst. Computers, Networks)
Maintenance Projects 7,500,000 7,500,000 7,600,000 8,000,000 0.6
Caretaking Supplies 1,734,000 2,000,000 2,000,000 2,045,000 0.1
Other Operating Budgets 36,235,924 37,007,924 38,536,061 39,563,711 2.7
TOTAL OPERATING BUDGET $ 1,233,311,000 $ 1,249,618,000 $ 1,283,807,000 $ 1,341,217,000 92.9
Capital - Renewal 14,941,000 14,993,000 14,967,000 16,886,000 1.2
Capital - Pupil Accommodation 83,819,000 84,319,000 86,126,000 85,604,000 5.9
TOTAL FOR COMPARISON $ 1,332,071,000 $ 1,348,930,000 $ 1,384,900,000 $ 1,443,707,000 100.0
Education Program Other - Other E 3,619,000 4,804,000 4,274,000 2,662,000
GRAND TOTAL $ 1,335,690,000 $ 1,353,734,000 $ 1,389,174,000 $ 1,446,369,000
June 6, 2017 Page8 18 of 347 YORK REGION DISTRICT SCHOOL BOARD
Budget Comparisons
2013-2014 2014-2015 2015-2016 2016-2017 2017-2018 % Change % Change Budget Budget Budget Budget Budget 17/18 to 16/17 17/18 to 13/14
Average Daily Enrolment * 112,650 121,601 122,244 122,889 123,299 0.33 9.45
Operating Budget 1,117,779,000 1,233,311,000 1,249,618,000 1,283,807,000 1,341,217,000 4.47 19.99
Operating Cost Per Student 9,923 10,142 10,222 10,447 10,878 4.12 9.63
* Includes Pupils of the Board & Other Pupils Page 19 of 347 9
June 6, 2017 YORK REGION DISTRICT SCHOOL BOARD 2017-2018 Expenditure Budget Classroom vs. Non-Classroom Summary
% of Category Classroom Instruction 1 Classroom Teachers 58.82 2 Supply Teachers 1.93 3 Teaching Assistants 7.58 Classroom 4 Textbooks & Classroom Supplies 2.48 Instruction Non-Classroom 5 Computers 0.99 77.03% 22.97% 6 Professional & Para-professional 2.79 7 Library & Guidance 1.97 8 Staff Development 0.34 9 Department Heads 0.13 Total Classroom Instruction 77.03 In-School Administration Non-Classroom In-School Administration 6.46% 10 Principals & Vice-Principals 3.87 Teacher 11 School Secretaries 2.59 Consultants Total In School Administration 6.46 0.77% 12 Teacher Consultants 0.77 Governance & Administration Governance & Administration 2.61% 13 Trustees 0.03 14 Directors & Supervisory Officers 0.32 School 15 Board Administration 2.26 Operations Total Governance & Administration 2.61 8.80%
16 School Operations 8.80 Continuing Education 1.30% 17 Continuing Education 1.30 Transportation (incl. Inter Languages and Summer School) 3.03%
18 Transportation 3.03
Total Non-Classroom 22.97 Page 20 of 347 10
June 6, 2017 YORK REGION DISTRICT SCHOOL BOARD BUSINESS ADMINISTRATION LOCATION: 810
Proposed Percentage Account 2014-2015 2014-2015 2015-2016 2015-2016 2016-2017 Description 2017-2018 Increase/ Number Budget Actual Budget Actual Budget Budget (Decrease)
33 1000 Salaries 6,050,000 5,728,193 6,151,000 5,620,566 6,243,000 6,302,000 0.9
33 1150 Temporary Assistance 14,000 13,907 14,000 13,730 14,000 14,000 0.0
32 3150 Professional Development - S.O. 1,250 1,250 1,250 1,035 1,250 1,250 0.0
33 3180 Staff Training 10,000 5,078 10,000 6,872 10,000 10,000 0.0
33 3170 Fees & Expenses - Courses 10,000 10,000 10,000 10,000 10,000 10,000 0.0
33 3360 Printing 15,000 14,924 15,000 5,909 15,000 15,000 0.0
33 3610 Travel & Expenses 41,000 22,802 41,000 30,467 35,000 35,000 0.0
33 4010 Repairs to Furniture & Equipment 5,000 1,490 5,000 1,164 5,000 5,000 0.0
33 4050 Telephone 180,000 122,974 180,000 124,335 180,000 180,000 0.0
33 4100 Direct Supplies 120,000 117,706 120,000 119,497 120,000 120,000 0.0
33 4110 Advertising 750 - 750 - 750 500 (33.3)
33 4130 Postage 37,000 37,201 37,000 28,422 38,000 38,000 0.0
33 5010 Furniture & Equipment 9,000 9,456 9,000 8,715 9,000 9,000 0.0
33 6530 Professional Fees 1,000 - 1,000 1,358 1,000 1,000 0.0
Total $ 6,494,000 $ 6,084,980 $ 6,595,000 $ 5,972,069 $ 6,682,000 $ 6,740,750 0.9 Page 21 of 347 11
Note: Budget has been adjusted to reflect changes referenced at the May 23, 2017 Budget Committee meeting. YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 BUSINESS ADMINISTRATION BUDGET
LOCATION: 810
Account Description Proposed Notes Number 2017-2018 Budget
33 1000 Salaries $ 6,302,000 Salaries for all staff of Business Services are included in this budget. Staff included are the Chief Financial Officer, Senior Managers of Finance, Senior Manager, Legal, Legislative and Administrative Services, Manager of Purchasing Services, and all supervisory, secretarial, clerical and technical staff reporting to the above.
33 1150 Temporary Assistance 14,000 This budget provides for temporary assistance to cover extended illness and vacations where it is essential to continue full service.
32 3150 Professional 1,250 Subsidy provision for Supervisory Officer as Development – per compensation package. Supervisory Officer
33 3180 Staff Training 10,000 To provide professional development, training and membership fees for Business Services staff members. This budget is required to meet the need for staff training as it relates to new technology, changing Ministry of Education requirements and utilization of new system applications.
33 3170 Fees and Expenses – 10,000 Includes $7,500 for Corporate Management Courses and Professional Staff Council and $2,500 for B Group non-union support staff professional development funds.
33 3360 Printing 15,000 Includes all printing requirements for the Central and Area Administrative Offices. Included are forms such as cheques, receipts, school permits, time sheets, absence reports etc.
33 3610 Travel and Expenses 35,000 Staff Travel under Policy #145.0.
33 4010 Repairs to Furniture and 5,000 Includes repair costs for all office equipment Equipment in Business Services. Included are maintenance contracts for the large office services equipment such as offset printers, copiers and collators.
33 4050 Telephone 180,000 Includes the telephone system for the Education Centres in Aurora and Newmarket.
Note: Budget has been adjusted to reflect changes referenced at the May 23, 2017 Budget Committee meeting.
Page12 22 of 347 YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 BUSINESS ADMINISTRATION BUDGET
LOCATION: 810
Account Description Proposed Notes Number 2017-2018 Budget
33 4100 Direct Supplies 120,000 Includes all general office consumable supplies and paper for the Central Administrative Offices and the Board Agendas.
33 4110 Advertising 500 Includes all types of board advertising for: - day school registration - tenders for supplies, capital and construction - sale of schools and equipment - school boundary changes Excludes advertising for staff recruitment.
33 4130 Postage 38,000 Postage costs for all board mailings including - casual payslips and T4s - Cheque runs including home stay - Registered letters and Ontario Student Records (OSR) transfers.
33 5010 Furniture and 9,000 Includes furniture and equipment for Business Equipment Services.
33 6530 Professional Fees 1,000 This budget covers consulting services, where required.
TOTAL $ 6,740,750
Note: Budget has been adjusted to reflect changes referenced at the May 23, 2017 Budget Committee meeting.
Page13 23 of 347 Page14 24 of 347 YORK REGION DISTRICT SCHOOL BOARD DIRECTOR'S OFFICE LOCATION: 811
Proposed Percentage Account 2014-2015 2014-2015 2015-2016 2015-2016 2016-2017 Description 2017-2018 Increase/ Number Budget Actual Budget Actual Budget Budget (Decrease) Honoraria - Trustees & Statutory 31 1010 Committee Members 290,000 283,234 311,000 309,194 316,000 318,000 0.6
33 1000 Salaries 1,297,000 1,282,085 1,346,000 1,202,610 1,393,000 1,581,000 13.5
32 3150 Professional Development - S.O. 1,250 1,239 - - - 28,750 -
11 4620 Expenses - Sp.Ed.Adv.Committee 4,500 4,263 4,500 3,784 4,500 4,500 0.0
31 3170 Conf. & Workshops - Trustees 22,000 22,041 24,000 26,158 24,000 24,000 0.0
31 3180 Conf. & Workshops - OPSBA-Trustees - - 14,000 9,535 14,000 14,000 0.0
33 7250 Trustees' Association Fee - - 44,000 43,316 44,000 44,000 0.0
31 3610 Travel & Expenses - Trustees 41,000 41,096 41,000 29,013 41,000 41,000 0.0
31 7010 Membership Fees-OPSBA 180,000 172,949 188,000 187,756 196,000 211,000 7.7
31 7250 Board Expenses 47,000 47,305 47,000 48,956 47,000 47,000 0.0
32 3160 Membership Fees 3,500 1,842 3,500 1,299 3,500 3,500 0.0
33 3170 Staff Training 5,000 4,582 5,000 4,939 5,000 5,000 0.0
33 3360 Communications 126,000 120,628 126,000 81,447 126,000 126,000 0.0
33 3610 Travel & Expenses - Staff 41,000 33,584 43,000 23,492 43,000 43,000 0.0
33 4100 Direct Supplies 5,250 5,381 6,000 6,684 6,000 6,000 0.0
33 4110 Celebration - Student Success 12,000 10,080 12,000 10,118 12,000 12,000 0.0
33 4150 School Councils 209,000 192,419 211,500 210,488 211,500 213,000 0.7 Freedom of Info. & Prot. of Privacy & 33 4680 Records Management 41,000 102,597 41,000 70,857 41,000 70,000 70.7
33 5010 Furniture & Equipment 6,500 6,449 6,500 5,134 6,500 6,000 (7.7)
33 6510 Audit Fees 80,000 74,872 80,000 74,013 90,000 70,000 (22.2)
33 6530 Independent Inteqrity Commissioner - - - - - 50,000 -
33 0436 Ministry Directive - - - - - 822,000 -
33 6720 Insurance 900,000 1,231,675 1,000,000 1,374,331 1,050,000 1,200,000 14.3
33 0950 Board Priorities 184,000 78,312 189,000 66,887 189,000 119,000 (37.0) Page 25 of 347
Total $ 3,496,000 $ 3,716,631 $ 3,743,000 $ 3,790,010 $ 3,863,000 $ 5,058,750 31.0 15
Note: Budget has been adjusted to reflect changes referenced at the May 23, 2017 Budget Committee meeting. YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 DIRECTOR’S OFFICE BUDGET
LOCATION: 811
Account Description Proposed Notes Number 2017-2018 Budget
31 1010 Honoraria – Trustees $ 318,000 Twelve trustees, two student trustees, plus and Statutory Committee community members of the Special Members Education Advisory Committee. Increase reflects honoraria calculated under Ontario Regulation 357/06.
33 1000 Salaries 1,581,000 Salaries for Director of Education, managerial and administrative support staff in Director’s Office, Corporate Communications, Corporate Secretariat and Trustee Services. Increase includes additional Communications and Administrative Assistant positions. The Assistant Manager Web Portal and Communications position has been transferred to Information Technology Services.
32 3150 Professional 28,750 Funds for Supervisory Officer Professional Development - Development for future needs identified for Supervisory Officers and by Senior Team as indicated by the Ministry Directions.
11 4620 Expenses – Special 4,500 Travel expenses for committee members. Education Advisory Committee
31 3170 Conferences and 24,000 Expenses for trustees and student trustees to Workshops – Trustees participate in professional development.
31 3180 Conferences and 14,000 Expenses for trustee participation in Ontario Workshops – OPSBA – Public School Boards’ Association (OPSBA) Trustees conferences and workshops.
33 7250 Trustees’ Association 44,000 Funds to support labour relations activities Fee provided by OPSBA.
31 3610 Travel and Expenses – 41,000 Travel of trustees and student trustees Trustees excluding conferences; also includes monthly trustee and student trustee communication expenses.
31 7010 Membership Fees – 211,000 Ontario Public School Boards’ Association OPSBA (OPSBA) membership (fee adjusted annually by Association).
31 7250 Board Expenses 47,000 Employee Tributes/School Grounds Enhancement Projects, Board Meeting Expenditures, Trustee Supplies. Note: Budget has been adjusted to reflect changes referenced at the May 23, 2017 Budget Committee meeting.
Page16 26 of 347 YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 DIRECTOR’S OFFICE BUDGET
LOCATION: 811
Account Description Proposed Notes Number 2017-2018 Budget
32 3160 Membership Fees 3,500 Ontario Public Supervisory Officials’ Association (OPSOA) and other memberships for the Director.
33 3170 Staff Training 5,000 Professional development and training for the staff members included in salary line 33 1000.
33 3360 Communications 126,000 Expenses for all communications programs.
33 3610 Travel & Expenses – 43,000 Staff Travel under Policy # 145.0. Staff
33 4100 Direct Supplies 6,000 Supplies, subscriptions and periodicals for the Director’s Office, Corporate Communications, Corporate Secretariat and Trustee Services.
33 4110 Celebration - Student 12,000 Annual Celebrating Student Success Awards Success and Dinner.
33 4150 School Councils 213,000 Miscellaneous expenses related to School Councils.
33 4680 Freedom of Information 70,000 Ongoing expenses including storage and & Protection of Privacy retention. Increase reflects additional costs and Records associated with the increase in information Management requests.
33 5010 Furniture and Equipment 6,000 Office equipment and furniture for Director’s Office, Corporate Communications, Corporate Secretariat and Trustee Services.
33 6510 Audit Fees 70,000 Audit fees. Decrease in fees due to the award of a new contract.
33 6530 Independent Integrity 50,000 The estimated cost to retain the services of Commissioner an independent Integrity Commissioner.
33 0436 Ministry Directive 822,000 Costs to comply with the Minister of Education directive. The costs include the establishment of a Human Rights Office, consulting fees and conducting the Every Student Counts survey.
33 6720 Insurance 1,200,000 Insurance for comprehensive liability, errors
Note: Budget has been adjusted to reflect changes referenced at the May 23, 2017 Budget Committee meeting.
Page17 27 of 347 YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 DIRECTOR’S OFFICE BUDGET
LOCATION: 811
Account Description Proposed Notes Number 2017-2018 Budget
and omissions, etc. 33 0950 Board Priorities 119,000 Funds to support planning, research, materials and communication directly related to the Board’s priorities as outlined in the Trustees’ Multi-Year Plan and the Director’s Annual Plan. Miscellaneous Board and managerial staff membership fees (i.e. The Council of Ontario Directors of Education (CODE), Public Council of Ontario Directors of Education (PCODE), Ontario Association of School Business Officials (OASBO) and Association of Municipal Clerks and Treasurers’ Association (AMCTO)). Seventy thousand dollars has been repurposed to fund Crisis Prevention Institute (CPI) training for staff.
TOTAL $ 5,058,750
Note: Budget has been adjusted to reflect changes referenced at the May 23, 2017 Budget Committee meeting.
Page18 28 of 347 YORK REGION DISTRICT SCHOOL BOARD INCLUSIVE SCHOOL & COMMUNITY SERVICES LOCATION: 816
Proposed Percentage Account 2014-2015 2014-2015 2015-2016 2015-2016 2016-2017 Description 2017-2018 Increase/ Number Budget Actual Budget Actual Budget Budget (Decrease)
33 1000 Salaries 1,367,000 1,367,000 1,390,000 1,389,716 1,470,000 2,448,000 66.5
32 3150 Professional Development - S.O. - - 1,250 1,250 1,250 1,250 0.0 Inclusive School & Community 33 4100 Services 75,000 50,314 76,000 37,319 75,000 87,000 16.0
33 4650 Community Event Sponsorship 20,000 19,953 20,000 20,000 20,000 20,000 0.0
33 4690 Translation / Interpretation 50,000 44,679 50,000 30,394 50,000 50,000 0.0
15 3150 Equity & Inclusivity 153,000 145,264 153,750 88,091 153,750 153,500 (0.2)
- Total $ 1,665,000 $ 1,627,210 $ 1,691,000 $ 1,566,771 $ 1,770,000 $ 2,759,750 55.9 Page 29 of 347 19
Note: Budget has been adjusted to reflect changes referenced at the May 23, 2017 Budget Committee meeting. 20 YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 INCLUSIVE SCHOOL & COMMUNITY SERVICES
LOCATION: 816
Account Description Proposed Notes Number 2017-2018 Budget
55 1000 Salaries $ 2,448,000 Inclusive School and Community Services salaries including Coordinating Superintendent Equity and Community Services, Principal Inclusive Schools, Community Liaison, Resource Facilitators and other staff reporting to the above. Increase includes consolidation of all Inclusive School and Community Services staff under Location 816.
32 3150 Professional 1,250 Subsidy provision for Supervisory Officer as Development – per compensation package. Supervisory Officer
33 4100 Inclusive School & 87,000 Expenses for Inclusive School and Community Services Community Services including Reception Centre.
33 4650 Community Event 20,000 Funds to support community engagement. Sponsorship
33 4690 Translation / 50,000 Translation and interpreter services Interpretation expenses.
15 3150 Equity & Inclusivity 153,500 Expenses related to communication, committees, building system capacity and Community Outreach including Equity and Inclusivity Advisory Committee and Equity Leadership Training, including Equity Symposium.
TOTAL $ 2,759,750
Note: Budget has been adjusted to reflect changes referenced at the May 23, 2017 Budget Committee meeting.
Page20 30 of 347 YORK REGION DISTRICT SCHOOL BOARD INFORMATION TECHNOLOGY LOCATION: 820
Proposed Percentage Account 2014-2015 2014-2015 2015-2016 2015-2016 2016-2017 Description 2017-2018 Increase/ Number Budget Actual Budget Actual Budget Budget (Decrease)
35 1000 Salaries 6,241,000 6,250,487 6,267,000 6,550,014 6,418,000 6,964,000 8.5
10 5650 Technology For Learning 5,980,000 6,594,701 5,000,000 5,601,628 5,000,000 5,000,000 0.0
22 3170 Staff Training 28,500 28,313 28,500 38,364 28,000 28,000 0.0
22 3310 Application Software 240,000 243,074 240,000 87,147 240,000 240,000 0.0
22 4020 Maintenance - Desktop 100,000 120,656 100,000 114,064 110,000 110,000 0.0
22 4030 Data & Voice Communication 1,500,000 2,132,672 1,500,000 2,301,812 1,600,000 1,900,000 18.8
22 4100 Supplies 50,500 75,704 50,500 77,268 51,000 51,000 0.0
22 5660 Central Computer Systems 800,000 2,222,166 800,000 1,265,486 800,000 900,000 12.5
22 6540 Fees & Contractual Services 100,000 347,753 100,000 504,207 150,000 150,000 0.0 Multi-User Application Software & 22 6610 Licensing Fees 1,300,000 1,496,810 1,300,000 1,524,923 1,300,000 1,500,000 15.4
25 3150 Teacher Computer Training 200,000 123,788 200,000 128,026 200,000 200,000 0.0
22 3610 Travel & Expenses 77,000 77,751 79,000 85,444 77,000 80,000 3.9
Total $ 16,617,000 $ 19,713,874 $ 15,665,000 $ 18,278,384 $ 15,974,000 $ 17,123,000 7.2 Page 31 of 347 21 YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 INFORMATION TECHNOLOGY BUDGET
LOCATION: 820
Account Description Proposed Notes Number 2017-2018 Budget
35 1000 Salaries $ 6,964,000 Salaries for Information Technology Services staff for Enterprise, Administrative, School and Classroom technology support. The increase includes additional Analysts, a Support Technician plus one position transferred from Director’s Office.
10 5650 Technology for Learning 5,000,000 Funds for the purchase of instructional computer technology and associated network connectivity.
22 3170 Staff Training 28,000 Information Services Staff Training. Includes technology based training courses, materials and skills upgrading.
22 3310 Application Software 240,000 Enterprise, Administration and Elementary/Secondary classroom desktop software and productivity tools.
22 4020 Maintenance – Desktop 110,000 Desktop and mobile computer hardware spare part inventory for Classroom, Administration and Enterprise.
22 4030 Data & Voice 1,900,000 Wide area network and internet services Communication supporting enterprise, classroom and administration use.
22 4100 Supplies 51,000 Includes all supplies related to the operation of the department.
22 5660 Central Computer 900,000 Central administration computer systems, Systems general hardware acquisitions and upgrades to support enterprise applications and supporting infrastructure etc., including servers required for business continuity services in backup Data Centre, email and portals, Trillium (Student Information System), data management & storage, HRIS (Human Resource Information System) and report cards.
22 6540 Fees and Contractual 150,000 Consulting fees and contractual services for Services technology based services in support of application development and implementation: HRIS, Trillium, Data Warehouse and Enterprise Portal, Microsoft Integration tools (Password Management, Antivirus).
Page22 32 of 347 YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 INFORMATION TECHNOLOGY BUDGET
LOCATION: 820
Account Description Proposed Notes Number 2017-2018 Budget
22 6610 Multi-User Application 1,500,000 Maintenance of centralized computer Software and Licensing systems, maintenance and license renewals Fees to support legacy and new enterprise applications, including portion of Edsby licenses.
25 3150 Teacher Computer 200,000 Digital Literacy Training for Teachers. Training
33 3610 Travel and Expenses 80,000 Staff Travel under Policy # 145.0.
TOTAL $ 17,123,000
Page23 33 of 347 Page24 34 of 347 YORK REGION DISTRICT SCHOOL BOARD HUMAN RESOURCE SERVICES LOCATION: 830
Proposed Percentage Account 2014-2015 2014-2015 2015-2016 2015-2016 2016-2017 Description 2017-2018 Increase/ Number Budget Actual Budget Actual Budget Budget (Decrease)
34 1000 Salaries 4,196,000 4,205,743 4,752,000 4,679,890 4,974,000 5,570,000 12.0
32 3150 Professional Development - S.O. 1,250 1,250 1,250 1,250 1,250 1,250 0.0
34 7470 System Training - Principals, V.Principals & Managers 30,000 29,561 30,000 32,410 32,000 32,000 0.0
34 3170 Staff Training 3,750 4,446 3,750 3,449 3,750 4,000 6.7
34 3180 Memberships 1,500 1,079 1,500 2,978 2,000 2,500 25.0
34 3610 Travel & Expenses 26,000 26,354 30,000 29,257 30,000 32,000 6.7
34 4100 Direct Supplies 34,500 35,437 34,500 37,477 35,000 36,000 2.9
34 7210 Direct Supplies - Safety Office 21,000 21,041 20,000 19,345 21,000 21,000 0.0
34 6540 Health & Safety Contractual Services 80,000 43,899 78,000 72,481 77,000 77,000 0.0
34 7230 Accessibility for Ontarians with Disabilities Act - - - - 15,000 15,000 0.0
34 4210 Recruitment & Retention 213,000 214,727 213,000 213,465 213,000 213,000 0.0
34 5010 Furniture & Equipment 14,000 4,323 14,000 13,774 14,000 14,000 0.0
34 6520 Legal & Professional Fees 413,000 465,990 413,000 587,565 413,000 413,000 0.0
34 6540 Employee Assistance Program 250,000 261,787 250,000 247,179 255,000 275,000 7.8
34 7300 Retirement & Annual Awards Evening & Milestone Celebrations 35,000 35,280 35,000 37,916 35,000 35,000 0.0
34 7320 Labour Relations 25,000 25,392 25,000 39,300 25,000 25,000 0.0
34 7370 Job Evaluation 10,000 9,336 10,000 - 10,000 10,000 0.0
34 7390 Disability Management 59,000 57,518 70,000 31,550 70,000 70,000 0.0
Total $ 5,413,000 $ 5,443,162 $ 5,981,000 $ 6,049,286 $ 6,226,000 $ 6,845,750 10.0 Page 35 of 347 25
Note: Budget has been adjusted to reflect changes referenced at the May 23, 2017 Budget Committee meeting. YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 HUMAN RESOURCE SERVICES BUDGET
LOCATION: 830
Account Description Proposed Notes Number 2017-2018 Budget
34 1000 Salaries $ 5,570,000 Salaries for all staff of Human Resource Services are included in this budget. Staff included are: Superintendent of Human Resource Services, Senior Manager, Managers, Principal on Assignment, and all supervisory, secretarial and technical staff reporting to the above. Increase reflects additional staff required to address legislated changes, collective agreement implementation, technological updates, work volume increases in leaves, benefits, and labour relations.
32 3150 Professional 1,250 Subsidy provision for Supervisory Officer as per Development compensation package. - Supervisory Officer
34 7470 System Training 32,000 This budget covers system training for - Principals, Vice- principals, vice-principals and managers. Principals and Managers
34 3170 Staff Training 4,000 Training and development of staff in many required areas, such as emPath, Staff Absence and Replacement System (SmartFind) software, Quicklaw subscription etc.
34 3180 Memberships 2,500 Includes fees for associations such as Human Resource Professional Association of Ontario (HRPAO), Ontario Association of School Business Officials (OASBO).
34 3610 Travel and Expenses 32,000 Staff Travel Under Policy #145.0.
34 4100 Direct Supplies 36,000 Includes all direct supplies for Human Resource Services, including printing of materials such as retirement seminar information, collective agreements, Staff Absence and Replacement System (STAR) Procedures, Criminal Background Checks (Reg. 521), and Performance Appraisal programs.
34 7210 Direct Supplies - Safety 21,000 Includes printing cost of Material Safety Data Office Sheets (MSDS) and training materials, supplies related to training and air sampling including calibration and repair of equipment, health and safety conferences, seminars, and capital needs of Safety Office and expenses and
Note: Budget has been adjusted to reflect changes referenced at the May 23, 2017 Budget Committee meeting.
Page26 36 of 347 YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 HUMAN RESOURCE SERVICES BUDGET
LOCATION: 830
Account Description Proposed Notes Number 2017-2018 Budget
technology requirements of the joint Occupational Health & Safety Committees.
34 6540 Health and Safety 77,000 Includes training and supply coverage costs for Contractual Services First Aid training, annual licensing fees for updating Material Safety Data Sheets (MSDS), consulting costs for program development, hearing protection for teachers, testing and additional training.
34 7230 Accessibility for 15,000 Includes goods and services for compliance Ontarians with with AODA requirements e.g., ensure required Disabilities Act training is accessible, training provided to key stakeholders in producing documents in an accessible format, sign language interpreters, voice amplification systems, computerized note taker services, if required.
34 4210 Recruitment and 213,000 Includes cost of recruitment events and Retention processes (i.e. faculties of education, Caretakers, School Administrators, etc.), costs associated with Regulation 274 implementation; Long Term Occasional Teacher List Annual Interview Process; advertising (print media and internet), temporary assistance for interviews/references by retired Principals for Large Interview Processes (Occasional Teachers, Long Term Occasional Teachers, Educational Assistants, Dedicated Early Childhood Educators, Clerical, Bulk, French Immersion) and the license fees for the Apply to Education Recruitment System. Ongoing costs associated with documentation and orientation activities for new employees, including mandatory pre-employment training and new employee materials; recognition materials.
34 5010 Furniture and 14,000 Includes furniture and equipment for Human Equipment Resource Services.
34 6520 Legal & Professional 413,000 Fees for legal matters. Fees
34 6540 Employee Assistance 275,000 Provides confidential counselling/support to Program employees and their dependants related to work and/or personal issues.
Note: Budget has been adjusted to reflect changes referenced at the May 23, 2017 Budget Committee meeting.
Page27 37 of 347 YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 HUMAN RESOURCE SERVICES BUDGET
LOCATION: 830
Account Description Proposed Notes Number 2017-2018 Budget
34 7300 Retirement and Annual 35,000 Costs of the annual employee retirement dinner Awards Evening and and employee awards evening including the Milestone Celebrations cost of catering, gifts, printing, photography, mailing, etc.
34 7320 Labour Relations 25,000 Costs associated with labour negotiations and joint committees.
34 7370 Job Evaluation 10,000 Costs associated with the job evaluation process. Includes supporting the on-going maintenance of CUPE 1734 and Non-Union Job Evaluation programs and pay equity issues.
34 7390 Disability Management 70,000 Cost of assistive devices, preventative training programs, physical demands analyses; supports for school/department well-being initiatives; costs associated with sick leave plan changes.
TOTAL $ 6,845,750
Note: Budget has been adjusted to reflect changes referenced at the May 23, 2017 Budget Committee meeting.
Page28 38 of 347 YORK REGION DISTRICT SCHOOL BOARD LEADERSHIP DEVELOPMENT LOCATION: 829
Proposed Percentage Account 2014-2015 2014-2015 2015-2016 2015-2016 2016-2017 Description 2017-2018 Increase/ Number Budget Actual Budget Actual Budget Budget (Decrease)
34 1000 Salaries 776,000 725,270 776,000 720,612 895,000 912,000 1.9
34 3150 Leadership Development 70,000 68,273 70,000 69,477 70,000 70,000 0.0
34 3610 Travel & Expenses 10,000 10,497 10,000 9,869 10,000 10,000 0.0
34 4100 Office Supplies 15,000 14,901 15,000 16,201 15,000 15,000 0.0
34 4050 Telephone 5,000 4,808 5,000 6,359 5,000 5,000 0.0
Total $ 876,000 $ 823,748 $ 876,000 $ 822,519 $ 995,000 $ 1,012,000 1.7 Page 39 of 347 29 YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 LEADERSHIP DEVELOPMENT BUDGET
LOCATION: 829
Account Description Proposed Notes Number 2017-2018 Budget
34 1000 Salaries $ 912,000 Salaries for all staff of Leadership Development are included in this budget.
34 3150 Leadership 70,000 Includes cost of various Leadership Development Development programs.
34 3610 Travel and Expenses 10,000 Staff Travel under Policy # 145.0.
34 4100 Office Supplies 15,000 Includes purchase of supplies and incidental items.
34 4050 Telephone 5,000 Telephone expenses.
TOTAL $ 1,012,000
Page30 40 of 347 YORK REGION DISTRICT SCHOOL BOARD EDUCATION & COMMUNITY SERVICES INSTRUCTIONAL ADMINISTRATION LOCATION: 832
Proposed Percentage Account 2014-2015 2014-2015 2015-2016 2015-2016 2016-2017 Description 2017-2018 Increase/ Number Budget Actual Budget Actual Budget Budget (Decrease)
33 1000 Salaries 6,067,000 5,705,722 6,241,000 6,085,797 6,662,000 6,898,000 3.5
32 3150 Professional Development - S.O. 20,000 19,967 21,250 21,159 22,500 22,500 0.0
33 3170 Staff Training 6,500 5,355 6,500 6,158 6,500 6,500 0.0
33 3610 Travel & Expenses 147,000 146,289 150,000 113,797 150,000 150,000 0.0
33 4050 Telephone 66,000 125,919 66,000 100,248 90,000 95,000 5.6
33 4100 Direct Supplies 70,000 74,626 70,500 70,378 75,500 75,000 (0.7)
33 4130 Postage 1,000 1,079 1,000 1,332 1,000 1,000 0.0
33 5010 Furniture & Equipment 21,500 38,002 21,750 29,873 21,500 21,500 0.0
25 7630 Research 44,000 37,218 44,000 42,182 44,000 44,000 0.0
Total $ 6,443,000 $ 6,154,176 $ 6,622,000 $ 6,470,923 $ 7,073,000 $ 7,313,500 3.4 Page 41 of 347 31
Note: Budget has been adjusted to reflect changes referenced at the May 23, 2017 Budget Committee meeting. YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 EDUCATION & COMMUNITY SERVICES BUDGET
INSTRUCTIONAL ADMINISTRATION
LOCATION: 832
Account Description Proposed Notes Number 2017-2018 Budget
33 1000 Salaries $ 6,898,000 Salaries for all Instructional Administration are included in this budget. Staff included are the Associate Directors of Education, Superintendents, Assistants to Coordinating Superintendents, Senior Manager School and System Operations, School Community Liaison, Coordinator of Child Care and Community Services, Community Liaison Coordinator, secretarial and clerical support staff.
32 3150 Professional 22,500 Subsidy provision for Supervisory Officers as Development – per compensation package. Supervisory Officers
33 3170 Staff Training 6,500 To provide professional development and training for staff members included in salary line 33 1000.
33 3610 Travel and Expenses 150,000 Staff travel under Policy #145.0.
33 4050 Telephone 95,000 Community Education Centres.
33 4100 Direct Supplies 75,000 General office supplies for Community Education Centres and Permit Department.
33 4130 Postage 1,000 Community Education Centres.
33 5010 Furniture and 21,500 Aurora Education Centre and Community Equipment Education Centres.
25 7630 Research & Assessment 44,000 Assessment resources; statistical software, training, professional development, review for external research requests.
TOTAL $ 7,313,500
Note: Budget has been adjusted to reflect changes referenced at the May 23, 2017 Budget Committee meeting.
Page32 42 of 347 YORK REGION DISTRICT SCHOOL BOARD SCHOOL OFFICE
Proposed Percentage Account 2014-2015 2014-2015 2015-2016 2015-2016 2016-2017 Description 2017-2018 Increase/ Number Budget Actual Budget Actual Budget Budget (Decrease)
15 1000 Salaries 26,849,000 25,657,735 27,086,000 26,933,909 27,711,000 29,578,000 6.7
15 3170 Fees & Expenses - Courses 20,000 20,000 20,000 20,000 25,000 25,000 0.0 Technology - Administration & 15 5020 Support Staff 424,000 423,244 466,000 466,396 500,000 500,000 0.0
15 3170 Training 15,000 13,530 15,000 15,000 20,000 25,000 25.0
Total $ 27,308,000 $ 26,114,509 $ 27,587,000 $ 27,435,305 $ 28,256,000 $ 30,128,000 6.6 Page 43 of 347 33 YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 EDUCATION & COMMUNITY SERVICES BUDGET
SCHOOL OFFICE
Account Description Proposed Notes Number 2017-2018 Budget
15 1000 Salaries $ 29,578,000 Salaries for all School Office staff. Staff included are School Secretaries and Technology Support Technicians. Increase reflects conditions of contract extensions.
15 3170 Fees and Expenses - 25,000 Contractual amount per the CUPE 1734 Courses Agreement.
15 5020 Technology – 500,000 Laptop Computers for Administration and Administration and Support staff. Support Staff
15 3170 Training 25,000 Training for school office, clerical and education assistant staff.
TOTAL $ 30,128,000
Page34 44 of 347 YORK REGION DISTRICT SCHOOL BOARD INSTRUCTIONAL DAY SCHOOL
Proposed Percentage Account 2014-2015 2014-2015 2015-2016 2015-2016 2016-2017 Description 2017-2018 Increase/ Number Budget Actual Budget Actual Budget Budget (Decrease)
21 1210 School Assistants 3,617,000 3,487,000 3,773,000 3,730,876 3,822,000 3,910,000 2.3
10 1700 Principals, VPs, Teachers - Day School 709,460,000 697,706,913 717,347,000 721,937,576 734,494,000 767,354,000 4.5
10 1730 Home Instruction 160,000 133,974 160,000 133,423 160,000 160,000 0.0
10 1820 Occasional Teachers 19,373,000 19,227,360 21,661,000 21,945,605 22,047,000 23,067,000 4.6
11 1910 Educational Assistants 74,335,000 74,043,435 75,268,000 75,985,041 77,192,000 81,386,000 5.4
11 1700 Section 23 Facilities 3,134,000 2,975,531 3,038,000 3,048,098 3,276,000 3,435,000 4.9
10 1140 Tutors in the Classroom 114,000 123,562 114,000 118,263 130,000 130,000 0.0
10 3150 Conferences & Workshops 61,000 59,469 61,000 58,435 61,000 61,000 0.0
10 3610 Travel & Expenses 337,000 186,732 344,000 217,806 300,000 300,000 0.0
10 4500 Outdoor Education 220,000 96,439 220,000 218,595 1,036,000 1,038,0 00 0.2
10 4510 Expenses of Inter-School Competitions 210,000 216,667 210,000 210,901 220,000 240,000 9.1
10 4660 Safe Schools 1,100,000 1,099,251 1,100,000 1,103,084 1,114,000 866,000 (22.3)
10 6300 Rental - Theatres 32,000 23,013 32,000 28,688 30,000 30,000 0.0
10 7050 Bursaries & Awards 45,000 29,511 45,000 13,690 40,000 40,000 0.0
10 0160 Arts Camp 16,000 16,000 1 6,000 16,000 16,000 16,000 0.0
10 6010 Performance Plus 239,000 237,712 239,000 235,801 239,000 239,000 0.0
10 5620 School Improvement 268,000 253,197 268,000 265,777 268,000 268,000 0.0
15 3150 Prof. Dev. - School Administrators 240,000 239,697 242,000 242,700 300,000 324,000 8.0
10 3300 French Immersion 243,000 243,000 243,000 243,000 243,000 243,000 0.0
In-School Accounts 24,884,000 22,091,048 25,133,000 20,594,104 25,156,000 24,495,000 (2.6) Page 45 of 347 35
Note: Budget has been adjusted to reflect changes referenced at the May 23, 2017 Budget Committee meeting. YORK REGION DISTRICT SCHOOL BOARD INSTRUCTIONAL DAY SCHOOL
Proposed Percentage Account 2014-2015 2014-2015 2015-2016 2015-2016 2016-2017 Description 2017-2018 Increase/ Number Budget Actual Budget Actual Budget Budget (Decrease)
10 5630 Student Success 2,472,000 2,471,696 2,472,000 2,470,266 2,500,000 2,500,000 0.0
10 7250 Specialist High Skills Major (SHSM) 1,187,000 931,389 1,228,000 1,212,8 77 1,199,0 00 1,115,0 00 (7.0)
10 0083 Ontario Focused Intervention Partnership 505,000 465,936 507,000 517,060 507,0 00 509,0 00 0.4
10 0820 Program Enhancement 600,000 600,000 600,000 597,500 600,000 600,000 0.0
10 5770 First Nation, Métis & Inuit Education 578,000 466,842 561,000 569,343 659,0 00 630,0 00 (4.4)
Total $ 843,430,000 $ 827,425,371 $ 854,882,000 $ 855,714,513 $ 875,609,000 $ 912,956,000 4.3 Page 46 of 347 36
Note: Budget has been adjusted to reflect changes referenced at the May 23, 2017 Budget Committee meeting. YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 EDUCATION & COMMUNITY SERVICES BUDGET
INSTRUCTIONAL DAY SCHOOL
Account Description Proposed Notes Number 2017-2018 Budget
21 1210 School Assistants $ 3,910,000 Noon hour and bus loading supervision.
10 1700 Principals, Vice- 767,354,000 Salaries for Principals, Vice-Principals and Principals, Teachers – Day School Teachers. Increase reflects Day School conditions of contract extensions. Equity teachers transferred to Inclusive School and Community Services.
10 1730 Home Instruction 160,000 Salaries for teachers of Home Instruction.
10 1820 Occasional Teachers 23,067,000 Salaries for Supply teachers.
11 1910 Educational Assistants 81,386,000 Salaries for teaching assistants including Designated Early Childhood Educators (DECE). Community Resource Facilitators transferred to Inclusive School and Community Services.
11 1700 Section 23 Facilities 3,435,000 Expenses for Section 23 facilities. Program is funded under Special Education Facilities Amount.
10 1140 Tutors in the Classroom 130,000 Board share of the Ministry of Education initiative designed to use post-secondary students as tutors in our schools.
10 3150 Conferences and 61,000 Professional development for teachers and Workshops school support staff.
10 3610 Travel and Expenses 300,000 Staff Travel under Policy # 145.0.
10 4500 Outdoor Education 1,038,000 Cost of Outdoor Education Programs. Funding included in Learning Opportunities Grant.
10 4510 Expenses of Inter- 240,000 Secondary – Ontario Federation of School Competitions Secondary Athletic Association (OFSAA) and Georgian Bay Secondary Athletic Association (GBSAA) fees, assistance for competition beyond York Region. Elementary inter- school competition. Funds subsidize team transportation.
10 4660 Safe Schools 866,000 Safe School Strategy including prevention support, early intervention and discipline. Includes programs for expelled students and students serving long term suspensions. The
Note: Budget has been adjusted to reflect changes referenced at the May 23, 2017 Budget Committee meeting.
Page37 47 of 347 YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 EDUCATION & COMMUNITY SERVICES BUDGET
INSTRUCTIONAL DAY SCHOOL
Account Description Proposed Notes Number 2017-2018 Budget
reduction reflects funds assigned specifically to Crisis Intervention Institute (CPI) training presented under Student Services budget.
10 6300 Rental - Theatres 30,000 Funds for rental of Markham and Newmarket Theatres as per agreements.
10 7050 Bursaries and Awards 40,000 Awards – per Policy # 670.0.
10 0160 Arts Camp 16,000 Funds for supply teacher costs for Arts Camp held in June.
10 6010 Performance Plus 239,000 Funds for supplies for Performance Plus program at various school locations.
10 5620 School Improvement 268,000 Funds for Student Success, Character Education, Community Involvement and Implementation, Regional Common Course Calendar, Secondary School Profile Development.
15 3150 Professional 324,000 Professional Development allowance for Development – School principals and vice-principals. Administrators
10 3300 French Immersion 243,000 Funds for start up French Immersion classes and resources.
In-School Accounts 24,495,000 Funds for in-school accounts.
10 5630 Student Success 2,500,000 Funds for Student Success initiative.
10 7250 Specialist High Skills 1,115,000 Funds for Specialist High Skills Major Major (SHSM) programs in secondary schools.
10 0083 Ontario Focused 509,000 Funds for Before and After School tutoring Intervention Partnership programs.
10 0820 Program Enhancement 600,000 Support funding for the Arts, Music, Physical Education and Outdoor Education school programs.
10 5770 First Nation, Métis & 630,000 Funds for First Nations, Métis and Inuit Inuit Education Education. Budget is based on funding.
TOTAL $ 912,956,000 Note: Budget has been adjusted to reflect changes referenced at the May 23, 2017 Budget Committee meeting.
Page38 48 of 347 YORK REGION DISTRICT SCHOOL BOARD COMMUNITY & INTERNATIONAL EDUCATION
Proposed Percentage Account 2014-2015 2014-2015 2015-2016 2015-2016 2016-2017 Description 2017-2018 Increase/ Number Budget Actual Budget Actual Budget Budget (Decrease)
55 1000 Salaries 10,391,000 10,473,525 10,408,000 10,871,582 11,650,000 11,393,000 (2.2)
55 4100 Supplies 269,000 351,267 273,000 335,951 273,000 261,000 (4.4)
55 3200 Books 10,000 9,331 10,000 22,454 10,000 10,000 0.0
55 5010 Furniture & Equipment 99,500 58,872 99,500 91,260 102,500 82,500 (19.5)
55 6540 Contractual Services 115,000 104,111 - - - - 0.0
55 0240 International Education Programs 2,118,000 5,579,685 2,541,900 5,943,217 3,476,500 3,481,500 0.1
55 4110 Printing 41,500 18,127 43,000 40,913 34,500 34,500 0.0
55 6100 Rent 209,000 242,071 249,000 310,712 315,000 305,000 (3.2)
55 4010 Repairs to Furniture & Equipment 12,000 222 12,000 2,166 12,000 12,000 0.0
55 4050 Telephone 14,000 9,088 14,000 7,617 14,500 14,500 0.0
55 3610 Travel & Expenses 14,000 13,364 14,600 14,393 15,000 15,000 0.0
Total $ 13,293,000 $ 16,859,662 $ 13,665,000 $ 17,640,266 $ 15,903,000 $ 15,609,000 (1.8) Page 49 of 347 39 YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 COMMUNITY AND INTERNATIONAL EDUCATION
Account Description Proposed Notes Number 2017-2018 Budget
Note: Expenses are covered by grant revenue, course fees and partnerships. Note: Expenses exclude staff benefit costs.
55 1000 Salaries $ 11,393,000 Community and International Education Services salaries including International Languages, Summer School, English as a Second Language (ESL), Adult Education - Day School, Adult Education - Night School, International Education.
55 4100 Supplies 261,000 Cost of instructional supplies.
55 3200 Books 10,000
55 5010 Furniture and 82,500 Furniture and equipment for Community and Equipment International Education Services.
55 0240 International Education 3,481,500 Cost recovery expenses for International Programs Education Services, including Homestay, Exchange, World Classroom, Volunteer Abroad.
55 4110 Printing 34,500 Printing and advertising for International Languages and Credit Courses.
55 6100 Rent 305,000 Rental agreements for Adult English as a Second Language (ESL) sites.
55 4010 Repairs to Furniture 12,000 Furniture and equipment repairs. and Equipment
55 4050 Telephone 14,500 Telephone service for Community and International Education Services.
55 3610 Travel and Expenses 15,000 Staff travel under Policy #145.0
TOTAL $ 15,609,000
Page40 50 of 347 YORK REGION DISTRICT SCHOOL BOARD CURRICULUM & INSTRUCTIONAL SERVICES LOCATION: 833
Proposed Percentage Account 2014-2015 2014-2015 2015-2016 2015-2016 2016-2017 Description 2017-2018 Increase/ Number Budget Actual Budget Actual Budget Budget (Decrease)
25 1000 Salaries 5,135,000 4,820,555 5,260,000 5,267,277 5,304,000 5,784,000 9.0
10 3300 Cooperative Education Program Services 36,000 21,676 36,000 31,535 30,000 32,000 6.7
10 3610 Cooperative Education - Travel 166,000 122,372 166,000 154,470 150,000 155,000 3.3
10 7670 Heritage Schoolhouse 19,000 17,155 19,000 18,276 19,000 19,000 0.0
10 7680 Curriculum Review & Board Priorities 58,000 64,427 58,000 58,847 58,000 58,000 0.0
25 3150 Professional Learning Supplies 9,000 8,347 9,000 7,680 9,000 9,000 0.0
25 3170 Staff Training 24,000 24,261 24,000 25,426 24,000 24,000 0.0
10 4610 Environmental Council 34,000 32,295 34,000 8,516 34,000 34,000 0.0
25 3350 Printing 50,000 21,712 30,000 11,637 20,000 15,000 (25.0)
25 3610 Travel & Expenses 112,000 91,332 114,000 104,946 112,000 112,000 0.0
25 4100 Direct Supplies 20,000 20,228 20,000 20,933 20,000 20,000 0.0
25 7610 Assessment & Evaluation 250,000 211,903 138,000 121,024 138,000 138,000 0.0
25 7620 Curriculum Implementation Plan 559,000 262,627 559,000 317,339 591,000 481,000 (18.6)
25 3150 Teacher Mentoring Program 95,000 72,194 95,000 86,281 95,000 95,000 0.0
25 7550 New Teacher Induction Program (NTIP) 619,000 616,694 627,000 600,404 573,000 487,000 (15.0)
25 5010 Furniture & Equipment 18,000 14,786 18,000 15,842 18,000 18,000 0.0
25 7250 Technology Learning 50,000 45,135 50,000 43,267 50,000 50,000 0.0
25 7640 Curriculum Special Projects 72,000 63,444 72,000 75,215 72,000 72,500 0.7
32 3150 Professional Development - S.O. 1,250 1,250 1,250 1,250 1,250 1,250 0.0
32 3160 Membership Fees 1,000 777 1,000 574 1,000 1,000 0.0
34 1820 School Effectiveness Framework 500,750 387,203 502,750 428,688 506,750 515,000 1.6
Total $ 7,829,000 $ 6,920,372 $ 7,834,000 $ 7,399,426 $ 7,826,000 $ 8,120,750 3.8 Page 51 of 347 41
Note: Budget has been adjusted to reflect changes referenced at the May 23, 2017 Budget Committee meeting. YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 CURRICULUM & INSTRUCTIONAL SERVICES BUDGET
LOCATION: 833
Account Description Proposed Notes Number 2017-2018 Budget
25 1000 Salaries $ 5,784,000 Salaries for all staff of Curriculum & Instructional Services. Staff include: Superintendent of Curriculum and Instructional Services, Principal of Curriculum and Instructional Services, Manager of Assessment and Evaluation, Research & Evaluation Consultants, Project Managers, Assistant Project Manager and Curriculum Principals, Coordinators, Consultants, secretarial and clerical support staff. Includes one additional Outdoor Education Consultant and Digital Literacy Resource teachers.
10 3300 Cooperative Education 32,000 Costs related to Cooperative Education Program Services Services.
10 3610 Cooperative Education - 155,000 Travel expenses incurred by teachers and Travel students involved in Cooperative Education.
10 7670 Heritage Schoolhouse 19,000 Expenses, acquisitions, archival collection, resource library, documentation, publications, programming supplies, displays/exhibits, special event supplies, photocopier maintenance, advertising.
10 7680 Curriculum Review, 58,000 Costs of review, development and Development and implementation of curriculum. Acquisition, Implementation (CRDI) review and/or development of teaching Management resources to support implementation of Ministry policy and Board priorities. Planning and delivery of learning opportunities to support Ministry policy and Board priorities, including resources and support during on- going curriculum revision.
25 3150 Professional Learning 9,000 Expenses related to professional learning Supplies opportunities, such as costs of workshops and other presentation expenses.
25 3170 Staff Training 24,000 Staff learning and professional development for Curriculum Consultants, Curriculum Coordinators, Curriculum Administrators, secretarial/clerical.
10 4610 Environmental Council 34,000 Budget for Eco-team and Eco-team supported projects.
Note: Budget has been adjusted to reflect changes referenced at the May 23, 2017 Budget Committee meeting.
Page42 52 of 347 YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 CURRICULUM & INSTRUCTIONAL SERVICES BUDGET
LOCATION: 833
Account Description Proposed Notes Number 2017-2018 Budget
25 3350 Printing 15,000 Printing of resource materials, such as Multi- Faith calendar, presentation handouts, resource binders.
25 3610 Travel and Expenses 112,000 Staff Travel under Policy # 145.0.
25 4100 Direct Supplies 20,000 Office supplies and photocopier expenses.
25 7610 Assessment and 138,000 Review, development and implementation of Evaluation Assessment and Evaluation Program: EQAO support, evaluation resources, reading and mathematics assessments, external instruments, communication to parents and professional learning as identified in the Board-approved A&E Plan
25 7620 Curriculum 481,000 Board-wide support of Mathematics, Modern Implementation Plan Learning and Mental Health, as well as support for Ontario Curriculum policy documents, including support for Community Education Centres, Provincial Report Card, Additional Qualifications (AQ) Courses, Teacher Collaborative Inquiries, Healthy Schools, Reading Recovery and well-being. Reduction reflects a transfer of funds to fund the Outdoor Education Consultant.
25 3150 Teacher Mentoring 95,000 Support for recruiting, induction and retention Program of teachers new to teaching and/or to York Region, e.g. Great Beginnings Conference.
25 7550 New Teacher Induction 487,000 Support the growth and professional Program (NTIP) development of new teachers (NTIP). Budget based on program funding.
25 5010 Furniture and 18,000 Technology & furniture updates. Equipment
25 7250 Technology Learning 50,000 Learning related to the tools and resources necessary to implement the Board Improvement Plan and reporting processes.
25 7640 Curriculum Special 72,500 Support for Artists in The Schools, Arts Camp Projects and Enrichment Band Camp, Children’s Chorus, Choirs Alive, Music Alive, Music Monday, Literacy Through Music and Technology in the Arts.
Note: Budget has been adjusted to reflect changes referenced at the May 23, 2017 Budget Committee meeting.
Page43 53 of 347 YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 CURRICULUM & INSTRUCTIONAL SERVICES BUDGET
LOCATION: 833
Account Description Proposed Notes Number 2017-2018 Budget
32 3150 Professional 1,250 Subsidy provision for Supervisory Officer as Development – per compensation package. Supervisory Officer
32 3160 Membership Fees 1,000 Memberships in selected curriculum associations.
34 1820 School Effectiveness 515,500 Funding to assist elementary schools and Framework Boards in the assessment of school effectiveness.
TOTAL $ 8,120,750
Note: Budget has been adjusted to reflect changes referenced at the May 23, 2017 Budget Committee meeting.
Page44 54 of 347 YORK REGION DISTRICT SCHOOL BOARD PLANNING & PROPERTY DEVELOPMENT SERVICES LOCATION: 834
Proposed Percentage Account 2014-2015 2014-2015 2015-2016 2015-2016 2016-2017 Description 2017-2018 Increase/ Number Budget Actual Budget Actual Budget Budget (Decrease)
33 1000 Salaries 737,000 647,982 737,000 595,363 740,000 776,000 4.9
33 3170 Staff Training 1,000 70 1,000 809 1,000 1,000 0.0
33 3610 Travel & Expenses - Staff 20,000 6,891 15,000 5,838 10,000 10,000 0.0
33 4100 Direct Supplies 4,500 3,321 4,500 782 4,500 4,500 0.0
33 4640 Property Management 85,000 68,191 85,000 75,318 85,000 85,000 0.0
33 5010 Furniture & Equipment 7,500 1,135 7,500 8,185 7,500 7,500 0.0
33 6520 Legal Fees 80,000 54,823 80,000 80,434 80,000 80,000 0.0
Total $ 935,000 $ 782,412 $ 930,000 $ 766,728 $ 928,000 $ 964,000 3.9 Page 55 of 347 45 YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 PLANNING & PROPERTY DEVELOPMENT SERVICES BUDGET
LOCATION: 834
Account Description Proposed Notes Number 2017-2018 Budget
33 1000 Salaries $ 776,000 Salaries for Planning & Property Development Services staff including Senior Manager Planning & Property, Manager Accommodation Planning and all staff reporting to the above. Increase includes department reorganization within current staffing.
33 3170 Staff Training 1,000 To provide professional development, training and membership fees for Planning & Property Development staff.
33 3610 Travel and Expenses - 10,000 Staff Travel under Policy # 145.0. Staff
33 4100 Direct Supplies 4,500 Includes all supplies related to the operation of the department.
33 4640 Property Management 85,000 Expenses for consulting fees, studies and software development related to property matters and student accommodation.
33 5010 Furniture & Equipment 7,500 Includes furniture and equipment for Planning & Property Development staff.
33 6520 Legal Fees 80,000 Fees for legal matters related to property.
TOTAL $ 964,000
Page46 56 of 347 YORK REGION DISTRICT SCHOOL BOARD LEARNING RESOURCE SERVICES LOCATION: 856
Proposed Percentage Account 2014-2015 2014-2015 2015-2016 2015-2016 2016-2017 Description 2017-2018 Increase/ Number Budget Actual Budget Actual Budget Budget (Decrease)
25 1000 Salaries 1,736,000 1,623,677 1,739,000 1,632,882 1,875,000 1,907,000 1.7
25 3200 Library Resources 15,000 13,673 15,000 10,905 15,000 15,000 0.0
25 3300 Multimedia Resources 120,000 119,675 120,000 115,693 120,000 120,000 0.0
25 3610 Travel & Expenses 5,000 2,949 5,000 5,054 5,000 5,500 10.0
25 4010 Furniture & Equipment Repairs 7,000 1,003 7,000 4,264 7,000 6,500 (7.1)
25 4100 Supplies Media / Library 30,000 19,020 30,000 14,567 30,000 30,000 0.0
23 4100 Library Automation 11,000 8,543 11,000 6,461 11,000 10,000 (9.1)
25 5010 Furniture & Equipment 15,000 14,573 15,000 19,584 15,000 15,000 0.0
25 7250 Learning Design & Development 80,000 78,393 80,000 73,941 80,000 80,000 0.0
Total $ 2,019,000 $ 1,881,506 $ 2,022,000 $ 1,883,350 $ 2,158,000 $ 2,189,000 1.4 Page 57 of 347 47 YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 CURRICULUM & INSTRUCTIONAL SERVICES BUDGET
LEARNING RESOURCE SERVICES
LOCATION: 856
Account Description Proposed Notes Number 2017-2018 Budget
25 1000 Salaries $ 1,907,000 Salaries for staff in Learning Resource Services, Heritage Schoolhouse, Museum and Archives and Learning Design and Development.
25 3200 Library Resources 15,000 Library resource development and maintenance, resource requests from schools, teachers, administrators, and consultants.
25 3300 Multimedia Resources 120,000 Media learning resources and materials to support school programs, including streaming/digital resources.
25 3610 Travel and Expenses 5,500 Staff Travel under Policy # 145.0.
25 4010 Furniture and 6,500 Department equipment purchase and repair Equipment Repairs costs.
25 4100 Supplies Media / Library 30,000 Department budget for office supplies/materials and photocopier rental, as well as purchases for the Specialty Services area (laminating machines replacement/maintenance/repairs and other Specialty Services materials).
23 4100 Library Automation 10,000 Supplies and services to support school library needs across the Board such as subscriptions to cataloguing information databases, barcodes, spine labels and patron library cards.
25 5010 Furniture and 15,000 Purchase/maintenance/repairs for equipment Equipment loaned out to schools and equipment needed to support Board events.
Page48 58 of 347 YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 CURRICULUM & INSTRUCTIONAL SERVICES BUDGET
LEARNING RESOURCE SERVICES
LOCATION: 856
Account Description Proposed Notes Number 2017-2018 Budget
25 7250 Learning Design and 80,000 Hardware, software and system staff Development development to support the design and delivery of on-line learning and training resources for schools and departments and up-to-date communication and promotional materials. Includes travel, supplies and upgrades to studio space/production facilities.
TOTAL $ 2,189,000
Page49 59 of 347 Page50 60 of 347 YORK REGION DISTRICT SCHOOL BOARD STUDENT SERVICES LOCATION: 851
Proposed Percentage Account 2014-2015 2014-2015 2015-2016 2015-2016 2016-2017 Description 2017-2018 Increase/ Number Budget Actual Budget Actual Budget Budget (Decrease)
21 1000 Salaries-Student Services 9,520,000 9,431,575 9,541,000 9,658,207 9,955,000 11,024,000 10.7
21 1000 Salaries-Psychological Services 4,913,000 4,639,285 4,933,000 4,833,047 5,103,000 5,127,000 0.5
21 1000 Salaries-Social Work Services 1,861,000 1,810,295 1,922,000 1,836,761 2,036,000 2,339,000 14.9
32 3150 Professional Development - S.O. 1,250 1,207 1,250 1,251 1,250 1,250 0.0
11 3170 Staff Training - Special Education 100,000 86,083 100,000 101,244 100,000 100,000 0.0
11 5010 Capital Personalized Equipment 6,468,250 4,077,772 6,468,250 6,248,267 6,468,250 6,019,000 (6.9)
21 3150 Professional Development 18,000 12,466 18,000 14,507 18,000 18,000 0.0
10 4660 Crisis Prevention Institute (CPI) Training - - - - - 450,000 -
21 3150 PD-Professional Student Services Personnel - - - - - 4,000 -
21 3180 Membership Fees 2,000 2,000 2,000 2,100 2,000 2,000 0.0
21 3300 Supplies - Itinerants 31,500 30,811 31,500 30,727 31,500 31,500 0.0
21 3350 Printing 11,000 5,097 11,000 3,422 5,000 5,000 0.0
21 3610 Travel & Expenses 332,000 378,461 339,000 379,066 349,000 380,000 8.9
21 4010 Repairs to Furniture & Equipment 10,000 5,460 10,000 2,944 10,000 10,000 0.0
21 4100 Direct Supplies 29,000 24,292 29,000 24,125 25,000 25,000 0.0
21 3010 Supplies - Gifted 73,000 34,978 73,000 70,447 35,000 40,000 14.3
21 5010 Furniture & Equipment 40,000 30,982 40,000 33,914 40,000 70,000 75.0
21 7250 Behaviour Expertise Amount (BEA) 424,000 389,877 425,000 408,981 430,000 - (100.0)
11 6530 Research & Data Analysis 60,000 34,181 60,000 12,552 60,000 30,000 (50.0)
21 6530 Community/ Regional/ School Links 140,000 97,112 140,000 100,000 140,000 140,000 0.0
21 4100 Assessment Materials / Resources 119,000 111,206 119,000 118,742 119,000 119,000 0.0 Page 61 of 347 Total $ 24,153,000 $ 21,203,142 $ 24,263,000 $ 23,880,305 $ 24,928,000 $ 25,934,750 4.0 51
Note: Budget has been adjusted to reflect changes referenced at the May 23, 2017 Budget Committee meeting. YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 STUDENT SERVICES BUDGET
LOCATION: 851
Account Description Proposed Notes Number 2017-2018 Budget
21 1000 Salaries – Student $ 11,024,000 Salaries for Student Services are included in Services this budget. Staff included are Superintendent of Student Services, Principals/Co-ordinator of Student Services, Mental Health Leads, Special Education Consultants, Student Services Coordinators, Physical Therapists/Occupational Therapists, Speech/Language Pathologists, Work Experience Program Coordinators, Audiologist, Frequency Modulation (FM) Technician, Applied Behaviour Analysis (ABA) specialists, ABA Facilitators and secretaries. Increase includes staff supporting Autism programming previously reported under line 21-7250 Behaviour Expertise Amount (BEA).
21 1000 Salaries – 5,127,000 Salaries for all staff of Psychological Psychological Services Services are included in this budget. Staff included are: the Chief Psychologist, Coordinating Psychologists, Psychologists and Psycho-educational Consultants.
21 1000 Salaries – Social Work 2,339,000 Salaries for all staff of Social Work Services Services are included in this budget. Staff included are the Chief of Social Work Services and school Social Workers. Increase partially due to additional School Social Workers.
21 1000 Professional 1,250 Subsidy provision for Supervisory Officer as Development – per compensation package. Supervisory Officer
11 3170 Staff Training – Special 100,000 Special education training, including Special Education Education Resource Teachers (SERTs) and administrators new to the role, specialized Autism training (ABA) for administrators, teachers and Educational Assistants.
11 5010 Capital Personalized 6,019,000 Specialized computer equipment, Phonic Equipment ears, Frequency Modulation equipment (FM’s), Braillers, wheelchairs, etc. and support for professional learning related to Special Education Amount (SEA) technology.
Note: Budget has been adjusted to reflect changes referenced at the May 23, 2017 Budget Committee meeting.
Page52 62 of 347 YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 STUDENT SERVICES BUDGET
LOCATION: 851
Account Description Proposed Notes Number 2017-2018 Budget
21 3150 Professional 18,000 Workshops for special education Development administration & regional staff; staff memberships in selected associations such as Council for Exceptional Children (CEC), Association for Children with Learning Disabilities (ACLD); regulated health professional training.
10 4660 Crisis Prevention 450,000 Training for teachers and educational Institute (CPI) Training assistants to provide and upgrade skills to work with special needs students.
21 3150 Professional 4,000 Contractual amount to support professional Development – development for Professional Student Professional Student Services Personnel (PSSP). Services Personnel
21 3180 Membership Fees 2,000 Membership fees for Psychological Services staff.
21 3300 Supplies – Itinerants 31,500 Required materials for regional support staff (e.g., accessories for Frequency Modulations, vision materials, testing materials).
21 3350 Printing 5,000 Workshop materials, brochures and other special education documents.
21 3610 Travel and Expenses 380,000 Staff travel, including Special Education and Regional Support Services at Community Education Centres, under Policy #145.0. Increase of funds due to additional staffing.
21 4010 Repairs to Furniture and 10,000 Frequency Modulation (FM) servicing and Equipment repairs, general equipment repairs beyond Special Education Amount (SEA) claims.
21 4100 Direct Supplies 25,000 Supplies for administration housed at the Centre for Leadership and Learning, Special Education Consultants and Student Services Coordinators at Community Education Centres.
21 3010 Supplies – Gifted 40,000 Testing materials for Grade 3 gifted screening. Adjustment increase due to change in screening tool.
Note: Budget has been adjusted to reflect changes referenced at the May 23, 2017 Budget Committee meeting.
Page53 63 of 347 YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 STUDENT SERVICES BUDGET
LOCATION: 851
Account Description Proposed Notes Number 2017-2018 Budget
21 5010 Furniture and 70,000 Centre for Leadership and Learning regional Equipment support staff. Increase to support phased in upgrade of technology for staff.
11 6530 Research and Data 30,000 Special Education research and data Analysis analysis linked to learning. Decrease of funds to reallocate to other budget lines.
21 6530 Community/Regional/ 140,000 Funds for community partnership services for School Links therapeutic intervention and direct service therapies.
21 4100 Assessment Materials/ 119,000 Funds for purchasing student testing kits and Resources assessment materials and forms for Psychological Services, Speech-Language Pathologists, Hearing Services.
TOTAL $ 25,934,750
Note: Budget has been adjusted to reflect changes referenced at the May 23, 2017 Budget Committee meeting.
Page54 64 of 347 YORK REGION DISTRICT SCHOOL BOARD FOOD SERVICES
Proposed Percentage Account 2014-2015 2014-2015 2015-2016 2015-2016 2016-2017 Description 2017-2018 Increase/ Number Budget Actual Budget Actual Budget Budget (Decrease)
41 3500 Equipment Maintenance 97,000 112,342 97,000 112,867 97,000 97,000 0.0
Total $ 97,000 $ 112,342 $ 97,000 $ 112,867 $ 97,000 $ 97,000 0.0 Page 65 of 347 55 YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 FOOD SERVICES BUDGET
Account Description Proposed Notes Number 2017-2018 Budget
41 3500 Equipment Maintenance $ 97,000 Includes the cost of maintaining the equipment in school cafeterias.
TOTAL $ 97,000
Page56 66 of 347 YORK REGION DISTRICT SCHOOL BOARD PLANT OPERATIONS LOCATION: 770
Proposed Percentage Account 2014-2015 2014-2015 2015-2016 2015-2016 2016-2017 Description 2017-2018 Increase/ Number Budget Actual Budget Actual Budget Budget (Decrease)
40 1000 Salaries 52,189,000 52,880,781 52,648,000 52,840,996 53,518,000 56,145,000 4.9
40 3170 Fees & Expenses - Courses 15,000 15,000 15,000 15,000 15,000 15,000 0.0
40 3190 Caretaker Training 20,000 19,381 20,000 33,403 22,000 40,000 81.8
40 7830 Uniforms & Safety Boots 345,000 321,403 355,000 321,546 355,000 355,000 0.0
40 3400 Direct Supplies 1,734,000 2,304,837 2,000,000 2,013,994 2,000,000 2,045,000 2.3
40 3410 Utilities - Electricity 11,200,000 13,455,090 12,000,000 15,590,486 14,000,000 15,700,000 12.1
40 3420 Utilities - Oil 80,000 101,833 80,000 48,352 80,000 55,000 (31.3)
40 3430 Utilities - Natural Gas 6,000,000 3,904,900 5,000,000 2,897,149 4,500,000 4,000,000 (11.1)
40 3460 Utilities - Water 1,600,000 1,777,524 1,700,000 1,992,830 1,900,000 2,400,000 26.3
40 3500 Cafeteria Recoverable (205,000) (205,000) (205,000) (205,000) (205,000) (205,000) 0.0
40 3610 Travel & Expenses 128,000 183,706 131,000 177,715 145,000 145,000 0.0
40 4010 Repairs to Furniture & Equipment 240,000 257,411 300,000 290,977 290,000 290,000 0.0
40 4050 Communications 80,000 78,892 80,000 70,497 80,000 70,000 (12.5)
40 4300 Landscaping & Grounds 420,000 610,721 450,000 666,665 450,000 650,000 44.4
40 5010 Furniture & Equipment 210,000 130,257 230,000 291,100 230,000 235,000 2.2
40 7850 Recycling & Garbage Collection 1,100,000 942,081 1,100,000 897,048 1,000,000 1,000,000 0.0
40 6540 Snow Plowing 1,900,000 2,185,100 2,000,000 1,859,484 2,000,000 2,000,000 0.0
40 6710 Insurance - Buildings & Contents 800,000 657,160 800,000 703,059 800,000 800,000 0.0
40 8620 Water Treatment - - - - - 120,000 -
Total $ 77,856,000 $ 79,621,075 $ 78,704,000 $ 80,505,300 $ 81,180,000 $ 85,860, 000 5.8 Page 67 of 347 57 YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 PLANT OPERATIONS BUDGET
LOCATION: 770
Account Description Proposed Notes Number 2017-2018 Budget
40 1000 Salaries $56,145,000 Includes salaries for the Manager of Caretaking Services, Assistant Managers of Caretaking Services, Supervisors of Facility Services and Caretaking staff. The budget line reflects budget transfers of recoverable overtime costs from Permits and Child Care. Increase reflects additional staffing for new schools.
40 3170 Fees and Expenses 15,000 Contractual amount per the CUPE 1196 - Courses Agreement for professional development of Union Members.
40 3190 Caretaker Training 40,000 Plant Operations compliance and due- diligence training.
40 7830 Uniforms and Safety 355,000 Caretaking and Maintenance staff uniforms Boots and safety boots as per the Collective Agreement.
40 3400 Direct Supplies 2,045,000 Funds for consumable cleaning supplies such as waxes, sealers, toilet tissue, brooms, boiler treatment additives, heating and ventilation air filters, gas for tractors and lawn mowers, etc. Also includes an amount for continuous testing and implementing of new green products.
40 3410 Utilities - Electricity 15,700,000 Costs for electricity. Increase reflects new schools and rate increases.
40 3420 Utilities - Oil 55,000 Reflects the two school sites (Kettleby PS and Deer Park PS) which cannot be converted to natural gas at this point.
40 3430 Utilities - Natural Gas 4,000,000 Costs for natural gas including new schools.
40 3460 Utilities - Water 2,400,000 Costs for water. Increase reflects new schools and rate increases.
40 3500 Cafeteria Recoverable (205,000) This budget reflects the recovery of caretaking salaries from cafeteria revenues for caretaking services provided to cafeterias.
40 3610 Travel and Expenses 145,000 Staff travel under Policy #145.0.
Page58 68 of 347 YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 PLANT OPERATIONS BUDGET
LOCATION: 770
Account Description Proposed Notes Number 2017-2018 Budget
40 4010 Repairs to Furniture and 290,000 Repair costs for caretaking equipment such Equipment as snow blowers, lawn mowers and cleaning equipment.
40 4050 Communications 70,000 Includes the cost of telephones at Facilities Management Centre, dedicated telephone lines for building systems, mobile phones, and/or pagers for Plant staff.
40 4300 Landscaping and 650,000 Includes the cost of grounds maintenance Grounds including grass cutting, fertilizing, aerating, pruning, planting and equipment purchase, maintenance and repair.
40 5010 Furniture and 235,000 Cost of new and replacement equipment Equipment used by caretaking staff, such as auto- scrubbers, genies, snow blowers and lawn care equipment.
40 7850 Recycling and Garbage 1,000,000 Cost of garbage, recycling, organic and other Collection waste diversion programs including regulatory measurements and reporting.
40 6540 Snow Plowing 2,000,000 Snow plowing, snow removal and sanding/salting by contractors at all Board locations.
40 6710 Insurance – Buildings 800,000 The Board’s insurance premium requirements and Contents for fire and theft on buildings, contents and boilers.
40 8620 Water Treatment 120,000 Costs pertaining to additional flushing and testing of drinking water in schools due to changes in regulation.
TOTAL $ 85,860,000
Page59 69 of 347 Page60 70 of 347 YORK REGION DISTRICT SCHOOL BOARD PLANT MAINTENANCE LOCATION: 775
Proposed Percentage Account 2014-2015 2014-2015 2015-2016 2015-2016 2016-2017 Description 2017-2018 Increase/ Number Budget Actual Budget Actual Budget Budget (Decrease)
41 1000 Salaries 6,016,000 5,838,745 5,966,000 5,926,306 6,031,000 6,328,000 4.9
32 3150 Professional Development - S.O. 1,250 ------
41 3170 Staff Training 6,750 16,963 7,000 9,452 8,000 10,000 25.0
41 3610 Travel & Expenses 82,000 86,998 82,000 81,714 83,000 83,000 0.0
41 4010 Repairs to Furniture & Equipment 50,000 49,714 50,000 21,629 50,000 35,000 (30.0)
41 4400 Vehicle Operating Expenses 400,000 429,227 450,000 395,154 430,000 430,000 0.0
41 5010 Furniture & Equipment 190,000 487,991 190,000 200,322 190,000 250,000 31.6
41 6530 Professional Fees 160,000 297,532 160,000 190,619 160,000 190,000 18.8
41 6540 Maintenance Projects 7,700,000 11,764,903 7,700,000 12,995,369 7,800,000 8,000,000 2.6
Total $ 14,606,000 $ 18,972,073 $ 14,605,000 $ 19,820,566 $ 14,752,000 $ 15,326,000 3.9 Page 71 of 347 61 YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 PLANT MAINTENANCE BUDGET
LOCATION: 775
Account Description Proposed Notes Number 2017-2018 Budget
41 1000 Salaries $ 6,328,000 Salaries for all Plant Maintenance staff are included: Senior Manager of Plant Services, Managers of Facilities Services, Manager of Maintenance Services, Assistant Managers of Maintenance, Manager of Construction, Assistant Managers of Construction, Maintenance Supervisors, Technicians, Maintenance Shop Personnel, Apprentices, Couriers and Clerical staff.
41 3170 Staff Training 10,000 Provides funds for staff training and professional development.
41 3610 Travel and Expenses 83,000 Staff travel costs under Policy #145.0.
41 4010 Repairs to Furniture and 35,000 Office supplies costs as well as repair costs of Equipment maintenance equipment in the shops (saws, lathes, drill presses, etc.), and rental of specialty equipment.
41 4400 Vehicle Operating 430,000 Covers the cost of operating and Expenses maintaining courier and Plant Maintenance vehicles.
41 5010 Furniture and 250,000 Replacement of Plant Services computer Equipment equipment and vehicles for maintenance and courier services.
41 6530 Professional Fees 190,000 Includes the cost of consulting services for architects, engineers and surveyors, and the licence fee for the Renewal Capital Asset Planning Process (VFA) database and work order system.
41 6540 Maintenance Projects 8,000,000 Costs associated with maintenance and services of buildings and building systems.
TOTAL $ 15,326,000
Page62 72 of 347 YORK REGION DISTRICT SCHOOL BOARD TRANSPORTATION LOCATION: 884
Proposed Percentage Account 2014-2015 2014-2015 2015-2016 2015-2016 2016-2017 Description 2017-2018 Increase/ Number Budget Actual Budget Actual Budget Budget (Decrease)
50 7250 Joint Transportation Consortium 767,000 773,326 790,000 798,988 810,000 826,000 2.0
51 6540 Home to School 35,746,000 35,921,808 36,818,000 35,974,904 37,923,000 39,400,000 3.9
52 6540 School to School 285,000 285,000 285,000 285,000 285,000 285,000 0.0
54 6540 Provincial Schools 20,000 19,686 20,000 28,093 20,000 47,000 135.0
Total $ 36,818,000 $ 36,999,821 $ 37,913,000 $ 37,086,986 $ 39,038,000 $ 40,558,000 3.9 Page 73 of 347 63 YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 TRANSPORTATION SERVICES BUDGET
LOCATION: 884
Account Description Proposed Notes Number 2017-2018 Budget
50 7250 Joint Transportation $ 826,000 This is our Board’s share of the salaries and Consortium services required to operate the Consortium.
51 6540 Home to School 39,400,000 Cost of transporting students from their homes to school. Includes increases for service contracts, fuel, special needs and French Immersion. Summer school transportation costs are also included.
52 6540 School to School 285,000 Cost of transporting students from one school to another for various programs.
54 6540 Provincial Schools 47,000 Cost of transporting students to provincial schools. Fully recoverable.
TOTAL $ 40,558,000
Page64 74 of 347 YORK REGION DISTRICT SCHOOL BOARD BENEFITS
Proposed Percentage Account 2014-2015 2014-2015 2015-2016 2015-2016 2016-2017 Description 2017-2018 Increase/ Number Budget Actual Budget Actual Budget Budget (Decrease)
59 3010 OMERS 17,014,000 16,601,972 17,014,000 17,126,717 17,755,000 18,312,000 3.1
59 3020 CPP 31,884,000 31,533,022 32,668,000 32,683,418 33,565,000 35,131,000 4.7
59 3040 EI Including Rebate 16,235,000 15,350,147 16,634,000 15,839,970 16,994,000 17,558,000 3.3
59 3050 Employer Health Tax 19,218,000 19,374,220 19,423,000 20,179,913 19,714,000 20,653,000 4.8
59 3060 Group Insurance 2,106,000 2,063,880 2,322,000 2,240,443 2,401,000 2,609,000 8.7
59 4720 Semi-Private 869,000 809,039 853,000 819,227 901,000 918,000 1.9
59 3070 Extended Health 30,028,000 30,471,705 30,333,000 34,083,737 31,376,000 32,034,000 2.1
59 3080 Dental Plan 19,946,000 19,913,361 20,439,000 21,365,828 20,763,000 21,784,000 4.9
59 3100 Workers' Safety Insurance Board 2,000,000 5,264,974 2,000,000 3,054,540 2,000,000 2,000,000 0.0
59 3120 Retirement Gratuity 2,000,000 2,276,897 1,000,000 1,544,476 1,000,000 1,000,000 0.0
Total $ 141,300,000 $ 143,659,217 $ 142,686,000 $ 148,938,269 $ 146,469,000 $ 151,999,000 3.8 Page 75 of 347 65 YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 BENEFITS
Account Description Proposed Notes Number 2017-2018 Budget
59 3010 OMERS $ 18,312,000 Increase reflects inclusion of new staff.
59 3020 CPP 35,131,000 Increase reflects inclusion of new staff and increase of contribution maximum.
59 3040 Employment Insurance 17,558,000 Increase reflects inclusion of new staff and (EI) including Rebate increase of contribution maximum.
59 3050 Employer Health Tax 20,653,000 Increase reflects inclusion of new staff and salary grid movement.
59 3060 Group Insurance 2,609,000 Increase reflects new staff and premium changes.
59 4720 Semi-Private 918,000 Increase reflects new staff and premium changes.
59 3070 Extended Health 32,034,000 Increase reflects new staff and premium changes.
59 3080 Dental Plan 21,784,000 Increase reflects new staff and premium changes.
59 3100 Workers’ Safety 2,000,000 Insurance Board
59 3120 Retirement Gratuity 1,000,000
TOTAL $ 151,999,000
Page66 76 of 347 YORK REGION DISTRICT SCHOOL BOARD OTHER OPERATING EXPENSES
Proposed Percentage Account 2014-2015 2014-2015 2015-2016 2015-2016 2016-2017 Description 2017-2018 Increase/ Number Budget Actual Budget Actual Budget Budget (Decrease)
33 7100 Interest - Short Term 600,000 523,611 600,000 462,988 600,000 600,000 0.0
59 4100 Shipping Charges 8,000 7,634 8,000 8,550 8,000 8,000 0.0
59 6710 Loss and Damage 100,000 53,600 100,000 24,732 80,000 80,000 0.0
45 7570 Professional Fees - 16,660 - 17,146 20,000 18,000 (10.0)
Total $ 708,000 $ 601,505 $ 708,000 $ 513,417 $ 708,000 $ 706,000 (0.3) Page 77 of 347 67 YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 OTHER OPERATING EXPENSES BUDGET
Account Description Proposed Notes Number 2017-2018 Budget
33 7100 Interest - Short Term $ 600,000 The cost of current short-term borrowing. This budget is offset by revenues from investments.
59 4100 Shipping Charges 8,000 This budget covers C.O.D. charges that are not allocable to any other budget, and the use of outside courier, when necessary, for emergency deliveries.
59 6710 Loss and Damage 80,000 This budget includes the Board’s deductible share of insurance losses and losses resulting from non-insurable damage. The board’s present deductible amount is $10,000 per claim.
45 7570 Professional Fees 18,000 Fees relating to long term capital financing.
TOTAL $ 706,000
Page68 78 of 347 YORK REGION DISTRICT SCHOOL BOARD NON-OPERATING EXPENSES
Proposed Percentage Account 2014-2015 2014-2015 2015-2016 2015-2016 2016-2017 Description 2017-2018 Increase/ Number Budget Actual Budget Actual Budget Budget (Decrease)
59 1940 Salaries Recoverable 1,955,000 2,870,075 2,549,000 2,823,450 3,372,000 3,916,000 16.1
Total $ 1,955,000 $ 2,870,075 $ 2,549,000 $ 2,823,450 $ 3,372,000 $ 3,916,000 16.1 Page 79 of 347 69 YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 NON-OPERATING EXPENSES BUDGET
Account Description Proposed Notes Number 2017-2018 Budget
59 1940 Salaries Recoverable $ 3,916,000 Salaries of staff seconded to Ministry of Education, York University, Metro Toronto Conservation Authority, University of Toronto and teachers’ federations. These costs are fully recoverable.
TOTAL $ 3,916,000
Page70 80 of 347 YORK REGION DISTRICT SCHOOL BOARD SCHOOL RENEWAL
Proposed Percentage Account 2014-2015 2014-2015 2015-2016 2015-2016 2016-2017 Description 2017-2018 Increase/ Number Budget Actual Budget Actual Budget Budget (Decrease)
School Renewal 14,941,000 4,982,276 14,993,000 1,864,931 14,967,000 16,886,000 12.8
Total $ 14,941,000 $ 4,982,276 $ 14,993,000 $ 1,864,931 $ 14,967,000 $ 16,886,000 12.8 Page 81 of 347 71 YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 SCHOOL RENEWAL BUDGET
Account Description Proposed Notes Number 2017-2018 Budget
School Renewal $ 16,886,000 Budget reflects Ministry funding. • Program Facilities • Building Renewal • Energy Management • Health and Safety • Designated Substances • Admin. Office Renovations • Site Renewal • Bus Loops
TOTAL $ 16,886,000
Page72 82 of 347 YORK REGION DISTRICT SCHOOL BOARD CAPITAL - PUPIL ACCOMMODATION
Proposed Percentage Account 2014-2015 2014-2015 2015-2016 2015-2016 2016-2017 Description 2017-2018 Increase/ Number Budget Actual Budget Actual Budget Budget (Decrease)
45 7540 Debenture Interest 44,523,000 44,543,554 42,978,000 43,153,154 42,282,000 40,419,800 (4.4)
45 7530 Debenture Principal 34,921,700 34,921,458 36,693,800 36,692,917 38,922,800 39,966,900 2.7
45 7510 55 School Board Trust (MNPF) 852,000 851,827 852,000 851,827 852,000 852,000 0.0
59 9870 Sinking Fund Accrued Interest 3,522,300 3,552,020 3,795,200 3,829,477 4,069,200 4,365,300 7.3
Total $ 83,819,000 $ 83,868,860 $ 84,319,000 $ 84,527,376 $ 86,126,000 $ 85,604,000 (0.6) Page 83 of 347 73 YORK REGION DISTRICT SCHOOL BOARD
NOTES ON 2017-2018 CAPITAL – PUPIL ACCOMMODATION BUDGET
Account Description Proposed Notes Number 2017-2018 Budget
45 7540 Debenture Interest $ 40,419,800 The 2017-2018 instalments to repay interest due on debenture debt.
45 7530 Debenture Principal 39,966,900 The 2017-2018 instalments to repay the principal due on debenture debt including the sinking fund payment.
45 7510 55 School Board Trust 852,000 Payment for 55 School Board Trust. (MNPF)
45 7660 Sinking Fund Accrued 4,365,300 Interest on sinking fund deposits. Interest
TOTAL $ 85,604,000
Page74 84 of 347 YORK REGION DISTRICT SCHOOL BOARD 2017-2018 Proposed Budget Summary
2014-2015 2014-2015 2015-2016 2015-2016 2016-2017 Proposed Percentage Budget Actual Budget Actual Budget 2017-18 Budget Increase / (Decrease) Business Administration $ 6,494,000 $ 6,084,980 $ 6,595,000 $ 5,972,069 $ 6,682,000 $ 6,740,750 0.9 Director's Office 3,496,000 3,716,631 3,743,000 3,790,010 3,863,000 5,058,750 31.0 Inclusive School & Community Services 1,665,000 1,627,210 1,691,000 1,566,771 1,770,000 2,759,750 55.9 Information Technology 16,617,000 19,713,874 15,665,000 18,278,384 15,974,000 17,123,000 7.2 Human Resource Services 5,413,000 5,443,162 5,981,000 6,049,286 6,226,000 6,845,750 10.0 Leadership Development 876,000 823,748 876,000 822,519 995,000 1,012,000 1.7 Education & Community Services - Instructional Administration 6,443,000 6,154,176 6,622,000 6,470,923 7,073,000 7,313,500 3.4 School Office 27,308,000 26,114,509 27,587,000 27,435,305 28,256,000 30,128,000 6.6 Instructional Day School 843,430,000 827,425,371 854,882,000 855,714,513 875,609,000 912,956,000 4.3 Community & International Education 13,293,000 16,859,662 13,665,000 17,640,266 15,903,000 15,609,000 (1.8) Curriculum & Instructional Services 7,829,000 6,920,372 7,834,000 7,399,426 7,826,000 8,120,750 3.8 Planning & Property Development Services 935,000 782,412 930,000 766,728 928,000 964,000 3.9 Learning Resource Services 2,019,000 1,881,506 2,022,000 1,883,350 2,158,000 2,189,000 1.4 Student Services 24,153,000 21,203,142 24,263,000 23,880,305 24,928,000 25,934,750 4.0 Food Services 97,000 112,342 97,000 112,867 97,000 97,000 0.0 Plant Operations 77,856,000 79,621,075 78,704,000 80,505,300 81,180,000 85,860,000 5.8 Plant Maintenance 14,606,000 18,972,073 14,605,000 19,820,566 14,752,000 15,326,000 3.9 Transportation 36,818,000 36,999,821 37,913,000 37,086,986 39,038,000 40,558,000 3.9 Benefits 141,300,000 143,659,217 142,686,000 148,938,269 146,469,000 151,999,000 3.8 Other Operating Expenses 708,000 601,505 708,000 513,417 708,000 706,000 (0.3) Non-Operating Expenses 1,955,000 2,870,075 2,549,000 2,823,450 3,372,000 3,916,000 16.1 Sub-total $ 1,233,311,000 $ 1,227,586,864 $ 1,249,618,000 $ 1,267,470,711 $ 1,283,807,000 $ 1,341,217,000 4.5 School Renewal 14,941,000 4,982,276 14,993,000 1,864,931 14,967,000 16,886,000 12.8 Capital - Pupil Accommodation 83,819,000 83,868,860 84,319,000 84,527,376 86,126,000 85,604,000 (0.6) Sub-total $ 98,760,000 $ 88,851,136 $ 99,312,000 $ 86,392,307 $ 101,093,000 $ 102,490,000 1.4
Total $ 1,332,071,000 $ 1,316,438,000 $ 1,348,930,000 $ 1,353,863,017 $ 1,384,900,000 $ 1,443,707,000 4.2
Education Program Other (EPO) Grants 3,619,000 6,861,583 4,804,000 6,223,325 4,274,000 2,662,000 (37.7)
Grand Total $ 1,335,690,000 $ 1,323,299,583 $ 1,353,734,000 $ 1,360,086,342 $ 1,389,174,000 $ 1,446,369,000 4.1 Page 85 of 347 75
Note: Budget has been adjusted to reflect changes referenced at the May 23, 2017 Budget Committee meeting. Page 86 of 347
YORK REGION DISTRICT SCHOOL BOARD SPECIAL BOARD MEETING MINUTES - PUBLIC SESSION APRIL 27, 2017
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 7:20 p.m. on Thursday, April 27, 2017, with Chair L. Carruthers presiding and the following members present; Trustees L. Aversa (via audio conference), A. DeBartolo (via audio conference), C. McBain, J. Nathan, B. Pang (via audio conference), A. Tam and M. Van Beek.
Regrets: Trustees P. Adams-Luchowski, C. Chan and S. Geller and Student Trustees M. Ismail and C. Zhou
APPROVAL OF AGENDA
Board Chair L. Carruthers noted revisions to Minister’s Direction 2 to the York Region District School Board: Governance, Human Rights and Equity Training for Trustees report and Minister’s Direction 3 to the York Region District School Board: Governance Training for Senior Staff report. She stated that revised information has been distributed to trustees, along with the report regarding Minister’s Direction 4 to the York Region District School Board: Trust and Re-Engagement Strategies.
(*)1. Moved by A. Tam, seconded by J. Nathan:
That the agenda be approved as amended.
- Carried -
DECLARATION OF CONFLICT OF INTEREST
Chair L. Carruthers 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 at this time.
RISE AND REPORT – APRIL 27, 2017 BOARD MEETING – PRIVATE SESSION
(*)2. Moved by C. McBain, seconded by M. Van Beek:
1) That the Board receive the confidential report from the Employee Assistance Program service provider for information.
2) That in accordance with the timelines outlined in Direction 1 from the Minister of Education’s Directions to the York Region District School Action Required Board and Municipal Freedom of Information and Protection of Privacy Act, Board Chair L. Carruthers be authorized to submit this report, in confidence, to the Minister of Education by April 28, 2017.
- Carried -
Page 87 of 347 SPECIAL BOARD MEETING MINUTES – PUBLIC SESSION PAGE 2 April 27, 2017 ______
MINISTER’S DIRECTION TO THE YORK REGION DISTRICT SCHOOL BOARD: DIRECTION TWO: GOVERNANCE, HUMAN RIGHTS AND EQUITY TRAINING FOR TRUSTEES
Acting Director of Education L. Johnstone advised that Coordinating Superintendent of Education, Equity and Community Services C. Roach is leading the team assigned to respond to the Minister’s Direction to the Board regarding Direction 2: Governance, Human Rights and Equity Training for trustees.
Scheduled training includes a repeat of governance training in June 2017 for those who were unable to attend the session on April 3, 2017. Full-day equity training sessions will be offered and completion of Ontario Education Services Corporation self-directed governance learning modules will be required. The services of Turner Consulting Group have been secured to provide immediate and long-term meaningful and reflective equity and human rights training that will build capacity and accountability.
Board Chair Carruthers stated the importance of the Board of Trustees’ commitment to these sessions and that a signed commitment letter is a requirement of the Minister of Education.
In response to an inquiry about consolidation of training days and other scheduling options, trustees will be asked to provide feedback on dates. Trustees were informed that training sessions for staff are being developed.
(*)3. Moved by J. Nathan, seconded by C. McBain:
That the York Region District Board School Board approve the following recommendations.
1) That the Board receive the plan for governance, human rights and equity training for the Board (Trustees).
2) That trustees commit to complete the training as outlined in this report.
Action 3) That in accordance with the timelines outlined in Direction 2 from the Required Minister of Education, Board Chair L. Carruthers be authorized to submit this report to the Minister of Education by April 28, 2017.
- Carried -
Page 88 of 347 SPECIAL BOARD MEETING MINUTES – PUBLIC SESSION PAGE 3 April 27, 2017 ______
In accordance with Section 2:05:07 of the York Region District School Board Operational By-Law Board Chair L. Carruthers requested a recorded vote on motion number three.
In Favour: Trustees L. Aversa, L. Carruthers, A. DeBartolo, C. McBain, J. Nathan, B. Pang, A. Tam and M. Van Beek
Opposed: None
Absent: Trustees P. Adams-Luchowski, C. Chan and S. Geller
- Carried Unanimously -
MINISTER’S DIRECTION TO THE YORK REGION DISTRICT SCHOOL BOARD: DIRECTION THREE: GOVERNANCE TRAINING FOR THE DIRECTOR AND SENIOR ADMINISTRATION
Superintendent of Education, Indigenous Programs, Leadership Development and Corporate Policy D. McNaughton summarized the Board report prepared in response to the Minister’s Direction 3: Governance Training for the Director and Senior Administration.
A repeat of governance training for those unable to attend the session on April 3, 2017 has been arranged. Privacy and information access training is scheduled in June 2017 and completion of Ontario Education Services Corporation self-directed governance learning modules is required. The Director of Education and Corporate Secretariat and Trustee Services staff will support ongoing learning in the area of governance, as required.
(*)4. Moved by A. Tam, seconded by J. Nathan:
That the York Region District Board School Board approve the following recommendations.
1) That the Board receive the plan for governance training for the Director and senior administration for information.
2) That in accordance with the timelines outlined in Direction 3 from the Action Required Minister of Education, Board Chair L. Carruthers be authorized to submit this report to the Minister of Education by April 28, 2017.
- Carried -
Page 89 of 347 SPECIAL BOARD MEETING MINUTES – PUBLIC SESSION PAGE 4 April 27, 2017 ______
MINISTER’S DIRECTION TO THE YORK REGION DISTRICT SCHOOL BOARD: DIRECTION FOUR: TRUST AND RE-ENGAGEMENT STRATEGIES
Acting Director of Education L. Johnstone advised that Coordinating Superintendent of Education, Equity and Community Services C. Roach is leading the team assigned to respond to the Minister’s Direction 4: Trust and Re-engagement Strategies. Trustees were advised that the Board’s strategic and intentional plan includes specific actions for individual stakeholder groups, including students, parents, advisory groups and community agencies.
One minor wording change to the Community Agencies section will be made.
Clarification was provided regarding timelines for using the findings from the Every Student Counts Survey and advisory committee collaboration with community members.
(*)5. Moved by J. Nathan, seconded by A. DeBartolo:
That the York Region District Board School Board approve the following recommendations.
1) That the Board receive the plan to rebuild trust with communities in the board, which includes a re-engagement plan.
2) That in accordance with the timelines outlined in Direction 4 from the Action Required Minister of Education, Board Chair L. Carruthers be authorized to submit this report to the Minister of Education by April 28, 2017.
- Carried -
ADJOURNMENT
(*)6. Moved by J. Nathan, seconded by A. Tam:
That the Special Board Meeting (Public Session) be adjourned at 7:43 p.m.
- Carried -
______Acting Director of Education and Chair of the Board Secretary Treasurer
Page 90 of 347 YORK REGION DISTRICT SCHOOL BOARD BOARD MEETING MINUTES - PUBLIC SESSION MAY 8, 2017
The Board Meeting - Public Session of the York Region District School Board was held in the Board Room of the Education Centre, Aurora at 7:32 p.m. on Monday, May 8, 2017, with Chair L. Carruthers presiding and the following members present; P. Adams-Luchowski, L. Aversa (via audio conference), L. Carruthers, C. Chan (via audio conference), S. Geller, J. Nathan, B. Pang, A. Tam and M. Van Beek.
Regrets: Trustees A. DeBartolo and C. McBain and Student Trustees M. Ismail and C. Zhou
Board Chair L. Carruthers noted this meeting was rescheduled from May 2, 2017 in order to respond to timelines outlined in the Minister’s Directions.
PERFORMANCE OF THE CANADIAN NATIONAL ANTHEM
A video was shown of the Herbert H. Carnegie Public School choir singing the Canadian National Anthem.
LAND ACKNOWLEDGMENT
Board Chair L. Carruthers made the following acknowledgement.
“We would like to acknowledge the land we are on and thank the First Peoples of the Williams Treaty First Nations and other Indigenous Peoples for sharing this land with us. We would also like to acknowledge the Chippewas of Georgina Island First Nation as our closest community and partners in education”.
The Board Chair extended her appreciation to staff and trustees for their hard work and dedication to ensure deadlines and actions for the Ministry Directions are completed. She extended a special thank you to Acting Director of Education L. Johnstone for her direction, leadership, calm disposition and open dialogue during this transition period.
APPROVAL OF AGENDA
One minor amendment to the May 2, 2017 Chair’s Committee meeting minutes was noted.
(*)1. Moved by P. Adams-Luchowski, seconded by S. Geller:
That the agenda be approved as written.
- Carried -
Page 91 of 347 BOARD MEETING MINUTES – PUBLIC SESSION PAGE 2 May 8, 2017 ______
DECLARATION OF CONFLICT OF INTEREST
Board Chair L. Carruthers 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 Agenda item #6 Report from the Board (Private) Session and #11 (a-d) on Board minutes containing personnel matters.
RISE AND REPORT – MAY 8, 2017 BOARD MEETING – PRIVATE SESSION
(*)2. Moved by B. Pang, seconded by A. Tam:
1) That the York Region District School Board approve the recommendations contained in the minutes of the April 18, 2017 Property Management Committee Meeting.
2) That the York Region District School Board receive the recommendations in the Human Resource Services report.
3) That the York Region District School Board receive the Student Discipline and Suspension Reports for information.
4) That in accordance with the timelines outlined in Direction 7 from the Minister of Education’s Directions to the York Region District School Action Board, Board Chair L. Carruthers be authorized to submit a report Required confirming the establishment of the position of senior administrator responsible for equity to the Minister of Education by May 9, 2017.
5) That the York Region District School Board approve the recommendation regarding a personnel matter.
- Carried -
SPECIAL ANNOUNCEMENTS
Dutch, Jewish and Asian/South Asian Heritage Month
Board Chair L. Carruthers, Trustees M. Van Beek, S. Geller and A. Tam addressed Dutch, Jewish and Asian/South Asian Heritage Month with the following statement.
“At the York Region District School Board, we are fortunate to have a wealth of diversity in our schools - a diversity that we celebrate with various events and celebrations throughout the year.
Page 92 of 347 BOARD MEETING MINUTES – PUBLIC SESSION PAGE 3 May 8, 2017 ______
As we honour the diversity in our schools and workplaces, I am pleased to recognize May as Dutch, Jewish and Asian/South Asian heritage month.
May is a historically significant month for the Dutch-Canadian community. It was on May 5, 1945 that the Canadian Forces helped liberate the Netherlands from its World War II occupation.
May 5 is also a national holiday in the Netherlands and the Dutch in Canada continue to recognize the significance of this date.
May is also a significant month for the Jewish Canadian community. Many Jewish artistic and cultural events, such as the UJA Walk with Israel, Toronto Jewish Film Festival and Jewish Music Week, occur in May.
Holocaust Remembrance Day and Israeli Independence Day also frequently occur in May.
This month, we recognize Asian/South Asian Heritage Month. In York Region, this celebration focuses on Asians whose origins are, or can be traced to, countries such as Korea, China, Japan, Taiwan, Vietnam, Cambodia, Laos and the Philippines.
May was chosen to commemorate the immigration of the first Japanese immigrants to the United States in 1843. Over time, many Asians in Canada began to celebrate their heritage also during the month of May.
We are extremely fortunate to have individuals of Dutch, Jewish and Asian heritage living in York Region. Together these individuals and communities have contributed to the diverse multicultural mosaic that has helped to enrich our schools and workplaces.
On behalf of the Board of trustees, I am happy to recognize May as Dutch, Jewish and Asian/South Asian heritage month.”
STUDENT TRUSTEE REPORT
The Student Trustee remarks prepared by M. Ismail and C. Zhou were distributed to trustees and delivered by Trustee P. Adams-Luchowski.
“Madame Chair, Madame Interim Director, Trustees, Staff, Ladies and Gentlemen,
The trees are blossoming and leaves are beginning to unfold! Spring is here and summer is fast approaching. For students that means the fields are opening and we can go outside for phys-ed, ride our bikes to school and enjoy the weather!
It has been one whole year since we have been elected as Student Trustees and wow it has been an intense year at the Board. Claire and I have had the honourable privilege
Page 93 of 347 BOARD MEETING MINUTES – PUBLIC SESSION PAGE 4 May 8, 2017 ______of representing students across York Region District School Board (YRDSB) and learning about what it is to lead and the responsibilities that come with calling yourself a leader. Just the other day Facebook sent Claire and I a notification to celebrate our one year of friendship, both of us agree it feels more like ten. Claire and I have grown as individuals exponentially in the past few months. We have also grown closer as friends both in the Board office and beyond. We hope this experience and the relationships built with each other and Board members can continue for our incoming student trustees. At the Our Voice Conference on May 1, 2017, Mingze Hong and Stephanie Rico were elected by the student body as the 2017-2018 Student Trustees. Unfortunately, they could not be here tonight however they will be introduced at the next Board meeting. Thank you to all the students that came out to the Our Voice Conference and voted online!
We have been talking about CHANGE 17 for a long time but on April 25, 2017 the event finally happened and was an absolute success. The York Region Presidents’ Council (YRPC) annual leadership conference was held at Bill Crothers Secondary School. Student leaders transformed classrooms into intimate safe zones where deep discussions about mental health, leadership and student life prevailed. We hope each delegate left with their ears full of camp cheers, and their hearts full of new inspirations. We encourage you all to check out the YRPC Twitter and Facebook page and keep an eye out for conference highlights.
On May 3, 2017, Mustafa and I had the privilege to be the emcees of the Celebrating Student Success Awards night. It was absolutely inspiring to see all the initiatives students have done and continue to do in their activities. Personally, they have inspired me to take on more leadership roles in my community to make it a better and more welcoming place. We encourage all students to follow suit. Leadership does not have to be a big title or a huge initiative; it can be as simple as identifying a problem that needs solving, or even just approaching someone and saying hello. We all have the power to change the lives around us. Let the 24 students who won the award inspire you to do the same.
Later this month, we, along with our new incoming student trustees, will be participating in the Ontario Student Trustees’ Association’s Annual General Meeting at the Renaissance Hotel. It is amazing to see how our journey as Student Trustees have come full circle as we will be attending our final conference with OSTA-AECO, and witnessing the incoming student trustees partake in their first. This conference serves as an opportunity for incoming Student Trustees to transition into their position by learning what it means to be a Student Trustee and some roles and responsibilities they have. They will be introduced to other Ontario Student Trustees and hopefully develop valuable networking opportunities for the future. As for Mustafa and me, it will be our final time to participate in amending the OSTA-AECO constitution and say goodbye to the connections we have made throughout the year.
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And finally, thank you to everyone who has supported us throughout the year. To our trustees and staff, thank you for all the insight and perspective. You have been a huge asset in helping us grow as individuals. This year has been a tremendous privilege as we learned not just how to apply our leadership, but also about the real world. We encourage students everywhere to apply what they learn into real-life situations, because you never know what more you could learn!
Thank you.”
Board Chair Carruthers thanked Trustee Adams-Luchowski for reading the Student Trustees’ remarks.
DIRECTOR’S INFORMATION REPORT
Acting Director of Education L. Johnstone provided the following highlights from across the Board. She welcomed Principal N. Palmer representing the York Region Presidents’ Council (YPRC).
Character Community Awards
We were proud to celebrate the outstanding work of our students, staff and community members at the 11th Annual York Region Character Community Awards. We are incredibly proud of Aldergrove Public School, which received a School of Character award and Krysten Cameron, who received an Educator of Character award. Two of our School Council members were recognized for the volunteer work they do in our schools. Additionally, many of our students, staff and schools were nominated for their truly outstanding character. The evening also included a touching tribute to Don Cousens, who was instrumental in implementing the Character and Community Initiative in YRDSB, and for whom one of our schools is named. Thank you to the Character Community of York Region for a wonderful event and for all of the work they do to promote character education. On behalf of our senior team, congratulations to all of our nominees and award winners.
York Regional Police Syrian Refugee Event
We were honoured to recently attend a York Regional Police (YRP) Syrian Refuge Partnership Event. The event, which welcomed over 200 Syrian refugees, took place on April 22 at the YRP Community Safety Village. The purpose of the event was to ensure continued community collaboration and consultations to enhance the quality of life for all residents of our multicultural and rapidly expanding communities in York Region. In York Region District School Board, we have been proud to welcome 34 Syrian newcomer students and their families since December 2015.
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Teacher of the Year
In April, we recognized a group of outstanding educators at our annual Teacher of the Year celebration. These remarkable educators represent the excellent staff members we have working in schools across the Board. There were some common themes that ran through the nominations, including a commitment to:
lifelong learning; creating inclusive and welcoming learning environments; building relationships with parents and community partners; collaborating and co-learning with colleagues; and providing deep and engaging learning opportunities for our students.
Congratulations to all of the educators recognized, and thank you to the nominators who took the time to recognize these contributions.
This week, we are celebrating the contributions of staff members from across the system at our annual awards events. We look forward to celebrating the achievements of our staff and students.
Celebrating Student Success
Last week, we had the opportunity to celebrate student voice and student achievement in a number of ways.
Elementary and secondary students from over 200 schools gathered together at our annual Our Voice Conference. The students heard from the energetic and inspiring Unity Charity and engaged in conversations around building positive relationships and inclusivity. Along with students joining via livestream, they also heard from student trustee candidates and voted for the 2017-2018 student trustees. I am always impressed by the strength of student leadership in our Board, and I want to congratulate our new Student Trustees, Stephanie Rico and Mingze Hong.
At our Celebrating Student Success event, we honoured the impressive achievements of 24 students who are ambassadors, mentors, change makers and leaders. They are dedicating themselves to helping others, overcoming personal challenges to achieve success, and making a real difference in their schools and communities.
Celebrating Student Success also gives us an opportunity to recognize the role of our staff and family members in supporting student achievement. Thank you to everyone who attended and supported this great event.
Page 96 of 347 BOARD MEETING MINUTES – PUBLIC SESSION PAGE 7 May 8, 2017 ______
As a follow-up to the Report from the Board Meeting – Private Session, May 8, 2017 and Ministry Direction seven, Coordinating Superintendent of Education, Equity and Community Services C. Roach will be taking on the role of Senior Administrator with the responsibility for equity.
Thank you, Madam Chair”.
ONTARIO PUBLIC SCHOOL BOARDS’ ASSOCIATION REPORT
Trustee J. Nathan shared highlights from the Ontario Public School Boards’ Association (OPSBA) Report provided in writing to trustees, on behalf of the OPSBA representatives.
Education Finance Community Hubs Indigenous Trustee Council Annual General Meeting Fall Regional Meeting
APPROVAL OF THE APRIL 4, 2017 BOARD MEETING, APRIL 12, 2017, APRIL 18, 2017 AND APRIL 25, 2017 SPECIAL BOARD MEETING MINUTES
(*)3. Moved by M. Van Beek, seconded by S. Geller:
That the minutes of the April 4, 2017 Board Meeting, April 12, 2017, April 18, 2017 and April 25, 2017 Special Board Meeting be approved as written.
- Carried -
ROUTINE RECOMMENDATIONS
(*)4. Moved by M. Van Beek, seconded by A. Tam:
That the Board adopt the following routine recommendations (*) in accordance with Board procedure.
POLICY AND BY-LAW COMMITTEE MINUTES, APRIL 4, 2017
That the York Region District School Board receive the minutes and approve the recommendations from the April 4, 2017 Policy and By-Law Committee meeting as follows.
Page 97 of 347 BOARD MEETING MINUTES – PUBLIC SESSION PAGE 8 May 8, 2017 ______
1) Approval of Agenda
That the agenda be approved as written by common consent.
2) Receipt of Minutes of Previous Meeting
That the minutes of the March 7, 2017 Policy and By-Law Committee Meeting be received for information.
3) Policy #676.0, School Fundraising and Administration of School Generated Funds
That in accordance with Board Policy #285.0, Board Policies, Procedures and Supporting Documents, Policy #676.0, School Fundraising and Administration of School Generated Funds be referred to staff for revision and scheduled for additional consideration at a future Policy and By-Law Committee meeting.
4) Policy #145.0, Kilometre Allowance, Staff, Trustees and Non-Trustee Committee Members
That in accordance with Board Policy #285.0, Board Policies, Procedures and Supporting Documents, Policy #145.0, Kilometre Allowance, Staff, Trustees and Non-Trustee Committee Members be forwarded to the May 2, 2017 Board meeting for final approval.
5) Policy #440.0, Loan of Board-Owned Equipment (Staff)
That in accordance with Board Policy #285.0, Board Policies, Procedures and Supporting Documents, Working Document Policy #440.0, Loan of Board-Owned Equipment (Staff) be circulated for comment for six school months.
6) Policy #441.0, Loan of Board-Owned Equipment (Students)
That in accordance with Board Policy #285.0, Board Policies, Procedures and Supporting Documents, Working Document Policy #441.0, Loan of Board-Owned Equipment (Students) be circulated for comment for six school months.
PROPERTY MANAGEMENT COMMITTEE MINUTES, APRIL 18, 2017
That the York Region District School Board receive the minutes and approve the recommendation from the April 18, 2017 Property Management Committee meeting as follows.
Page 98 of 347 BOARD MEETING MINUTES – PUBLIC SESSION PAGE 9 May 8, 2017 ______
1) Draft Block 27 Secondary Plan, City of Vaughan
1) That the York Region District School Board will require four public elementary school sites of no less than six acres each and one secondary school site of no less than 16 acres within the Draft Block 27 Secondary Plan.
2) That the school sites be located as shown in Appendix B (Block 27 Land Use Plan).
3) That the Director of Planning for the City of Vaughan be advised of this action.
2) Proposed Development Application 19T-16V009/Z.16/049, City of Vaughan
1) That the York Region District School Board will not require a public elementary school site within proposed development applications 19T- 16V009/Z.16.049, City of Vaughan.
2) That the Director of Planning for the City of Vaughan be advised of this action.
3) Proposed Development Application OP.17.002/ZA.17.003, City of Vaughan
1) That the York Region District School Board will not require a public elementary school site within the proposed development applications OP.17.002/ZA.17.003, City of Vaughan.
2) That the Director of Planning for the City of Vaughan be advised of this action.
4) Proposed Development Application DA.17.015, City of Vaughan
1) That the York Region District School Board will not require a public elementary school site within the proposed development application DA.17.015, City of Vaughan.
2) That the Director of Planning for the City of Vaughan be advised of this action.
Page 99 of 347 BOARD MEETING MINUTES – PUBLIC SESSION PAGE 10 May 8, 2017 ______
5) Proposed Development Application Z.17.005/DA.17.014, City of Vaughan
1) That the York Region District School Board will not require a public elementary school site within the proposed development applications Z.17.005/DA.17.014, City of Vaughan. 2) That the Director of Planning for the City of Vaughan be advised of this action.
6) Proposed Development Application 19T-16V010/Z.16.052, City of Vaughan
1) That the York Region District School Board will not require a public elementary school site within the proposed development applications 19T-16V010/Z.16.052, City of Vaughan.
2) That the Director of Planning for the City of Vaughan be advised of this action.
7) A Portion of Charles Howitt Public School: Disposition of Surplus Property, Town of Richmond Hill
1) That a 1.5 metre strip of land on the east side of Charles Howitt Public School and a 4.5 metre daylight triangle at the corner of Pearson Avenue and Westwood Lane as shown on Appendix B, be declared surplus to the Board’s needs.
2) That the Board does not require the lands needed for the conveyance and the operation of the school is not impacted.
3) That the subject area be conveyed to the Town of Richmond Hill for road purposes.
CHAIR’S COMMITTEE MINUTES, APRIL 25, 2017
That the York Region District School Board receive the minutes and approve the recommendations from the April 25, 2017 Chair’s Committee meeting as follows.
1) Construction Projects Review
That the York Region District School Board receive the staff report Construction Projects Review.
2) 2017 Committee Meeting Calendar
That the York Region District School Board approve the addition of the following meetings to the 2017 Committee Meeting Calendar.
Page 100 of 347 BOARD MEETING MINUTES – PUBLIC SESSION PAGE 11 May 8, 2017 ______
Special Chair’s Committee Meeting May 2, 2017 Special Board Meeting May 8, 2017 Parent, Family and Community Engagement Advisory Committee Meeting June 15, 2017 Special Chair’s Committee Meeting June 20, 2017 Special Board Meeting July 10, 2017 Special Chair’s Committee Meeting August 1, 2017 Special Board Meeting August 10, 2017 Policy and By-Law Committee Meeting September 5, 2017
3) Agenda for Special Board Meeting – Public Session, April 25, 2017
That the agenda for the April 25, 2017 Special Board Meeting – Public Session be approved as written.
4) Agenda for Special Board Meeting – Public Session, April 27, 2017
That the agenda for the April 27, 2017 Special Board Meeting – Public Session be approved, as amended.
5) Board Meeting – Public Session, May 2, 2017
That the May 2, 2017 Board Meeting – Public Session be rescheduled to May 8, 2017.
6) Agenda for Special Board Meeting – Public Session, May 8, 2017
That the agenda for the May 8, 2017 Special Board Meeting – Public Session be approved, as amended.
BUDGET COMMITTEE MINUTES, APRIL 25, 2017
That the York Region District School Board receive the minutes and approve the recommendations from the April 25, 2017 Budget Committee meeting as follows.
1) Approval of Agenda
That the agenda be approved as written.
2) Budget Input: Special Education Advisory Committee
That the York Region District School Board receive the Special Education Advisory Committee Budget Input for information.
Page 101 of 347 BOARD MEETING MINUTES – PUBLIC SESSION PAGE 12 May 8, 2017 ______
3) Budget Input: Parent, Family and Community Engagement Advisory Committee
That the York Region District School Board receive the Parent, Family and Community Engagement Advisory Committee Budget Input for information. 4) Budget Input: Equity and Inclusivity Advisory Committee
That the York Region District School Board receive the Equity and Inclusivity Advisory Committee Budget Input for information.
5) Budget Input: York Region – Ontario Principals’ Council (YR-OPC)
That the York Region District School Board receive the York Region – Ontario Principals’ Council Budget Input for information.
6) Budget Input: Corporate Management and Professional Staff Council
That the York Region District School Board receive the York Region Corporate Management and Professional Staff Council Budget Input for information.
7) Expenditure Report to December 31, 2016
That the York Region District School Board receive the Expenditure Report to December 31, 2016 for information.
8) 2017-2018 Grants for Student Needs – Technical Briefing
That the York Region District School Board receive the 2017-18 Grants for Student Needs Technical Briefing for information.
9) Ministry Memo 2017: B04, Grants for Student Needs (GSN) for 2017-2018
That the York Region District School Board receive the Ministry Memo 2017: B04, Grants for Student Needs (GSN) for 2017-18 for information.
10) Ministry Memo 2017: B03, 2017-2018 School Year Education Programs – Other (EPO) Funding
That the York Region District School Board receive the Ministry Memo 2017: B03, 2017-2018 School Year Education Programs – Other (EPO) Funding for information.
11) Estimated 2017-2018 Budget Revenue
That the York Region District School Board receive the Estimated 2017-2018 Budget Revenue for information.
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12) 2017-2018 Proposed Budget Schedule
That the York Region District School Board receive the 2017-2018 Proposed Budget Schedule for information.
POLICY AND BY-LAW COMMITTEE MINUTES, MAY 2, 2017
1) Approval of Agenda
That the agenda be approved as written by common consent.
2) Receipt of Minutes of Previous Meeting
That the minutes of the April 4, 2017 Policy and By-Law Committee Meeting be received for information.
CHAIR’S COMMITTEE MINUTES, MAY 2, 2017
That the York Region District School Board receive the minutes from the May 2, 2017 Chair’s Committee.
- Carried -
NON-ROUTINE RECOMMENDATION #8, PROPERTY MANAGEMENT COMMITTEE MINUTES, APRIL 18, 2017 REGARDING THE OPENING OF TENDERS, UNNAMED CATHEDRAL #2 ELEMENTARY SCHOOL, CITY OF MARKHAM
(*)5. Moved by B. Pang, seconded by J. Nathan:
That the York Region District School Board approve the total estimated construction cost, not to exceed $12,488,575.00 for the construction of the Unnamed Cathedral #2 Elementary School, City of Markham, as outlined in the staff report dated April 18, 2017.
- Carried -
NON-ROUTINE RECOMMENDATION #2, CHAIR’S COMMITTEE MINUTES, APRIL 25, 2017 REGARDING THE REQUEST FOR DELEGATE STATUS
(*)6. Moved by P. Adams-Luchowski, seconded by J. Nathan:
1) That the Request for Delegate Status from Sandra Manherz regarding the Strategic Plan 2017-2018 be received for information.
Page 103 of 347 BOARD MEETING MINUTES – PUBLIC SESSION PAGE 14 May 8, 2017 ______
2) That in accordance with Section 4:01 of the York Region District School Action Board Operational By-Law, Sandra Manherz be scheduled to address Required the Board at the June 13, 2017 Board Standing Committee meeting.
Action 3) That Corporate Secretariat and Trustee Services be authorized to advise Required Ms. Manherz of this decision on behalf of Chair’s committee.
- Carried -
NON-ROUTINE RECOMMENDATION #4, CHAIR’S COMMITTEE MINUTES, APRIL 25, 2017 REGARDING THE MUNICIPAL FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY 2016 REPORT
(*)7. Moved by J. Nathan, seconded by M. Van Beek:
That the York Region District School Board receive the Municipal Freedom of Information and Protection of Privacy 2016 Report for information.
- Carried -
NON-ROUTINE RECOMMENDATION #2, POLICY AND BY-LAW COMMITTEE MINUTES, MAY 2, 2017 REGARDING POLICY #241.0, HUMAN RIGHTS: CODE- RELATED HARASSMENT AND DISCRIMINATION
Acting Director of Education L. Johnstone addressed Ministry Direction 6 in regards to the establishment of a human rights office. She acknowledged the first stage is underway and summarized the various steps involved.
(*)8. Moved by A. Tam, seconded by S. Geller:
Action 1) That the Board receive the report on the process established to receive Required and respond to/investigate complaints.
2) That in accordance with Board Policy #285.0, Board Policies, Action Procedures and Supporting Documents, Working Document Policy Required #241.0, Human Rights: Code-Related Harassment and Discrimination be circulated to the system for comment.
3) That in accordance with the timelines outlined in Direction 6 from the Action Required Minister of Education, Board Chair L. Carruthers be authorized to submit this report to the Minister of Education by May 9, 2017.
- Carried -
Page 104 of 347 BOARD MEETING MINUTES – PUBLIC SESSION PAGE 15 May 8, 2017 ______
ROUTINE ACCEPTANCE OF ADVISORY COMMITTEE MINUTES AND NON-ROUTINE RECOMMENDATIONS REQUIRING BOARD APPROVAL
Board Chair L. Carruthers asked if the Chair of the Special Education Advisory Committee (SEAC) would like to highlight any information discussed at the meeting.
Trustee L. Aversa had no input at this time.
(*)9. Moved by M. Van Beek, seconded by J. Nathan:
1. Special Education Advisory Committee Minutes, April 6, 2017
That the York Region District School Board receive the minutes and recommendations from the April 6, 2017 Special Education Advisory Committee meeting as follows.
Approval of Agenda
That the agenda be approved as written.
Approval of Minutes – March 2, 2017
That the minutes of the March 2, 2017 Special Education Advisory Committee meeting be approved as written.
Pathways and Student Success
That the Special Education Advisory Committee receive the Pathways and Student Success presentation for information.
Special Education Plan Update
That the Special Education Advisory Committee receive the Special Education Plan Update for information.
Student Services Report
That the Special Education Advisory Committee receive the Student Services Report for information.
Report from the Board
That the Special Education Advisory Committee receive the Report from the Board for information.
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Policy Updates
That the Special Education Advisory Committee receive the Policy Updates for information.
Communications Sub-Committee Update
That the Special Education Advisory Committee receive the Communications Sub-Committee Update for information.
- Carried -
MINISTER’S DIRECTIONS TO THE YORK REGION DISTRICT SCHOOL BOARD
Direction 1: Long-Term Support and Recovery Strategies for Students and Staff
Acting Director of Education L. Johnstone summarized the long-term strategies for students and staff and clarified the Board has interviewed for two Equity Teacher Facilitators. In response to a trustee concern, she outlined departmental and superintendent responsibilities in order to ensure the Ministry directives are implemented.
(*)10. Moved by M. Van Beek, seconded by S. Geller:
That the York Region District School Board approve the following recommendations.
1) That the Board receive the report on long-term student and staff support and recovery strategies plan for information.
Action 2) That in accordance with the timelines outlined in Direction 1 from the Required Minister of Education’s Directions to the York Region District School Board, Board Chair L. Carruthers be authorized to submit this report to the Minister of Education by May 9, 2017.
- Carried -
Note: Trustee C. Chan withdrew from the meeting (via audio conference) at 8:05 p.m.
Direction 4: Plan to Rebuild Trust
Board Chair L. Carruthers briefly highlighted the responsibilities included in the plan to rebuild trust as well as broader community and stakeholder input. She stated this directive is only in the beginning stages and further input will be gathered. She mentioned this is an important directive to ensure engagement with the community.
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(*)11. Moved by A. Tam, seconded by B. Pang:
That the York Region District School Board approve the following recommendations.
1) That the Board receive the revised plan to rebuild trust with communities in the Board, which includes a re-engagement plan.
2) That in accordance with the requirements outlined in Direction 4 from Action the Minister of Education, Board Chair L. Carruthers be authorized to Required submit this revised report to the Minister of Education on May 9, 2017.
Direction 8: Independent Office of the Integrity Commissioner Progress Report
Acting Director L. Johnstone shared recommended next steps and timelines in the progress of creating an Independent Office of the Integrity Commissioner.
(*)12. Moved by P. Adams-Luchowski, seconded by M. Van Beek:
That the York Region District School Board approve the following recommendations.
1) That the Board receive the progress report on retaining a consultant to support the establishment of the Office of the Integrity Commissioner for information.
2) That in accordance with the timelines outlined in Direction 8 from the Action Minister of Education’s Directions to the York Region District School Required Board, Board Chair L. Carruthers be authorized to submit this report to the Minister of Education by May 9, 2017.
- Carried -
ADJOURNMENT
The Chair of the Board L. Carruthers thanked the parents and the two Georgina trustee candidates for their attendance at the meeting.
(*)13. Moved by S. Geller, seconded by J. Nathan:
That the Board Meeting (Public Session) be adjourned at 8:10 p.m.
- Carried -
Page 107 of 347 BOARD MEETING MINUTES – PUBLIC SESSION PAGE 18 May 8, 2017 ______
______Acting Director of Education and Chair of the Board Secretary Treasurer
Page 108 of 347 YORK REGION DISTRICT SCHOOL BOARD SPECIAL BOARD MEETING MINUTES - PUBLIC SESSION MAY 16, 2017
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 6:53 p.m. on Tuesday, May 16, 2017, with Chair L. Carruthers presiding and the following members present; P. Adams-Luchowski, L. Carruthers, C. Chan (via audio conference), A. DeBartolo, S. Geller (via audio conference), C. McBain, J. Nathan, B. Pang, A. Tam and M. Van Beek.
Also in Attendance: Student Trustee M. Ismail
Regrets: Trustee L. Aversa and Student Trustee C. Zhou
APPROVAL OF AGENDA
(*)1. Moved by J. Nathan, seconded by M. Van Beek:
That the agenda be approved as written.
- Carried -
DECLARATION OF CONFLICT OF INTEREST
Board Chair L. Carruthers 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 the Rise and Report regarding a Personnel Matter.
RISE AND REPORT – MAY 16, 2017 BOARD MEETING – PRIVATE SESSION
(*)2. Moved by C. McBain, seconded by A. DeBartolo:
1) That the York Region District School Board approve the recommendations regarding a personnel matter.
2) That the York Region District School Board approve the appointment of Kathryn Wallace as Interim Director of Education and Secretary- Treasurer of the York Region District School Board effective May 17, 2017 and subject to confirmation by the Minister of Education.
- Carried -
Page 109 of 347 BOARD MEETING MINUTES – PUBLIC SESSION PAGE 2 May 16, 2017 ______
MINISTER’S DIRECTIONS TO THE YORK REGION DISTRICT SCHOOL BOARD
Direction 16: Director’s Selection and Performance Appraisal Policy Development Process
Acting Director of Education L. Johnstone highlighted information contained in a handout regarding the development of a selection and performance appraisal policy for the Director of Education. She indicated that a consultant has been retained to support the process.
It was noted that an ad hoc committee composed of trustees, staff and members of the community is being recommended to support the development of these policies. The terms of reference for this committee was included in the report. A robust communication strategy to request feedback on the draft policies from members of the broader community will be established.
Trustees P. Adams-Luchowski, C. McBain and B. Pang expressed interest in serving on the committee. It was noted that all trustees are welcome to attend and participate in meetings and discussions.
(*)3. Moved by J. Nathan, seconded by A. Tam:
That the York Region District School Board approve the following recommendations.
1) That the Board receive the report on the Director Recruitment and Performance Appraisal Policy Development process for information.
2) In accordance with Direction 16 from the Minister of Education to the York Region District School Board, that the Terms of Reference for the Ad Hoc Director Recruitment and Appraisal Policy Development Advisory Committee (Appendix 2) be approved.
3) That Trustees P. Adams-Luchowski, C. McBain and B. Pang be appointed to the Ad Hoc Director Recruitment and Appraisal Policy Development Advisory Committee.
- Carried -
As outlined in the terms of reference for the Ad Hoc Director Recruitment and Appraisal Policy Development Advisory Committee, Vice-Chair of the Board C. McBain was recommended to be as the committee Chair.
Page 110 of 347 BOARD MEETING MINUTES – PUBLIC SESSION PAGE 3 May 16, 2017 ______
(*)4. Moved by P. Adams-Luchowski, seconded by J. Nathan:
That Trustee C. McBain be identified as the Chair of the Ad Hoc Director Recruitment and Appraisal Policy Development Advisory Committee.
- Carried -
DIRECTOR’S INFORMATION REPORT
L. Johnstone thanked the Board of Trustees for the privilege of being entrusted with the role of Acting Director. On behalf of senior staff she welcomed Kathryn Wallace to the role of Interim Director of Education and expressed willingness to work and learn with her.
On behalf of the Board of Trustees, Board Chair L. Carruthers thanked Associate Director of Education Johnstone for her leadership.
ADJOURNMENT
(*)4. Moved by J. Nathan, seconded by B. Pang:
That the Board Meeting (Public Session) be adjourned at 7:02 p.m.
- Carried -
______Interim Director of Education and Chair of the Board Secretary Treasurer
Page 111 of 347 Page 112 of 347 ROUTINE
YORK REGION DISTRICT SCHOOL BOARD PROPERTY MANAGEMENT COMMITTEE MINUTES OF MEETING #5 (PUBLIC) MAY 16, 2017
The public session of the Property Management Committee meeting was held at 5:13 p.m. in Room 200 at the Aurora Education Centre on Tuesday, May 16, 2017, with the following trustee members present: A. DeBartolo, S. Geller (audio-conference), C. McBain, J. Nathan, B. Pang (Chair), A. Tam (audio-conference) and M. Van Beek. Also in attendance: Trustee C. Chan (via audio-conference). The following staff members were present; D. Adams, C. Bedford, T. Ellis, L. Johnstone, C. LaTouche, S. Meehan, W. Muirhead-Toporek, J. Ross, K. Shaw-Edmond, T. Sprayson and J. Stoangi. Regrets: Trustees P. Adams-Luchowski, L. Aversa and L. Carruthers. DECLARATION OF CONFLICT OF INTEREST Committee Chair B. Pang asked any trustee who has a direct personal interest or direct or indirect pecuniary interest in any matter being discussed by the Property Management Committee during the meeting to state the conflict and nature thereof. No conflicts were declared by trustees at this time. RECEIPT OF MINUTES The minutes of the April 18, 2017 Property Management Committee meeting were received for information. BOARD RECOMMENDATION (*)1. That the York Region District School Board approve the following recommendations, as outlined in the staff report dated May 16, 2017. (Appendix 1) 1) That the York Region District School Board will require one public elementary school site of no less than five acres on a public road within the Draft Yonge and Carrville/16th Key Development Area Secondary Plan.
2) That the school sites be located as shown in Appendix B of the staff report dated May 16, 2017.
3) That the Director of Planning for the Town of Richmond Hill be advised of this action. (*)2. That the York Region District School Board approve the following recommendations, as outlined in the staff report dated May 16, 2017. (Appendix 2) 1) That the York Region District School Board will not require a public elementary school site within the proposed development applications D02-17002/D03- 17001, Town of Richmond Hill.
2) That the Director of Planning for the Town of Richmond Hill be advised of this action.
Page 113 of 347 PROPERTY MANAGEMENT COMMITTEE MINUTES - PUBLIC PAGE 2 OF 2 MAY 16, 2017
(*)3. That the York Region District School Board approve the following recommendations, as outlined in the staff report dated May 16, 2017. (Appendix 3) 1) That the York Region District School Board will not require a public elementary school site within the proposed development applications 19T(W)-17.001/ ZBA.17.001, Town of Whitchurch-Stouffville.
2) That the Director of Planning for the Town of Whitchurch-Stouffville be advised of this action. (*)4. That the York Region District School Board approve the following recommendations, as outlined in the staff report dated May 16, 2017. (Appendix 4) 1) That public consultation on potential accommodation options for Dr. G. W. Williams Secondary School and Richmond Green Secondary School be initiated.
2) That staff report back to the Property Management Committee on the results of this consultation as part of the Capital Strategy in June 2017. INFORMATION ITEMS Education Development Charge By-law Staff provided an update to committee members regarding the Education Development Charge By-law. Schedules for 2017 – 2018: New Elementary and Secondary Schools and Additions to Schools Staff provided information to committee members regarding the Schedules for 2017 – 2018: New Elementary and Secondary Schools and Additions to Schools.
May 16, 2017
For further information, please contact J. Ross, Senior Manager, Planning and Property Development or L. Johnstone, Acting Director of Education.
Page 114 of 347 APPENDIX 1
YORK REGION DISTRICT SCHOOL BOARD DRAFT YONGE STREET AND CARRVILLE ROAD/16th AVENUE KEY DEVELOPMENT AREA SECONDARY PLAN TOWN OF RICHMOND HILL
Background:
The Town of Richmond Hill’s 2010 Official Plan identifies the Yonge Street and Carrville Road/16th Avenue intersection as a Key Development Area (16th KDA) which requires the preparation of a Secondary Plan to further implement development concepts.
The Town has initiated the Secondary Plan for the 16th KDA which is to become the second most intensely developed area in Richmond Hill after Richmond Hill Centre to the south. The 16th KDA Secondary Plan Area is approximately 39 hectares (96 acres) and includes the four quadrants of the Yonge Street and 16th Avenue intersection (Appendix A). This intersection is currently comprised of Hillcrest Mall at the northwest corner, a commercial plaza in the northeast corner with commercial and residential in the southeast and southwest corners.
The Secondary Plan provides an opportunity to review the municipality’s planning goals and policies that will guide future land uses in this new community and to ensure that school accommodation needs are met.
Rationale:
The purpose of this report is to request approval of the comments that are to be submitted to the Town of Richmond Hill concerning the Board’s requirement for school sites within the Secondary Plan.
Planning for Growth:
It is envisioned that over time, the four quadrants of the 16th KDA Secondary Plan will be transformed into a new high density community through redevelopment into a transit and pedestrian-oriented destination. The 16th KDA is envisioned to become a mixed-use area with predominantly mid-rise and high-rise street related buildings with the highest densities directed to the intersection of Yonge Street and Carrville Road/16th Avenue.
The redevelopment will include opportunities for new office and major office development to increase employment opportunities. The planned heights and densities are supportive of a major transit station area, including the VIVA Bus Rapidway Transit, and any future GO station or TTC subway station infrastructure, which may, over the long-term contribute to the establishment of a new mobility hub in the area. The provision for a potential future subway extension into the 16th KDA has been protected for in the plan.
The long term vision for the Secondary Plan is to accommodate in the range of approximately 6,000 – 7,300 total residential units (12,000 – 14,600 population) by 2031. Approximately 2,700 residential units have already been circulated or are currently under construction within the 16th KDA.
Based on the potential residential units, Board staff have been working with Town staff on the designation of an elementary school site to serve this new high density community. The location for a school site has been identified on the land use schedule (Appendix B).
Page 115 of 347
Town of Richmond Hill – Draft Yonge Street and Carrville Road/16th Avenue Key Development Area Secondary Plan Page 2 of 3
Phasing and Infrastructure:
Development will occur over a number of years as existing commercial uses are anticipated to remain in the near term with gradual redevelopment in the mid to longer term. According to the Town’s 2014 Urban Master Environmental Servicing Plan, a number of required improvements to the wastewater collection system are required to accommodate the planned growth in the 16th KDA. Additional studies will need to be completed to determine additional infrastructure upgrades required to address adequacy of storm, sanitary, water and other studies to be included in a Functional Servicing Report.
Student Accommodation:
Elementary
At the elementary panel, the 16th KDA Secondary Plan area is located within the boundaries of Sixteenth Avenue Public School, Ross Doan Public School/Roselawn Public School and Charles Howitt Public School. Based on the proposed units and high density yields, approximately 893 to 1,075 elementary pupil places may be required; the Board will require one elementary school site within the 16th KDA to serve the students generated (Appendix B).
A school site of five acres has been designated within the 16th KDA which is consistent with the Board’s school site designations in higher density communities; potential co-location opportunities with compatible community uses to create a community hub will be encouraged. The precise location, size and configuration of the school will be determined in consultation with the Town of Richmond Hill prior to any planning approvals for development within the blocks surrounding the school site.
Once timing of development is clear, staff will review available pupil places in the family of schools to ensure there is adequate student accommodation.
Secondary
At the secondary panel, the Secondary Plan area is located within the boundaries of Langstaff Secondary School and Alexander Mackenzie High School. Based on the proposed units, approximately 255 to 307 secondary pupil places may be required. Langstaff Secondary School has a capacity of 1,073 and an October 31, 2016 enrolment of 961 FTE and Alexander Mackenzie High School has a capacity of 1,333 and an October 31, 2016 enrolment of 953.25 FTE.
Relationship to Board Priorities:
This report reinforces the Board’s commitment to the stewardship of Board resources, by aligning human and financial resources with Board priorities and demonstrating professionalism and accountability for high standards of practice in all Board operations. It also supports the Board’s commitment to enhancing confidence in public education.
Page 116 of 347
Town of Richmond Hill – Draft Yonge Street and Carrville Road/16th Avenue Key Development Area Secondary Plan Page 3 of 3
Next Steps:
It is anticipated that the Secondary Plan will be approved in late 2017.
Estimated Cost:
Not applicable at this time.
Timeline:
The Town of Richmond Hill has recently circulated the Draft Yonge and Carrville/16th Key Development Area Secondary Plan and requested Board comments by May 10, 2017. Staff has requested an extension of time in which to comment.
Recommendations:
That the York Region District School Board approve the following recommendations:
(*)1. That the York Region District School Board will require one public elementary school site of no less than 5 acres on a public road within the Draft Yonge and Carrville/16th Key Development Area Secondary Plan.
(*)2. That the school site be located as shown in Appendix B.
(*)3 That the Director of Planning for the Town of Richmond Hill be advised of this action.
Communications Implementation Plan:
Coordinating Council of Superintendents May 10, 2017 Property Management Committee May 16, 2017 Board Meeting June 6, 2017
Appended Data:
Appendix A – Location of Yonge and Carrville/16th Key Development Area Secondary Plan, Town of Richmond Hill Appendix B – Yonge and Carrville/16th KDA Land Use Plan, Town of Richmond Hill
Respectfully submitted,
L. Johnstone Acting Director of Education
May 16, 2017
For further information, please contact J. Ross, Senior Manager, Planning and Property Development or L. Johnstone, Acting Director of Education.
Page 117 of 347 Page 118 of 347 Appendix A Location of Yonge and Carrville/16th Key Development Area Secondary Plan ¯ Town of Richmond Hill !
!
Major Mackenzie Drive East Alexander Mackenzie HS #
Major Mackenzie Drive West
Bayview Avenue Avenue Bayview Bayview
Yonge Street Street Yonge Yonge
Ross Doan PS (JK-3) ! Sixteenth Avenue PS !
Yonge and Carrville/16th 16th Avenue KDA Secondary Plan
Roselawn PS (Gr.4-8) ! Carrville Road
Red Maple PS Charles Howitt PS ! !
Langstaff SS #
# Public Elementary School S Public Elementary School Site Proposed Roads ÊÚ Public Elementary French Immersion T Public Secondary School Site Road Centreline (« $ Public Secondary School Location of Proposed Plan « Page 119 of 347
! Page 120 of 347 Appendix B Yonge and Carrville/16th KDA Landuse Plan ¯ Town of Richmond Hill
Elementary School Site Page 121 of 347 S
Ree sor Par k PS Page 122 of 347 APPENDIX 2
YORK REGION DISTRICT SCHOOL BOARD PROPOSED DEVELOPMENT APPLICATION D02-17002/D03-17001 TOWN OF RICHMOND HILL
Background:
The purpose of this report is to request approval of the comments that are to be submitted to the Town of Richmond Hill concerning the Board’s requirement for school sites within the proposed development application.
The subject draft plan of subdivision is within the North Leslie Secondary Plan Area. The Secondary Plan area proposes 5,800 residential units of mainly low and medium density units. The Board designated four elementary school sites to serve this new planning area. Richmond Green Secondary School is located within the Secondary Plan area.
Three of the four school sites are now within circulated draft plans of subdivision and the Board has an option agreement in place for one of the sites and provided draft plan conditions for the balance of the circulated sites as part of previous reports.
Rationale:
A. Application:
D01-17001/D02-17003 by Loretta Dipede and Connie Iafrate (C/O Paul Iafrate) Agent: Macaulay Shomi Howson Ltd. (Attention: Angela Sciberras)
B. Location:
The proposed application is located north of Elgin Mills Road East, east of Bayview Avenue in the Town of Richmond Hill. Please see attached map (Appendix A).
C. Proposed Housing Units:
Townhomes 213
D. Total Pupil Yield:
Elementary 55 Secondary 24
E. School Accommodation:
Current Attendance Area
At the elementary panel, the proposed application is located within the Unnamed North Leslie Elementary School boundary. Holding for this area will initially be at Silver Pines Public School when development begins. Silver Pines Public School is Junior Kindergarten to Grade 8 school with a capacity of 753 and an October 31, 2016 enrolment of 537.
Page 123 of 347 Town of Richmond Hill – Proposed Development Application D02-17002/D03-17001 Page 2 of 3
Future Attendance Area
The Board has designated four elementary school sites to serve the North Leslie Secondary Plan. Students will be held in existing schools until there is a student threshold and funding from the Ministry to proceed with a new school.
Secondary
Current Attendance Area
At the secondary panel, the proposed application is located within the Richmond Green Secondary School boundary. Richmond Green Secondary School has a capacity of 1,158 and an October 30, 2016 enrolment of 1,255 FTE.
Relationship to Board Priorities:
This report reinforces the Board’s commitment to the stewardship of Board resources, by aligning human and financial resources with Board priorities and demonstrating professionalism and accountability for high standards of practice in all Board operations. It also supports the Board’s commitment to enhancing confidence in public education.
Estimated Cost:
Not applicable at this time.
Timeline:
The Town of Richmond Hill had requested the Board’s comments concerning the proposed development application by May 4, 2017. Staff have requested an extension of time in which to comment.
Recommendations:
That the York Region District School Board approve the following recommendations:
(*)1. That the York Region District School Board will not require a public elementary school site within the proposed development applications D02-17002/D03-17001, Town of Richmond Hill.
(*)2. That the Director of Planning for the Town of Richmond Hill be advised of this action.
Page 124 of 347 Town of Richmond Hill – Proposed Development Application D02-17002/D03-17001 Page 3 of 3
Communications Implementation Plan:
Coordinating Council of Superintendents May 10, 2017 Property Management Committee May 16, 2017 Board Meeting June 6, 2017
Appendix A – Location of Development Application D02-17002/D03-17001 Town of Richmond Hill
Respectfully submitted,
L. Johnstone Acting Director of Education
May 16, 2017
For further information, please contact J. Ross, Senior Manager, Planning and Property Development or L. Johnstone, Acting Director of Education.
Page 125 of 347 Page 126 of 347 Appendix A Location of Proposed Development Application D02-17002/D03-17001 ! ¯ Town of Richmond Hill
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! !
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! Page 128 of 347 APPENDIX 3
YORK REGION DISTRICT SCHOOL BOARD PROPOSED DEVELOPMENT APPLICATION 19T(W)-17.002/ZBA17.001 TOWN OF WHITCHURCH-STOUFFVILLE
Background:
The purpose of this report is to request approval of the comments that are to be submitted to the Town of Whitchurch-Stouffville concerning the Board’s requirement for a school site within the proposed development application.
The Town of Whitchurch-Stouffville has grown from a population of approximately 27,000 in 2006 to over 45,000 by 2016. Over 8,000 residential units within two phases of development were identified in the Town’s Secondary Plan to accommodate the growth in population. The Phase 1 lands have been built out and majority of the Phase 2 lands have either been built out or are in approved draft plans of subdivision.
The Town’s Growth Management Study identified the Phase 3 lands with approximately 3,056 residential units to serve growth through to 2031; population is anticipated to increase to 60,800 people over that time period. Please see attached map (Appendix A).
The proposed development application is located within the southeast quadrant of Stouffville at the municipal border with the City of Markham and is the last parcel of Phase 2 Lands to be circulated in a development application.
Rationale:
A. Application:
19T(W)-17.001/ZBA 17.001 by Fieldgate Developments Agent: Malone Given Parsons
B. Location:
The proposed application is located east of Tenth Line and north of 19th Avenue in the Town of Whitchurch-Stouffville. Please see attached map (Appendix B).
C. Proposed Housing Units:
Single Family Homes 665 Townhomes 72
Total 737
D. Total Pupil Yield:
Elementary 269 Secondary 42
Page 129 of 347 Town of Whitchurch-Stouffville – Proposed Development Application 19T(W)-17.001/ZBA17.001 Page 2 of 3
E. School Accommodation:
Elementary
Current Attendance Area
At the elementary panel, the proposed application is located within the Barbara Reid School boundary which is proposed to open in September 2017. Barbara Reid Public School will be a Junior Kindergarten to Grade 8 school with a capacity of 638, and has a projected opening enrolment of approximately 447.
Secondary
Current Attendance Area
At the secondary panel, the proposed application is located within the Stouffville District Secondary School boundary. Stouffville District Secondary School has a capacity of 1,284 and an October 31, 2016 enrolment of 1,191 FTE.
Relationship to Board Priorities:
This report reinforces the Board’s commitment to the stewardship of Board resources, by aligning human and financial resources with Board priorities and demonstrating professionalism and accountability for high standards of practice in all Board operations. It also supports the Board’s commitment to enhancing confidence in public education.
Estimated Cost:
Not applicable at this time.
Timeline:
The Town of Whitchurch-Stouffville had requested the Board’s comments concerning the proposed development application by March 10, 2017. Staff has requested an extension of time in which to comment.
Recommendations:
That the York Region District School Board approve the following recommendations:
(*)1. That the York Region District School Board will not require a public elementary school site within the proposed development applications 19T(W)-17.001/ ZBA.17.001, Town of Whitchurch-Stouffville.
(*)2. That the Director of Planning for the Town of Whitchurch-Stouffville be advised of this action.
Communications Implementation Plan:
Coordinating Council of Superintendents May 10, 2017 Property Management Committee May 16, 2017 Board Meeting June 6, 2017
Page 130 of 347 Town of Whitchurch-Stouffville – Proposed Development Application 19T(W)-17.001/ZBA17.001 Page 3 of 3
Appended Data:
Appendix A – Stouffville Phase 3 Lands, Town of Whitchurch-Stouffville Appendix B – Location of Development Application 19T(W)-17.002/ZBA17.001, Town of Whitchurch-Stouffville
Respectfully submitted,
L. Johnstone Acting Director of Education
May 16, 2017
For further information, please contact J. Ross, Senior Manager, Planning and Property Development or L. Johnstone, Acting Director of Education.
Page 131 of 347 Page 132 of 347 APPENDIX A Stouffville Phase 3 Lands ¯ Town of Whitchurch-Stouffville
Development Phases Undeveloped Phase 2 Lands Phase 3 Lands
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Page 133 of 347 Page 134 of 347 Stouffville Northwest #3 ES Site S APPENDIX B Location of Proposed Development Application 19T(W)-17.001/ZBA17.001 ¯ Town of Whitchurch StHoaurfrfyv iBlloewes PS
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Page 135 of 347 Page 136 of 347 APPENDIX 4
YORK REGION DISTRICT SCHOOL BOARD SECONDARY SCHOOL STRATEGY AURORA/OAK RIDGES PUBLIC CONSULTATION
Background:
At the March 21, 2017 Property Management Committee meeting, staff presented information that included next steps towards developing a strategy for secondary schools located in Aurora, and parts of Richmond Hill and King. The goals of the strategy are to address pressure points, re-balance enrolments and meet secondary school accommodation needs for the future within this area.
In June 2017, a new Capital Strategy will be submitted to the Board for approval. The Capital Strategy identifies short and long-term solutions to school accommodation pressures. This report identifies two accommodation options for the Aurora/Oak Ridges area that will be considered as part of developing this year’s Capital Strategy.
Because of the timing of the Capital Strategy and window for project submission to the Ministry, staff are proposing that the two schools where capital projects may be required proceed now with analysis and public consultation; the accommodation issues at the remaining schools will be part of a subsequent report.
Rationale:
The study area includes the following schools: Aurora High School, Dr. G. W. Williams Secondary School, King City Secondary School, Richmond Green Secondary School and Richmond Hill High School as shown on Appendix A. Three of these schools have current over enrolment, and two schools are under enrolled.
The critical accommodation issues for the study area that should be addressed in the Capital Strategy include over enrolment at Richmond Green Secondary School and under enrolment at Dr. G. W. Williams Secondary School.
Continuing enrolment growth at Richmond Green Secondary School can be addressed by opening the Dr. Bette Stephenson Centre for Learning as a secondary school. This facility opened in 2011 and is currently used for continuing education and Board administrative functions. The building was designed for an addition to become a future secondary school to serve students in grades 9 to 12 when a viable threshold of students was met. Oak Ridges is now approaching the threshold for a new secondary school.
Under enrolment at Dr. G.W. Williams Secondary School has occurred because the school is no longer central to the area that it serves. Low participation rates from northeast Aurora are expected to continue. The Board could explore relocating Dr. G. W. Williams Secondary School to the Board owned site located in northeast Aurora.
Public Consultation:
Staff recognize opening Dr. Bette Stephenson as a secondary school and replacing Dr. G. W. Williams in northeast Aurora will impact elementary students who will be entering the secondary panel in the next few years. Staff recommend that an opportunity for public input be provided to affected communities. This will allow staff to present the options requiring capital approvals, and receive other options the public may suggest.
Staff propose holding two public meetings: one for the Aurora area and another in the Richmond Hill area. These meetings would be scheduled before the end of the 2016-17 school year. Following the
Page 137 of 347 Secondary School Strategy Aurora/Oak Ridges Public Consultation Page 2 of 2
public meetings, a summary of feedback and staff’s recommendations will be reported to Property Management Committee.
Next Steps:
The following steps are proposed:
• hold public meetings to obtain community input, • discussions with Ministry staff about the options, and • reporting to Trustees at the June 13, 2017 Property Management Committee meeting
Relationship to Board Priorities:
This report reinforces the Board’s commitment to the stewardship of Board resources, by aligning human and financial resources with Board priorities and demonstrating professionalism and accountability for high standards of practice in all Board operations. It also supports the Board’s commitment to enhancing confidence in public education.
Estimated Cost:
Not applicable at this time.
Timeline:
Immediate.
Recommendations:
That the York Region District School Board approve the following recommendations:
(*)1. That public consultation on potential accommodation options for Dr. G. W. Williams Secondary School and Richmond Green Secondary School be initiated.
(*)2. That staff report back to the Property Management Committee on the results of this consultation as part of the Capital Strategy in June 2017.
Communications Implementation Plan:
Coordinating Council of Superintendents May 10, 2017 Property Management Committee May 16, 2017 Board Meeting June 6, 2017
Appendix A – Map of Study Area
Respectfully submitted,
L. Johnstone Acting Director of Education
May 16, 2017
For further information, please contact J. Ross, Senior Manager, Planning and Property Development, or L. Johnstone, Acting Director of Education.
Page 138 of 347 Appendix A ¯ Map of Study Area
S !
18th Sideroad St John's Sideroad Rick Hansen PS e Northern u
Lights PS ! n ( Aurora 2C ES Site e
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Devins ! Aurora Pearson PS r Bayview NE SS Site n Drive PS Heights PS! e ! Hartman PS ! d r
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MacLeod's Landing PS Stouffville Road
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LEGEND ! ! e Sir John A. n ! n # Public Elementary School # ! Macdonald PS e $Roméo # ! K DallairePublic SecondaryPS School A. S! Public Elementary School Site PS ! Lincoln r Public! Secondary School Site Alexander PS ! ! # Proposed Roads ! Road Centreline ! ! ! Secondary Regular Boundary ! ! Forest William Run PS ! Buttonville PS Berczy PS Page! 139! of 347 Page 140 of 347
ROUTINE
YORK REGION DISTRICT SCHOOL BOARD BOARD STANDING COMMITTEE MEETING - PUBLIC SESSION May 16, 2017
The public session of the Board Standing Committee Meeting of Tuesday, May 16, 2017, commenced at 7:05 p.m. in the Board Room with Vice-Chair of the Board C. McBain presiding and the following trustees present; P. Adams-Luchowski, L. Carruthers, A. DeBartolo, C. Chan (via audio conference), J. Nathan, B. Pang, A. Tam (via audio conference) and M. Van Beek
Regrets: Trustee L. Aversa and S. Geller and Student Trustees M. Ismail and C. Zhou
APPROVAL OF AGENDA
(*)1. Moved by M. Van Beek, seconded by A. DeBartolo:
That the agenda be approved as written.
- Carried -
DECLARATION OF CONFLICT OF INTEREST
Vice-Chair of the Board C. McBain 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 Cash Disbursements, February 2017 and Cash Disbursements, March 2017 due to the employment of a family member with the Board.
PUBLIC FORUM
Vice-Chair of the Board C. McBain outlined the purpose of the public forum and invited members of the public to speak. No members were present to speak at this time.
PLANT SERVICES - ENERGY AND ENVIRONMENTAL SERVICES REPORT ON COMMODITY PRICE HEDGING AGREEMENTS
Acting Director of Education, Learning and Working Environments L. Johnstone and Chief Financial Officer W. Muirhead-Toporek introduced Manager, Facilities Services, Operations P. Schipper who was in attendance to present an overview of Plant Services, Energy and Environmental Services Report on Commodity Price Hedging Agreements.
Page 141 of 347 BOARD STANDING COMMITTEE MEETING MINUTES PAGE 2 May 16, 2017
Manager Schipper shared the historical context regarding the need to engage in the commodity price hedging program for natural gas. He outlined goals of the hedging program are to stabilize the price, achieve budget certainty and minimize the cost.
It was noted that the Board purchases electricity at current market rates as there is no hedging program in place for this commodity.
In response to trustee questions, P. Schipper outlined the cost per cubic meter and usage rates. He also outlined the impact of new schools, consumption levels and fluctuations in the gas pricing market.
BOARD IMPROVEMENT PLAN FOR STUDENT ACHIEVEMENT AND WELL-BEING – MODERN LEARNING FRAMEWORK
Associate Director of Education, Program S. Yake and Superintendent of Education, Curriculum and Instructional Services H. Sears introduced Principal of Learning Design and Development D. Donsky, Curriculum Coordinator of Modern Learning and Digital Literacy R. Lee and Principal R. Rosemin to share the Modern Learning Framework.
Curriculum Coordinator R. Lee explained the deep connections between special education and modern learning which encompasses equity and inclusion. He explained that every student can learn and succeed with appropriate accommodations and modifications that address their individual strengths and needs.
Principal D. Donksy highlighted Ministry directives and resources that the York Region District School Board utilizes to support modern learning. Information was shared in regard to the third teacher which references how the environment, which encompasses the social, cultural and physical space, affects learning. Climate surveys allow educators to understand what students require for success.
R. Lee provided information about the seven principles of universal design, which is founded on architectural design. Universal Design for Learning addresses the various types of learning styles.
R. Lee and D. Donsky provided insight into the following areas of modern learning:
accessibility, design thinking, culture and mindset, understanding and supporting learners, removing barriers, alternative learning, experiential learning through outdoor education, environment as third teacher, collaboration and co-contributors, the universal approach, utilizing research and qualitative data,
Page 142 of 347 BOARD STANDING COMMITTEE MEETING MINUTES PAGE 3 May 16, 2017
creating safe spaces for taking risks, reimaging learning spaces, the importance of student voice and co-learning, authentic learning opportunities for all students, student advocacy, engaging students flexible structures, value, diversity, equity and inclusion, and understanding the culture and diverse needs of everyone.
R. Lee clarified the impact of the environment as the third teacher and how it impacts learning. He stressed the importance of co-learning between teacher and students and the ability to be flexible. The Youth EdTech Summit is an example of student led learning where students took risks and learned from their mistakes.
D. Donsky and R. Lee indicated that one of the biggest challenges with modern learning is creating a flexible environment that provides learners with choices and enables educators to design learning that focuses on crating solutions to problems.
In response to a trustee question regarding how the Board can support modern learning, the team indicted that helping to cultivate an environment of positive risk taking where collaborative learning is valued would support the forward momentum of this initiative.
Staff highlighted the role of the parent as a partners. Jurisdictional Learning from Finland supports the idea that consultation between and among staff, teachers, parents and students is imperative to student success.
It was noted that guidelines are being created to help support modern learning in schools.
Note: Trustee A. DeBartolo withdrew from the meeting at 8:01 p.m.
The importance of research and data is critical to the implementation of the modern learning strategy. The sharing of best practices and modern learning strategies with other school boards also supports implementation.
Superintendent of Education, Curriculum and Instructional Services H. Sears referenced short-term and long-term goals for the implementation of the modern learning strategy. D. Donsky indicated that the Board’s modern learning strategy has been shared with school boards across the province. Other boards are requesting our leadership to support the implementation of modern learning in their jurisdictions.
Vice-Chair of the Board C. McBain thanked Principal of Learning Design and Development D. Donsky, Curriculum Coordinator of Modern Learning and Digital Literacy R. Lee and Principal R. Rosemin for presenting and providing insight into the Modern Learning Strategy.
Page 143 of 347 BOARD STANDING COMMITTEE MEETING MINUTES PAGE 4 May 16, 2017
CASH DISBURSEMENTS – FEBRUARY 2017
Note: Trustee P. Adams-Luchowski refrained from discussion and voting on this item due to a previously declared conflict of interest.
Chief Financial Officer W. Muirhead-Toporek provided additional information about costs associated with the Teacher Technology Engagement Program (TTEP).
(*)2. Moved by L. Carruthers, seconded by A. Tam:
That the York Region District School Board approve the following recommendations.
1. That Cash Disbursements for February 2017 for all expenditures, except item #47, in the sum of $11,963,202.98 be approved.
2. That Cash Disbursements for February 2017 for item #47, in the sum of $103,628,375.76 be approved.
- Carried -
CASH DISBURSEMENTS – MARCH 2017
Note: Trustee P. Adams-Luchowski refrained from discussion and voting on this item due to a previously declared conflict of interest.
Chief Financial Officer W. Muirhead-Toporek responded to trustee questions regarding legal settlements and professional services.
(*)3. Moved by J. Nathan, seconded by M. Van Beek:
That the York Region District School Board approve the following recommendations.
3. That Cash Disbursements for February 2017 for all expenditures, except item #69, in the sum of $23,500,955.03 be approved.
4. That Cash Disbursements for February 2017 for item #69, in the sum of $104,156,131.99 be approved.
- Carried -
Page 144 of 347 BOARD STANDING COMMITTEE MEETING MINUTES PAGE 5 May 16, 2017
ADJOURNMENT
(*)4. Moved by A. Tam, seconded by J. Nathan:
That the Board Standing Committee Meeting adjourn at 8:13 p.m.
- Carried -
Page 145 of 347 Page 146 of 347
ROUTINE
YORK REGION DISTRICT SCHOOL BOARD BUDGET COMMITTEE MEETING May 23, 2017
The Public Session of the Budget Committee Meeting of Tuesday, May 23, 2017 commenced at 7:04 p.m. in the Board Room at the Education Centre, Aurora with Budget Committee Chair J. Nathan presiding and the following trustees present: L. Aversa (via audio conference), L. Carruthers, C. Chan, A. DeBartolo, S. Geller, C. McBain, B. Pang, A. Tam and M. Van Beek.
Regrets: Trustee P. Adams-Luchowski and Student Trustees M. Ismail and C. Zhou.
Budget Chair J. Nathan welcomed trustees, staff and members of the audience to the second Budget Committee meeting of 2017. Board Chair L. Carruthers issued a special welcome to Interim Director of Education K. Wallace.
APPROVAL OF AGENDA
(*)1. Moved by C. Chan, seconded by M. Van Beek:
That the agenda be approved as written.
- Carried -
DECLARATION OF CONFLICT OF INTEREST
Committee Chair J. Nathan asked any trustee who has a direct personal interest or direct or indirect pecuniary interest in any matter being discussed by the Budget Committee to state their conflict and the nature thereof. No conflicts were declared by trustees at this time.
NEW BUSINESS
Chief Financial Officer (CFO) W. Muirhead-Toporek presented a balanced 2017-2018 budget that services over 123,000 students in 33 secondary and 177 elementary schools and 15,000 staff members.
This result-oriented, year-long budget supports student achievement and well-being. The process reflects stakeholder input during committee meetings, consultations, and presentations by delegations at the April 2017 Budget Committee meeting from: Special Education Advisory Committee (SEAC), Parent, Family and Community Engagement Advisory Committee (PEAC), Equity and Inclusivity Advisory Committee (EIAC), York Region – Ontario Principal’s Council (YR-OPC), and Corporate Management and Professional Staff (CMPS) Council.
Page 147 of 347 BUDGET COMMITTEE MEETING Page 2 May 23, 2017
The budget also addresses the 22 Ministry Directives.
CFO W. Muirhead-Toporek reported that Interim Director of Education K. Wallace suggested that the Supervisory Officer professional development funds be maintained at the 2016-2017 budget level. The additional budget amounts will be moved to a central budget in the Director’s Office to address professional development and training needs identified for and by Senior Team as a result of Ministry Directions.
Interim Director of Education K. Wallace clarified the need for purposeful professional development aligned with the Board’s strategic plan and the importance of professional development for Senior Team.
(*)2. Moved by L. Carruthers, seconded by C. McBain:
That the York Region District School Board approve the following recommendations.
1) That the budget lines for Supervisory Officer Professional Development allocations be maintained at the 2016-2017 budget level.
2) That the additional funds currently in the budget for the purpose of Supervisory Officer Professional Development be transferred to a separate Supervisory Officer Professional Development budget line under the Director’s Office Budget to support professional development needs identified for and by the Senior Team in relation to the Ministry Directives.
- Carried -
Updated Estimated 2017-2018 Budget Revenues
Chief Financial Officer W. Muirhead-Toporek provided updated information about the estimated 2017-2018 Budget Revenues that were presented at the April 25, 2017 Budget Committee meeting.
Questions were answered regarding Learning Opportunities, Special Education and Transportation budgets. Actual expenditures for Special Education will be provided to trustees when Financial Statements are prepared.
The declining enrolment adjustment was clarified for trustees. Forecasted budget enrolment is .09% lower than the revised 2016-2017 estimates forecast.
Staff included in the Recoverable Salaries budget was explained for trustees.
CFO Muirhead-Toporek provided information on the Community Use of Schools amounts. It was also noted that cafeteria revenue has been increased to bring it in line with recent actual revenue experience.
Page 148 of 347 BUDGET COMMITTEE MEETING Page 3 May 23, 2017
The 2017-2018 Estimated Budget Revenues total $1,446,369,000.
(*)2. Moved by A. Tam, seconded by S. Geller:
That the York Region District School Board receive the Updated Estimated 2017-2018 Budget Revenues for information.
- Carried -
REVIEW OF DRAFT EXPENDITURE BUDGETS
Chief Financial Officer W. Muirhead-Toporek clarified that the proposed salary budgets include grid increases and 1.5 per cent salary increases plus a one-time lump sum payment of 0.5 per cent. Adjustments have been made to reflect an increase in the per kilometre reimbursement rate from 51 cents to 54 cents for the first 5,000 kilometres and 48 cents per kilometre if travel is greater than 5,000 kilometres driven in the calendar year as directed by the Canada Revenue Agency audit.
Business Administration
CFO Muirhead-Toporek clarified for trustees that any savings realized from printing or telephone would be directed into schools, technology or student services. She advised that there may be a need over the next two years to revamp the telephone system.
Action A trustee suggested that the printing and postage budget be flagged for next year to more Item accurately reflect spent budgets.
Director’s Office
Two Communications Specialists and an Administrative Assistant were added to this budget to increase community awareness. With one staff member moving to another department, this results in a net increase of two full-time equivalency (FTE) staff. Staff will receive a 1.5 per cent increase plus another half per cent lump sum payment.
Action CFO Muirhead-Toporek will provide trustees with a staffing chart for the Director’s Office. Item There was discussion on the cost of the Human Rights Office and the estimated cost of the Every Student Counts survey.
Ontario Public School Boards’ Association (OPSBA) membership fees increase was voted on by the OPSBA Board of Directors. Each trustee may attend the Public Education Symposium (PES) during the first year of the four-year term of office. Each trustee may attend the PES or Annual General Meeting (AGM) one additional time during years two, three or four of the four-year term. These conferences do not count toward their professional development allotment.
Page 149 of 347 BUDGET COMMITTEE MEETING Page 4 May 23, 2017
To increase community awareness, the Communications budget includes the costs of advertising for special programs such as French Immersion registration, welcome to kindergarten and community consultations in Georgina.
Each elementary school receives $300 and each secondary school receives $500 for school councils. School Council Forum is also part of this account.
Coordinating Superintendent of Education, Equity and Community Services C. Roach commented on tabulating the results of the Every Student Counts survey.
Action Staff will research the cost of purchasing a tabulation machine versus the cost of Item outsourcing the process.
Inclusive School and Community Services
This is a new section in the budget that was previously included with International and Community Services. All Inclusive School and Community Services staff are reflected in this budget. One new liaison teacher to support Asian communities and three equity teacher facilitators will be added to existing complement. Equity Symposium costs are included in this budget.
Coordinating Superintendent Roach reported that 2,700 families went through the Reception Centre last year. Partnerships are in place with settlement workers and an additional teacher liaison is being added to support newcomer families.
Trustees were informed that there is a translator list that schools can access to support families. Schools are also using their own staff for translation purposes.
Information Technology
There are increases in the following budgets:
salaries budget due to additional funding and new schools, data and voice communication increases, and multi-user application software and licensing fees.
CFO Muirhead-Toporek clarified that Technology for Learning budget is to provide all teachers with devices.
Chief Information Officer P. Bennett explained that K-12 engagement platform Edsby is licensed annually on a per student basis with a cost of $3.14 per student.
If a student’s computer equipment is damaged, replacement costs are covered in part by the Board or the home insurance of the student.
Information Technology over expenditures are not related to day-to-day operations, but to support additional expenditures such as a fully equipped data centre as backup at the
Page 150 of 347 BUDGET COMMITTEE MEETING Page 5 May 23, 2017
Centre for Leadership and Learning (CLL), additional security and other items to stay ahead of technology demands.
Human Resource Services
There is an increase in salary budget to allow for the hiring of additional staff, attendance management, disability management changes and other required changes. This increase is funded through special Human Resources Transition Supplement.
Legal and professional fees were discussed.
Leadership Development
There were no questions from trustees.
Instructional Administration
There were no questions from trustees.
School Office
Salaries reflect additional salaries for Canadian Union of Public Employees (CUPE) members, as well as staff for new schools. One new secondary and one new elementary school will open in 2017-2018.
There were no questions from trustees.
Instructional Day School
School Assistants, Principals, Vice-Principals, additional new schools and teacher salary increases due to grid movements are reflected in the increase.
Inclusive School and Community Services teachers previously charged to Instructional Day School are being moved to the Inclusive School and Community Services budget.
Educational Assistants increase is due to additional funding through the extension of contracts. The Safe Schools budget is reduced with the transfer of Crisis Prevention Institute (CPI) training funds to Student Services budget.
Superintendent of Education, Student Services K. Diakiw explained that specialized educational assistants are hired for students requiring assistance and there is an emergency educational assistant pool. Approximately 800 students have Individual Education Plans (IEPs) that do not have an Identification, Placement and Review Committee (IPRC).
There is no account number associated with the in-school accounts as each school has many different accounts.
Page 151 of 347 BUDGET COMMITTEE MEETING Page 6 May 23, 2017
It was clarified that the First Nation, Métis and Inuit Education (FNMI) funding is based on identified number of students.
CFO Muirhead-Toporek clarified that students pay for most of the Arts Camp cost. The Board has agreed to support the camp up to $16,000.
Outdoor Education budget is now part of the Grants for Student Needs (GSN).
Plant Services provides site preparation for playgrounds. Fundraising can also be allocated for this.
Training needs of volunteers and school assistants was discussed. There are three online modules on Connect2Learn to which all schools are asked to direct school assistants when they begin their role in the school:
1. School Assistant Training: Practical Strategies, 2. School Assistant Training: Roles and Responsibilities, and 3. School Assistant Training: Supportive Intervention Strategies.
It was clarified that funding for Mathematics Initiatives is currently provided through Education Program Other (EPO) grants.
Community and International Education
English as a Second Language (ESL) amounts are lower due to lower ESL enrolment.
Curriculum and Instructional Services
There were no questions from trustees.
Planning and Property Development Services
There were no questions from trustees.
Learning Resource Services
There were no questions from trustees.
Student Services
There are increased funds for Professional Student Services Personnel (PSSP). An increased need for School Social Workers has been identified. Actual new staff will be allocated after consultation with the Federation.
Psychological firms are hired to reduce psychological assessment backlogs. There is a concerted effort to prevent students waiting too long for an assessment.
Page 152 of 347 BUDGET COMMITTEE MEETING Page 7 May 23, 2017
To support the Asian community with regard to School Social Workers, staff work closely with Inclusive School and Community Services staff, translators and community partners. Concern for the lack of Asian School Social Workers was shared.
Crisis Prevention Institute (CPI) training budget is now shown as a separate budget item to reflect its importance. The number of staff requiring training and new training procedures has necessitated additional budget requirements.
Superintendent of Education, Student Services K. Diakiw clarified for trustees which staff receive CPI training. As of the end of April 2017, 2,913 staff members are trained and certified in CPI. As training is offered monthly, this number will increase slightly by the end of June.
Capital personalized equipment is enveloped and can only be used for Special Education Amount (SEA) equipment.
Food Services
There were no questions from trustees.
Plant Operations
Manager, Facilities Services Operations P. Schipper reported that landscaping grounds and snowplowing contracts are multi-year contracts and there is a fixed fee for these services. Caretaking staff are required to cut grass in areas that contractors can’t reach with their larger equipment, such as along fence lines and around trees.
CFO Muirhead-Toporek clarified that all landscape contractors have liability insurance.
There are new regulations in place regarding water treatment in schools. More testing and flushing is required. Water lines may need replacing. When conducting major renovations in schools, these lines will be replaced over a period of time when necessary.
Action CFO Muirhead-Toporek to provide trustees with the top five schools with water treatment Item issues.
Plant Maintenance
It was clarified for trustees that the Plant Maintenance budget includes smaller types of repairs under $50,000; while School Renewal is for larger projects. CFO Muirhead- Toporek reminded trustees that any hazard issues at a school should be reported to the principal or to Plant Services staff.
Page 153 of 347 BUDGET COMMITTEE MEETING Page 8 May 23, 2017
Transportation
It was clarified that the Provincial Schools amount provides for special transportation for visually impaired and deaf/hard of hearing students and is fully recoverable.
Benefits
There were no questions from trustees.
Other Operating Expenses
There were no questions from trustees.
Non-Operating Expenses
No discussion was required.
The number of staff seconded to outside organizations had been clarified as part of the discussion on Miscellaneous Revenues.
School Renewal
There were no questions from trustees.
Capital – Pupil Accommodation
There were no questions from trustees.
2017-2018 Draft Budget Summary
A balanced budget was presented. The proposed revenues match the proposed expenditures in the amount of $1,446,369,000. There will be adjustments to the proposed budget allocation in the various areas for supervisory officer professional development allotment and salaries for Inclusive School and Community Services staff that have been charged to other budget lines.
Budget Chair J. Nathan expressed thanks to Chief Financial Officer W. Muirhead-Toporek and her team for their work throughout the year. She thanked trustees for asking excellent questions, ensuring effective stewardship of Board resources and for being a part of the ongoing budget process.
Interim Director K. Wallace expressed her thanks for this complex budget. She will have further conversations in reflecting on trustee comments and questions on behalf of the students.
Page 154 of 347 BUDGET COMMITTEE MEETING Page 9 May 23, 2017
CFO Muirhead-Toporek thanked Business and Finance staff for their support and the support of all departments for the collaborative approach to developing and presenting the budget for trustees. Trustee comments and support are appreciated in ensuring the well-being and success of YRDSB students.
The timing of future Budget Committee meetings will be reviewed to allow trustees additional time to review agenda materials.
Board Chair L. Carruthers would appreciate trustees be given the agenda ahead of time perhaps a week earlier. There could be consideration for an earlier start time.
(*)3. Moved by C. Chan, seconded by A. DeBartolo:
That the York Region District School Board receive the Review of Draft Expenditure Budgets for information.
- Carried -
MOTION TO APPROVE THE 2017-2018 BUDGET
4. Moved by A. DeBartolo, seconded by M. Van Beek:
That the York Region District School Board Budget Committee recommends that the 2017-2018 Budget, as submitted and amended at the May 23, 2017 Budget Committee meeting, with an expenditure level of $1,446,369,000 be approved at the June 6, 2017 Board meeting.
- Carried -
INFORMATION ITEMS
The next regularly scheduled Budget Committee meeting on May 30, 2017 will be cancelled. The recommendation to approve the 2017-2018 Budget will be scheduled for consideration at the June 6, 2017 Board Meeting.
ADJOURNMENT
(*)5. Moved by A. Tam, seconded by C. McBain:
That the Budget Committee Meeting be adjourned at 9:48 p.m.
- Carried -
Page 155 of 347 Page 156 of 347 ROUTINE
YORK REGION DISTRICT SCHOOL BOARD
SPECIAL AUDIT COMMITTEE
MINUTES, MEETING # 3 Tuesday, May 23, 2017
The Special Audit Committee Meeting – Public Session was held in Room 200 of the Education Centre, Aurora at 4:39 p.m. on Tuesday, May 23, 2017 with the following members present: Trustees A. DeBartolo (Committee Chair) and M. Van Beek, Volunteer Community Non-Board Members K. Ohayon and N. Rees.
Absent: Trustee S. Geller
Also present: Interim Director of Education K. Wallace, Associate Director of Education, Schools K. Friedman, Associate Director of Education, Learning and Working Environments L. Johnstone, Associate Director of Education, Program S. Yake, Chief Financial Officer W. Muirhead-Toporek, Superintendent of Education, Well-Being and Engagement S. Logue, Superintendent of Education (Business), Human Resources and Chief Negotiator D. Cammaert, Senior Managers, Finance K. Brady, T. Ellis and D. Reynolds, and Manager, Quality Assurance N. Kalogirou, Senior Manager, Human Resources J. Hicks, Regional Internal Audit Team Senior Manager D. Johnston, PriceWaterhouse Cooper Partner, Risk Assurance Services S. Roberts and PriceWaterhouse Cooper Director, Consulting and Deals K. Niazi
Regrets: Manager, Funded Services L. Mackenzie
Absent: Coordinating Superintendent of Education, Equity and Community Services C. Roach
CALL TO ORDER
Trustee Chair A. DeBartolo called the meeting to order at 4:39 p.m.
APPROVAL OF AGENDA
(*)1. Moved by M. Van Beek, seconded by N. Rees:
That the agenda be approved as written.
- Carried -
Page 157 of 347
AUDIT COMMITTEE MINUTES – SPECIAL PUBLIC SESSION Page 2 May 23, 2017
DECLARATION OF CONFLICT OF INTEREST
Trustee A. DeBartolo asked any member of the Audit Committee 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 committee members at this time.
ELECTION OF CHAIR FOR 2017
Trustee A. DeBartolo called for nominations for the position of Audit Committee Chair for the year 2017.
Trustee M. Van Beek nominated Trustee A. DeBartolo for the position. The nomination was seconded by K. Ohayon.
CLOSE NOMINATIONS
That nominations for the position of Audit Committee Chair for the year 2017 were closed by common consent.
Trustee A. DeBartolo was acclaimed Chair of the Audit Committee for 2017.
ADJOURNMENT
(*)3 Moved by M. Van Beek, seconded by N. Rees:
That the Audit Committee Meeting – Special Public Session be adjourned at 4:41p.m.
- Carried -
Page 158 of 347 ROUTINE
YORK REGION DISTRICT SCHOOL BOARD
AUDIT COMMITTEE
MINUTES, MEETING # 3 Tuesday, May 23, 2017
The Audit Committee Meeting – Public Session was held in Room 200 of the Education Centre, Aurora at 5:16 p.m. on Tuesday, May 23, 2017 with the following members present: Trustees A. DeBartolo (Committee Chair), S. Geller and M. Van Beek, Volunteer Community Non-Board Members K. Ohayon and N. Rees.
(via audio conference)
Also present: Interim Director of Education K. Wallace, Associate Director of Education, Schools K. Friedman, Associate Director of Education, Learning and Working Environments L. Johnstone, Associate Director of Education, Program S. Yake, Chief Financial Officer W. Muirhead-Toporek, Superintendent of Education, Well-Being and Engagement S. Logue, Superintendent of Education (Business), Human Resources and Chief Negotiator D. Cammaert, Senior Managers, Finance K. Brady, T. Ellis and D. Reynolds, and Manager, Quality Assurance N. Kalogirou, Senior Manager, Human Resources J. Hicks, Regional Internal Audit Team Senior Manager D. Johnston, PriceWaterhouse Cooper Partner, Risk Assurance Services S. Roberts; PriceWaterhouse Cooper Director, Consulting and Deals K. Niazi
Regrets: Manager, Funded Services L. Mackenzie,
Absent: Coordinating Superintendent of Education, Equity and Community Services C. Roach
CALL TO ORDER
Committee Chair A. DeBartolo called the meeting to order at 5:16 p.m.
APPROVAL OF AGENDA
(*)1. Moved by K. Ohayon, seconded by M. Van Beek:
That the agenda be approved as written.
- Carried -
Page 159 of 347
SPECIAL AUDIT COMMITTEE MINUTES – PUBLIC SESSION Page 2 May 23, 2017
DECLARATION OF CONFLICT OF INTEREST
Committee Chair A. DeBartolo asked any member of the Audit Committee 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 committee members at this time.
RECEIPT OF MINUTES
(*)2. Moved by M. Van Beek, seconded by S. Geller:
That the minutes of the November 29, 2016 Audit Committee meeting- Public Session be received for information.
- Carried -
(*)3. Moved by S. Geller, seconded by M. Van Beek:
That the minutes of the January 24, 2017 Audit Committee meeting- Public Session be received for information.
- Carried -
(*)4. Moved by K. Ohayon, seconded by M. Van Beek:
That the minutes of the February 21, 2017 Audit Committee meeting- Public Session be received for information.
- Carried -
RISE AND REPORT
The following recommendations from private session were reported:
That the Audit Committee receive the Minister of Education Directions for information. That the Audit Committee receive the Human Resources Strategy Internal Audit Report for information. That the Audit Committee receive the Regional Internal Audit Team Status Update for information. That the Audit Committee receive the Update on RIAT Audit - Funded Services and International Education for information. That the Audit Committee approve the following recommended revisions to the 2017-2019 Regional Internal Audit Plan:
Page 160 of 347 SPECIAL AUDIT COMMITTEE MINUTES – PUBLIC SESSION Page 3 May 23, 2017
That the Regional Internal Audit Plan’s Internal Audit of Equity Practices within the York Region District School Board be postponed.
That the Regional Internal Audit Team commences with the Capital Planning Internal Audit.
APRIL 11, 2017 LETTER FROM THE MINISTER OF EDUCATION TO THE YORK REGION DISTRICT SCHOOL BOARD
Chief Financial Officer W. Muirhead-Toporek informed the committee that the Minister of Education’s Directions and York Region District School Board responses are available on the public website.
W. Muirhead informed the committee that each one of the Minster of Education’s Directions is being led by a member of senior team.
(*)6. Moved by M. Van Beek, seconded by K. Ohayon:
That the Audit Committee receive the April 11, 2017 Letter from the Minister of Education for information.
- Carried -
EQUITY PRACTICES INTERNAL AUDIT
Regional Internal Audit Team Senior Manager D. Johnston stated that since the Ministry has since mandated a number of Equity Directions, an Equity Internal Audit would not be beneficial at this time. D. Johnston suggested that the Equity Internal Audit be postponed.
(*)7. Moved by M. Van Beek, seconded by K. Ohayon:
That the Audit Committee receive the update on the Equity Practices Internal Audit.
- Carried -
REGIONAL INTERNAL AUDIT TEAM STATUS UPDATE
Regional Internal Audit Team (RIAT) Senior Manager D. Johnston updated the committee on the status of current and upcoming audits that are scheduled to be completed this year.
Since the Equity Internal Audit is postponed, the Capital Planning Internal Audit will commence in the Summer of 2017 with the anticipation of a Fall 2017 completion.
Page 161 of 347 SPECIAL AUDIT COMMITTEE MINUTES – PUBLIC SESSION Page 4 May 23, 2017
Payroll’s Internal Audit is scheduled to start, after their systems conversion, in late October of 2017 with an early 2018 completion.
(*)8. Moved by M. Van Beek, seconded by S. Geller:
That the Audit Committee receive the Regional Internal Audit Team Status Update for information.
- Carried -
SEVEN-MONTH SPECIFIED PROCEDURE MARCH REPORTING
Chief Financial Officer, W. Muirhead-Toporek informed the committee that the Seven- Month Specified Procedure has been submitted to the Ministry. This reporting aligns with the Ministry of Education’s Fiscal Year End of March 31.
(*)9. Moved by M. Van Beek, seconded by N. Rees:
That the Audit Committee receive the Update the Seven-Month Specified Procedure March Reporting for information.
- Carried -
TIMING OF THE AUDIT COMMITTEE’S KEY ACTIVITIES
(*)10. Moved by K. Ohayon, seconded by N. Rees:
That the Audit Committee receive the Timing of the Audit Committee’s Key Activities for information.
- Carried -
REGIONAL INTERNAL AUDIT MANDATE
Regional Internal Audit Team Senior Manager D. Johnston updated committee members with the purpose of the Regional Internal Audit Team’s Mandate. D. Johnston highlighted the objectives of the mandate and indicated that a standard mandate was adopted for all Six Toronto and Toronto Area Boards.
(*)11. Moved by K. Ohayon, seconded by M. Van Beek:
That the Audit Committee receive the Regional Internal Audit Mandate for information. - Carried -
Page 162 of 347 SPECIAL AUDIT COMMITTEE MINUTES – PUBLIC SESSION Page 5 May 23, 2017
ADJOURNMENT
(*)12 Moved by M. Van Beek, seconded by N. Rees:
That the Audit Committee Meeting – Public Session be adjourned at 5:29 p.m. - Carried -
Page 163 of 347 Page 164 of 347
ROUTINERPUTINE
YORK REGION DISTRICT SCHOOL BOARD
CHAIR’S COMMITTEE
MINUTES OF MEETING #8 (PUBLIC) May 30, 2017
The public session of the Chair’s Committee meeting was held at 2:04 p.m. in Room 200 at the Aurora Education Centre on Tuesday, May 30, 2017 with the following members and resource staff present:
L. Carruthers (Chair) A. DeBartolo (Past Chair) S. Geller (via audio conference) C. McBain B. Pang K. Friedman L. Johnstone W. Muirhead-Toporek S. Yake K. Wallace L. Reinhardt
Also in attendance: Superintendent of Education, Indigenous Programs and Corporate Policy D. McNaughton and Coordinating Superintendent of Education, Equity and Community Services C. Roach
APPROVAL OF AGENDA
The agenda was approved as amended.
DECLARATION OF CONFLICT OF INTEREST
Board Chair L. Carruthers 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 at this time.
RECEIPT OF MINUTES – APRIL 25, 2017 AND MAY 2, 2017
The minutes of the April 25, 2017 and May 2, 2017 meetings were received for information.
RECOMMENDATIONS
(*)1. That the York Region District School Board receive the staff report Construction Projects Review. (Appendix 1)
Page 165 of 347 CHAIR’S COMMITTEE MINUTES – PUBLIC SESSION PAGE 2 May 30, 2017
(*)2. That the agenda for the June 6, 2017 Board Meeting – Public Session be approved as amended.
(*)3. That the York Region District School Board receive for information the correspondence from:
Thames Valley District School Board (Appendix 2) Hastings and Prince Edward District School Board (Appendix 3) Waterloo Region District School Board (Appendix 4)
INFORMATION ITEMS
Applause!
The committee received the June Applause! report for information.
Pending Items List
The list of pending Board and Board Committee meeting agenda items was received for information as amended.
OPSBA Regional Fall meeting
Information was shared regarding the Board hosting the Ontario Public School Boards’ Association (OPSBA) Regional Fall meeting on Saturday, November 4, 2017. Committee members shared ideas about school location, permits, presenters and attendance.
DISCUSSION ITEMS
Direction 6: Human Rights Office Plan for Implementation
Committee members discussed the response to Minister’s Direction 6 regarding the requirements and process of establishing the human rights office.
Direction 8: Office of the Integrity Commissioner – Confirmation of Consultant
Committee members discussed the response to Minister’s Direction 8 regarding the Trustee Code of Conduct and retention of a consultant to support the implementation of the Office of the Integrity Commissioner. The notice of motion for changes to the operational by-laws will be scheduled at the June 6, 2017 Board meeting and finalized at Action the June 20, 2017 Board meeting. Additional dialogue with regard to the Operational By- Required Laws will be scheduled on the June 13, 2017 Chair’s Committee agenda.
Page 166 of 347 CHAIR’S COMMITTEE MINUTES – PUBLIC SESSION PAGE 3 May 30, 2017
Direction 10: Work Plan for Every Student Counts Survey
Committee members discussed the response to Minister’s Direction 10 regarding the implementation, communications, directions and work plans associated with the Every Student Counts Survey.
Direction 11: Work Plan Comprehensive Training on Data Collection
Committee members discussed the response to Minister’s Direction 11 as it pertained to comprehensive training and data collection. Training, timelines and ensuring Ministry requirements were outlined.
Direction 12: Plan for Human Rights Compliance Training for the Director, Senior Administration
Committee members discussed the response to Minister’s Direction 12 regarding Action compliance training for the director, senior administration, all principals and all staff. Required Dialogue involved the development of a plan and the process of training implementation.
Updates on other Minister’s Directions to the York Region District School Board
Committee members reviewed feedback from the Minister (Appendix 5) and discussed ongoing work, revisions, specific details and language for revisions to Directions 1, 2, 3, Action 4 and 6 which will be added to the June 6, 2017 Board meeting agenda. Board Chair Required L. Carruthers responded to the Minister’s feedback in an email dated May 28, 2017 (Appendix 6). Information on Direction 2 will be included with the agenda package, all other revisions will be shared with trustees at the meeting, and wherever possible, via email prior to the Board meeting. Wherever possible, revisions will be identified for trustees’ reference.
Committee members discussed additional professional development training sessions, trustee feedback and expectations.
May 30, 2017
For further information, please contact Board Chair L. Carruthers, Manager, Corporate Secretariat and Trustee Services L. Reinhardt or the Director of Education.
Page 167 of 347 Page 168 of 347 APPENDIX 1
CONSTRUCTION PROJECTS REVIEW REPORT
(As of JUNE 6, 2017)
Page | 1 Legend: Assistant Managers of Construction JL – Jennifer Lang MF – Michael Ferreira EC – Emil Caraghin Page 169 of 347
NEW SCHOOLS
Projects ARCHITECT: BARBARA REID PUBLIC SCHOOL (MF) ZAS ARCHITECTS INC.
Site Services – 90% complete CONTRACTOR: Footings and Foundations – 100% EVERSTRONG CONSTRUCTION LTD.
complete
Masonry – 95% START DATE ON SITE: complete APRIL 5, 2016 Structural Steel – 99% complete Roofing – 90% PROPOSED OCCUPANCY DATE: complete JULY 31, 2017 Mechanical - HVAC – 99% complete SCHEDULING: - Plumbing – 99% ON SCHEDULE complete - Sprinklers – 99% complete Electrical – 99% complete Controls - 90 % complete Door & Hardware – 95% complete PA & Telephone – 95% complete Windows – 95% complete Interior Finishes – 95% complete Landscaping – 20% complete
ARCHITECT: BILL HOGARTH SECONDARY SCHOOL (JL) SNYDER ARCHITECTS
Site Services – 99% CONTRACTOR: complete Footings and Foundations – 100% PERCON CONSTRUCTION INC. complete Page | 2 Legend: Assistant Managers of Construction JL – Jennifer Lang MF – Michael Ferreira EC – Emil Caraghin Page 170 of 347 Masonry – 80% START DATE ON SITE: complete Structural Steel – 99% NOVEMBER 23, 2015 complete Roofing – 95% PROPOSED OCCUPANCY DATE: complete Mechanical AUGUST 31, 2017
- HVAC – 75% SCHEDULING: complete BEHIND SCHEDULE
- Plumbing – 65% complete - Sprinklers – 80% complete Electrical – 80% complete Controls - 50% complete Door & Hardware – 25% complete PA & Telephone – 60% complete Windows – 98% complete Interior Finishes – 25% complete Landscaping – 40% complete
COMPLETED PROJECTS IN WARRANTY
Projects
JOHNNY LOMBARDI PUBLIC SCHOOL (EC) ARCHITECT: MC ARCHITECTS INC. Formal Occupancy granted by the City of Vaughan Building Department on September 2, 2016.
Building under warranty until September 2017. CONTRACTOR: TAMBRO CONSTRUCTION LTD.
June 6, 2017 For further information please contact Kathi Wallace – Interim Director of Education or Leslie Johnstone – Associate Director of Education.
Page | 3 Legend: Assistant Managers of Construction JL – Jennifer Lang MF – Michael Ferreira EC – Emil Caraghin Page 171 of 347 Page 172 of 347 APPENDIX 2
DISTRICT SCHOOL BOARD Laura Elliott, Director of Education and Secretary
April 11,2017
APR 2 5 2017
Office of the Prime Minister 80 Wellington Street Ottawa, ON K1A0A2 (ZLjO^pJU^u^-JctJLJi „ Attention: The Right Honourable Justin Trudeau, Prime Minister of Canada
Dear Prime Minister Trudeau:
Re: Request for Reduction of Class Size Requirements for Native Language Courses
At the January 24, 2017 Board meeting of the Thames Valley District School Board, the following motion was moved by Trustee Tisdale and seconded by Trustee Schuyler:
That a letter be sent to the Federal Government emphasizing their commitment and responsibility to fully fund First Nations, Inuit and Metis student’s education.
Thorough the ninety-four calls to action in the Truth and Reconciliation Commission, our government has recognized the atrocities that occurred in residential schools that saw abuse of our students along with them being prevented from learning their language and culture.
As a result, there are concerns of First Nations communities losing their language and identity. Our school board would like t© raise the concerns over the lack of resources that are currently being provided for our First Nations students on reserves. The fact that First Nations communities are provided less education funding per student than our provincially funded students continues the disgraceful legacy of previous governments that allowed residential schools to operate for so many generations.
Furthermore, we would like to ask that the Federal Government work with the Ontario Government to provide further funding for First Nations language classes for our urban students. Currently in our school board, the Ministry of Education requires a class to have twelve (12) pupils to be fully funded. This creates an obstacle when we are unable to create the critical mass needed in our urban schools with First Nations students. The
Thames Valley District School Board - Office of the Chairperson 1250 Dundas Street, P.O. Box 5888, London, ON N6A 5L1 Tel: 519-452-2000 Ext. 20219 Fax: 519-452-2396 website: www.tvdsb.caPage 173 of 347 We build each student's tomorrow, every day. Office of the Prime Minister 80 Wellington Street
Ottawa, ON K1A0A2 - 2 - April 11,2017
Thames Valley District School Board has called on the Ontario Government to reduce the number of pupils required for a First Nations language class to five to help ensure more students have access to learning their language.
Thank you in advance for your attention to this matter. We look forward to working with you as we move forward to improving our education system for all of our students.
Sincerely Yours,
Matthew Reid Chair of the Board
t-mn scnuyier First Nations Trustee cc: Carolyn Bennett, Minister of Indigenous and Northern Affairs Kathleen Wynne, Premier of Ontario David Zimmer, Minister of Indigenous Relations and Reconciliation Laura Elliott, Director of Education, TVDSB OPSBA Ontario School Board Chairs
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I— CD CD 3 3 ' ~n o CD 0 CD o ' 3 o CL CD tf) CD O 5L CL a 1 o - < CQ "O . . 0 —c w o ’ o 0 r + ZT CD r-t* 0 CT C/3 (Ti (Ti CD O r—t* CD CL 0 0 f+ o - 0 ) =T r— 1—1* 1—1* CD 0 • < g b < O 3 0 O Er 0 CD CD CD O 0 CT r + £ U) 5 ’ CL 0 o U) 0 0 “ i O’ 7 t ^ S' "CS "CS 2T 3 . 13 c o ' O 'D ; ; CD =s S /) 7 ? ~ o r CD CD =3 CD' CD o r—4- -- CD CD —; 0)' Cfl o Cfl 0)' - o~ ^cd O CL CD o < cr o' EL o_ =5 JO’ CD CD ( “ ■+» O “ 5 0 _ CL o 3 S3, o S3, □ ( }a CD O CQ TD T 3 T 3 ID o o OPSBA Ontario School Board Chairs Page 2 o f2 Page 178 of 347 Ministry of Education Ministère de l'Éducation Minister Ministre Mowat Block Édifice Mowat Queen’s Park Queen’s Park Toronto ON M7A 1L2 Toronto ON M7A 1L2 May 23, 2017 Dear Chair Carruthers, Thank you for the submissions to date in response to the directives I provided on April 11th. I appreciate all of the effort, dedication and commitment of the board of trustees (the “Board”) and staff to complete this work. I also acknowledge that the Board has worked quickly to engage a highly experienced and respected individual to serve as interim Director of Education. I trust that the Board will work co-operatively with Kathi Wallace to ensure both the substance and spirit of my directions are met, and that our shared goal of restoring public confidence in the York Region District School Board (the “YRDSB”) is achieved. Further to our meeting on May 18th with the Deputy Minister and Kathi Wallace, it is important to emphasize again that we are all working towards supporting student success and well-being. It is my expectation that all school boards in Ontario remain focused on our collective goal of doing what is in the best interests of our students and their families. While I am encouraged by the expressed commitment from the Board to move forward with this work, I am concerned that in some cases, the stated plans of action do not get to the core of the governance issues identified in the Reviewers’ Report. Furthermore, it is essential that I see focused and measureable reflection and direction as the Board moves forward with their plans. As an illustration, the governance training plan for trustees under Direction 2 relies primarily on an overview of the Board’s legislated duties that was completed by some trustees before the report was delivered, and on self-directed learning. It represents a generalized training approach that lacks connection to the needs identified in the Reviewers’ Report, including a collective understanding of the importance of data- informed decision making and the ability to carry this out, the operation of the trustee code of conduct as an accountability tool, and cultivating an understanding of the essential elements of, and effective practices for, hiring the Director of Education and evaluating his or her performance. The Reviewers were explicit in their concern about these and other fundamental gaps, and targeted training to address these concerns needs to be at the forefront in the plan. …/2 Page 179 of 347 -2- Similarly, the governance training plan for senior administration, which responds to Direction 3, is overly broad. It is the same governance overview planned for trustees, which lacks the specificity required to meet the direction to enable senior administration to provide trustees with pertinent information they need to make evidence-based decisions. This flows directly from the observations in the Reviewers’ Report and their recommendations. I am encouraged by the content of the equity training plan for Board members. The delivery model for this and all other required training, however, should include active learning components such as structured group discussions and opportunities to problem-solve issues (e.g. through case-study analysis). The Board’s submission shows little progress on a human rights training plan and I believe that the YRDSB’s plan requesting the Ontario Human Rights Commission (OHRC) form a partnership to support the YRDSB’s improvement efforts is inadequate. I expect the Board to better relay the urgency of the work it needs to do, and specifically inquire whether the OHRC is prepared to offer this training. Confirmation of the content, format and timing of training by the OHRC, or another qualified provider, is needed to assure me that the Board can complete the training by this July. The Board’s plan to re-build community trust, as required in Direction 4, thoroughly identifies the many and diverse student, parent, community and other groups that it must engage with in order to begin the process. This is a good first step, and I appreciate the Board’s ongoing thinking on this important piece, as evidenced through its revised plan submitted May 9th. I encourage the Board to consider how it can develop its re-engagement strategy in collaboration with the community and other stakeholders, including setting success criteria, measuring outcomes, and devising strategies for monitoring. Considering that the Reviewers’ Report found that many in your community do not feel as though they are being heard, the plan should also reflect how the Board plans to publicly report on the feedback it receives to ensure that stakeholders are reassured that the Board is addressing their concerns. The plan should reflect an appreciation for the importance of dialogue and collaborative working relationships with the community to build a path forward together. The Board’s support and recovery plan for students in response to Direction 1 describes several actions which, in and of themselves, are positive steps. It is important, however, that the actions not be “one-offs” but that they are part of a new way of working. For this to occur, the actions need to be anchored by a more systemic, board-wide vision that permeates every activity and program in schools and classrooms, and in which every principal, educator and school support staff can see themselves as part of the solution. Research and consultation to inform that vision is critical, particularly consultation with students to understand the impact of their experiences and the support they need. …/3 Page 180 of 347 -3- As an example, Action #4 of the plan notes that “school planning teams” worked on short and long-term plans to address and reduce school-based discrimination. Did these teams include students, especially racialized students? We know that student voice is critically important to student well-being, and that voice needs to extend to advocacy and agency. There needs to be a commitment to taking the work of these teams back to schools and engaging students in the conversations about these plans in meaningful ways. An evaluation framework is also important to enable the Board to assess the success of the plan. Finally, the Board should critically re-examine its proposed policy and process for addressing human rights complaints, as proposed in its response to Direction 6. While I understand that the Board’s process for investigating human rights complaints will be revised once a Human Rights Office is established, I have concerns that it not does adequately address the current needs of the YRDSB which should include the provision of staff with training and experience in dealing with discrimination and harassment at the front line. The YRDSB should consider appointing staff or a qualified third party on an interim basis to handle the investigation of these complaints until the Human Rights Office is established. Please note that ultimate recourse relating to complaints is now a responsibility of the Human Rights Tribunal of Ontario and not the Ontario Human Rights Commission, as the Board’s submission suggests. Taking my comments into consideration, I am directing the Board to revise its submission for Directions 2, 3, 4 and 6, and the long-term plans for student and staff support and recovery strategies in Direction 1. In doing so, the Board should critically examine the Reviewers’ Report with a view to fully understanding its responsibilities and accountabilities. With this understanding, the Board should be able to demonstrate meaningful and intentional strategies for rebuilding public trust in the timelines directed. The revised submissions are due on June 13, 2017. I would like to thank you for the commitment to our shared goal of restoring public confidence in the York Region District School Board. Sincerely, Mitzie Hunter, MBA Minister c. Bruce Rodrigues, Deputy Ministry of Education Kathi Wallace, A/Director of Education York Region District School Board Page 181 of 347 Page 182 of 347 APPENDIX 6 From: "Carruthers, Loralea" Subject: RE: Letter from Minister Mitzie Hunter Dear Minister Hunter, Thank you for your letter dated May 23, 2017 regarding our submissions on Directives 1, 2, 3, 4 and 6. We appreciate you acknowledging the effort of the Board of Trustees working together and collaboratively with staff members to comply with the Directives within your timelines. We have been working cooperatively with Interim Director, Kathi Wallace, and already her experience, respect and ability to engage and dialogue with various stakeholders has made a positive difference. In addition, I would like to thank you for reviewing our submission and providing constructive feedback. As we discussed during our meeting on May 18, we appreciate the Ministry’s interest in working with us on our collective goals of improving student achievement and well-being and restoring public confidence in York Region District School Board. We have already begun the process of reviewing your feedback and will submit updated plans on June 13, 2018. On behalf of the trustees and staff of York Region District School Board, thank you for your feedback. We look forward to our ongoing dialogue and collaboration. Sincerely, Loralea Loralea Carruthers Chair, York Region District School Board Trustee, East Gwillimbury/ Whitchurch-Stouffville Page 183 of 347 Page 184 of 347 ROUTINE YORK REGION DISTRICT SCHOOL BOARD SPECIAL EDUCATION ADVISORY COMMITTEE The regular meeting of the Special Education Advisory Committee (SEAC) was held on Thursday, May 4, 2017, in the Board Room of the Education Centre, Aurora at 7:07 p.m. with SEAC Chair L. Aversa presiding and the following members present: Members: T. Armstrong-Smythe, S. Caldwell, R. Chughtai, S. Facchini, M. Graham, A. Krishna (via audio conference), R. MacAlpine, F. MacDonald, M. Rubinoff, C. Viney (via audio conference) and L. Ziraldo Alternate: R. O’Leary Trustees: L. Aversa and A. Tam Staff: K. Diakiw, A. Fishman, R. Li, H. Sears, J. Sepkowski, W. Swaine, S. Yake and A. Ballard Regrets: SEAC representatives J. MacMillan and M. Tsironikos, Trustees C. Chan and C. McBain and Secondary Principal C. Spiteri- Johnson Absent: Student Trustee C. Zhou and SEAC representative I. Donnell SEAC Chair L. Aversa welcomed members of the Special Education Additional Qualification Part 1 course and Superintendents of Education T. Dungey and C. Logan to the meeting. APPROVAL OF AGENDA (*)1. Moved by R. MacAlpine, seconded by S. Facchini: That the agenda be approved as written. - Carried - DECLARATION OF CONFLICT OF INTEREST SEAC Chair L. Aversa 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. Page 185 of 347 Special Education Advisory Committee Page 2 May 4, 2017 MOMENT OF REFLECTION C. Viney presented the Moment of Reflection, via audio conference, by Robert John Meehan about children’s learning styles. A copy will be provided to Committee members Action for information. S. Facchini will deliver the Moment of Reflection at the June 1, 2017 SEAC Item meeting. Note: SEAC representative S. Caldwell entered the meeting at 7:09 p.m. BUSINESS ARISING There was no business arising from the minutes. APPROVAL OF MINUTES – APRIL 6, 2017 (*)2. Moved by M. Rubinoff, seconded by T. Armstrong-Smythe: That the minutes of the April 6, 2017 Special Education Advisory Committee meeting be approved as written. - Carried - SPECIAL ANNOUNCEMENTS SEAC Vice-Chair L. Ziraldo announced Superintendent of Education, Student Services K. Diakiw will receive an award for her exceptional work in the area of Special Education and Student Services Consultant M. McCammon will receive the Educational Leader of the Year award at the Council for Exceptional Children Yes I Can Awards on May 11, 2017. SEAC Chair L. Aversa shared information regarding the Student Success event where 24 students were recognized by the Board for their achievements, outstanding work and excellence. She thanked staff for their dedication and hard work in supporting all students. VOICE for Hearing Impaired Children C. Viney mentioned May is Hearing Awareness Month and Friday, May 5, 2017 is Dress Loud Day 2017. C. Viney noted the 25th Annual Voice Conference takes place on May 6, 2017 at the University of Guelph. This year’s theme is entitled Breaking the Mold. Page 186 of 347 Special Education Advisory Committee Page 3 May 4, 2017 STUDENT VOICE PRESENTATION Principal, Student Services W. Swaine provided an overview of the Board’s Learning Summits. SEAC members viewed a video of a keynote address from a previous summit. SEAC Chair L. Aversa thanked W. Swaine for sharing the video. (*)3. Moved by R. MacAlpine, seconded by M. Graham: That the Special Education Advisory Committee receive the Student Voice presentation for information. - Carried - BOARD IMPROVEMENT PLAN FOR STUDENT ACHIEVEMENT AND WELL-BEING: MODERN LEARNING STRATEGY Superintendent of Education, Curriculum and Instructional Services H. Sears referenced previous presentations on the Board Improvement Plan for Student Achievement and Well-Being (BIPSA) and the Mathematics and Mental Health Strategies. She introduced Principal of Learning Design and Development D. Donsky and Coordinator of Modern Learning and Digital Literacy R. Lee to deliver the Modern Learning strategy portion of the BIPSA. R. Lee highlighted how Modern Learning, which encompasses equity and inclusion, has a connection and deep ties to Special Education. He noted the importance of all students having the ability to learn and succeed with the appropriate accommodations, inclusion and advocacy while individual strengths and needs are addressed. Principal Donsky highlighted Ministry directives, York Region District School Board resources and various presentations. She shared information about the third teacher, the environment, and how social, cultural and physical spaces affect learning. R. Lee outlined the concept of universal design, which began as an architectural concept, as “what is necessary for some, is good for all”. He explained the seven principals of universal design and how this strategy supports all learning styles. D. Donsky and R. Lee provided insight into the following areas of modern learning; accessibility, the design of thinking, culture and mindset, understanding and supporting learners, collaboration and co-contributors, the universal approach of modern learning, the spirit of inquiry and taking risks, the hidden curriculum and the impact of the learning environment, Page 187 of 347 Special Education Advisory Committee Page 4 May 4, 2017 student engagement, reimaging learning spaces, student voice and co-learning, authentic learning opportunities, value, diversity, equity and inclusion, student advocacy, flexible structures, and meeting the diverse needs of everyone. They summarized the Modern Learning Strategy, ongoing projects, student well-being, ownership to direct learning, engagement, experimentation, innovative and outdoor education learning and the importance of creating an environment which is equitable to all students and ensures all students are engaged. Principal of Learning Design and Development D. Donsky commented the biggest shift and key component of Modern Learning is inquiry-based learning. Technology is the accelerant not the driver of modern learning. Personalization and innovation are critical to supporting student learning and engagement. SEAC Vice-Chair L. Ziraldo questioned the absence of executive functioning skills from the Modern Learning skills set and resiliency from the mind-set section. She noted these are important as they highlight the value of all learners. Elementary Principal A. Fishman shared how modern learning looks in an elementary school environment. She highlighted the importance of understanding all students learn differently and require different methods to learn based on individual strengths and needs. Coordinator of Modern Learning and Digital Literacy R. Lee thanked the Committee for their input. He mentioned the importance and need of self-regulation which incorporates executive functioning skills and resiliency. He mentioned self-regulation is vital for growth and learning and the modern learning style is to steer away from rigidity. He clarified the aspect of modern learning is to reframe thinking and re-create environments to allow for flexible and creative learning. Principal of Learning Design and Development D. Donsky spoke of assessment and evaluation and the need to be inclusive and understand individualized learners and their requirements. She noted modern learning is a more collaborative and co-creative approach to learning. Superintendent of Education, Curriculum and Instructional Services H. Sears outlined the system, school and classroom actions and the four pillars within the modern learning strategy. She cited modern learning is authentic, deep, relative learning which allows students to connect and create with others to be future ready. Page 188 of 347 Special Education Advisory Committee Page 5 May 4, 2017 Superintendent Diakiw indicated the importance of understanding a student as a whole child and having empathy for their needs as the driver of innovation. She acknowledged modern learning will support equity and inclusivity. R. Lee and D. Donsky were thanked for the outstanding presentation. (*)4. Moved by F. MacDonald, seconded by R. MacAlpine: That the Special Education Advisory Committee receive the Board Improvement Plan for Student Achievement and Well-Being Modern Learning Strategy presentation for information. - Carried - SPECIAL EDUCATION PLAN UPDATE Principal of Student Services J. Sepkowski stated there were no changes to the 2017 Action Special Education Plan and the Plan will be approved at the June 1, 2017 SEAC meeting. Item (*)5. Moved by R. MacAlpine, seconded by M. Rubinoff: That the Special Education Advisory Committee receive the Special Education Plan Update for information. - Carried - STUDENT SERVICES REPORT Associate Director of Education, Program S. Yake thanked SEAC members for their ongoing engagement, thoughtful comments and dialogue at SEAC meetings. He provided highlights of the Ministry of Education review of the York Region District School Board. He indicated that trustees and staff are working diligently to meet the Minister’s requirements. He provided an overview of the 22 directions which will be Action presented to the SEAC at the June 1, 2017 meeting. The deliverables, timelines and Item progress updates are available on the Board website. S. Yake read Ministry Direction 13, which relates to advisory committees, and mentioned there will be an opportunity for Committee feedback and engagement on this direction at Action the next SEAC meeting. He noted positive comments in the Ministry report pertaining to Item the success of SEAC and their work with the Board, organizations, parents and students with special needs. Page 189 of 347 Special Education Advisory Committee Page 6 May 4, 2017 SEAC Vice-Chair L. Ziraldo asked the Board to provide any specific questions ahead of Action time so SEAC members can communicate with their organizations and provide input to Item the Board. Principal, Student Services W. Swaine provided insight into the third Special Education session for administrators’ presentation which focused on Policy/Program Memorandum (PPM) 140, Incorporating Methods of Applied Behaviour Analysis (ABA) Into Programs for Students with Autism Spectrum Disorders and ABA strategies. She shared highlights on the 12th edition of Experience Works publication which has been distributed to SEAC members and provides insight into the work experience placement program. Principal, Student Services J. Sepkowski shared an overview of School Mental Health Assist which involves the creation of the various mental health and well-being resources, available to school boards, and allows administrators easy access to the resources. Information and resources are available on the School Mental Assist website. Further information will be available to principal associations in June 2017 to enable principles to Action have easy access to information for mental health and well-being support in the schools. Item Superintendent of Education, Curriculum and Instructional Services H. Sears shared a brochure entitled Understanding the Kindergarten Program for Families which highlights the entire kindergarten curriculum program and the importance of home and school partnerships. She mentioned programing is now divided into the following four areas which align and support a child’s natural learning ability; Belonging and Contributing, Self-Regulation and Well-Being, Demonstrating Literacy and Mathematics Behaviours, and Problem-Solving and Innovating. Superintendent Sears acknowledged how these frames align with the Board’s foci and foundational practices. (*)6. Moved by S. Facchini, seconded by R. MacAlpine: That the Special Education Advisory Committee receive the Student Services Report for information. - Carried - SUCCESSFUL PRACTICES AND CHALLENGES Successful practices were shared about Board staff who were engaged and helpful in solving an issue and contributing to a positive experience for a family. A student’s Best Buddy Prom “promposal” story was also shared. Page 190 of 347 Special Education Advisory Committee Page 7 May 4, 2017 REPORT FROM THE BOARD Information about the Minister of Education’s Directions to the York Region District School Board is posted on the Board website. The website information includes the Ministry directions, timelines, deliverables and progress. A by-election has been called for the trustee vacancy in the Town of Georgina. Upcoming by-election dates include; nomination day on May 1, 2017, advance voting days on June 3 and 7, 2017, and voting day on June 23, 2017. Information regarding the election is posted on the Town of Georgina’s website and the York Region District School Board’s website. (*)7. Moved by R. MacAlpine, seconded by T. Armstrong-Smythe: That the Special Education Advisory Committee receive the Report from the Board for information. - Carried - POLICY UPDATES SEAC Vice-Chair L. Ziraldo noted the importance of reviewing Board policies and procedures and reminded members where to locate working document policies that are Action currently out for comment. She mentioned members may wish to review the Homework Item policy and procedure prior to the September 7, 2017 deadline. (*)8. Moved by M. Rubinoff, seconded by S. Facchini: That the Special Education Advisory Committee receive the Policy Updates for information. - Carried - COMMUNICATIONS SUB-COMMITTEE UPDATE SEAC Vice-Chair L. Ziraldo reminded members about the importance of completing the Action Stop, Start and Continue forms. Members were asked to return them directly to L. Ziraldo Item or Administrative Assistant A. Ballard. L. Ziraldo mentioned concerns have been expressed regarding the cancellation of recent Accessibility for Ontarians with Disabilities Act (AODA) Committee and Well-Being Page 191 of 347 Special Education Advisory Committee Page 8 May 4, 2017 Community Advisory Committee meetings. Members would appreciate being kept Action informed on the reason for the cancellations. Item (*)9. Moved by R. MacAlpine, seconded by T. Armstrong-Smythe: That the Special Education Advisory Committee receive the Communications Sub-Committee Update for information. - Carried - SEAC Chair L. Aversa reinforced the importance of members sharing information during the Successful Practices and Challenges section of the meeting in order for SEAC members to learn and grow together as well as support all students. FUTURE PRESENTATIONS Regular Presentations Minister Directions to the York Region District School Board – June 2017 Low Incidence Special Education Amount (SEA) Claims – September 2017 Anti-Bullying Mandate – October 2017 Follow-up Report on the Student Climate Survey – Fall 2017 Policy and Procedure #662.0, Provision of Health Support Services in School Settings – Pending ADJOURNMENT (*)10. Moved by R. MacAlpine, seconded by R. O’Leary: That the Special Education Advisory Committee meeting adjourn at 8:20 p.m. - Carried - Page 192 of 347 ROUTINE YORK REGION DISTRICT SCHOOL BOARD JOINT PARENT, FAMILY AND COMMUNITY ENGAGEMENT ADVISORY COMMITTEE AND EQUITY AND INCLUSIVITY ADVISORY COMMITTEE MINUTES, MEETING #3 May 9, 2017 The Joint Parent, Family and Community Engagement Advisory Committee (PEAC) and Equity and Inclusivity Advisory Committee (EIAC) meeting was called to order at 7:10 p.m. in the Board Room of the Education Centre, Aurora on Tuesday, May 9, 2017, with PEAC Chair L. Banerjee presiding and the following members present: Community members: K. Carbis, G. Diplas, A. Haq, A. J. Luo, W. Malik and L. Singh Parent members: L. Banerjee, Y. Casale, C. Coore, J. Getfield, D. Loveys, A. Mason, A. Miller, N. Palermo, N. Pleten and T. Subramaniam Representatives of Community Organizations: J. Chu, J. Peacock, A. Siddiqi, R. Veerappan and C. Viney Trustee members: Trustees L. Carruthers, J. Nathan and B. Pang Staff members: Acting Director of Education L. Johnstone, Associate Director of Education, Schools K. Friedman, Coordinating Superintendent of Education, Equity and Community Services C. Roach, Secondary Principals R. Li and M. Sanwalka, Elementary Principal J. Bunbury, Performance Plus Elementary Teacher V. Leone and Principal of Inclusive School and Community Services P. Woods Also in attendance: Administrative Assistant A. Ballard Regrets: Trustee A. Tam, Student Trustee M. Ismail, Community Member N. Yaqubian, Parent Member J. Bullen, Community Organization representative K. Addison and Secondary, FNMI Curriculum Advisor A. McConnell Page 193 of 347 JOINT EIAC/PEAC MINUTES PAGE 2 May 9, 2017 Absent: Community member K. Hacohen, Community Organization representatives M. Bowe, J. Hastings, A. Knegje and J. Tsoi, Elementary Principal D. Lawrence- Prince, Student Trustee C. Zhou and President York Region Presidents’ Council P. Kashtelyan. ROLL CALL PEAC Chair L. Banerjee called the meeting to order at 7:10 p.m. and welcomed Committee members and the public to the meeting. Note: EIAC Community member A. J. Luo entered the meeting at 7:11 p.m. APPROVAL OF AGENDA (*)1. Moved by C. Viney, seconded by L. Singh: That the agenda be approved as written. - Carried - DECLARATION OF CONFLICT OF INTEREST PEAC Chair L. Banerjee 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 the trustee at this time. SPECIAL ANNOUNCEMENTS There were no special announcements at this time. MOMENT OF REFLECTION Community Member from the Special Education Advisory Committee (SEAC) C. Viney provided the Moment of Reflection which summarized teamwork. PEAC Chair B. Pang Action Item will deliver the Moment of Reflection at the June 15, 2017 PEAC meeting. Note: EIAC Community Organization representative R. Veerappan entered the meeting at 7:13 p.m. Page 194 of 347 JOINT EIAC/PEAC MINUTES PAGE 3 May 9, 2017 RECEIPT OF MINUTES (*)2. Moved by K. Carbis, seconded by Y. Casale: That the minutes of the October 27, 2016 Joint Equity and Inclusivity Advisory Committee and Parent, Family and Community Engagement Advisory Committee meeting be received as written. - Carried - Note: PEAC Parent Member J. Miller entered the meeting at 7:15 p.m. Note: PEAC Parent Member T. Subramaniam entered the meeting at 7:16 p.m. BUSINESS ARISING There was no business arising. WALK-THROUGH OF THE MINISTER’S DIRECTIONS TO THE YORK REGION DISTRICT SCHOOL BOARD Associate Director of Education, Schools K. Friedman introduced the Board’s Acting Director of Education L. Johnstone and Elementary Principal, Inclusive School and Community Services P. Woods. Acting Director Johnstone welcomed the Committees and provided an overview of the Minister’s Directions to the York Region District School Board and commented on how this has been an emotional and challenging time for the Board. She referenced positive overtones among stakeholders as to the future direction of the Board. Board Chair L. Carruthers thanked L. Johnstone for taking on the role of Acting Director. She noted this has been a difficult time for the Board and highlighted the Minister’s Directions, timelines, adjustments and community consultation. She spoke to the importance of rebuilding public confidence and engaging in public consultation. She noted the importance of advisory committee advice and input. She also shared changes to how advisory committee information will be shared at Board meetings by trustee members. Associate Director of Education, Schools K. Friedman provided a brief overview of the work session format and the 22 Directions specifically those directly related to advisory committees. She explained the process for providing feedback and input at tonight’s joint meeting and upcoming PEAC and EIAC meetings. Note: PEAC Parent Member A. Mason entered the meeting at 7:23 p.m. Page 195 of 347 JOINT EIAC/PEAC MINUTES PAGE 4 May 9, 2017 Associate Director Friedman highlighted the history and timelines leading up to the Minister’s review and the planning and implementation of the directions. Committee members received documentation on trustee roles and responsibilities, the 22 Directions and the associated timelines, deliverables and progress. She highlighted the role of trustees, administration and advisory committees. She introduced staff and trustees who sit on the various advisory committees and noted the importance of transparency and explained where the Minister's Directions and Reviewer’s Report to the Minister of Education are available on the Board’s public website. She stated input provided to the reviewers by advisory committees is included in the report and highlighted specific directions related to advisory committees. She provided an overview of key themes and actions that emerged from the directions. Associate Director Friedman acknowledged that Coordinating Superintendent of Education, Equity and Community Services C. Roach will take on the position of senior administrator as outlined in Direction 7. She also noted that a new Human Rights Office is being created as outlined in Direction 6. Both of these positions will report to the Director. Note: The Joint PEAC/EIAC divided into three work groups at 7:43 p.m. to discuss the Minister’s Directions, ask questions and provide feedback. The meeting resumed at 8:25 p.m. Note: Trustee J. Nathan, EIAC Community Member K. Carbis and Secondary Principal R. Li withdrew from the meeting at 8:25 p.m. Associate Director Friedman thanked both PEAC and EIAC members for their insightful questions and valuable feedback. PEAC Chair L. Banerjee thanked Acting Director L. Johnstone and Board Chair L. Carruthers for their comments and information on the Ministry review and direction outcomes. She also thanked Associate Director Friedman for her insightful presentation. (*)3. Moved by J. Getfield, seconded by J. Peacock: That the Ministry Directions Walk-Through presentation be received for information. - Carried - STAFF REPORTS Principal of Inclusive School and Community Services P. Woods highlighted items from the May 9, 2017 Staff Reports attached to the agenda package. Page 196 of 347 JOINT EIAC/PEAC MINUTES PAGE 5 May 9, 2017 (*)4. Moved by A. Siddiqi, seconded by R. Veerappan: That the Joint Parent, Family and Community Engagement Advisory Committee and Equity and Inclusivity Advisory Committee receive the Staff Reports for information. - Carried - REPORT FROM THE BOARD PEAC Vice-Chair B. Pang highlighted information from the Report from the Board that was included in the May 9, 2017 agenda package. (*)5. Moved by A. Siddiqi, seconded by C. Viney: That the Joint Parent, Family and Community Engagement Advisory Committee and Equity and Inclusivity Advisory Committee receive the Report from the Board for information. - Carried - PROMISING PRACTICES AND CHALLENGES Challenges were raised regarding the establishment of parent-led committees to collaborate, plan and work on future priorities, timelines, accomplishments and strategies. Questions were also raised regarding the process of committees, length of membership terms, leadership, support and professional development. Associate Director Friedman noted these areas of concern are under review and PEAC Chair L. Banerjee acknowledged the membership timelines are being discussed. Board Chair L. Carruthers clarified membership and application information contained in the advisory committee by-laws. She agreed that a planning session would be a positive step for determining the year’s work and beneficial to both members and the Board. Principal of Inclusive School and Community Services P. Woods acknowledged this has been an unusual year for the advisory committees. He understands the concerns expressed by members and acknowledged the importance of moving forward. He commented that the Minister’s Directions will enable the Board to make important changes and help advisory committee proceed with their planning and goals. Associate Director of Education, Schools K. Friedman clarified committee positions being filled through the current membership process, teamwork, establishing yearly goals and having advisory committee members feel a sense of accomplishment. She mentioned the Page 197 of 347 JOINT EIAC/PEAC MINUTES PAGE 6 May 9, 2017 Board has qualified staff to provide supports and professional development to Committee members. POLICY UPDATES PEAC Chair L. Banerjee reminded members to review working document policies posted on the Board’s public website. She encouraged members to bring feedback to any PEAC Action or EIAC meeting for discussion and submission to the Policy and By-Law Committee. Item FUTURE PRESENTATIONS Members who have suggestions for presentations at future joint EIAC/PEAC meetings Action are encouraged to submit ideas to Principal P. Woods. The next joint EIAC/PEAC meeting Item is scheduled on Thursday, December 14, 2017. ADJOURNMENT (*)6. Moved by A. Siddiqi, seconded by L. Singh: That the Joint Parent, Family and Community Engagement Advisory Committee and Equity and Inclusivity Advisory Committee meeting adjourn at 8:50 p.m. - Carried - Page 198 of 347 YORK REGION DISTRICT SCHOOL BOARD MINISTER’S DIRECTION 1 TO THE YORK REGION DISTRICT SCHOOL BOARD RECOVERY STRATEGIES FOR STUDENTS AND STAFF (REVISED) Background: On January 26, 2017 Minister of Education M. Hunter appointed two external investigators to conduct an expedited review of the performance of the York Region District School Board under the authority of the Provincial Interest in Education Regulation. On April 11, 2017 the Minister of Education submitted a letter with a list of 22 Directions to the York Region District School Board. Timelines and deliverables were outlined. On May 23, 2017 Minister Hunter provided written feedback to Board Chair L. Carruthers with regard to several of the plans submitted. Feedback related to Direction One indicated that the actions should be anchored in a more systemic, Board-wide vision that permeates every activity and program in schools and classrooms, and in which every principal, educator and school support staff can see themselves as part of the solution. Rationale: Since the submission to the Minister of Education on April 28, 2017 the Board’s plan outlining recovery strategies for students and staff has been revised and is anchored in a systemic, board- wide vision that includes the voices of students, staff and community. The revised plan now includes reference to the 2017 School Climate Surveys for students and parents which included questions related to equity, particularly in the areas of race, gender identity and sexual orientation. This data will be used to support a better understanding of student demographics, identify needs related to equity, and implement intentional strategies to create more inclusive and equitable environments. The following actions were completed in accordance with the timelines outlined by the Minister. 1) An email was sent to all staff, including those on a leave of absence, to make use of the Employee Assistance Program (EAP), as required. The EAP service provider was advised of this action. To comply with the Minister’s 24-hour deadline, this was reported to trustees at a Special Board Meeting on April 12, 2017 and confirmed with the Minister the same day. 2) Staff contacted the EAP service provider and requested that counsellors with expertise in supporting those who have experienced racism and other forms of discrimination be available. 3) A confidential report with data reflecting the uptake of the services since the public release of the report was shared with trustees at the April 27, 2017 Special Board meeting and shared with the Minister on April 28, 2017. Page 199 of 347 The following Long-Term Plan identifies and supports students and staff recovery strategies, responsibilities and timelines. Several items have been added since the May 8, 2017 submission to respond to the Minister’s feedback received on May 23, 2017. Student Support and Recovery Strategies Action Responsibility Timeline 1. We will use the results of the 2017 School Climate Cecil Roach Current Survey to assess needs and develop supports and survey recovery strategies related to equity issues identified Research complete on by students and parents. We revised and added Services April 28, questions related to equity in this year’s survey, which results to be provided significant opportunity for student and parent Inclusive analyzed and voices. The results will be used by school and system School and used for 2017- teams to identify needs, and plan and implement Community 2018 school strategies to remove barriers, especially for students Services year. who the data show are in the achievement gap. (ISCS) The Every The implementation of the Every Student Counts Student Survey in the 2017-2018 school year will provide us Counts with the opportunity to link student demographic data, Survey will be perception data and achievement data for the first conducted in time. This level of detail will deepen our accordance understanding of student needs and will be used to with timelines develop and implement equity strategies with greater directed by precision at the system and school levels. the Minister of Education. Progress and evolving needs will be monitored on an ongoing basis by embedding systemic approaches for Ongoing engaging student voice at the system and school levels (e.g., cyclical School Climate Surveys, Every Student Counts Survey, focus groups with students, involvement of students in reviewing school data, case management data). The information will be used by school and system teams to review, assess and refine strategies to support students, particularly marginalized students, on an ongoing basis. 2. We have recently increased our Teacher Liaison Cecil Roach Ongoing. positions from seven to eight positions to support all Paul Woods schools. They work with students and their families to Three-year help them navigate the school system by providing term position intervention and support for school-related issues, including the impact of equity issues, particularly racism, Islamophobia and other forms of discrimination. The Teacher Liaisons have been hired based on specific student demographics (i.e., South Asian, Tamil, African Caribbean, LGBTQ, etc.) Page 200 of 347 Action Responsibility Timeline Teacher Liaison referrals are made by school and parents. Student, parent, community partner and school staff voice are engaged throughout the process. Support strategies are reviewed and refined on an ongoing basis based on case management data collection. 3. Three Equity Teacher Facilitators are currently secured Sept. 2017 to begin September 2017. These positions will collaborate with Curriculum and Instructional Services, Three-year Leadership Development and Student Services to term position assist with embedding equity and inclusive education *NEW* programming and practices in all schools. Further, the Equity Teacher Facilitators will work with both students and teachers to provide interventions for students who are experiencing discrimination, including racism. Reflections and refinements will be made over the course of the academic year as this role is implemented regionally for the first time 4. Each school’s equity designate will engage in equity Cecil Roach Ongoing training and work with staff and students to address Paul Woods equity issues. As necessary, they will also collaborate in partnership with Teacher Equity Facilitators and Teacher Liaisons to address equity issues, particularly racism and other forms of discrimination. School-based equity scans conducted in partnership with the Teacher Liaisons provide the data necessary to inform School Improvement Planning in the area of equity, inclusivity and well-being. The school-based Well-Being Teams collaborating on this work include students, staff, administration and a community partner where appropriate. Page 201 of 347 Action Responsibility Timeline 5. The Ministry of Education provided funding for a multi- Sheila Ongoing day professional learning called Supporting Racialized Hetherington Learners at the secondary school level. The focus was on Islamophobia, anti-Black racism and Anti- Paul Woods Indigenous racism as well as other forms of racial discrimination. School planning teams included two to three students, Student Success teachers, Equity Designates, and school administrators. Each school had student focus groups comprised of eight to ten students who provided feedback on guiding questions about racism and racial discrimination. These teams developed a short-term and long-term action plan to address school-based racism and reduce racial discrimination. Students involved in these focus groups have been invited to participate in a student panel at the elementary Together We’re Better Conference in the Fall. The implementation and success of these action plans will be revisited in the Fall to revise and further develop next steps. 6. A Teacher Liaison is currently working with students, Cecil Roach Ongoing teachers and support staff to create a shared safe Paul Woods place to discuss issues impacting student achievement and well-being among African Caribbean/Canadian male youth including youth who are at risk due to low academic achievement and poor attendance at school. This new work is a result of a dialogue that occurred at an Educator Network (Alliance of Educators for Black Students) that identified a need to work with black, male, youth to address the above issues. The goal of the group is to improve student achievement and well- being by addressing culturally-relevant student concerns. The regional learning will be applied to other race/heritage student demographics moving forward. 7. On May 17, 2017 a panel of Asian and South Asian Cecil Roach May 2017 students shared their personal narratives of Paul Woods marginalization and the path of inclusion in their schools for teachers and students of Asian/South Asian Heritage. The student panelists had eight focus questions that were moderated by one of our Student Page 202 of 347 Action Responsibility Timeline Trustees, Mustafa Ismail. Hearing student voice was a powerful part of the evening for all educators and senior staff. This was in response to our Directives in seeking to further explore student voice. Further, the Beyond Asian/South Asian Heritage Month included student inquiry projects conducted in collaboration with one of our community partners, ALPHA Education Network, to demonstrate the importance of Cultural Relevant Pedogogical practices in secondary school history curriculum. 8. The Annual Fusion/Our Voice Conference was held on Inclusive May 2017 May 1, 2017 where students participated in workshops School and on such topics such as Gay Straight Alliances, Social Community Justice, Accepting our Differences, Racism 101, Services Resiliency and Mental Health and Restorative (ISCS) Approaches. Strategies of self-care and self-advocacy Cecil Roach were shared with students and staff. Additionally, Paul Woods participating students elected their student trustees for the 2017-2018 school year. These trustees are an important vehicle for providing voice to students within the district. The Student Trustee Elections were streamed to participating schools across the district, Student voice on the impact of racism and racial discrimination was collected at this conference. This data will be used in the development of a regional equity plan that includes a policy on Discrimination and Harassment. This will become part of the work of the Equity Strategy Steering and Action Committee (ESSAC). 9. Conduct community mapping for schools in developing ISCS November areas beginning in the CEC West area. These schools Cecil Roach 2016 - present have limited access to community supports. The Paul Woods outcome of the community mapping would be to Ongoing identify strengths and needs for inter-racial communities who require access to local community expertise while awaiting community agencies to be established and accessible in these areas. This process will identify supports and resources for racialized students and their families. Page 203 of 347 Action Responsibility Timeline 10. As an organization, we have enhanced our efforts to ISCS Ongoing name racism when it occurs, and engage with parents Cecil Roach and victims about its impact. We hold perpetrators of Paul Woods racism accountable and will develop additional resources to ensure that they engage in learning so they can understand the impact of racism, Islamophobia and other forms of marginalization on victims. We will engage multiple stakeholders in the creation of these resources. We will strengthen our work with community groups including but not limited to: Markham African Caribbean Canadian Association, Vaughan African Canadian Association, York Region Alliance of African Canadian Communities, Iranian Canadian Youth, National Council of Canadian Muslims, Markham Tamil Association, Centre for Israel and Jewish Affairs, Federation of Chinese Canadians in Markham to inform our work when responding to incidents of racism and racial discrimination. 11. We are committed to continuing and strengthening our ISCS Ongoing working relationship and partnership with the York Cecil Roach Regional Police Diversity, Equity and Inclusion Paul Woods Division, in particular the hate crimes unit. We actively partner with YRP Hate Crimes unit to investigate school-based incidents of discrimination and co- educate staff and students on the impact of these crimes on our youth and communities. Prevention and intervention strategies are shared to ensure that future incidents do not occur. Restorative practices are also implemented to restore rapport and relational trust. 12. As part of our enhanced efforts to engage with York ISCS Ongoing diverse faith communities, we have partnered with the Cecil Roach York Regional Police, and the York Region Children's Paul Woods Aid Society to form an Interfaith Advisory Committee. The Interfaith Advisory Committee is consulted on matters of Faith-based Accommodations when clarifying matters of diversity within a faith group or community. Page 204 of 347 Staff Support and Recovery Strategies Action Responsibility Timeline 1. Continue to monitor the data provided by the EAP Cecil Roach Ongoing provider reflecting the uptake of services since the Human public release of the report. Note: this uptake at time Resource of report was minimal and overall usage slightly down Services from April 2016. (HRS) 2. Actively support employee mental health by: HRS Ongoing ● working with our internal and external partners to develop appropriate awareness of mental health, (e.g.OTIP, Manulife, EAP, Student Services, Wellbeing Regional Team); ● providing training and support to system leaders on prevention and intervention strategies; ● supporting employees in their return to work after a prolonged absence; and ● providing training opportunities for staff (e.g., resilience and burnout prevention and intervention). 3. Support system leaders in promoting the importance of regular attendance at work with a focus on supporting HRS September physical and mental health by: 2017 ● working in line with the collective agreements and our union/federation partners, help to foster a culture of regular attendance to support student achievement. 4. Create, as part of the disability management system, the ability to report on disability claims relating to HRS June 2017 workplace stress (for absences in excess of 20 consecutive days). 5. Provide unique support to staff teams, (e.g. CUPE HRS Ongoing 1196) focused on their unique needs and health concerns. 6. QUEST Conference – focus is on student, staff and HRS November community well-being with an emphasis on staff well- Drew 2017 being as a foundation to support student well-being by: McNaughton ● highlighting and showcasing best practices related Susan Logue to staff well-being initiatives in schools across the board; and Page 205 of 347 Action Responsibility Timeline ● promoting upcoming mental health training for leaders to build system leadership capacity. ● infusing equity awareness throughout workshops and keynotes. 7. In alignment with the BIPSA, support departments in HRS In progress incorporating a staff well-being goal in their Scott Yake department improvement plan. 8. Use results of the Staff Climate Survey, to pursue HRS Fall 2017 implementation of Canadian Standards Association's Scott Yake standards for psychological health and safety. 9. Engage upcoming leaders in “Leading Change” HRS Upcoming program, to develop new solutions to staff well-being Scott Yake challenges in the Board. 10. Work with Human Rights Office to coordinate Cecil Roach Once investigation and response to staff complaints of HRS established harassment or discrimination. The Board is committed to identifying additional student and staff support and recovery strategies which will be added to this plan (where appropriate) and included in the York Region District School Board Equity Plan. Relationship to Board Priorities: Reports on the Minister’s direction to the York Region District School Board will support student achievement and well-being, delivery of effective and sustainable educational programs and the stewardship of Board resources. Estimated Cost: To be determined. Timeline: Immediate. Recommendations: That the York Region District School Board approve the following recommendations. 1) That the Board receive the Recovery Strategies for Students and Staff (Revised) report for information. Page 206 of 347 2) That in accordance with the timelines outlined in Direction 1 and the letter dated May 23, 2017 from the Minister of Education to the York Region District School Board, Board Chair L. Carruthers be authorized to submit this report to the Minister of Education by June 13, 2017. Communications Implementation Plan: Chair’s Committee Meeting May 31, 2017 Board Meeting June 6, 2017 Submission to the Minister By June 13, 2017 Appended Data: Appendix 1 - Deliverables, Timing and Status (Direction 1) Respectfully submitted, June 6, 2017 For further information, please contact Board Chair L. Carruthers, Coordinating Superintendent of Education, Equity and Community Services C. Roach, Superintendent of Education, Human Resource Services/Chief Negotiator D. Cammaert or the Director of Education. Page 207 of 347 APPENDIX 1 Minister’s Direction to the York Region District School Board Direction 1 That the Board improve support and recovery strategies for students and staff who have felt the impacts of the equity issues in the Board, particularly racism and other forms of discrimination, whether systemic or unique. As an immediate measure the Board will: a) encourage all staff, including those on a leave of absence, to make use of the Employee Assistance Program, as required, and immediately notify its EAP provider of such; and b) ensure the EAP provider makes available counsellors with expertise in counselling those who have experienced racism and other forms of discrimination are available. Staff Leads: Cecil Roach (Student) and Dorothy Cammaert (Staff) Staff Support: Janet Hicks (EAP), Heather Sears (Guidance) Final Completion Date: May 9, 2017 Deliverables, Timing and Status Deliverable Timing Status By Noon April 12, 2017 - Email to the system on April 12, 2017 Complete submit confirmation of initial - Confirmation (link) sent by Board Chair to steps taken and notification Minister of Education on April 12, 2017 of EAP provider - Special Board Meeting - April 13, 2017 By April 28, 2017 submit a - Chair’s Committee Meeting - April 25, 2017 Complete report from EAP provider - Special Board Meeting - April 27, 2017 that provides data reflecting - Report to Minister April 28, 2017 the uptake of the services since the public release of the report. By May 9, 2017 submit a - Chair’s Committee Meeting - May 2, 2017 Complete plan that outlines long-term - Special Board Meeting - May 8, 2017 student and staff support - Report to Minister May 9, 2017 and recovery strategies that will be put in place. By June 13, 2017 submit a - Chair’s Committee Meeting - May 31, 2017 Complete revised plan that responds to - Board Meeting - June 6, 2017 the Minister’s feedback in - Report to Minister by June 13, 2017 the letter dated May 23, 2017. Page 208 of 347 YORK REGION DISTRICT SCHOOL BOARD MINISTER’S DIRECTION 2 TO THE YORK REGION DISTRICT SCHOOL BOARD GOVERNANCE, HUMAN RIGHTS AND EQUITY TRAINING FOR THE BOARD (TRUSTEES) Background: On January 26, 2017 Minister of Education M. Hunter appointed two external investigators to conduct an expedited review of the performance of the York Region District School Board under the authority of the Provincial Interest in Education Regulation. On April 11, 2017 the Minister of Education submitted a letter with a list of 22 Directions to the York Region District School Board. Timelines and deliverables were outlined. On May 23, 2017 Minister Hunter provided written feedback to Board Chair L. Carruthers with regard to several of the plans submitted. Feedback related to Direction Two focused on the need to connect governance training for trustees to the needs identified in the Reviewers’ Report with regard to the collective understanding of trustees of the importance of: ● data-informed decision making; ● the operation of the Trustee Code of Conduct as an accountability tool; ● cultivating an understanding of the essential elements of, and effective practices for, hiring the Director of Education and their performance. Rationale: Direction Two (Appendix 1) from the Minister of Education requires trustees to undertake training in relation to Board responsibilities as governors, including human rights and equity training. In addition to the previously identified/offered professional Development opportunities, outlined below, which all trustees are committed to completing, the Board of Trustees is further committing to the following. Governance Session and Facilitated Dialogue The Ontario Education Services Corporation recommended Marion Thomson Howell, President of ShaughnessyHowell Inc., who will assist in supporting trustees’ understanding of: ● the importance and impact of strong relationships among trustees, the Director and staff; ● the importance of data-informed decision making; ● the operation of the Trustee Code of Conduct as an accountability tool; and ● the essential elements of, and effective practices for, hiring the Director of Education and monitoring their performance. Ms. Thomson Howell has been provided with a copy of the Reviewers’ Report to the Minister of Education for context in order to ensure the session addresses critical elements of the report. The session is scheduled to be delivered on Monday, June 12, 2017. Page 209 of 347 Continuing Education for Trustees The Board recognizes the necessity to engage in required training within the timelines identified by the Minister. More importantly trustees are committed to proactively engage in the identification and delivery of ongoing learning to understand their governance role. The governance training session and facilitated dialogue outlined above will work towards establishing strong relationships and a greater understanding of the governance role, including where applicable, a case study approach that will deepen understanding. Future sessions using this approach could be scheduled based on trustee identified and emerging needs and would take into consideration context from the Reviewers’ Report to the Minister of Education, where applicable. For example, once the Integrity Commissioner is hired, they will be asked to provide detailed training to trustees on the Trustee Code of Conduct, the role of the Integrity Commissioner and ethical leadership. This training is connected to the effective implementation of Direction 8. When needed, Chair, Vice-Chair and Director will work together to consider feedback from trustees in order to determine a delivery method that addresses the need and maximizes engagement. A training session on privacy and information access, similar to the one being provided to senior staff, will be scheduled in the fall to ensure consistent understanding of when, how and to whom pertinent information may be shared in accordance with applicable legislation. This training is one of many ways that trustees are demonstrating their commitment to rebuilding trust, professional growth and development and confidence in public education. Trustees are engaging in ongoing learning through the implementation of the Minister's directions and interactions with experts, staff and members of the public. For example, in responding to the requirements of Direction 16, an ad hoc committee has been established to develop policies for the selection and performance review of the Director. This committee is composed of trustees, staff and members of the community and will consider public feedback on the draft policies. An external consultant is providing professional support to the committee with regard to the development of policies and procedures that accurately reflect the transparency, accountability and greater understanding of the process to reflect the needs of the organization and community. Further to this, once the policies are approved, the Board may engage in further training specifically related to the implementation of the policies and the roles and responsibilities of the parties involved. Previously Identified/Offered Professional Development Opportunities At the beginning of the 2014-2018 Term of Office a comprehensive Trustee Orientation Program was provided. The program included training, presentations and information on all matters related to good governance and the roles and responsibilities of trustees, particularly those identified in Bill 177, Student Achievement and School Board Governance Act. All trustees received copies of the Ontario Public School Boards’ Association (OPSBA) Good Governance: A Guide for Trustees, School Boards, Directors of Education and Communities and were provided access to the online Good Governance for School Boards: Trustee Development Program modules offered by Ontario Education Services Corporation (OESC) in collaboration with several partners including OPSBA. Page 210 of 347 All trustees were invited to attend the OPSBA Public Education Symposium on January 29-31, 2015 where the following sessions related to the governance role of trustees were delivered: ● Achieving Excellence: A Renewed Vision for Education in Ontario ● Voice of Experience: Reflections on the Role of Trustee ● Making Connections: Strategic Planning and the Renewed Vision for Education in Ontario ● Aligning Resources to Priorities: What do you need to know? What do you need to ask? ● How Do School Boards Keep Relevant: Good Governance/Ethical Leadership ● The Changing Role of Trustee ● School Board Governance: Setting the Conditions for Effective Management Seven trustees attended the OPSBA PES symposium in 2015. In order to ensure this valuable training is available to all trustees in the future, the Trustee Services policy and procedure was updated to maximize trustee participation in the first OPSBA PES after any regular Municipal Election by covering the cost. In the York Region District School Board’s response to the Minister dated January 13, 2017, trustees committed to engaging in professional development in the area of governance. To support immediate learning in this area, hard copies of the Good Governance Guide and the Trustee Professional Development Program were distributed to each trustee at the end of January. Subsequent training was provided to trustees on April 3, 2017 as outlined below. Repeat Governance Training Session Staff have arranged for a repeat of the governance training provided to trustees and senior staff members on April 3, 2017 for those who were not able to attend the original session. A summary of training provided is outline below. A complete copy of the presentation materials and resources was provided to the Minister for reference. ● Legal Framework for Education in Ontario ● Role of Trustee ● Dignity of the Office ● Duties of a School Board ● Powers of a School Board ● Financial Affairs ● Collective Bargaining ● Conflict of Interest ● Duties of Trustees ● Duties of the Chair ● Duties of the Director of Education ● Effective Communication ● Meetings (including in Camera Meeting requirements and confidentiality) ● Resignation of Trustees ● Vacancies ● Records - Disclosure and Privacy ● Safe Schools Page 211 of 347 ● Equity and Inclusive Education ● Honoraria and Expenses ● Other Legislation ● Human Rights Code, ● Occupational Health and Safety Act, ● Employment Standards Act, ● Pay Equity Act, ● Occupiers’ Liability Act, ● Workplace Safety and Insurance Act, ● Child and Family Services Act, ● Youth Criminal Justice Act, ● Municipal Conflict of Interest Act, ● Municipal Freedom of Information and Protection of Privacy Act A repeat training session has been scheduled on June 19, 2017. Self-Directed Governance Learning In order to confirm that trustees have reviewed and understand their governance role, all trustees will confirm completion of the following OESC online modules by June 30, 2017. ● Module 1: Effective Governance through Ethical Leadership ● Module 2: Effective Governance for Student Achievement and Well-being - Boards Matter! ● Module 3: Right from the Start - Roles and Responsibilities Trustees will be asked to complete the remaining modules at their own pace in order to ensure they are aware of all aspects of their governance role. The Trustee Orientation Program for the 2018-2022 Term of Office will include a requirement for all trustees to confirm completion of all of online modules. The Director and Corporate Secretariat and Trustee Services will support ongoing trustee learning in the area of governance, as required. Immediate Training Plan Regarding Equity and Human Rights Board staff members have engaged the services of the Turner Consulting Group to conduct meaningful equity and human rights training for trustees. The full-day training session will be led by an external expert from Turner Consulting and include reflective exercises for all trustees. The sessions will: • Introduce foundational concepts to support understanding of equity and oppression and begin to develop skills for analyzing various forms of oppression. • Build understanding on systemic oppression, how it is embedded and how it is maintained. During this session, skills for analyzing oppression within organizations will be further developed. Page 212 of 347 • Reflect on how social identities can affect interactions and perspectives. This session will also explore methods of applying equity, diversity, inclusivity and human rights into decision making as leaders of the organization. Two full-day sessions have been scheduled for trustees on Saturday, June 24, 2017 and Wednesday, July 5, 2017. Human Rights Training for Trustees Human Rights Training is being integrated into the full-day training session being delivered by Turner Consulting Group. As outlined in the training plan submitted with regard to Direction 11, trustees will be engaged in training on data collection in the context of upholding and furthering human rights being developed and offered by the Ontario Human Rights Commission in September 2017. Long-Term Capacity Building and Equity Training As recommended by the Ministry of Education’s appointed reviewer, Mr. Patrick Case, Board staff have engaged equity expert Ms. Tina Lopes. Ms. Lopes will conduct long-term training, and support to build internal capacity and ensure that accountability measures in the area of equity are built into the work of trustees and senior team. This work will begin in June 2017 and carry on as required beyond July 11, 2017. A report confirming completion of training will be shared with trustees at the July 10, 2017 Special Board meeting and submitted to the Minister of Education no later than July 11, 2017. Relationship to Board Priorities: Reports on the Minister’s direction to the York Region District School Board will support student achievement and well-being, delivery of effective and sustainable educational programs and the stewardship of Board resources. Estimated Cost: Within budget. Timeline: Immediate Recommendations: That the York Region District School Board approve the following recommendations. 1) That the Board receive the Governance, Human Rights and Equity Training for the Board (Trustees) report for information. 2) That trustees commit to completing the training as outlined in this report. Page 213 of 347 3) That in accordance with the timelines outlined in Direction 2 and the letter dated May 23, 2017 from the Minister of Education to the York Region District School Board, Board Chair L. Carruthers be authorized to submit this revised report to the Minister of Education by June 13, 2017. Communications Implementation Plan: Chair’s Committee Meeting May 30, 2017 Board Meeting June 6, 2017 Submission to the Minister of Education By June 13, 2017 Appended Data: Appendix 1: Deliverables, Timelines and Status Report (Direction 2) Respectfully submitted, June 6, 2017 For further information, please contact Board Chair L. Carruthers. Page 214 of 347 APPENDIX 1 Minister’s Direction to the York Region District School Board Direction 2 That the Board collectively and urgently undertake meaningful training in relation to their responsibilities as governors, including human rights and equity training. This training is to be provided by a party external to the school board. Further, that the Board provide a plan to implement this direction which includes the dates, specific topics and names of the external training provider(s), and that provides for learning to acquire a full understanding of the individual and collective responsibilities of the Board, and of effective practices to fulfill those responsibilities. That the submitted plan contain a commitment on the part of each member of the Board to complete the training as confirmed by each Board member's signature to the plan. Staff Lead: Kathi Wallace (Chair/Vice-Chair) Staff Support: Scott Yake, Leslie Johnstone, Lisa Reinhardt, Jeff Fair, Cecil Roach Final Completion Date: July 11, 2017 Deliverables, Timing and Status Deliverables Timing Status April 28, 2017 submit a plan - Chair’s Committee Meeting - April 25, 2017 Complete to Minister - Special Board Meeting - April 27, 2017 - Report to Minister April 28, 2017 June 13, 2017 submit a - Chair’s Committee Meeting - May 30, 2017 Complete revised plan to Minister - Board Meeting - June 6, 2017 - Report to Minister by June 13, 2017 July 11, 2017 submit report - Chair’s Committee Meeting - June 20, 2017 In Progress confirming completion of - Special Board Meeting - July 10, 2017 training - Report to Minister July 11, 2017 Page 215 of 347 Page 216 of 347 YORK REGION DISTRICT SCHOOL BOARD MINISTER’S DIRECTION 3 TO THE YORK REGION DISTRICT SCHOOL BOARD GOVERNANCE TRAINING FOR THE DIRECTOR AND SENIOR ADMINISTRATION Background: On January 26, 2017 Minister of Education M. Hunter appointed two external investigators to conduct an expedited review of the performance of the York Region District School Board under the authority of the Provincial Interest in Education Regulation. On April 11, 2017 the Minister of Education submitted a letter with a list of 22 Directions to the York Region District School Board. Timelines and deliverables were outlined. On May 23, 2017 Minister Hunter provided written feedback to Board Chair L. Carruthers with regard to several of the plans submitted. Feedback related to Direction Three focused on how senior staff will provide trustees with pertinent information they need to make evidence-based decisions. Rationale: Direction Three (Appendix 1) from the Minister of Education requires governance training for the Director and senior administration to better understand and fulfil their responsibility to provide elected leadership with pertinent information in accordance with relevant legislation. In addition to the previously identified Professional Development Opportunities (outlined below), senior staff are committed to engaging in training in the area of data collection. While Direction 11 specifically speaks to data collection related to upholding and furthering human rights, this learning can be applied to all other areas of the Board with regard to evidence-based decision making and the need to support trustees through purposeful and accurate monitoring of the goals of the Board in the areas of student achievement and well-being. Senior staff are committed to supporting the role of trustees in making informed decisions that support all students. Intentional connections will be made for trustees in reports and presentations that reflect how recommended actions are linked to the Board’s Multi-Year Plan, Budget and other priorities (e.g., Equity Plan, Board Improvement Plan for Student Achievement and Well-Being, Minister’s Directions Action Plans). Wherever it is available, data will be shared that supports progress and impact on improvement. The Director will work closely with the Chair and all trustees, and with the support of staff ensure that information is provided in an appropriate and timely manner. Previously Identified Professional Development Opportunities Repeat Governance Training Session Staff have arranged for a repeat of the governance training provided to trustees and senior staff members on April 3, 2017 for those who were not able to attend the original session. A summary of training and copies of the presentation and resource materials have been provided to the Minister. This repeat training session has been scheduled on June 19, 2017. Page 217 of 347 Self-Directed Governance Learning In order to ensure that the Director and senior staff understand governance, they will confirm completion of the following Ontario Education Services Corporation (OESC) online modules by June 30, 2017. ● Module 1: Effective Governance through Ethical Leadership ● Module 2: Effective Governance for Student Achievement and Well-being - Boards Matter! ● Module 3: Right from the Start - Roles and Responsibilities The Director and senior staff members have been asked to complete the remaining modules no later than October 31, 2017. All future, newly appointed Superintendents will be required to complete all online modules as part of the Superintendent Induction Program. The Director and Corporate Secretariat and Trustee Services will support ongoing learning in the area of governance, as required. Privacy and Information Access Training A further training session has been arranged with corporate counsel to review privacy legislation and to ensure staff understanding of when, how and to whom pertinent information may be shared in accordance with applicable legislation. The training session for senior staff members is scheduled on June 19, 2017. Similar training will be offered to trustees for consistent understanding. A report confirming completion of training will be shared with trustees at the July 10, 2017 Special Board Meeting and submitted to the Minister of Education no later than July 11, 2017. Relationship to Board Priorities: Reports on the Minister’s direction to the York Region District School Board support student achievement and well-being, delivery of effective and sustainable educational programs and the stewardship of Board resources. Estimated Cost: To be determined. Timeline: Immediate. Page 218 of 347 Recommendations: That the York Region District School Board approve the following recommendations. 1) That the Board receive the revised Governance Training for the Director and Senior Administration report for information. 2) That in accordance with the timelines outlined in Direction 3 and the letter dated May 23, 2017 from the Minister of Education, Board Chair L. Carruthers be authorized to submit this report to the Minister of Education by June 13, 2017. Communications Implementation Plan: Chair’s Committee Meeting May 30, 2017 Board Meeting June 6, 2017 Submission to the Minister of Education By June 13, 2017 Appended Data: Appendix 1: Deliverables, Timelines and Status Report (Direction 3) Respectfully submitted, June 6, 2017 For further information, please contact Board Chair L. Carruthers or the Director of Education. Page 219 of 347 APPENDIX 1 Minister’s Direction to the York Region District School Board Direction 3 That the Board ensure that the Director and senior administration undertake governance training to better understand and fulfil their responsibility to provide elected leadership with pertinent information in accordance with relevant legislation. Staff Lead: Director Staff Support: Scott Yake, Lisa Reinhardt, Jeff Fair Final Completion Date: July 11, 2017 Deliverables, Timing and Status Deliverable Timing Status April 28, 2017 submit a plan - Chair’s Committee Meeting - April 25, Complete 2017 - Special Board Meeting - April 27, 2017 - Report to Minister April 28, 2017 June 13, 2017 submit a - Chair’s Committee Meeting - May 31, Complete revised plan that takes into 2017 consideration the Minister’s - Board Meeting - June 6, 2017 feedback. - Report to Minister by June 13, 2017 July 11, 2017 submit a - Chair’s Committee Meeting - June 20, In report confirming completion 2017 Progress of training - Special Board Meeting - July 10, 2017 - Report to Minister July 11, 2017 Page 220 of 347 YORK REGION DISTRICT SCHOOL BOARD MINISTER’S DIRECTION 4 TO THE YORK REGION DISTRICT SCHOOL BOARD PLAN TO REBUILD TRUST Background: On January 26, 2017, Minister of Education M. Hunter appointed two external investigators to conduct an expedited review of the performance of the York Region District School Board under the authority of the Provincial Interest in Education Regulation. On April 11, 2017, the Minister of Education submitted a letter with a list of 22 Directions to the York Region District School Board. Timelines and deliverables were outlined. On May 9, a revised document was resubmitted to the Minister of Education. On May 23, the Board received feedback from the Minister of Education. On May 23, 2017 Minister Hunter provided written feedback to Board Chair L. Carruthers with regard to several of the plans submitted. Feedback related to Direction Four (Appendix 1) acknowledged the Board’s thinking on this important element of her review. She encouraged the Board to consider how it can develop its re-engagement strategy in collaboration with the community and other stakeholders and include success criteria, measurable outcomes and strategies for monitoring. The Minister also requested that the plan include a strategy for publicly reporting on the feedback that is received so as to assure stakeholders they are being heard. This will reflect an appreciation for the importance of dialogue and collaborative working relationships with the community to build a path forward. Rationale: Since submission to the Minister of Education on April 28, 2017, the plan has been updated to include responsibilities and actions related to the broader community. It has subsequently been revised to reflect the Minister's feedback received on May 23, 2017. The revised plan, attached as Appendix 2, reflects the Minister’s request for the inclusion of success criteria, measurable outcomes/monitoring and plans for public reporting. In accordance with the Minister’s feedback, the plan will continue to be revised as the Board receives feedback from its various stakeholders. Relationship to Board Priorities: Regular reports on the Minister’s direction to the York Region District School Board will support student achievement and well-being, delivery of effective and sustainable educational programs and the stewardship of Board resources. Estimated Cost: To be determined. Timeline: Immediate. Page 221 of 347 Recommendations: That the York Region District School Board approve the following recommendations. 1) That the Board receive the revised plan to rebuild trust with communities in the Board, which includes re-engagement strategies, for information. 2) That in accordance with the requirements outlined in Direction 4 and the letter dated May 23, 2017 from the Minister of Education, Board Chair L. Carruthers be authorized to submit this revised report to the Minister of Education by June 13, 2017. Communications Implementation Plan: Chair’s Committee May 31, 2017 Board Meeting June 6, 2017 Submission of revised plan to the Minister By June 13, 2017 Appended Data: Appendix 1: Deliverables, Timelines and Status Report (Direction 4) Appendix 2: Plan to Rebuild Trust (Revised) Respectfully submitted, June 6, 2017 For further information, please contact Board Chair L. Carruthers, Coordinating Superintendent C. Roach or the Director of Education. Page 222 of 347 APPENDIX 1 Minister’s Direction to the York Region District School Board Direction 4 That the Board immediately develop a strategic and intentional plan to re-build trust with communities in the board, and that the plan include re-engagement on the part of the Board. Staff Lead: Interim Director and Cecil Roach Staff Support: Paul Woods, Licinio Miguelo Final Completion Date: April 28, 2017 Deliverables, Timing and Status Deliverable Timing Status April 28, 2017 submit a plan - Chair’s Committee Meeting - April 25, 2017 Complete - Special Board Meeting - April 27, 2017 - Report to Minister April 28, 2017 May 8, 2017 revised plan - Special Chair’s Committee Meeting - Complete with responsibilities and May 2, 2017 actions related to the - Board Meeting - May 8, 2017 broader community - Report to Minister May 9, 2017 June 13, 2017 submit a - Chair’s Committee Meeting - May 31, 2, Complete revised plan to respond to 2017 the Minister’s feedback. - Special Board Meeting - April 27, 2017 - Report to Minister April 28, 2017 Page 223 of 347 Appendix 2 - Plan to Rebuild Trust (Revised June 6, 2017) Stakeholder: Students The Board’s re-engagement strategy will be successful when effective structures at the Board and school levels are established to ensure that all student voices are heard, considered, and used in planning and decision making. Action/Responsibility Timeline Measuring Outcomes/ Public Reporting Monitoring 1. Use the student climate survey data to 1. Survey 1. Students will be directly 1. Survey results will be shared inform and create engagement strategies complete on involved in the review of with school communities. Board at the local school, area and Board April 28, student climate survey data level results will be shared on levels. results to be for their individual school and the Board’s website. Resulting Responsibility: Cecil Roach, Local analyzed and the actions to address action plans will be shared with Superintendent, and Research used for 2017- findings. The Board will school communities, Board plan Services 2018 school collaborate with York Region will be on Board website. year. Presidents’ Council (YRPC) to create actions to address findings. 2. Implement the Every Student Counts 2. As per 2. Use student voice in the 2. Survey results will be shared survey and use its findings to engage timelines process of developing and with school communities; Board and create strategies for those who, directed by the implementing survey. level results will be shared on according to the data gathered, are Minister of Students will be directly the Board’s website. Resulting marginalized or in the achievement gap. Education. involved in the review of data action plans will be shared with Responsibility: Cecil Roach, Research for their individual school and school communities; Board plan Services the actions to address will be on Board website. findings. The Board will create an action plan in collaboration with YRPC. Page 224 of 347 3. Provide students with meaningful 3. Ongoing, Our 3. a. Students will be engaged 3. a. Student voice will be evident opportunities to share input with their Voice early in the school year and in the School and Board school and the Board: conference throughout the year (e.g. Improvement Plans for Student a. Engage students through student May 1. student panel at staff Achievement and Well-being councils, the York Region Presidents’ meetings) to help set Council (YRPC) to identify solutions to expectations/vision for the b. The Our Voice committee’s concerns from schools as part of the school year. Ensure student report will be posted to the process for school and Board bodies are consulted as part Board’s website. improvement planning. of addressing overall b. Use the Our Voice student conference Board/school concerns. c. Voter turnout will be reported to collaborate with students to to the Board of Trustees in a determine success criteria and b. A committee comprised of public meeting. Strategies for effective strategies for student re- community, staff and student improving voter turnout will be engagement. representatives will review included in that report. c. Have an opportunity for students in all data collected at Our Voice to schools, including elementary and prepare recommendations for secondary, to vote for their student engagement. trustees annually. Responsibility: Superintendents, Drew c. Ensure that structure is in McNaughton, Susan Logue, Principal place for all schools to of Caring and Safe Schools, Inclusive participate in the vote. Schools and Community Services Monitor increase in voter (ISCS) Planning Committees and turnout to assess Corporate Secretariat and Trustee effectiveness and adjust Services strategies as required. 4. Seek additional methods to capture 4. Ongoing. 4. Board reports will indicate the 4. All Board reports are posted to student voice and engage students as consultation process used as the public website. part of central decisions and operations. appropriate. Responsibility: ISCS, Drew McNaughton, Susan Logue Page 225 of 347 1 5. Introduce an online form for feedback. 5. 2017-2018 5. Stakeholders use the online 5. An annual report will be school year form to submit concerns and submitted to the Board on the feedback to the Board. submissions made. Page 226 of 347 2 Stakeholder: Parents Parents are our most important partners in providing public education to students. This re-engagement strategy will be successful if parents are involved in their child’s education, the school culture and the overall Board goals for student achievement and well-being. Action/ Responsibility Timeline Measuring Outcomes/ Public Reporting Monitoring 1. Conduct Town Hall meetings 1. 2017-18 1. Attendance at Town Hall 1. Events will be publicized • Inclusive Schools and Community school year meetings will increase. beforehand. Report of dialogue will Services will coordinate Town Hall Feedback will be reflected be presented at a public meeting of meetings in each of the Board’s four in decision making. the Board. areas • Include trustees, senior staff • Give attendees an opportunity to provide feedback and input to Board priorities and initiatives. Responsibility: Director, Cecil Roach, Corporate Secretariat and Trustee Services 2. Use the parent climate survey data to 2. Survey 2. School councils will be 2. Survey results will be shared with inform and create engagement strategies conducted directly involved in school communities; Board level to rebuild trust at the local school, area May 1-19, reviewing climate survey results will be shared on the and Board levels. results to be data for their individual Board’s website. Resulting action Responsibility: Superintendents, analyzed and school and the actions to plans will be shared with school Student Achievement and School used for 2017- address findings. The Board communities; Board plan will be on Operations 2018 school will collaborate with PEAC Board website. year. to create actions to address findings. Page 227 of 347 3 3. Coffee Chats/Chai & Chats 3. 2017-2018 3. Attendance at meetings. 3. Trustees will share results of ○ The Board Chair and local Trustee school year. meeting and general details will host “coffee chat” drop-in regarding matters raised by sessions for parents and families/community members. community members to have an Individual concerns raised will be opportunity to meet and engage addressed accordingly, depending with Trustees. on nature of concern. Responsibility: Board Chair, Trustees 4. Enhance use of existing communication 4. Ongoing. 4. Website traffic and social 4. All information will be posted and tools for Chair, Trustees and senior staff media engagement will maintained on Board’s website. members increase as plan is ○ Enhance messaging on Board’s implemented; trustees and website for Chair and Director of senior staff will use Education. communications tools; ○ Trustees and senior staff will have number of press releases training available regarding the and media advisories will social media and other tools to increase. engage their communities. ○ Use the media and social media to promote Board events, opportunities for feedback and other initiatives and priorities, including opinion letters as required. Responsibilities: Director, Board Chair, Trustees, Corporate Communications, Corporate Secretariat and Trustee Services Page 228 of 347 4 5. Using School Climate survey data, 5. Beginning late 5. The plan will be developed 5. The plan will be presented a public Teacher Liaisons and Community Spring 2017. in consultation with PEAC, meeting of the Board and, in Resource Facilitators in ISCS will identify EIAC, SEAC, and be addition, an annual report and remove barriers, and develop and presented to Board by summarizing strategies, activities implement a plan to conduct outreach to October 2017. and outcomes will be presented. rebuild trust with parents. Responsibilities: Cecil Roach 6. The YRDSB Human Rights Office, once 6. Immediately 6. Monitor activities of Human 6. Annual public report of resulting established, will support, address and upon Rights Office, including use data and case studies presented to respond to equity and human rights issues establishment of trend data to provide the Board, along with action plan to and complaints. of Human strategies/supports to reduce/address human rights Responsibilities: Human Rights Office Rights Office. effectively deal with issues. concerns and reduce number of incidents. 7. The development of policies to support 7. Spring 2017 7. Feedback on policies 7. All policies posted on the Board’s concerns (human rights, standards of and ongoing. reflected in final version(s) website and proactive outreach to conduct, supporting community concerns) of policy. school councils and community shared for feedback. partners/agencies. Responsibilities: Trustees, Drew McNaughton, Corporate Secretariat and Trustee Services Page 229 of 347 5 Stakeholder: Advisory Committees Advisory Committees provide valuable insight into community perceptions and feedback. A successful re-engagement strategy with advisory committees will result in a collaborative working relationship with the Board, where their advice and feedback is heard and used in the decision making process. Action Timeline Measuring Outcomes/ Public Reporting Monitoring 1. Equity and Inclusivity Advisory Committee 1. Spring 2017 1. Committees will prepare 1. A report on activities related to the subcommittees to collaborate with and ongoing. strategies to address four subcommittees will be community members in order to identify concerns. The Human presented to EIAC, the Board and strategies to assist in addressing concerns Rights Office will assist with posted on the Board’s website. related to: tracking activities related to a. Islamophobia concerns. b. Anti-Black racism c. Anti-Semitism d. Classism Responsibilities: EIAC, Cecil Roach 2. Invite community participation to the Equity 2. Fall 2017. 2. Community participation on 2. Community members to report at Strategy Steering and Action Committee ESSAC, where all members respective advisory committee (ESSAC) through the Board’s advisory are providing input to meeting. ESSAC to prepare committees. overall strategy. annual report on its activities to a Responsibilities: Cecil Roach, SEAC, public meeting of the Board. PEAC, EIAC Page 230 of 347 6 3. Increase engagement and input from the 3. Late Spring 3. Regular and formal 3. Committee agendas and minutes Board’s advisory committees by ensuring 2017. dialogue with committees to continue to be posted on public members have opportunity to define their ensure their work reflects website. Dialogue with committees priorities. overall community priorities. Responsibilities: Associate Directors, Cecil Roach, SEAC, PEAC, EIAC Page 231 of 347 7 Stakeholder: Community Agencies Community agency re-engagement will be successful when community agencies become champions for public education and YRDSB. Community agencies will report increased engagement and involvement with YRDSB. Action Timeline Measuring Outcomes/ Public Reporting Monitoring 1. The Coordinating Superintendent of 1. Spring 2017 1. Coordinating 1. Quarterly report will be presented at Education, Equity and Community Services, and ongoing. Superintendent of a public meeting of the Board. In and other senior staff and/or Trustees as Education, Equity and addition, regular reporting, ongoing required, will reach out to community Community Services will dialogue with community agencies leaders to explore opportunities for report quarterly to the and feedback on preferred method collaboration and ongoing meaningful Board on meetings, to continue collaboration. dialogue, including, but not limited to: including concrete actions ○ Family Services of York Region to increase collaboration ○ Ethnic and Faith Communities in with the communities they York Region (e.g., Ahmadiyya, represent. A forum of Armenian, Persian, Russian, etc.) community organizations ○ Faith Leaders (e.g., Imams) will be created to provide ○ York Region Alliance of African feedback/input on Board Canadian Communities initiatives (e.g., feedback ○ Markham African Caribbean on Every Student Counts Canadian Association Survey, etc.). In addition, ○ Vaughan African Canadian the Director of Education Association will meet with community ○ Thornhill African Caribbean agencies. Canadians Association ○ Markham Tamil Youth ○ Federation of Chinese Canadians ○ Iranian Canadian Youth ○ Centre for Israel and Jewish Affairs Page 232 of 347 8 ○ National Council of Canadian Muslims ○ Mosaic Institute ○ Black Foundation of Community Networks ○ YRDSB Association of Educators of Black Students, Educators for Students of South Asian Heritage, and Educators for Tamil Student Success ○ Association of Sri Lankan Graduates ○ Learning Disabilities Association of York Region ○ United Way Toronto and York Region ○ LGBTQ community agencies (e.g., PFLAG) ○ Agencies that assist and improve socio-economic conditions (e.g., 360°kids) Responsibilities: Trustees, Director, Associate Directors, Cecil Roach, Superintendents of Education, Student Achievement and School Operations 2. Fall 2017. 2. Measurable increase in 2. The Coordinating Superintendent 2. Strengthen involvement with Community Board staff members of Education, Equity and Inclusivity Equity Council - York Region by supporting CIEC-YR. Community Services will provide a identifying staff members to attend report to a public meeting of the meetings. Board. Responsibilities: Cecil Roach Page 233 of 347 9 3. Invite regional leaders and executive 3. Spring 2017 3. Measurable increase in 3. Personal invitations sent to directors to relevant events of the YRDSB and ongoing. community members potential participants. (e.g., Equity Symposium, etc.). participating in Board Responsibilities: Chair, Director, Cecil events. Roach 4. Promote the Interfaith Network of York 4. Immediately. 4. Measurable increase in 4. The Coordinating Superintendent Region and continue to participate in their Board staff members of Education, Equity and activities/meetings. supporting the Interfaith Community Services will provide a Responsibilities: Cecil Roach Network of York Region. report to a public meeting of the Board. Page 234 of 347 10 Stakeholder: Government Agencies The re-engagement of government agencies with YRDSB is predicated on enhancing existing relationships. Government agency engagement will be successful when government agencies report increased engagement and involvement with YRDSB students and staff. Action Timeline Measuring Outcomes/ Public Reporting Monitoring 1. Strengthen and enhance partnership with 1. Fall 2017. 1. Increased participation in 1. Police/School Board Protocol York Regional Police. initiatives and activities available on public website. Invite Responsibilities: Susan Logue such as the Places of media to joint initiatives and Worship Tour, the equity activities. Annual report to Board on classroom at the initiatives and activities with all Community Safety Village, government agencies. etc. Police participation on Board tables. 2. Strengthen and enhance partnership with 2. Fall 2017. 2. Establish quarterly 2. Annual report to Board on initiatives York Region Children’s Aid Society. meetings with CAS to and activities with all government Responsibilities: Kate Diakiw identify and address agencies. general student needs. 3. Actively engage with the Human Services 3. Meeting 3. YRDSB representation at 3. Annual report to Board on initiatives Planning Board (HSPB) of York Region. schedule HSPB-YR meetings and and activities with all government Responsibilities: Cecil Roach determined increased participation in agencies. by HSPB. initiatives and activities. 4. Enhance the partnership with the York 4. Ongoing. 4. ISCS will work with the 4. Annual report to Board on initiatives Region Local Immigration Partnership. Regional Municipality of and activities with all government Responsibilities: Cecil Roach York to enhance agencies. opportunities for new Canadian students and Page 235 of 347 their families. 11 5. Work with the Ontario Human Rights 5. Letter sent 5. Participation of OHRC in 5. Reporting on directives posted on Commission to conduct engagement and April 26, engagement and outreach public website. Information shared outreach strategies, particularly to those 2017. strategies. with media/public through media communities that feel marginalized. releases. Responsibilities: Cecil Roach, Human Rights Office Page 236 of 347 12 Stakeholder: Other levels of government The re-engagement of other levels of government with YRDSB is predicated on enhancing existing relationships. Engagement with other levels of government will be successful when other levels of government report increased engagement and support for YRDSB goals. Action Timeline Measuring Outcomes/ Public Reporting Monitoring 1. Coordinate regular meetings between the 1. Immediately 1. Meeting with senior upper 1. Social media and updates to Board. Director of Education and senior upper and and ongoing. and nine lower tier lower tier municipal officials to explore municipal officials. potential partnerships and identify and address community needs. Responsibilities: Director, Corporate Communications 2. Coordinate regular meetings between the 2. Immediately 2. Meeting with local 2. Social media and updates to Board. Director of Education and Chair of the Board and ongoing. members of provincial and local members of provincial parliament parliament. to identify and address community needs. Responsibilities: Chair, Director, Corporate Communications 3. Coordinate regular meetings with the 3. Ongoing. 3. Meeting with Minister and 3. Social media and updates to Board. Minister of Education/Ministry of Education Deputy Minister of to dialogue regarding Board initiatives, Education. needs and explore opportunities for partnership (e.g., sharing learning from conducting the Every Student Counts survey, etc.). Responsibilities: Chair, Director, Corporate Communications Page 237 of 347 13 4. Complete and publicly report on Ministry 4. Ongoing. 4. Reports to Ministry on 4. Updates on website as directives directives. completed directives. are completed. Responsibilities: Trustees, Corporate Communications, Corporate Secretariat and Trustee Services Page 238 of 347 14 Stakeholder: Broader Community Broader community re-engagement will be successful when there is evidence of increased awareness and engagement with YRDSB initiatives through media, social media and community engagement. Action Timeline Measuring Outcomes/ Public Reporting Monitoring 1. Report card/dedicated web page to 1. Ongoing 1. Information posted on 1. Updates on website as directives demonstrate progress on Minister’s website and reported at are completed. directives. meetings (such as coffee Responsibilities: Trustees, Corporate chats). Communications, Corporate Secretariat and Trustee Services 2. Increase media engagement and media 2. Ongoing 2. Media releases issued, 2. Media releases posted on public releases. and media coverage of website and shared through social Responsibilities: Trustees, Corporate YRDSB initiatives. media. Communications 3. Increase Twitter community engagement. 3. Ongoing 3. Increased number of 3. Available through social media. Responsibilities: Corporate followers, re-tweets and Communications dialogue with stakeholders. 4. Leverage the Georgina by-election for 4. April-June 4. Dialogue at coffee chats, 4. Letter sent home to parents, trustees to communicate the role of 2017 engagement of community information shared through public school Board trustee. members in Georgina by- messages from Board Chair, social Responsibilities: Trustees, Corporate election. media. Information on Georgina Secretariat and Trustee Services by-election and role of trustees available on Board website. Page 239 of 347 15 Page 240 of 347 YORK REGION DISTRICT SCHOOL BOARD MINISTER’S DIRECTION 6 TO THE YORK REGION DISTRICT SCHOOL BOARD ESTABLISHMENT OF A HUMAN RIGHTS OFFICE AND PROCESS FOR ADDRESSING HUMAN RIGHTS COMPLAINTS Background: On January 26, 2017 Minister of Education M. Hunter appointed two external investigators to conduct an expedited review of the performance of the York Region District School Board under the authority of the Provincial Interest in Education Regulation. On April 11, 2017 the Minister of Education submitted a letter with a list of 22 Directions to the York Region District School Board. Timelines and deliverables were outlined. On May 23, 2017 Minister Hunter provided written feedback to Board Chair L. Carruthers with regard to several of the plans submitted. Feedback related to Direction Six (Appendix 1) focused on the adequacy of the Human Rights policy and procedure to address the current needs of the Board, particularly as it relates to the provision of staff with training and expertise in dealing with discrimination and harassment at the front line. Revisions to the Human Rights policy and procedure have been made to address this feedback. Paul Addie, President of Addvent 10 Management Inc., has been retained to perform the duties of the Human Rights Office, including conducting investigations into human rights complaints, until such time as hiring for the Human Rights Office (as outlined below) is complete. Further to this, reference to the Ontario Human Rights Commission has been changed to the Human Rights Tribunal of Ontario to reflect the ultimate recourse related to human rights complaints. Rationale: This report outlines the requirement that the Board establish a robust Human Rights Office that is properly staffed and resourced and responsible for human rights compliance, and processes and procedures to receive and respond to/investigate complaints of harassment and discrimination reported by staff, students and parents. On a permanent basis, the Human Rights Office will; • report directly to the Director of Education; • include a director (Commissioner) who has demonstrated expertise in human rights law and practice, with responsibility for developing and overseeing a new human rights and workplace harassment complaints policy and procedure; • take the lead in developing and implementing the Board's employment equity strategies. • review staffing in French immersion schools; • report their data regarding complaints made to their office and progress on the employment equity plan to support the Board's equity related advisory committees; • take the lead on board compliance with the provisions of the Accessibility for Ontarians with Disabilities Act, 2005 (AODA) and mandatory training for staff on the AODA and for institutional responsibilities arising from the Ontario government's strategies to end sexual violence and harassment; and • undertake an audit of the board's compliance with the AODA and provide mandatory training for all staff on AODA. Page 241 of 347 The Board has established a process for receiving and investigating complaints of racism or any other prohibited ground(s) of discrimination that reassures the Minister that it addresses the concerns identified in the Report. This process is included in the Human Rights policy and procedure (Appendix 2) and includes an interim process until such time as the Human Rights Office is operational. Step 1: Establishment of Human Rights Office In determining a structure for the Human Rights Office, staff referenced existing similar structures in Toronto District School Board, the University of Guelph and McMaster University. These were used to inform the York Region District School Board’s vision of the Human Rights Office. The Human Rights Office (Appendix 3) will be staffed with a Commissioner, Human Rights Office (Appendix 4), a Principal on Assignment, Human Rights Office (Appendix 5), and an Administrative Assistant, Human Rights Office (Appendix 6). Step 2: Staffing Process Commissioner, Human Rights Office The position of Commissioner, Human Rights Office will be posted internally and externally. Applications will be reviewed, shortlisted, interviewed and references will be checked over the month of June. It is expected that the hiring process for this position will be completed by the beginning of July and the individual will commence employment shortly thereafter. This individual will immediately commence working on the compliance of all elements of Direction 6 including: ● Developing and implementing the Board’s employment equity strategy. ● Reviewing staffing in French Immersion schools. ● Reporting of data regarding complaints to the Board and the Equity and Inclusivity Advisory Committee and other relevant staff committees such as the Equity Strategy Steering Advisory Committee (ESSAC). ● Undertaking an Audit of the Board’s compliance with the Accessibility for Ontarians with Disabilities Act (AODA). ● Providing mandatory training for staff on AODA. ● Reviewing the Human Rights policy and procedure and establish any additional information to support and communicate the process for receiving and investigating complaints of racism or any other prohibited ground(s) of discrimination. The Commissioner, Human Rights Office will review the expectations and submit a detailed plan for action with regard to the completion of these items, consistent with the Minister’s requirements, to the Board of Trustees for information. Principal on Assignment, Human Rights Office Consistent with the school administrator appointments and transfers process, a centrally assigned principal on assignment to support the Human Rights Office will be identified. It is expected that the appointed individual will commence work on September 5, 2017. Page 242 of 347 Administrative Assistant, Human Rights Office The position of Administrative Assistant, Human Rights Office will be posted internally and externally. Applications will be reviewed, shortlisted, interviewed and references will be checked during the month of July. It is expected that the hiring process will be completed by the end of July 2017 and the individual will commence employment shortly thereafter. Step 3: Confirmation of Completion The Commissioner, Human Rights Office will submit a report reflecting completion of all elements of Direction 6 to the Board of Trustees at the October 5, 2017 Board Meeting. The Board Chair will report compliance to the Minister of Education by October 11, 2017. Relationship to Board Priorities: Reports on the Minister’s direction to the York Region District School Board support student achievement and well-being, delivery of effective and sustainable educational programs and the stewardship of Board resources. Estimated Cost: Approximately $350,000 per year. Timeline: As outlined above and as required by Direction 6 and subsequent feedback received from the Minister of Education to the York Region District School Board. Recommendations: That the York Region District School Board approve the following recommendations. 1) That the Board receive the plan for the implementation of Direction 6 for information. 2) That the Board receive the revised Human Rights policy and procedure for information. 3) That in accordance with the timelines outlined in Direction 6 and letter from the Minister of Education dated May 23, 2017, Board Chair L. Carruthers be authorized to submit this report and the revised Human Rights policy and procedure to the Minister of Education by June 11, 2017. Page 243 of 347 Communications Implementation Plan: Chair’s Committee Meeting May 30, 2017 Board Meeting June 6, 2017 Submission to the Minister of Education By June 11, 2017 Appended Data: Appendix 1: Deliverables, Timelines and Status Report (Direction 6) Appendix 2: Human Rights Policy and Procedure (Revised) Appendix 3: Organizational Chart – Human Rights Office Appendix 4: Job Description – Commissioner, Human Rights Office Appendix 5: Job Description – Principal on Assignment, Human Rights Office (Term) Appendix 6: Job Description – Administrative Assistant, Human Rights Office Respectfully submitted, June 6, 2017 For further information, please contact Board Chair L. Carruthers or the Director of Education. Page 244 of 347 APPENDIX 1 Minister’s Direction to the York Region District School Board Direction 6 That the Board establish a robust Human Rights Office, properly staffed and resourced, that is responsible for human rights compliance, and processes and procedures to receive and respond to/investigate complaints of harassment and discrimination reported by staff, students and parents. The Human Rights Office will, on a permanent basis, report directly to the Director of Education. Further: a. The office staff must include a director who has demonstrated expertise in human rights law and practice, with responsibility for developing and overseeing a new human rights and workplace harassment complaints policy and procedure. b. The office will take the lead in developing and implementing the board's employment equity strategies. c. The office will review staffing in French immersion schools. d. The office will report their data regarding complaints made to their office and progress on the employment equity plan to support the Board's equity related advisory committees. e. The office will take the lead on board compliance with the provisions of the Accessibility for Ontarians with Disabilities Act, 2005 (AODA) and mandatory training for staff on the AODA and for institutional responsibilities arising from the Ontario government's strategies to end sexual violence and harassment. f. The office will undertake an audit of the board's compliance with the AODA and provide mandatory training for all staff on AODA. g. The Board must immediately establish a process for receiving and investigating complaints of racism or any other prohibited ground(s) of discrimination that reassures the Minister that it addresses the concerns identified in the Report. Staff Lead: Director Staff Support: Leslie Johnstone, Scott Yake, Cecil Roach, Drew McNaughton, Lisa Reinhardt, Dorothy Cammaert, Wanda Muirhead-Toporek Final Completion Date: October 11, 2017 Page 245 of 347 Deliverables, Timing and Status Deliverable Timing Status By May 9, 2017 submit a - Policy and By-Law Committee Meeting - Working report on the process May 2, 2017 Document established to receive and - Special Board Meeting - May 8, 2017 Policy respond to/investigate - Report to Minister May 9, 2017 Approved complaints By June 11, 2017 submit a - Chair’s Committee Meeting - May 30, 2017 Complete plan for the implementation - Board Meeting - June 6, 2017 of this direction - Report to Minister June 11, 2017 By June 13, 2017 - Chair’s Committee Meeting - May 30, 2017 Complete confirmation that a qualified - Board Meeting - June 6, 2017 third party has been retained - Report to Minister by June 13, 2017 on an interim basis to handle the investigation of Human Rights complaints until such time as the office is established. By October 11, 2017 submit - Chair’s Committee Meeting - In a report reflecting completion September 26, 2017 progress of all elements of this - Board Meeting - October 5, 2017 direction - Report to Minister October 11, 2017 Page 246 of 347 APPENDIX 2 WORKING DOCUMENT YORK REGION DISTRICT SCHOOL BOARD Policy and Procedure #241.0, Human Rights: Code-Related Harassment and Discrimination The Human Rights: Code-Related Harassment and Discrimination policy and procedure outline the belief that all persons are entitled to work and learn in an environment that promotes human rights and equity of opportunity, and is free from discrimination and harassment. What has changed? Major Changes to the Document The Human Rights: Code-Related Harassment and Discrimination policy and procedure has been established to comply with the Minister’s direction to the York Region District School Board. It has been further updated to address feedback provided by the Minister of Education to Board Chair L. Carruthers on May 23, 2017 by referencing an interim process that engages a qualified third party to handle the investigation of Human Rights complaints until the Human Rights Office is established. It also changes the language of the Ontario Human Rights Commission to the Human Rights Tribunal of Ontario to reflect current practice. This policy addresses how concerns and complaints of code- related harassment and discrimination will be addressed by the Board. Non-code related harassment will continue to be addressed by the Board’s Respectful Workplace and Learning Environments policy and procedure. Who is affected by these changes and All students, trustees, staff and community members what is the impact on current practice? Implementation Timelines Immediate Until such time as the Human Rights Office is established, all Human Rights Complaints should be filed with the following qualified third party who will address the complaint in accordance with the Human Rights policy and procedure. Paul Addie, President Addvent 10 Management Inc. [email protected] 416-779-2433 Toll Free: 1-866-412-6372 Lead Superintendents/Subject Matter Director of Education Expert Coordinating Superintendent of Equity and Community Services Human Rights 1. Page 247 of 347 Who has responsibilities? ● Board of Trustees ● Director of Education ● Associate Directors and Coordinating Superintendent(s) ● Human Resource Services ● Superintendents, Principals, Managers and Supervisors ● All students, staff and members of the community ● All parties of a human rights complaint How is this policy and/or procedure related to Board priorities? This policy and procedure supports the promotion of well-being through safe, caring and supportive schools and workplaces. In addition, it directly supports positive experience by students and staff members with respect to equity and inclusivity in schools and workplaces. What are the timelines and next steps? That in accordance with Board Policy #285.0, Board Policies, Procedures and Supporting Documents, Working Document Policy #241.0, Human Rights: Code-Related Harassment and Discrimination be circulated to the system for comment for six school months. If approved, this policy and procedure will be adopted as a working document for six school months. Comments received during this time will be scheduled for consideration at the appropriate committee meetings. 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, feedback may be submitted through the school council or by submitting the on-line form. In your response please; • outline clearly the specific section(s) of the policy and/or procedure in which you are not comfortable, • identify the reason(s) for your concern(s), and • suggest specific alternate wording to reflect your position. Specific recommendations or questions about the review process should be submitted using the on-line form or sent to the Manager, Corporate Secretariat and Trustee Services via email at [email protected], or via telephone at 905-727-0022 extension 2217 or in hard copy at The Education Centre – Aurora. Human Rights 2. Page 248 of 347 Legislative Context Accessibility for Ontarians with Disability Act Canadian Charter of Rights and Freedoms Education Act Teaching Profession Act Occupational Health and Safety Act Ontario Human Rights Code Related Policies and/or Procedures Appropriate Use of Technology Violence Prevention and Intervention Equity and Inclusivity Supporting Community Concerns Accessibility Recruitment and Promotion of Staff Health and Safety Professional Misconduct and Progressive Discipline Caring and Safe Schools Conflict of Interest Healthy Schools and Workplaces Department Director’s Office Human Rights Office Human Resource Services 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. Human Rights 3. Page 249 of 347 WORKING DOCUMENT Board Policy #241.0 Human Rights: Code-Related Harassment and Discrimination The York Region District School Board believes that each person has the right to learn and/or work in an environment that is free from discrimination and harassment and protects, promotes and supports human rights. The Board is committed to meeting its obligation under the Canadian Charter of Rights and Freedoms and the Ontario Human Rights Code. The Board is dedicated to providing welcoming, safe, caring and inclusive schools and workplaces where human rights are respected and the dignity and worth of every individual is recognized. Discrimination and harassment will not be tolerated. The Board is committed to addressing complaints in a fair, equitable and timely manner. Application This policy applies to all members of the Board community including, but not limited to, students, staff members, trustees and members of the community who access and/or use Board property, facilities and/or services. This policy and its related procedure solely addresses allegations of discrimination or harassment that violate the Ontario Human Rights Code and that occur on or off Board property and affect school or workplace climate. Incidents of non-code related harassment should be addressed under the Respectful Workplace and Learning Environment policy and procedure. Complaints against a trustee will be investigated under the Trustee Code of Conduct. Code-related discrimination and harassment can be based on any one or a combination of prohibited grounds in one or more of the protected social areas as defined by the Ontario Human Rights Code. Reprisal against an individual for filing a complaint, being named in a complaint or participating in an investigation is strictly prohibited. If this occurs, it may result in disciplinary action. If it is determined that a complaint has been filed in bad faith, an investigation may not take place or may be discontinued and disciplinary action may occur. ** Subject to the establishment of the Human Rights Office, Human Rights Complaints should be submitted to Paul Addie, President of Addvent 10 Management Inc. at [email protected], or 416-779-2433 or 1-866-412-6372 who will perform all duties associated with the Human Rights Office in accordance with this policy. ** Until such time as the Office of the Integrity Commissioner is established, all complaints against a trustee should be directed to the Chair of the Board. If the Chair is named as a party, the complaint should be filed with the Vice-Chair of the Board. Human Rights 4. Page 250 of 347 Responsibilities The Board of Trustees is responsible for: ● supporting a working and learning environment that is respectful of human rights; ● reviewing the Human Rights policy in accordance with the priorities in the Trustees’ Multi-Year Plan, relevant legislation and the approved policy review cycle; and ● understanding and communicating with members of the community about the Human Rights policy and procedure, where applicable. The Director of Education is responsible for: ● implementing and operationalizing the Human Rights policy; and ● establishing a Human Rights Office. The Director of Education, Associate Director(s), Coordinating Superintendent(s) and Superintendent(s) of Education are responsible for: ● supporting and providing system direction in the application of the Human Rights policy and related procedure. All trustees, students, staff and members of the community are responsible for: ● creating and maintaining an inclusive learning and working environment that respects human rights; ● being aware of their human rights; and ● bringing forward concerns in accordance with the Human Rights procedure. Definitions Competing Human Rights Competing Human Rights situations exist when parties to a dispute claim that the enjoyment of an individual’s or group of individual’s human rights and freedoms, as protected by law, would interfere with another’s rights and freedoms. In such instances, legally protected rights must be present in both claims and at least one of the claims must connect to human rights law. Discrimination (As defined by the Ontario Human Rights Commission) Discrimination is differential treatment, based upon a prohibited ground, which adversely impacts a person or group of persons. Discrimination may be intentional or unintentional and occur directly or indirectly. Forms of discrimination include, but are not limited to: • direct, indirect, subtle and adverse effect discrimination; • harassment; • poisoned environment; and • systemic discrimination. Human Rights 5. Page 251 of 347 Harassment Code-related harassment is based on any prohibited ground(s) identified in the Ontario Human Rights Code. Harassment is the act of engaging in a course of vexatious comments or conduct that is known or ought to be known to be unwelcome, unwanted, offensive, intimidating, hostile or inappropriate and includes sexual harassment. While often a pattern of comments or conduct, in limited circumstances, a singular incident may be recognized as harassment, depending on the nature of the comment or conduct. Harassing conduct includes, but is not limited to: ● epithets, remarks, jokes or innuendos; ● showing or circulating offensive pictures, graffiti or materials, whether in print form or using e-mail or other electronic means; ● singling out an individual for humiliating or demeaning “teasing” or jokes; and ● comments ridiculing an individual because of characteristics, dress, etc. Members of the Community Members of the community include, but are not limited to, committee members, contractors, parents/guardians, permit holders, vendors, volunteers, visitors, service providers, community partners and all other persons who are invited to or who work on Board property. Poisoned Environment (As defined by the Ontario Human Rights Commission) A poisoned environment is a form of discrimination and can arise from a single incident. It may be created by the comments or actions of any person, regardless of his or her status. The comments or conduct do not have to be directed at a particular individual. Prohibited Grounds Under the Ontario Human Rights Code, prohibited grounds are: ● age, ● ancestry, ● colour, ● race, ● citizenship, ● ethnic origin, ● place of origin, ● creed, ● disability, ● family status, ● marital status (including single status), ● gender identity, gender expression, ● receipt of public assistance (housing only), ● record of offences (employment only), ● sex (including pregnancy and breast feeding), and ● sexual orientation, ● association or relationship with a person identified by one of the above grounds, and ● perception that one of the above grounds applies. Human Rights 6. Page 252 of 347 Protected Social Areas (as defined by the Ontario Human Rights Commission) The Ontario Human Rights Commission provides protection from discrimination in five areas. It states that every person has a right to freedom from discrimination in the following areas, known as social areas: ● contracts, ● employment, ● vocational associations, ● housing accommodations, and ● goods, services and facilities. Racism (As defined in the Ministry of Education’s Equity and Inclusive Education in Ontario Schools) A set of erroneous assumptions, opinions, and actions stemming from the belief that one race is inherently superior to another. Racism may be evident in organizational and institutional structures, policies, procedures, and programs, as well as in the attitudes and behaviours of individuals. Reprisal Reprisal is the negative treatment or suggestion of negative treatment of an individual because of their involvement in a human rights complaint, investigation, or resolution process. Systemic Discrimination (As defined in the Ministry of Education’s Equity and Inclusive Education in Ontario Schools) A pattern of discrimination that arises out of apparently neutral institutional policies or practices, that is reinforced by institutional structures and power dynamics, and that results in the differential and unequal treatment of members of certain groups. History Formerly Policy 240.0, Respectful Workplace and Learning Environment Working Document: May 2017, June 2017 Status: Working Document Human Rights 7. Page 253 of 347 WORKING DOCUMENT Board Procedure #241.0 Human Rights: Code-Related Harassment and Discrimination This procedure outlines the steps that will be taken to address complaints of code related harassment and discrimination by students, staff and members of the community. Application Complaints should be reported within one year after the last alleged contravention. If a complaint is reported after one year, the complainant must identify in writing the reasons for the delay in filing the complaint, for consideration. Efforts should be made to resolve the concern at the earliest possible stage. Early/site-based resolution gives parties an opportunity to resolve a dispute in a collaborative and respectful manner. Respondents have a right to know that they are being named in a complaint, what the allegations are and which complaint resolution process will be used. In accordance with the Municipal Freedom of Information and Protection of Privacy Act or other applicable legislation, every attempt will be made throughout the complaint resolution process to respect the confidentiality and personal rights of all parties to the complaint. Specific details of any investigation involving individuals including, but not limited to, the outcome will only be disclosed to those who require the information to execute their duties. Where applicable or as required by law, investigators may be required to disclose information about the investigation. Records will be maintained as per the Records and Information Management policy and procedure. The Human Rights Office acts with neutrality in the promotion of human rights and the resolution of human rights issues. The role of the office includes, but is not limited to; • supporting the implementation and awareness of the Human Rights policy and procedure; • working with supervisory staff to promote the resolution of human rights issues; • assisting schools and departments in promoting human rights; • supporting persons engaged in the Early/Site-Based Resolution Process, mediation or a formal investigation, as appropriate; and • managing the formal complaint process. The Human Rights Office will assess anonymous complaints to determine appropriate next steps. ** Subject to the establishment of the Human Rights Office, Human Rights Complaints should be submitted to Paul Addie, President of Addvent 10 Management Inc. at [email protected], or 416-779-2433 or 1-866-412-6372 who will perform all duties associated with the Human Rights Office in accordance with this policy. ** Until such time as the Office of the Integrity Commissioner is established, all complaints against a trustee should be directed to the Chair of the Board. If the Chair is named as a party, the complaint should be filed with the Vice-Chair of the Board. Human Rights 8. Page 254 of 347 Support for Complainants, Respondents and Witnesses Complainants, respondents and witnesses may contact the Human Rights Office for support. The following people may also provide support: • parent/guardian or caregiver, • school or department staff, • union, federation or association representative, • colleague, and • translator/interpreter. This procedure addresses allegations related to the violation of the Ontario Human Rights Code. There are a variety of other Board policies and procedures under which concerns not related to the Ontario Human Rights Code may be raised. Individuals are encouraged to dialogue with their principal, manager, superintendent or supervisor for guidance. Based on the unique circumstances surrounding a concern, individuals may be directed to one of the following processes: • Incidents of non-code related harassment should be addressed under the Respectful Workplace and Learning Environment policy and procedure. • Complaints against a trustee will be addressed under the Trustee Code of Conduct. • Behaviour of a violent nature including physical and/or sexual assault must be formally reported and investigated in accordance with the emergency response measures outlined in the Violence Prevention and Intervention policy and procedure. • Concerns related to accommodation for the provision of services under the Accessibility for Ontarians with Disabilities Act (AODA) should initially be reported under the Accessibility policy and procedure for resolution prior to further consideration of investigation under this policy and procedure. Complainants Students Students, with their parent(s)/guardian(s) where applicable, who believe they have been discriminated against or harassed should contact their principal or vice-principal. If the vice-principal or principal is the party alleged to be responsible for the discrimination or harassment or alleged to condone the behavior, the incident/complaint should be reported to the appropriate Superintendent of Education or the Human Rights Office. The principal will immediately inform the parent(s)/guardian(s) of the student(s) if a complaint is made by or against a student, unless the student is over 18 or 16 and withdrawn from parent consent. Students may use the assistance of their parents/guardians or an adult third party to support their complaint. Staff members Staff members who believe they have been discriminated against or harassed should contact their immediate supervisor. If the immediate supervisor is the party alleged to be responsible for the discrimination or harassment or alleged to condone the behavior, the incident/complaint should be reported to the appropriate Superintendent of Education, Associate Director, Director of Education or the Human Rights Office. Members of the Community Members of the community (who access and/or use Board property, facilities and/or services) who believe they have been discriminated against or harassed should contact the appropriate school, department or Board level supervisor where the harassment or discrimination took place. If this individual is the party alleged to be responsible for the discrimination or harassment or alleged to condone the behavior, the incident/complaint should be reported to the appropriate Superintendent of Education or the Human Rights Office. Human Rights 9. Page 255 of 347 Trustees Trustees who believe they have been discriminated against or harassed by a staff member, student or community member shall report the incident/complaint to the Director of Education (or designate) or the Human Rights Office. Complaints against a trustee will be investigated under the Trustee Code of Conduct. Special Situations If the Director of Education is the party alleged to be responsible for the discrimination and/or harassment or is alleged to condone the behavior, the complainant should direct their incident/complaint to the Office the Integrity Commissioner. If a student, staff member, parent/guardian and/or community member name a trustee as the party alleged to be responsible for the discrimination and/or harassment or alleged to condone the behavior, the complainant should direct their complaint to the Office of the Integrity Commissioner. Where an individual feels that the operation of a Board policy, procedure, process or practice is discriminatory under the Ontario Human Rights Code, the incident/complaint should be submitted to the Human Rights Office. Complaint Resolution Processes There are a variety of stages available to support the resolution of Human Rights concerns. Wherever possible and appropriate, parties to a complaint are encouraged to try to resolve concerns at the earliest possible stage. Mediation may be used at any time in the process, by agreement of the parties. Mediation is a voluntary process and involves a facilitator assigned by the Human Rights Office who will communicate directly with the parties. It is an opportunity to resolve disputes in a mutually respectful manner. Parties will be advised that information collected during mediation cannot be introduced as evidence in any future investigation. Complaints filed under the Human Rights policy and procedure cannot be filed under another Board policy. The processes outlined in the Human Rights procedure do not limit an individual from addressing their complaint with the Human Rights Tribunal of Ontario. 1. Early/Site-Based Resolution Processes Early/site-based resolution gives parties an opportunity to resolve a dispute in a collaborative and respectful manner. Informal Dialogue Any individual who believes that they have been harassed or discriminated against may choose, if they feel comfortable, to try to resolve the issue by directly approaching the person(s) involved, stating clearly that the behaviour or actions are objectionable and must be stopped. Site-Based Investigation If the complainant feels that the informal dialogue did not resolve the concern, they may bring the matter to the appropriate supervisor to facilitate an investigation within a timely manner. The investigation will include: 1. Notification and support from the immediate supervisor and the Human Rights Office. 2. Notification in a timely manner to the parties that; Human Rights 10. Page 256 of 347 • a matter is being investigated, • they may be contacted to provide a statement, and • they may seek support and assistance from their representative. 3. An interview with the complainant(s). 4. An opportunity for the respondent(s) to provide a response. 5. Interview(s) of witnesses. 6. A decision as to whether an incident occurred. 7. An opportunity for the complainant(s) and respondent(s) to respond to the findings and decision. 8. Implementation of appropriate action(s) to resolve the situation. 9. Monitoring of the situation to ensure the resolution is maintained and the concern is not repeated. 2. Formal Complaint Resolution Process The formal complaint resolution process includes a full investigation of the allegations by the Human Rights Office. Reporting Formal complaints should be made to the Human Rights Office and: ● be in writing and signed (if support is required in writing the complaint accommodations may be requested); ● specify the name(s) of the person(s) alleged to have demonstrated behavior(s) of a discriminating and/or harassing nature; ● specify the particulars of the behavior(s) believed to be discriminating and/or harassing in nature, including the time, date and context of the alleged behavior(s); ● specify the names of individuals who may have been witness to the alleged conduct; and ● where appropriate, indicate the steps taken by the complainant to attempt to resolve the matter, before filing a formal complaint. Any individual who believes that they have been harassed or discriminated against, and who, where possible, has attempted to resolve the matter through early/site based resolution processes, may file a formal complaint. Complaints may also be filed by persons who witnessed the behaviour. This process applies to individual and/or group complainants and respondents. Investigation The Human Rights Office will: a. Receive the formal complaint. b. Notify the complainant in writing within two business days of receipt that the formal complaint has been received and include the Human Rights policy and procedure. c. Consult with Human Resource Services and supervisory staff, where appropriate, to determine whether the complainant(s) and respondent(s) should be separated in their current learning or working environment. d. Consider suspending or canceling an investigation, in consultation with Human Resource Services, if an investigation would duplicate or influence another proceeding. A rationale for this decision will be provided in writing to the complainant. e. Provide written notification of the complaint to the person(s) named in the complaint along with a copy of the written complaint and the Human Rights policy and procedure. The notification should be provided to the respondent(s) within five business days of receipt. Advise the respondent(s) of their right to provide a written response within five business days. Human Rights 11. Page 257 of 347 f. Notify the complainant and the respondent(s) of the right to representation. Each person involved in a complaint may be accompanied by one representative during the meeting. g. Notify all participants of confidentiality requirements. h. Conduct an initial investigation to determine whether the allegations have merit and if a formal investigation will be conducted. If it is determined that the allegations do not have merit, recommend other avenues for redress or resolution. If it is determined that the allegations have merit, proceed with a formal investigation. i. Determine who is to be interviewed as part of the investigation. j. Collect and review any relevant documents related to the complaint. k. Arrange separate meetings with the complainant(s) and the respondent(s). Every effort will be made to schedule these meetings within five business days of receiving the written response from the respondent(s). This timeline may be extended up to an additional five business days or at another mutually accepted time. Rationale for any extension or adjustment to the timelines will be provided, in writing to all parties of the complaint. l. At any time during the investigation, a joint meeting with the complainant(s) and respondent(s) may be arranged in an attempt to facilitate a mutually acceptable solution. Such a meeting will only take place if both parties are in agreement. m. Determine whether or not there was a breach of the Human Rights policy based on a standard of proof and share preliminary findings with the complainant(s) and respondent(s) who will have 10 business days to provide a written response. n. Consider written responses, to the preliminary findings, submitted by the complainant(s) and respondent(s) and make a final decision as to whether a breach of the Human Rights policy has occurred. o. Communicate the outcome of the investigation to the complainant(s) and respondent(s) in writing. Disciplinary consequences and/or corrective actions are not to be included in this communication. p. If disciplinary consequences or corrective actions are required; • for matters related to staff members, work with Human Resource Services to determine appropriate consequences and/or corrective actions in accordance with the Progressive Discipline procedure, • for matters related to students, work with the principal to determine appropriate consequences and/or corrective actions in accordance with the Caring and Safe Schools policy and procedure, • for matters related to community members, work with the appropriate Superintendent, principal, manager or supervisor to determine appropriate consequences and corrective actions. q. Only information required to implement disciplinary consequences or corrective actions will be shared with the respondent(s) and staff members responsible for the implementation of the recommendations. The final investigation report will be maintained by the Human Rights Office. Human Resource Services will retain appropriate documentation to support any disciplinary measures for staff members, if required. Human Rights 12. Page 258 of 347 Potential Outcomes of a Human Rights Investigation The following actions may be taken subsequent to an investigation and findings: ● counseling for one or both parties; ● strategies developed to restore a positive working and learning environment, including, but not limited to, a joint meeting of complainant(s) and respondent(s) to determine future operating norms; ● training for one or both parties; ● workshop opportunities provided; ● restorative approaches; ● disciplinary action in accordance with applicable Board policies and procedures; and/or ● any other appropriate action. Appeal Process The complainant(s) or respondent(s) may make an appeal to the Human Rights Office. An appeal must be submitted in writing within 10 business days of receiving the decision of the person investigating. The Human Rights Office will review the original decision and within 15 business days will: • affirm the original decision, or • amend the decision. An appeal is not meant to duplicate the investigation process that was undertaken. A person who requests an appeal must have appropriate grounds such as: • the investigator did not follow the process; • there is new evidence that was not known at the time of the investigation; • witnesses that could corroborate a complaint or response or provide key information, were not interviewed; and/or • there is new evidence that could change the assessment of the credibility of one or more of the persons interviewed. At any time, the Ontario Human Rights Commission may be contacted for support. Responsibilities The Director of Education shall: • allocate staff and resources to support the Human Rights: Code-Related Harassment and Discrimination procedure. The Director of Education, Associate Directors, Coordinating Superintendents, Superintendents of Education, Principals, Managers and Supervisors shall: ● support the implementation of the Human Rights: Code-Related Harassment and Discrimination procedure; ● communicate and review the Human Rights: Code-Related Harassment and Discrimination procedure with the staff members they supervise or manage; ● proactively respond to alleged or suspected situations and concerns of code-related discrimination and harassment; and ● support and participate in human rights training. Human Rights 13. Page 259 of 347 The Human Rights Office shall: ● report directly to the Director of Education; ● ensure human rights compliance; ● support the implementation of the Human Rights: Code-Related Harassment and Discrimination procedure; ● communicate and review the Human Rights: Code-Related Harassment and Discrimination procedure with staff members; ● provide consultative services to superintendents, principals, managers and supervisors in responding to and supporting early/site-based resolution processes; ● engage staff members when conducting investigations, where appropriate; ● ensure mediators notify parties that the information collected during mediation will not be used for future complaints; ● work with and refer complaints that are not code related to Human Resource Services; and ● consider whether complaints reveal any broader issues that the organization should address. Human Resource Services shall: ● work with and refer complaints that are code related to the Human Rights Office. All staff, students, trustees and community members of the York Region District School Board shall: ● understand and adhere to the Human Rights: Code-Related Harassment and Discrimination procedure; and ● direct any anonymous complaints to the Human Rights Office. Definitions Anonymous Complaints An anonymous complaint is a complaint filed without identifying a complainant and/or respondent. Complainant Any person or persons who file(s) a human rights complaint under the Human Rights policy. Complaint An allegation of violation of the Ontario Human Rights Code. Investigators Individuals who are designated as responsible for conducting an investigation and making a determination associated with complaints filed under the Human Rights policy and procedure. Representative For unionized staff members, a representative is a union or federation executive member, from the bargaining unit to which the employee belongs. For non-union staff members, a representative is a person from an association to which the employee belongs or a representative of the staff member’s choosing that is acceptable to the Board. Human Rights 14. Page 260 of 347 Respondent Depending on the nature of the complaint, a respondent may be any person named in a human rights complaint who is alleged to have breached the Human Rights policy. Standard of Proof The standard of proof to be applied in a Human Rights investigation is the balance of probabilities. This means that on the evidence and information provided, the occurrence of the event was more likely than not. Witness A witness is a person who may have information about a matter into which the Board is conducting an investigation under the Human Rights policy. History Formerly Policy 240.0, Respectful Workplace and Learning Environment Working Document: May 2017, June 2017 Status: Working Document Human Rights 15. Page 261 of 347 APPENDIX 3 YORK REGION DISTRICT SCHOOL BOARD HUMAN RIGHTS OFFICE Director of Education Coordinating Superintendent of Education, Equity and Community Services Commissioner, Principal on Assignment, Human Rights Office Human Rights Office Administrative Assistant, Human Rights Office Page 262 of 347 APPENDIXAPPENDIX 4 4 YORK REGION DISTRICT SCHOOL BOARD POSITION TITLE: Commissioner, Human Rights Office DIVISION: Director’s Services POSITION SUMMARY: This position leads the Human Rights Office of the York Region District School Board, responsibilities of which include human rights compliance, processes and procedures to receive and investigate complaints of harassment and discrimination, development and implementation of employment equity strategies, compliance with the Accessibility for Ontarians with Disabilities Act, 2005 (AODA) and supporting the Director and the Senior Team in matters related to human rights. MAJOR RESPONSIBILITIES: ● Leads the Human Rights Office, including the development, implementation and administration of the Human Rights policy and procedure, and policies and processes related to Human Rights, e.g., Guidelines and Procedures for Program Accommodations for Faith Purposes, Employment Equity strategies (including French Immersion staffing) and other equity policy and programs including those related to sexual violence in the workplace. ● Provides interpretation, analysis, advice and recommended action/strategies to Senior Officials, Principals, Supervisory Management, and the Board in all matters related to human rights, religious accommodation, inclusion strategies; conflict management techniques, support tools for traditionally marginalized communities and other equity issues. ● Acts with impartiality in administration of human rights issues, conducts in-depth investigations of human rights and workplace harassment complaints through interviews (with complainants, respondents, union/federation representatives), writes reports with findings, and makes recommendations by collaboration with appropriate senior officials and equity related advisory committees. ● Promotes the resolution of disputes at the informal level, and manages mediation resolutions and formal investigations. ● Advises fact finders on procedural fairness and policy issues during the fact finding process. ● Provides oversight to documentation in case files, particularly to formal complaints (these files can be subpoenaed by a court/tribunal or the Human Rights Tribunal of Ontario). ● Provides crisis intervention and de-escalates conflict related to or perceived to be related to human rights; Ensures effective support services for those involved in dispute resolution processes under the policy. ● Prepares case summary statistics for the office’s annual report. Page 263 of 347 ● Liaises with, and engages unions, federations, and associations in the resolution of complaints. ● Leads Board compliance with the provisions of the Accessibility for Ontarians with Disabilities Act, 2005 (AODA) and mandatory training for staff on the AODA and institutional responsibilities; Audits compliance with AODA; Drafts the annual accessibility report; Coordinates the work of the accessibility committee to help fulfil the Board’s requirements under the Accessibility for Ontarians with Disabilities Act; ensures the Board’s Accessibility website is current. ● In conjunction with the Principal on Assignment and appropriate research staff, develops training programs by utilizing knowledge of instructional methods and qualitative research methods, including focus groups and surveys. Analyzes and assesses the inclusion training, outreach and development needs for departments and units; Designs and coordinates the delivery of education programs for staff, students, and the school community, related to the Human Rights policy and procedure and related guidelines, policies and procedures. ● Works in conjunction with senior staff and creates collaborative working relationships with internal and external partners. ● Works collaboratively with the Coordinating Superintendent of Education, Equity and Community Services and the Superintendent of Human Resources in planning and problem-solving. ● Manages the budget for the Human Rights Office, staffing and operations; guides and supports the human rights resource persons. ● Other duties as assigned. LINE OF RESPONSIBILITY: Responsible to the Director of Education EDUCATION, EXPERIENCE AND QUALIFICATIONS: ● University degree (graduate degree preferred), or equivalent, with more than 10 years extensive managerial and professional experience at a senior level, preferably in an educational environment is required. ● Demonstrated expertise in human rights law and practice; knowledge of educational and employment equity issues and in-depth understanding of human rights issues, public policy, case management, conflict resolution processes, and laws governing equity, human rights and administrative process are required. ● Strong managerial skills and the ability to manage in a complex and diverse environment are required. ● Excellent interpersonal, communication, problem solving, data analytical skills and sound judgment and sensitivity, broad understanding and inclusive approach to building consensus and solving problems are required. Page 264 of 347 APPENDIXAPPENDIX 55 YORK REGION DISTRICT SCHOOL BOARD POSITION TITLE: Principal on Assignment, Human Rights Office (Term Position) DIVISION: Director’s Services POSITION SUMMARY: Reporting to the Coordinating Superintendent of Education, Equity and Community Services and under the direction of the Commissioner, Human Rights Office, the Principal on Assignment, Human Rights Office will provide support as outlined below. MAJOR RESPONSIBILITIES: ● Assisting in the development and implementation of Human Rights and related policies and procedures; ● Providing system support to administrators and managers in human rights and related matters including guidance and consultation, equitable staffing (including French Immersion staffing), developing and delivering training programs and participating in investigations as required. ● Contributing to the preparation and analysis of summary statistics for the office’s annual report; ● Managing compliance with the Accessibility for Ontarians with Disabilities Act, 2005 (AODA), including training, auditing compliance, reporting and overseeing the currency of the Accessibility website. ● Working in conjunction with senior staff and creating collaborative working relationships with internal and external partners. ● Other duties as assigned. LINE OF RESPONSIBILITY: Reports to the Coordinating Superintendent of Education, Equity and Community Services and works under the direction of the Commissioner, Human Rights Office. EDUCATION, EXPERIENCE AND QUALIFICATIONS: ● Varied and multiple experiences as a principal ● In-depth knowledge and understanding of equity and human rights ● Prior involvement in equity work ● Ability to work effectively with teams within the organization ● Communication, facilitation and presentation skills ● Understanding of adult learning models ● Sound judgement and sensitivity Page 265 of 347 APPENDIX 6 APPENDIX 6 YORK REGION DISTRICT SCHOOL BOARD POSITION TITLE: Administrative Assistant, Human Rights Office DIVISION: Director’s Services POSITION SUMMARY: Responsible for providing confidential administrative support to the Commissioner, Human Rights Office and the Human Rights Office in compliance with Board’s policies and procedures. MAJOR RESPONSIBILITIES: 1. To receive and process complaints including conducting preliminary review of complaints to determine next steps; 2. To field and direct inquiries from complainants, respondents and various internal and external stakeholders; 3. To provide guidance and information to complainants, respondents, Managers, Superintendents, Principals, Union representatives; 4. To conduct research and assist with preparation of investigatory/mediation materials as requested by the Human Rights Office members; 5. To collect, compile, analyze and prepare confidential information for reports and investigations; 6. To prepare statistical information and summary reports of files; 7. To assist with the development of forms, letters, templates, training and other materials; 8. To maintain and update department web information; 9. To liaise with senior staff, external mediators and investigators; 10. To assist with the organization of training workshops and seminars including overseeing the logistical needs and preparation of information and materials; 11. To develop and maintain tracking databases for case files; identifying action taken, future actions and required steps in the process; 12. To maintain confidentiality and security of case files in accordance with the Board’s policies and procedures; 13. To attend investigatory meetings as required including recording and keeping detailed notes; 14. To receive, track, forward, respond and/or follow-up on all incoming mail (hardcopy and email); Organize and attend meetings (on and off-site locations); 15. To monitor budgets, records of expenditures including department purchases; 16. To provide confidential administrative support to members of the Human Rights Office including maintaining and updating schedules, calendars and appointments; 17. To perform other duties as assigned. LINE OF RESPONSIBILITY: Responsible to the Commissioner, Human Rights Office. Page 266 of 347 EDUCATION, EXPERIENCE AND QUALIFICATIONS: A two-year college diploma in human resources management or a related discipline is required. Minimum five years in human resources or related experience is required. Effective verbal and written communication, interpersonal, problem solving, analytical and computer skills are required. Ability to deal effectively and collaboratively with a variety of individuals and groups both within and outside the Board is required. Page 267 of 347 Page 268 of 347 YORK REGION DISTRICT SCHOOL BOARD MINISTER’S DIRECTION 8 TO THE YORK REGION DISTRICT SCHOOL BOARD OFFICE OF THE INTEGRITY COMMISSIONER Background: On January 26, 2017 Minister of Education M. Hunter appointed two external investigators to conduct an expedited review of the performance of the York Region District School Board under the authority of the Provincial Interest in Education Regulation. On April 11, 2017 the Minister of Education submitted a letter with a list of 22 Directions to the York Region District School Board. Timelines and deliverables were outlined. Rationale: This report responds to Direction Eight (Appendix 2) from the Minister of Education regarding the immediate establishment of an Office of the Integrity Commissioner and retention of an independent consultant to support its establishment. At its Special Board Meeting on February 15, 2017 trustees passed the following motion approving the creation of the Independent Office of the Integrity Commissioner. That the York Region District School Board approve the following recommendations: 1) That an Independent Office of the Integrity Commissioner be created for the York Region District School Board. 2) That a detailed work plan be developed and submitted to the March 7, 2017 Board meeting for consideration. With the support of Purchasing Services, Janet Leiper has been retained to consult on the development of documentation that supports the mandate of the Office of an Integrity Commissioner and ensure the mandate of the office is to: a) support the establishment of a credible Code of Conduct that includes not just a complaint process but that is anchored in good governance, ethical and equity principles; b) address complaints by trustees against one another, under the Code of Conduct; c) address complaints by the public against trustees; d) provide confidential advice to trustees on ethical matters whether arising with the Board or with their dealings in the community; and e) embed learning and training about ethics into the trustee orientation and continuing education programs. Janet Leiper is an experienced Lawyer who has been involved in the investigation, adjudication, prosecution and defence of regulatory matters on behalf of licensing and provincial tribunals. She has assisted other school boards in Ontario establish an Independent Office of the Integrity Commissioner. She acted as Integrity Commissioner for the City of Toronto from 2009-2014. Page 269 of 347 In accordance with the estimated timelines (Appendix 1), documentation related to the Trustee Code of Conduct and its enforcement has been updated and shared with trustees for review. Relationship to Board Priorities: Reports on the Minister’s direction to the York Region District School Board will support student achievement and well-being, delivery of effective and sustainable educational programs and the stewardship of Board resources. Estimated Cost: Cost to be determined. Timeline: Immediate. Recommendations: That the York Region District School Board approve the following recommendations. 1) That the Board be advised that Janet Leiper has been retained to provide consultative services regarding the establishment of the Office of the Integrity Commissioner for information. 2) That in accordance with the timelines outlined in Direction 8 from the Minister of Education’s Directions to the York Region District School Board, Board Chair L. Carruthers be authorized to submit this report to the Minister of Education by June 11, 2017. Communications Implementation Plan: Chair’s Committee Meeting May 30, 2017 Board Meeting June 6, 2017 Submission to Minister of Education June 11, 2017 Appended Data: Appendix 1: Estimated Timelines/Progress Update Appendix 2: Deliverables, Timing and Status Report (Direction 8) Respectfully submitted, June 6, 2017 For further information, please contact Board Chair L. Carruthers, Corporate Secretariat and Trustee Services or the Director of Education. Page 270 of 347 APPENDIX 1 Estimated Timelines Action Proposed Timelines Status 1. Consideration and approval of Ad Hoc Trustee Chair’s Committee – Complete Governance Advisory Committee Terms of February 27, 2017 Reference Board Meeting – March 7, 2017 2. Consideration of Trustee Membership on the Ad Chair’s Committee – Complete Hoc Trustee Governance Advisory Committee March 28, 2017 Board Meeting – April 4, 2017 3. First Meeting of the Ad Hoc Trustee Governance April 12, 2017 Complete Advisory Committee ● Review mandate ● Review legislation and research from other school boards and municipalities ● Confirmation of Board documents requiring review and additional documents to be established ● Confirm timelines and next steps 4. Approval of revised Terms of Reference, Special Board Meeting - Complete timelines and next steps April 12, 2017 5. Second Meeting of the Ad Hoc Trustee April 18, 2017 Complete Governance Advisory Committee ● Consider process for hiring an external consultant to support the establishment of the Office of the Integrity Commissioner 6. Submit a progress report on retaining a May 9, 2017 Complete consultant to the Minister of Education (Direction 8) 7. Initial meeting with Independent Consultant May 11, 2017 Complete 8. Review/Update/Creation of Board Documents May 12, 2017 to June 6, Complete related to the Trustee Code of Conduct, 2017 Independent Office of the Integrity Commissioner, Investigation Process 9. Submit a report to the Minister of Education Board Meeting - June 6, Complete confirming a consultant has been retained. 2017 (Direction 8) Confirmation to Minister no later than June 11, 2017 10. Consideration of proposed Operational By-Law Board Meeting - June 6, Complete changes (Notice of Motion) 2017 Chair’s Committee Scheduled Meeting - June 13, 2017 Board Meeting - June 20, Scheduled 2017 (Final Approval) Page 271 of 347 11. Approval of Hiring Process for Integrity Board Meeting - In Commissioner July 11, 2017 (Tentative) Progress 12. Application/Hiring Process for Integrity July 2017(Tentative) Commissioner 13. Appointment of Integrity Commissioner Board Meeting - August 10, 2017 (Tentative) 14. Submit confirmation to the Minister of Education Conformation to Minister that an Integrity Commissioner has been by August 11, 2017 appointed (Direction 8) Note: Timelines are subject to change based on process and availability of external consultant. *** If the committee cannot meet the timelines above, a report will be submitted to Chair’s Committee with estimated revised completion timelines. June 6, 2017 Page 272 of 347 APPENDIX 2 Minister’s Direction to the York Region District School Board Direction 8 That the Board immediately establish an office of an Integrity Commissioner and retain an independent consultant to support such establishment. The mandate of the office will be as follows: a. establish a credible Code of Conduct that includes not just a complaint process but that is anchored in good governance, ethical and equity principles; b. address complaints by trustees against one another, under the Code of Conduct; c. address complaints by the public against trustees; d. provide confidential advice to trustees on ethical matters whether arising with the board or with their dealings in the community; e. embed learning and training about ethics into trustee orientation and continuing education. Staff Lead: Lisa Reinhardt Staff Support: Scott Yake, Director, Wanda Muirhead-Toporek, Purchasing Services Final Completion Date: August 11, 2017 Deliverables, Timing and Status Deliverable Timing Status By May 9, 2017 submit a - Chair’s Committee Meeting - April 25, 2017 Complete progress report on retaining - Chair’s Committee Meeting - May 2, 2017 a consultant - Board Meeting - May 8, 2017 - Report to Minister May 9, 2017 By June 11, 2017 submit a - Chair’s Committee Meeting - May 30, 2017 Complete report confirming that a - Board Meeting - June 6, 2017 consultant has been retained - Report to Minister June 11, 2017 By August 11, 2017 submit - Chair’s Committee Meeting - August 1, a report confirming that an 2017 integrity commissioner has - Board Meeting - August 10, 2017 been appointed - Report to Minister August 11, 2017 Page 273 of 347 Page 274 of 347 YORK REGION DISTRICT SCHOOL BOARD MINISTER’S DIRECTION 10 TO THE YORK REGION DISTRICT SCHOOL BOARD IMPLEMENTATION OF THE EVERY STUDENT COUNTS SURVEY Background: On January 26, 2017 Minister of Education M. Hunter appointed two external investigators to conduct an expedited review of the performance of the York Region District School Board under the authority of the Provincial Interest in Education Regulation. On April 11, 2017 the Minister of Education submitted a letter with a list of 22 Directions to the York Region District School Board. Timelines and deliverables were outlined. Rationale: This report outlines the plan for re-establishing implementation of the Every Student Counts survey. This survey will collect data to enhance our knowledge of the demographic composition of the Board and help trustees and staff to better understand our student population and school communities. The information will be used to inform Board and school planning that aims to identify and eliminate barriers, and create more equitable and inclusive school environments to improve student achievement and well-being. Appendix 1 outlines the project plan for the coordination of the Every Student Counts survey, and Appendix 2 is an overview of the communications plan. As outlined in Direction 10 (Appendix 3), the Ministry of Education was contacted and Patrick Case, Assistant Deputy Minister, Education Equity Secretariat, indicated that he is pleased that the plan is proceeding. Mr. Case also indicated that, after an upcoming series of meetings with system leaders across the province, more information on equity data gathering will be forthcoming. The data gathered from the Every Student Counts survey will be used to support revisions to the Board Improvement Plan for Student Achievement and Well-Being (BIPSA). Other sources of demographic data will also be used to align the BIPSA with the Ministry focus on the well- being of every student, especially those who are most vulnerable, including indigenous students, racialized students, children and youth in care, and students with special needs. The Every Student Counts survey and associated Communications Plan will be evaluated upon completion to inform future surveys. Relationship to Board Priorities: Reports on the Minister’s direction to the York Region District School Board support student achievement and well-being, delivery of effective and sustainable educational programs and the stewardship of Board resources. Estimated Cost: $300,000 (approximate) Timeline: As outlined in Direction 10, the survey must be completed by the end of the 2017-2018 school year. Page 275 of 347 Recommendation: That the York Region District School Board approve the following recommendations. 1) That the Board receive the Implementation of the Every Student Counts Survey report for information. 2) That in accordance with the timelines outlined in Direction 10 from the Minister of Education, Board Chair L. Carruthers be authorized to submit this report to the Minister of Education by June 11, 2017. Communications Implementation Plan: Chair’s Committee Meeting May 31, 2017 Board Meeting June 6, 2017 Submission to the Minister of Education By June 11, 2017 Appended Data: Appendix 1: Project Plan – Every Student Counts survey Appendix 2: Communications Plan – Every Student Counts survey Appendix 3: Deliverables, Timelines and Status (Direction 10) Respectfully submitted, June 6, 2017 For further information, please contact Board Chair L. Carruthers or the Director of Education. Page 276 of 347 Appendix 1: Project Plan – Every Student Counts Survey (ESCS) Responsibility: Cecil Roach, Coordinating Superintendent of Education, Equity and Community Services Overview of the Plan June 2017 Action Timelines Responsibility Progress Meet with Corporate Communications May 23, 2017 Cecil Roach Complete to develop communications plan Meet with department managers to May 25, 2017 Cecil Roach Complete discuss: • Resources required • Working Team • Responsibilities • RFP for Consultant • Creation of Project Plan ESCS Project Plan May 29 Inclusive Schools and Complete Community Services (ISCS) Purchasing Plan May 29 Purchasing Services Complete Research Services Plan May 29 Research Services Complete Communications Plan May 29 Corporate Complete Communications Project Plan to Senior Team/CCS May 29 Cecil Roach Complete Project Plan to Chairs Committee May 30 Cecil Roach Complete Board Meeting June 6 Board of Trustees Complete Submission of Plan to Ministry By June 11, Board of Trustees Complete 2017 Create ESCS for: July 2017 Research Services and • students in Grade 7-12 - October 2017 ISCS • parents of students (Grades K-6) Consult with YRDSB stakeholders Consult with Office of the Information October 2017 Cecil Roach and and Privacy Commissioner of Ontario YRDSB Human Rights (IPC) Office Administer Survey May 2018 External Company, Research Services Submit report to Ministry End of June Board of Trustees confirming survey completion 2018 Analyze Data Summer/Fall Research Services 2018 YRDSB Human Rights Office Create BIPSA reports Summer 2018 Research Services/BIPSA Team YRDSB Human Rights Office Create additional reports Fall/Winter Research Services 2018/19 YRDSB Human Rights Office Plan strategies Winter/Spring YRDSB Teams 2019 YRDSB Human Rights Office Page 277 of 347 Detailed Project Plan Task Start Finish Responsibility Initial planning May 23 June 11 Cecil Roach Lead: Equity • Establish Advisory Group to guide and support the project May 23, May 23, Cecil Roach 2017 2017 • Meet with Advisory Group May 25, May 25, Advisory Group • review draft project plan 2017 2017 • establish Working Team from Equity, Communications, ITS, Research, Purchasing • consider a Project Manager to operationalize the project and ensure project is on track • Finalize project plan/timelines May 26, May 26, Equity, CC, ITS, 2017 2017 Research, Purchasing • RFP to hire an external company June Purchasing • Determine scope of work (e.g., the data output Services/ISCS file, sample data file, cleaning data) • Evaluation criteria • Issue RFP for data collection and analysis and award contract as appropriate • Create job description for Project Manager Purchasing • Development of a proposal/job description Services/ISCS • Consider internal and external posting • Issue RFP to hire YRDSB project manager (if separate RFP Purchasing is required) Services/ISCS Page 278 of 347 Task Start Finish Responsibility Privacy and Information Management Lead: Administrative Services, Equity • Confidentiality and legal issues Administrative Services • Review confidentiality measures • Privacy Impact Assessment • Advice on review from Research Ethics Board or Information and Privacy commissioner Information Technology Plan Lead: IT Services, Equity • Communication with vendor. Internal and External • Extract Student System (Trillium) data and Internal and External send to vendor. . • After survey completion, create a database for Internal and External data analysis. • Extract survey data for school level reporting. Internal and External • Integrate student achievement data with survey data. Internal and External • Research Services Plan Design and revision of surveys Research Services, ISCS, Develop and finalize student survey (grade 7-12) and June 2017 Jan 2018 YRDSB Human Rights Office parent survey (K-6) External company, Research Develop Online and Paper Survey Jan 2018 Feb 2018 Services External company, Research Pilot survey Mar 2018 Mar 2018 Services Survey Implementation May 2018 May 2018 External Company External company, Research Data Collection and Management June 2018 Sept. 2018 Services Research Services, YRDSB Data Analysis and Report development Sept. 2018 Dec. 2018 Human Rights Office Research Services, YRDSB Knowledge mobilization Jan 2019 June 2019 Human Rights Office YRDSB Teams, Develop action plans Jan 2019 June 2019 YRDSB Human Rights Office Page 279 of 347 Appendix 2: Communications Plan – Every Student Counts Survey Analysis Problem/Opportunity: The Minister of Education has directed YRDSB to implement the Every Student Counts survey. The Every Student Counts survey will enhance our knowledge of the demographic composition of YRDSB and help us better understand our student population and school communities. The information will be used to inform Board and school planning that aims to identify and eliminate barriers and create more equitable and inclusive school environments to improve student achievement and well-being. Overall Communication Goals • To gain acceptance, buy in and participation in the survey. • Establish understanding and trust with all stakeholders. • To improve and strengthen the Board’s reputation. Objectives 1. Achieve the highest participation rate possible. 2. Senior management buy-in/ownership: ○ full involvement of Senior Team beginning September, 2017; ○ full involvement of principals beginning October, 2017. 3. Staff buy-in/ownership 4. Buy-in from external stakeholders Public Internal 1. Trustees 2. Senior Team 3. Principals 4. Union/Federations 5. Existing staff committees (ESSAC, etc.) 6. Reception staff 7. General Staff External 1. Students 2. Parents 3. Provincial Government - Minister of Education 4. Board committees (EIAC, PEAC, SEAC) 5. Media 6. Faith and cultural groups 7. Community Service Agencies and partners (e.g., Public Health, YRP, etc.) 8. Information and Privacy Commissioner of Ontario 9. Co-terminus Board Page 280 of 347 Key Messages ● As part of the Minister of Education’s directives, YRDSB is required to conduct the Every Student Counts survey. ● The Every Student Counts survey will greatly enhance our knowledge of the demographic composition of YRDSB and help us better understand our student population and school communities. ● The information will be used to inform Board and school planning that aims to identify and eliminate barriers and create more equitable and inclusive school environments to improve student achievement and well-being. ● All information gathered will be considered confidential and retained in strict accordance with all relevant legislation (e.g., the Education Act and the Municipal Freedom of Information and Privacy Protection Act, etc.). ● The survey is voluntary, however, data from the survey will be an important factor in determining educational strategies and we encourage all students to participate. ● All students from JK to Grade 12 are invited to participate in the survey. Students in JK to Grade 6 may complete the survey with their parents, and students in Grades 7 to 12 may complete it independently. As per the IPC, all communications to parents and students will include the following: ● The legal authority for the collection of data (e.g., Education Act). ● The purpose for which the personal information is intended to be used. ● The title, business address and business telephone number of a public official who can answer the individual’s questions regarding the data collection. ● YRDSB’s intention to link the survey data with student records. Page 281 of 347 Prior to Survey Strategy Tactics Advertising 1. Work with the Board’s Learning Design and Development 1. TV Screens (LD&D) team to develop promotional video for YouTube 2. Print (paid) channel and Board/school TV screens. 3. Movie Theatre ads 2. To be determined, may only be required to offset media coverage (budget to be determined). 3. Dependent on budget. Media Relations 1. Press releases regarding survey, and processes 1. Proactive (September 2017 to May 2018). 2. Reactive 2. Phone calls to specific reporters interested in the topic. 3. Questions to be answered as they arise. Key spokespeople to be identified, prepared and speak as necessary (Trustees, Student Trustees, Director of Education, Associate Directors, Coordinating Superintendent of Equity and Community Services, Superintendents, school Principals, Corporate Communications, and potentially teachers/students and community partners to champion the initiative). Student Outreach 1. To be scheduled as soon as possible (Cecil Roach). 1. Presidents’ Council 2. Coordinating Superintendent of Equity and Community 2. Student Trustees Services, Superintendent of Indigenous Programs, 3. Administrators (in- Leadership Development and Corporate Policy, and school) Senior Manager of Corporate Communications meet and 4. Student Services and dialogue with Student Trustees. their providers 3. Part of communication to administrators from 5. Relevant student Superintendents. conferences 4. Student Services will facilitate depending on partner and opportunities at existing meeting structures. 5. Presentation/remarks at relevant student conferences held prior to and during the survey administration, such as SpeakOUT. Page 282 of 347 Strategy Tactics School Based 1. Monthly newsletter inserts to be prepared after initial Communications internal communication. 1. Newsletters 2. Notes for PA announcements and meetings with School 2. Speaking notes for and Student Councils to be shared with Principals/Vice Principals and Vice Principals. Principals 3. Provide speaking notes to principals for inclusion in 3. School Councils school council agendas. 4. Speakers at assemblies 4. Through Inclusive School and Community Services. 5. School website/Edsby 5. Initial communications to parents to be posted on Board 6. School TVs and School websites and through the Edsby platform. 7. School Committees 6. See number one in Advertising section. (Well-being committees, 7. Through Inclusive School and Community Services and GSAs) the Well-being Steering Committee. Print (all print items 1. System memo to be distributed as soon as possible dependent on budget) (following union/federation communication). 1. System memo 2. To be coordinated with Board’s Learning Design and 2. Branding Development team as soon as possible. 3. Postcards 3. Two postcards, one as soon as possible to announce 4. School Posters survey and information available on website, second 5. Letters to parents closer to the date as a reminder – with translations into Region’s top languages. 4. Posters to be made available with announcement. 5. Letters to parents closer to survey date – with translations into Region’s top languages. Web/Social Media 1. Messaging and all communications materials made Outreach available on Board website. 1. Proactive Outreach a. Q&A document to be drafted for web (and 2. Reactive potentially print) 2. Information and key messages posted to Twitter beginning with announcement to reminders to complete survey. 3. Answer messages that originate through Twitter and web (dedicated email address). Page 283 of 347 Strategy Tactics Internal Communications 1. Topic to be discussed at union-management meetings on 1. Unions/Federations an ongoing basis. 2. System memos 2. System memo to be distributed upon completion of initial 3. Key messages/ communication with Unions/Federations. Speaking notes 3. Key messages and Q&As to be provided for Trustees, 4. Weekly Summary + Superintendents, School Administrators and System Leading Edge Managers to discuss with their respective stakeholders. 5. Existing meetings 4. Reminders and information to be posted to the Weekly structures Summary and potential articles through Leading Edge 6. Incentivize participation 5. To be mentioned at existing meetings (e.g., Senior team, administrator meetings, school staff meetings, department staff meetings, PEAC, EIAC, etc. 6. Potential to incentivize schools that have maximum participation. During/Post Survey *Specific timeframes listed in Appendix 1: Communications Grid Strategy Tactics Media Relations 1. Press releases and outreach to reporters. 1. Proactive 2. Questions answered as they arise. 2. Reactive Student outreach 1. Ask student trustees to promote survey through their 1. During survey through contacts and existing structures (YRPC, social media, Student Trustees etc.). School Based 1. Newsletter inserts to encourage participation. Communications 2. Use school council, student council, and school 1. Newsletters committees (e.g., well-being committees, etc.) and staff 2. Existing structures meetings to encourage participation. Print 1. Postcard reminder. 1. Postcard two weeks 2. Letter with each survey to encourage participation prior to survey (translated). 2. Letter with survey Web Outreach 1. Highlight survey and post links to it. 1. Website 2. Promote participation through Board’s twitter account. 2. Twitter Page 284 of 347 Strategy Tactics Internal Communications 1. Reminders through weekly summary email to system. 1. Weekly summary 2. Promotion through existing meeting structures (e.g., Senior 2. Existing meeting Team, administrator meetings, etc.). structure See Appendix – ESCS Communications Grid for more detailed information. Budget To be determined. Evaluation The communications plan will be evaluated based on the objectives. 1. The participation rate of the survey. 2. The Board maintains and strengthen its relationships with employees, students and parents and enhances its reputation. Page 285 of 347 Communications Grid Tactic Audience Content/Purpose Who Date Area Principals ● Survey will take place in May 2018 Coordinating Beginning Network VPs ● Purpose Superintendent of September 2017 Meetings Area ● How results will be used Education, Equity Superintend ● Confidentiality of survey and Community ents ● See website for more information Services (C.SO, ● More details provided closer to E&CS) and/or survey date Area Superintendent of Education Secondary Secondary ● Survey will take place in May 2018 C.SO, E&CS Beginning Regional School ● Purpose of survey and/or Area September 2017 Principals Principals ● How results will be used Superintendent of Meeting ● Confidentiality of survey Education ● Importance of responses ● See website for more information Secondary VPs ● Survey will take place in May 2018 C.SO, E&CS Beginning Vice- ● Purpose and/or Area September 2017 Principals ● How results will be used Superintendent of meeting ● Confidentiality of survey Education ● Importance of responses ● See website for more information Update to Senior ● Overview of survey C. SO, E&CS Beginning Senior Team Team ● Progress to date and Research September 2017 ● Decision making process for Services contingency plans ● Consultant to present Memo to All staff ● Communicate key messages and C. SO, E&CS and September 2017 system survey dates to system. Corporate ● Survey details to Principals Comms. ● (Weekly Summary) Focus group PEAC ● Survey will take place in May 2018 C. SO, E&CS, Fall 2017 consultation EAIC ● Sample questions Corporate SEAC ● Purpose Comms. and Trustees ● Confidentiality Research Principals ● How to opt out Services External ● How survey results will be used groups Page 286 of 347 Tactic Audience Content/Purpose Who Date Website and Parents ● Survey will take place in May 2018 C. SO, E&CS and Beginning Fall materials Students ● Sample questions Corporate 2017 (pre-launch): Community ● Purpose Comms. Members ● Confidentiality Background Staff ● Options for completing Information, ● How to opt out FAQ, ● How survey results will be used archive of ● Who to contact for more letters and information/questions other materials as they are created/ distributed. Presentation Trustees ● Survey will take place in May 2018 Director of Summer/ Fall to trustees ● Purpose and process Education, 2017 ● How results will be used C. SO, E&CS and ● Confidentiality of survey Research ● Importance of responses Services ● See website for more information Memo to Staff ● Survey will take place in May 2018 C. SO, E&CS with Fall 2017 staff (pre- ● Background information support from launch) ● Purpose Corporate ● Options for completing Comms. ● Survey implementation ● Role of staff ● Link to website ● Contact for more information/questions ESSAC ESSAC ● Survey will take place in May 2018 C. SO, E&CS Fall 2017 Meeting ● Purpose ● How results will be used ● Confidentiality of survey ● Importance of responses ● See website for more information Page 287 of 347 Tactic Audience Content/Purpose Who Date Letter to Unions/ ● Survey will take place in May 2018 C. SO, E&CS with Fall 2017 Unions/ Federations ● Purpose support from Federations ● How results will be used Corporate ● Confidentiality of survey Comms. ● Importance of responses ● Roles of staff Survey Partner ● For understanding – what we’re ISCS Fall 2017 Information agencies doing, why we’re doing this Sessions Community groups Religious groups Others as identified Leading All ● Survey will take place in May 2018 Director of Fall 2017 Edge Blog – ● Purpose Education with Director’s ● How results will be used support from message ● Confidentiality of survey Corporate (internal and ● See website for more information Comms. external) ● More details provided closer to survey date Twitter All ● Ongoing with links to Corporate ongoing content/materials Comms. ● Reminders ● Promotion Promotional Students ● Survey is coming in May LD&D/ Corporate Summer- Fall video (LDD) ● Your response is important Comms. 2017 dependent ● Confidentiality on LD&D School video ● How survey will be used availability monitors, ● What to expect website, school websites Champions External ● Engage ambassadors ISCS Fall 2017 meeting partners ● Look for ideas to increase participation Page 288 of 347 Tactic Audience Content/Purpose Who Date York Region Student ● Survey will take place in May 2018 C. SO, E&CS and Fall 2017 Presidents’ Trustees ● Purpose Superintendent of Council Student ● How results will be used Indigenous Leaders ● Confidentiality of survey Programs, ● Importance of responses Leadership ● See website for more information Development and Corporate Policy Newsletter Parents ● Survey will take place in May 2018 Corporate Fall 2017 Insert ● Purpose Comms. ● How results will be used ● Confidentiality of survey ● Importance of responses ● See website for more information ● More details provided in the winter Postcards Students ● Promotion of survey upcoming in LD&D/Corporate Fall 2017 Parents May 2018 Comms. dependent on ● Importance of responses LD&D availability/budget WWW/ Parents ● Link to survey landing page on Corporate Fall 2017, Jan. School Students www site Comms. 2017 Website highlight Posters Students ● Promotion of survey LD&D/ Corporate Summer /Fall ● Importance of responses Comms. 2017 dependent on LD&D availability/budget Regional Parents ● Survey will take place in May 2018 Principal, ISCS Fall 2017 Parent ● Purpose C. SO, E&CS Forums ● How results will be used Director of ● Confidentiality of survey Education ● Importance of responses ● See website for more information Relevant Students ● Survey will take place in May 2018 Fall/Winter 2017- student ● Purpose 18 conferences ● How results will be used ● Confidentiality of survey ● Importance of responses ● See website for more information Page 289 of 347 Tactic Audience Content/Purpose Who Date Letter to Parents ● Background information about Corporate Fall 2017 parents survey Comms., signed ● Survey timeframe by Director of ● Why we’re asking these Education or questions/how this survey is C. SO, E&CS different ● How survey will be administered ● confidentiality ● How survey results will be used Reference: http://www.ocdsb.ca/ab- ocdsb/e-n- d/Student%20Survey%20Docs/Letter_ to_parents_Final.pdf Newsletter Parents ● Reminder about survey Corporate Jan-May 2018 insert ● Link to website Comms. Memo to Principals ● Process for survey Corporate Jan. 2018 principals VPs ● Next steps Comms., signed Superintend ● Requirements by C. SO, E&CS ents ● Information to share with staff Website Parents ● When survey starts/ends Corporate Jan 2018 materials Students ● Survey Comms. (Launch): Community implementation/methodology Members ● Confidentiality of survey Pre-launch Staff materials Survey instructions Surveys (multi- language) Archive of all survey related communicati on materials (letters, etc.) Memo to Principals ● Next steps Corporate Jan 2018 principals VPs Comms., signed Superintend by C. SO, E&CS ents Page 290 of 347 Tactic Audience Content/Purpose Who Date Leading All ● Reminder and update about survey Corporate Jan to May 2018 Edge, Comms. / Director Director’s of Education Message (internal and external) Media Media ● Share information about the survey Corporate Jan. 2018 release ● Follow-up phone calls to identified Comms. reporters PA Students ● Remind students about survey Corporate Jan to May 2018 Announcem ● Incite action Comms. ents Postcards Students ● Reminder of survey LD&D/Corporate Jan 2018 Parents ● Importance of responses Comms. dependent on LD&D availability/budget Weekly Staff ● Reminder about survey Corporate Jan to May 2018 Summary – Comms. reminder Letter to Parents ● Survey background Corporate May 2018 parents ● Confidentiality Comms., signed (Launch) ● How to complete by C. SO, E&CS ● How to opt out Letter to ● Who to contact with questions accompany ● How results will be shared survey Newsletter Parents ● Thank you for completing survey Corporate March 2018 insert (post ● Confidentiality of responses Comms. survey) ● How results will be used Website All ● Thank all who participated Corporate March 2018 update (post ● How results will be shared Comms. survey Page 291 of 347 APPENDIX 3 Minister’s Direction to the York Region District School Board Direction 10 That the Board re-establish a work plan for the Every Student Counts survey, consulting with the Ministry. Staff Lead: Senior Administrator Responsible for Equity: Cecil Roach Staff Support: Chandra Turner, Scott Yake, Leslie Johnstone, Shawn Bredin, Karen Friedman Final Completion Date: End of June 2018 Deliverables, Timing and Status Deliverable Timing Status By June 11, 2017 submit - Chair’s Committee Meeting - May 30, 2017 Complete work plan - Board Meeting - June 6, 2017 - Report to Minister June 11, 2017 By end of 2017-2018 - As outlined in the work plan. In School Year submit report - Chair’s Committee Meeting – June 2018 Progress confirming that the survey - Board Meeting June 2018 has been completed. - Report to Minister End of June 2018 Page 292 of 347 YORK REGION DISTRICT SCHOOL BOARD MINISTER’S DIRECTION 11 TO THE YORK REGION DISTRICT SCHOOL BOARD TRAINING ON DATA COLLECTION (HUMAN RIGHTS) Background: On January 26, 2017 Minister of Education M. Hunter appointed two external investigators to conduct an expedited review of the performance of the York Region District School Board under the authority of the Provincial Interest in Education Regulation. On April 11, 2017 the Minister of Education submitted a letter with a list of 22 Directions to the York Region District School Board. Timelines and deliverables were outlined. Rationale: This plan is in response to Direction 11 (Appendix 1) from the Minister of Education to the York Region District School Board which requires the Board, the Director, and senior administration to undertake comprehensive training on data collection in the context of upholding and furthering human rights, and that such training be provided by an appropriate qualified external organization, and that periodically, over the course of three years, the Ontario Human Rights Commission be asked to monitor the progress of data collection and its use to further equity within the Board. On May 26, 2017, Dr. Shaheen Azmi, Director of Policy Education Outreach of the Ontario Human Rights Commission (OHRC), was contacted to request OHRC support with a number of the Minister’s Directions. On June 1, 2017, Dr. Azmi indicated that they had received the Minister’s Directions and that the OHRC is willing to offer this training. A plan for this training, based on the OHRC’s Count Me In: Collecting Human Rights-Based Data, will be further developed in consultation with the OHRC and will be framed on the following principle as outlined in the Count Me In: Collecting Human Rights-Based Data document: “Many people think that collecting and analyzing data that identifies people on the basis of race, disability, sexual orientation and other Ontario Human Rights Code (the Code) grounds is not allowed. But collecting data on a Code grounds for Code-consistent purpose is permitted, and is in accordance with Canada’s human rights legislative framework…. The Ontario Human Rights Commission (OHRC) has found that data collected can play a useful and often essential role in creating strong human rights and human resources strategies for organizations in the public, private, and non-profit sectors” (p. 3). Timelines will be set with each employee group to ensure the training is delivered in September 2017. Page 293 of 347 During the six-hour training sessions, the trustees, the Director and members of senior team will engage in both active learning and presentation-style learning which will include: a) large group presentations that will assist participants to: • explore how data collection can play a useful role in creating strong human rights and human resource strategies in public and private sectors; • reflect on the importance of data collection to York Region District School Board students and their families; • understand the value and significance of knowing the number of students who belong to each identifiable subgroups of students; • understand how equity data can be used to monitor and evaluate potential discrimination and how equity data can be used to analyze trends; and • recognize how the collection of human rights data should impact the roles played by system leaders. b) small groups sessions that will allow participants to: • brainstorm as system leaders how equity data can be used to identify and remove systemic barriers; • establish how equity data can be used to evaluate the effectiveness of programs and services over time; • understand how equity data can be used to forecast the needs of a certain student population or segment of populations; • create a plan for mobilizing knowledge gleaned from equity data; and • examine case studies of data collection efforts in public and private organizations, including police, school board and hospital settings. Through this learning, trustees, the Director and members of senior team will: • Develop an understanding of OHRC policies, which affirm that data collection is an essential element to identify and address systemic and subtle discrimination. • Learn that collecting, analyzing and reporting on human rights-related data can help the board identify perceptions of discrimination, trends or gaps in student and staff achievement and well-being, and help reduce exposure to human rights complaints. The Commissioner, Human Rights Office, and support staff would be invited to participate in the training sessions. • Develop success criteria, anticipated outcomes and impacts, monitoring strategies. • Reflect on how human rights data could inform/support needed revisions in the Board Improvement Plan for Student Achievement and individualized School Improvement Plans. Relationship to Board Priorities: Reports on the Minister’s direction to the York Region District School Board will support student achievement and well-being, delivery of effective and sustainable educational programs and the stewardship of Board resources. Page 294 of 347 Estimated Cost: To be determined. Timeline: September 2017. Recommendations: That the York Region District School Board approve the following recommendations. 1) That the Board receive the plan for comprehensive training on data collection in the context of upholding and furthering human rights for information. 2) That in accordance with the timelines outlined in Direction 11 from the Minister of Education to the York Region District School Board, Board Chair L. Carruthers be authorized to submit this report to the Minister of Education by June 11, 2017. Communications Implementation Plan: Chair’s Committee May 31, 2017 Board Meeting June 6, 2017 Communication to the Minister of Education By June 11, 2017 Appended Data: Appendix 1: Deliverables, Timing and Status (Direction 11) Respectfully submitted, June 6, 2017 For further information, please contact Board Chair L. Carruthers or the Director of Education. Page 295 of 347 APPENDIX 1 Minister’s Direction to the York Region District School Board Direction 11 That the Board, the Director, and senior administration undertake comprehensive training on data collection in the context of upholding and furthering human rights, and that such training be provided by an appropriately qualified external organization, and that periodically, over the course of three years, the Ontario Human Rights Commission be asked to monitor the progress of data collection and its use to further equity within the board. Staff Lead: Cecil Roach Staff Support: Susan Logue, Kate Diakiw, Scott Yake Final Completion Date: October 11, 2017 Deliverables, Timing and Status Deliverable Timing Status By June 11, 2017 submit - Chair’s Committee Meeting - May 30, 2017 Complete work plan - Board Meeting - June 6, 2017 - Report to Minister June 11, 2017 By October 11, 2017 submit - Chair’s Committee Meeting - September In report confirming that 26, 2017 progress training has been completed - Board Meeting - October 5, 2017 - Report to Minister October 11, 2017 Page 296 of 347 YORK REGION DISTRICT SCHOOL BOARD MINISTER’S DIRECTION 12 TO THE YORK REGION DISTRICT SCHOOL BOARD HUMAN RIGHTS COMPLIANCE TRAINING Background: On January 26, 2017 Minister of Education M. Hunter appointed two external investigators to conduct an expedited review of the performance of the York Region District School Board under the authority of the Provincial Interest in Education Regulation. On April 11, 2017 the Minister of Education submitted a letter with a list of 22 Directions to the York Region District School Board. Timelines and deliverables were outlined. Rationale: This plan is in response to Direction 12 (Appendix 1) from the Minister of Education which requires the Board to ensure that human rights compliance training be provided to the Director, senior administration, all principals, and all staff that have the responsibility to oversee complaint processes and those who, in the course of their work, engage with such processes. Dr. Shaheen Azmi, Director of Policy Education Outreach of the Ontario Human Rights Commission (OHRC), was contacted to request OHRC support with the human rights compliance training as outlined in Direction 12. Dr. Azmi indicated that the OHRC is willing to offer this training and will work with the Board to schedule training beginning in the fall of 2017. In September, October and November, the Director, members of Senior Team, principals, managers, Human Resources staff, and Human Rights Office staff will attend one of three dates offered to participate in a full-day training session. The training, in consultation with the Coordinating Superintendent of Education, Equity and Community Services, will be designed by the Ontario Human Rights Commission. During this full day of training, participants will engage in morning and afternoon plenary learning, and concurrent workshops as follows. Morning Plenary Session: Identifying and Overcoming Racism and Racial Discrimination • Participants will learn about the many ways that racial discrimination and racial harassment can harm individuals and communities. This session will equip participants with critical tools to identify and overcome this type of discrimination Afternoon Plenary Session: Understanding Treaty Rights and Human Rights • Participants will learn how treaty rights are human rights and how the relationship between indigenous peoples and settler Canadians has implications for all socio-economic indicators. Participants will hear about actions that the OHRC is taking to support indigenous human rights and reconciliation Page 297 of 347 Concurrent Workshops: Human Rights Essentials • Updates on disability and the duty to accommodate. • Preventing sexual and gender-based harassment. • Systemic Discrimination. • Human Rights, gender identity, and gender expression. • Competing human rights and how they are addressed. • Preventing discrimination based on creed. • Human rights, mental health disabilities and addiction. At Senior Team meetings, Regional Principal meetings, Community Education Centre meetings, and Corporate Management and Professional Staff meetings further discussions will occur with the support of the newly appointed Commissioner, Human Rights Office. This learning will be used to inform how the Board Improvement Plan for Student Achievement and School and Department Improvement Plans reflect human rights learning and anticipated outcomes and impacts for students, staff and members of the community. Relationship to Board Priorities: Reports on the Minister’s direction to the York Region District School Board will support student achievement and well-being, delivery of effective and sustainable educational programs and the stewardship of Board resources. Estimated Cost: The training will be offered by the Ontario Human Rights Commission at no cost. Timeline: September 2017 to January 2018 Recommendations: That the York Region District School Board approve the following recommendations. 1) That the Board receive the Human Rights Compliance Training report for information. 2) That in accordance with the timelines outlined in Direction 12 from the Minister of Education to the York Region District School Board, Board Chair L. Carruthers be authorized to submit this report to the Minister of Education by June 11, 2017. Page 298 of 347 Communications Implementation Plan: Chair’s Committee May 31, 2017 Board Meeting June 6, 2017 Submission to the Minister of Education By June 11, 2017 Appended Data: Appendix 1: Deliverables, Timing and Status (Direction 12) Respectfully submitted, June 6, 2017 For further information, please contact Board Chair L. Carruthers or the Director of Education. Page 299 of 347 APPENDIX 1 Minister’s Direction to the York Region District School Board Direction 12 That the Board ensure that human rights compliance training be provided for the Director, senior administration, all principals, and all staff that have the responsibility for overseeing complaint processes and those who, in the course of their work, engage with such processes. Staff Lead: Cecil Roach Staff Support: Leslie Johnstone, Susan Logue Final Completion Date: February 11, 2018 Deliverables, Timing and Status Deliverable Timing Status By June 11, 2017 submit a - Chair’s Committee Meeting - May 30, 2017 Complete plan - Board Meeting - June 6, 2017 - Report to Minister June 11, 2017 By February 11, 2018 - Chair’s Committee Meeting - January 2018 In submit a report confirming - Board Meeting - February 2018 progress that training has been - Report to Minister February 11, 2018 completed Page 300 of 347 YORK REGION DISTRICT SCHOOL BOARD NOTICE OF MOTION TO AMEND THE YORK REGION DISTRICT SCHOOL BOARD OPERATIONAL BY-LAW AND THE TRUSTEE CODE OF CONDUCT That in accordance with Section 4:06:01 of the York Region District School Board Operational By-Law, notice of motion is hereby given that 1. The York Region District School Board Operational By-Law be amended as outlined in Appendix 1. 2. That Appendix E of the York Region District School Board Operational By-Law, Trustee Code of Conduct be replaced with the content outlined in Appendix 2. 3. That Appendix F, York Region District School Board Complaint Protocol for the Trustee Code of Conduct be added to the York Region District School Board Operational By-Law as outlined in Appendix 3. 4. That the York Region District School Board Code of Conduct Formal Complaint Form (Appendix 4) be adopted to accompany the York Region District School Board Complaint Protocol for the Trustee Code of Conduct. Note: If the Notice of Motion is approved at the June 6, 2017 Board Meeting, Operational By-Law Changes will be scheduled for final consideration and approval at the June 20, 2017 Board meeting. Page 301 of 347 APPENDIX 1 - 1 - YORK REGION DISTRICT SCHOOL BOARD OPERATIONAL BY-LAW Table of Contents Page Part 1: Interpretation 4 Part 2: Organization of Board Meetings 6 2:01 Regular Public Board Meetings 6 2:02 Special Meetings 6 2:03 Private Board Meetings 8 2:04 Board Meeting Agendas 9 2:05 Parliamentary Procedure at (Public and Private) Board, Board 10 Standing and Budget Committee Meetings 2:06 Motion to Reconsider 14 Part 3: Committee System 14 3:01 Board, Advisory and Board Committee Meeting Operating 14 Guidelines 3:02 Chair’s Committee 17 3:03 Board Standing Committee 19 3:04 Budget Committee 19 3:05 Negotiations Advisory Committee 19 3:06 Policy and By-Law Committee 21 3:07 Statutory Committees 21 3:08 Student Discipline Committee 21 3:09 Joint Board Consortium 21 3:10 Property Management Committee 22 3:11 Special Committees 22 3:12 Sub-Committees 23 Part 4: Special Situations 23 4:01 Delegations 23 4:02 Inaugural Board Meeting 24 4:03 Agenda for Inaugural Meeting (minimum form) 25 4:04 Conduct of Elections 25 4:05 Signing Officers 26 4:06 By-Law Amendment Procedure 26 Page 302 of 347 - 2 - Part 5: Accountability Framework 27 5:01 Trustee Code of Conduct 27 5:02 Integrity Commissioner 27 5:03 Appointment, removal and resignation of Integrity 27 Commissioner 5:04 Selection of Integrity Commissioner 28 5:05 Term of Office for Integrity Commissioner 28 5:06 Responsibilities of the Intergirty Commissioner 28 5:07 Duties of the Director of Education 29 Part 65: By-Law History 30 Page 2 of 2 Page 303 of 347 - 3 - YORK REGION DISTRICT SCHOOL BOARD OPERATIONAL BY-LAW Table of Contents Appendices Appendix A: Audit Committee Operational By-Law Appendix B: Parent, Family and Community Engagement Advisory Committee Operational By-Law Appendix C: Special Education Advisory Committee Operational By-Law Appendix D: Equity and Inclusivity Advisory Committee Operational By-Law Appendix E: York Region District School Board Trustee Code of Conduct Appendix F: York Region District School Board Protocol for Trustee Code of Conduct Page 304 of 347 - 4 - YORK REGION DISTRICT SCHOOL BOARD OPERATIONAL BY-LAW PART 1:00 - INTERPRETATION 1:01 In this By-Law, unless the context otherwise requires: 1:01:01 "Board" means the trustees of the York Region District School Board; 1:01:02 "Chair" means the Chairperson of the Board; 1:01:03 “Complaint Protocol” means the Complaint Protocol for the Trustee Code of Conduct; 1:01:04 "Coordinating Council of Superintendents" means the Council comprising the Director, the Associate Directors, the Coordinating Superintendents, the Superintendent, Curriculum and Instructional Services, the Superintendent, Human Resource Services, the Superintendent, Student Services and the Superintendent of Schools – Operations; 1:01:05 "Director" means the Director of Education and Secretary-Treasurer of the Board; 1:01:06 “Integrity Commissioner” means the Integrity Commissioner for the York Region District School Board; 1:01:07 "Postpone" means defer, the two terms are interchangeable and have the same meaning (see section 2:05:12); 1:01:08 "Private Session" means an in-camera meeting of the Board or any Committee of the Board which may be closed to the public pursuant to the Education Act, the Youth Criminal Justice Act or the Municipal Freedom of Information and Protection of Privacy Act; 1:01:09 "Trustee" means a person elected, or acclaimed, or appointed to the office of trustee or member of the Board pursuant to the provisions of the Municipal Elections Act and the Education Act; 1:01:10 “Trustee Code of Conduct” means the Trustee Code of Conduct for the York Region District School Board; 1:01:11 "Vice Chair" means the Vice Chairperson of the Board; Page 305 of 347 - 5 - 1:01:12 the singular includes the plural; 1:01:13 unless otherwise specified, a quorum means a simple majority of the members; 1:01:14 All provisions in this By-Law shall be interpreted in a manner consistent with all laws applicable to a public district school board in Ontario. PART 2:00 - ORGANIZATION OF BOARD MEETING 2:01 Regular Public Board Meetings 2:01:01 Unless otherwise ordered by special motion of the Board, regular Board Meetings shall be held in public on the first Tuesday in each month, beginning at 7:30 p.m. Should the date of any Board Meeting fall on a statutory holiday, or on a date for which a change has been requested under By-Law 3:00:00, the meeting will be held on the following day at the same hour, or as otherwise decided by the Board. 2:01:02 A trustee who cannot attend such meeting should so notify the Secretary of the Board as early as possible, and if it should appear a quorum will be lacking, the Secretary shall so notify the Chair who will instruct the Secretary to notify the trustees of the postponement or cancellation of the meeting. 2:01:03 Written notice of all regular Board Meetings, accompanied by the agenda and any available background material for the meeting, shall be delivered to the official address of each trustee or by electronic mail at least 72 hours prior to the time the meeting is to take place. All notices or communications delivered to the official residences of trustees or sent by electronic mail shall be deemed to have been received. The official residence of a trustee is the last address provided in writing by the trustee to the Secretary of the Board. The electronic mail address is the official Board electronic mail address filed with and confirmed by the Secretary of the Board. 2:01:04 If there shall be no quorum present within 30 minutes after the appointed time for a Board Meeting, the Secretary shall record the names of the members present, the time and the meeting shall be cancelled. If the quorum is not maintained for the duration of the Board Meeting, the meeting shall be adjourned when the quorum is lost. 2:01:05 Board Meetings shall adjourn no later than 11:00 p.m., unless the Board decides by an affirmative and recorded vote of at least a quorum of the members present to extend the meeting to a specified time or until a specific piece of business is completed. Meetings so extended shall continue either for a specific time or until a specific piece of business is completed, as the Board determines. As long as a quorum of the members remains, the Board may decide by an affirmative and recorded vote of at least a quorum of the Page 306 of 347 - 6 - members to further extend the meeting to a later specific time or until a further specific piece of business is completed. Those who vote in favour shall then be required to remain until the meeting adjourns. If no motion to extend the meeting is decided by an affirmative vote of at least a quorum of the members, the Chair shall adjourn the meeting. In the event that the Chair has not yet adjourned the meeting but no motion to extend has been passed pursuant to this By-Law, the business of the Board conducted after 11:00 p.m. shall be deemed to be regular and valid. 2:01:06 The Chair shall chair all meetings of the Board, and in the Chair's absence the Vice-Chair shall chair such meetings. In the absence of both, the trustees present shall elect a chair from amongst themselves. 2:01:07 The proceedings at any public meeting may be recorded in whole or in part. If a request is made that the taping cease, the Chair shall call for a decision by resolution. Such provision shall not apply to the official Board recording device. 2:02 Special Board Meetings 2:02:01 Special meetings of the Board shall be at the call of the Chair, or on the written request of four members of the Board to deal with urgent or time sensitive matters. When special sessions are being scheduled, the Board should attempt to avoid conflicting with dates of other scheduled meetings of the Board or its Committees. Written notice of all special sessions, accompanied by a statement of all the business to be transacted, must be delivered (by courier or electronic mail) to the trustees at least 24 hours before the meeting is to take place. No other business shall be considered unless all members of the Board are present and agree. Where the Director and the Chair agree that the Board shall be sitting as a quasi-judicial body (e.g. appeal of suspensions, etc.), the notice requirement shall be waived. 2:02:02 Special Public and Private Board Meeting agendas will be organized in the minimum format outlined in Sections 2:02:03 and 2:02:04. 2:02:03 Special Board Meeting Private Session 1. Approval of Agenda 2. Declaration of Conflict of Interest 3. Director’s Information Report 4. Rise and Report 5. Adjournment 2:02:04 Special Board Meeting Public Session 1. Roll Call 2. Approval of Agenda 3. Declaration of Conflict of Interest Page 307 of 347 - 7 - 4. Report from Board Meeting - Private Session (if applicable) 5. Director’s Information Report 6. Adjournment 2:03 Private Board Meetings 2:03:01 Private Session will precede the regular public Board Meeting. The Private Session will begin at 7:00 p.m. or at a time determined by the Chair’s Committee. A trustee may, pursuant to the Education Act, move that any item be removed from the agenda of the Private Board Meeting and be placed on the agenda for the Public Board Meeting. If the resolution is supported by a majority of the trustees present, the change shall be made. 2:03:02 All Committee or staff reports and minutes prepared in support of an item on the agenda for the Private Session shall be received in confidence and the materials and discussion shall be treated as confidential. Generally, these reports shall be printed on blue coloured paper reserved for this purpose, and shall be made public only by a resolution of the Board in Private Session. Matters discussed at the Private Session shall not be communicated to any person not present, except to a trustee, unless disclosure is expressly authorized by the Board. Trustees shall adhere to the Trustee Code of Conduct in keeping information obtained in their capacity as a Trustee private and shall not discuss those matters with third parties outside of the Private Session except with staff or other Trustees. Unauthorized breach of confidentiality shall be considered improper conduct and may be subject to the Trustee Code of Conduct. Where the Director and the Chair agree, highly confidential reports prepared in support of an item on the agenda for the Private Session shall be printed on periwinkle paper which shall have limited distribution within the Private Session. Trustees shall ensure that all confidential reports are kept secure and inaccessible to those not entitled to access. Trustees are encouraged to return confidential material to Board and Trustee Services staff for shredding and disposal. 2:03:03 A motion to rise and report shall specify the resolutions, reports, or records of votes, and other information which are to be brought into the public meeting. Resolutions, discussions, opinions, records of votes, and material which are not specified to be brought into the public meeting shall continue to be confidential. 2:03:04 The Board shall adopt or receive the report from the Private Session. Such adoption or receipt will normally occur at the public meeting on the same date as the Private Session. Page 308 of 347 - 8 - 2:03:05 Pursuant to the Education Act, the Youth Criminal Justice Act and the Municipal Freedom of Information and Protection of Privacy Act, at all meetings of the Board or of its Committees, consideration of the following matters shall be dealt with in Private Session: (i) the security of the property of the Board; (ii) the disclosure of intimate, personal or financial information in respect of a member of the Board or committee, an employee or prospective employee of the board or a pupil or his or her parent or guardian; (iii) the acquisition or disposal of a school site; (iv) decisions regarding negotiations with employees of the Board; or (v) litigation affecting the Board. Pursuant to the Education Act, the Youth Criminal Justice Act and the Municipal Freedom of Information and Protection of Privacy Act, at all meetings of the Board or of its Committees, consideration of the following matters may be dealt with in a Private Session; (i) matters of a sensitive nature. 2:03:06 Notwithstanding clause 2:03:05, a trustee may, subject to the Education Act, the Youth Criminal Justice Act and the Municipal Freedom of Information and Protection of Privacy Act, move that any item be removed from the agenda of the Private Session and be placed on the agenda of the public meeting. If the resolution is supported by a majority of the trustees present, the change shall be made. 2:03:07 At a Private Session, only members of the Board, the Director and other resource staff the Director deems appropriate will be present. 2:04 Board Meeting Agendas 2:04:01 Chair’s Committee will consider and approve all regular Public and Private Board Meeting agenda items. Regular Public and Private Board Meeting agendas will be organized in the minimum format outlined in Sections 2:04:02 and 2:04:03. 2:04:02 Regular Board Meeting (Private Session) 1. Approval of Agenda 2. Declaration of Conflict of Interest 3. Approval of Minutes of Previous Meeting 4. Acceptance of Routine Items 5. Presentations and Delegations 6. Presentations of Minutes and Reports of Board Committees (Private Sessions) Page 309 of 347 - 9 - 7. Presentations of Minutes and Reports of Statutory Committees (Private Sessions) 8. Presentation of Reports of Special Committees (Private Sessions) 9. Director’s Information Report 10. Rise and Report 2:04:03 Regular Board Meeting (Public Session) 1. Roll Call 2. Approval of Agenda 3. Declaration of Conflict of Interest 4. Report from Board Meeting - Private Session 5. Student Trustee Report 6. Director’s Information Report 7. APPLAUSE! 8. Ontario Public School Boards’ Association Report 9. Special Announcements 10. Approval of Minutes of Previous Meeting 11. Routine Items 12. Presentations and Delegations 13. Presentation of Minutes and Reports of Board Committees 14. Presentation of Minutes and Reports of Statutory Committees 15. Presentations of Reports of Special Committees 16. Motions or Notices of Motion 17. Meetings and Events 18. Adjournment 2:05 Parliamentary Procedure at (Public and Private) Board, Board Standing and Budget Committee Meetings The procedures set forth in Sections 2:05 - 2:06 shall apply to Public and Private Board, Board Standing Committee and Budget Committee Meetings. 2:05:01 Addressing the Chair 1. All questions must be addressed to the Chair. 2. The Chair shall decide whether the question has been answered, whether an oral or written response is appropriate at the time or whether the response should be deferred. 3. The Chair shall designate the Director or a trustee to respond to a question. Page 310 of 347 - 10 - 4. Where a question is most appropriately answered by staff, the Director may so indicate and the Chair shall require the Director to designate the appropriate member of staff to respond. The member of staff may provide an immediate response or may indicate that a response will be forthcoming at a future date and, in the latter case, the Chair shall defer the answer to the next appropriate Board or Committee meeting. 2:05:02 Each member has the right to speak twice on the same question (except on an appeal), but cannot make a second speech on the same question as long as any member who has not spoken on that question desires the floor. No member may speak longer than five minutes at a time without permission of the meeting. 2:05:03 At the mover's request, the mover of a motion may be the initial and/or the final speaker. 2:05:04 A member of the Board may, at any stage of the debate, require the question under discussion to be read, but not so as to interrupt the person having the floor at the time. 2:05:05 An abstention has the same effect as voting for the prevailing side, except where the abstention occurs as a result of a conflict of interest. 2:05:06 In the case of a vote declared by the Chair to be a tie, the motion is considered to be lost. 2:05:07 A recorded vote may be called for at the request of any trustee prior to or immediately following the Chair's call for the question. The voting record of each trustee shall be recorded in the minutes of the meeting. On a call for the question following which a request for a recorded vote has been made, the Chair shall allow each trustee not having spoken to the question to speak once if they so desire. 2:05:08 The minutes of the Public and Private Board, Board Standing and Budget Committee Meetings shall record motions voted on, their results, and general background information, where appropriate. The minutes will not reflect a verbatim transcript of the discussion, but will include the voting record if a recorded vote has been taken. Minutes of the public Board Meeting may also include memorials and recognitions. 2:05:09 A motion may be made at any Board Committee, regular Board Meeting or Special Board Meeting provided: (a) that the subject matter of such motion is based upon or arises from and is related to material on the agenda for such meeting, and that the material has been distributed to all trustees at least seventy-two hours prior to the date of such meeting; or Page 311 of 347 - 11 - (b) that a copy of such motion, indicating the date of the meeting at which such motion will be made, has been given to the Chair’s Committee at least 12 days prior to the date of such meeting, and to all trustees in writing at least 72 hours prior to the date of such meeting, and the motion has been placed on the agenda of such meeting by the Chair’s Committee; or (c) that the Board shall have agreed to entertain a motion to amend the agenda as outlined in Sections 2:04:02 or 2:04:03 by an affirmative vote of at least two-thirds of the members present and eligible to vote. 2:05:10 When a question is under debate the following actions are in order: (a) to adjourn; (b) to call the question; (c) to postpone to a specifc time; (d) to postpone to an indefinite time; (e) to refer; (f) to amend; (g) to request the motion be divided into separate parts for voting purposes; (h) to make a parliamentary inquiry; (i) to call a point of order; (j) to raise a question of privilege; (k) to consider in Public or Private Session the question under debate; (l) to recess the debate; (m) to suggest a friendly amendment. The York Region District School Board Parliamentary Procedure at Meeings Chart (Appendix F) shall be used as a reference with regard to handling motions at meetings. 2:05:11 A motion to adjourn is put without debate. A motion to adjourn is always in order, but no second motion to the same effect can be made until some other business has intervened. 2:05:12 A motion to call the question is in order only after the Chair has confirmed that all trustees, wishing to speak, have had an opportunity to do so, in accordance with Section 2:05:02. 2:05:13 A motion to delay consideration of any item may be moved at any time when a motion is before the Chair, provided that it is expressed in one of the following ways; (a) "That the motion be postponed (to a specific time)", (b) "That the motion be postponed (to an indefinite time)", (c) "That the motion be tabled". Page 312 of 347 - 12 - If the motion to postpone is for a specific time, the motion may: (a) be amended as to the specified time; (b) be debated as to the advisability of the action to postpone. If the motion is carried, the matter cannot be reconsidered before the time specified, unless otherwise agreed to by a vote of two-thirds of all members present. If the motion to postpone is for an "indefinite time" it means that the original question will be postponed for an indefinite period of time. A motion to postpone for an indefinite period of time may: (a) not be amended; (b) be debated as to the advisability of the action to postpone; (c) be brought forward again only by a motion to reconsider, which requires a two-thirds majority vote of all members present. If the motion is to "table" the motion, the motion is undebatable. If the motion to table is carried, the matter is laid aside until it is removed from the table by a majority vote. A motion to remove from the table is undebatable. 2:05:14 A motion to refer, until it is decided, precludes all amendments to the main question. 2:05:15 All amendments are put, in reverse order, before the main motion is put. Exceptionally, amendments that relate to amending the main motion in form and substance only, insofar as time or amount is concerned, are put in order of priority determined by the longest time or the largest sum. A separate vote is taken on an amendment to an amendment, on an amendment, and on the main motion. Only one amendment is allowed to an amendment. An amendment must be directly relevant to the main motion, and must propose some change in form or substance of the main motion. An amendment to an amendment must be directly relevant to the main motion and amendment, and must propose some change in the form or substance of the amendment. 2:05:16 Whenever the Chair is of the opinion that any action undertaken is contrary to the By-Law of the Board, the Chair must so inform the members and quote the authority applicable to the case, without comment. 2:05:17 Otherwise the procedure at meetings shall be governed by Robert's Rules of Order. Page 313 of 347 - 13 - 2:05:18 In exceptional circumstances due to issues such as inclement weather, illness or family emergency and, where feasible, Board and committee members may participate fully in meetings using the Board-provisioned audio equipment. Votes from Board or committee members participating by audio conference will be accepted by electronic mail or private telephone line provided they are given to a senior staff member designated for that purpose at the meeting. The Board or committee member must be fully participating for the duration of the discussion in order to be eligible to vote on any particular item (including nominations for elected positions such as Committee Chair or Vice-Chair). 2:05:19 In circumstances where participation in discussions and/or voting require members to attend in person, a motion shall be passed suspending Section 2:05:17 for a specific item or meeting(s). 2:05:20 The provisons in Section 2:05:17 and 2:05:18 shall apply to the electronic participation of voting members in all Advisory and Board Committees. 2:06 Motion to Reconsider A question, when once decided by the Board, may be reconsidered at any time during the next twelve-month period on a resolution passed by an affirmative vote of two-thirds of the trustees present. A motion to reconsider, whether passed or defeated, may not be brought again for a further twelve-month period. PART 3:00 - COMMITTEE SYSTEM 3:01 Board, Advisory and Board Committee Meeting Operating Guidelines Committees shall meet according to an established schedule, approved by the Board, which shall be made public. The Board’s Committee meeting schedule for the upcoming calendar year will be approved annually by trustees no later than the July Board Meeting, prior to the beginning of the regular school year. Board, Advisory and Board Committee meetings will not be scheduled on Board-identified significant faith days (diamond days). In addition, one or more member(s) of the Board may request that no meeting of the Board or of its Committees be held on up to five days of the year if such meetings would otherwise fall on religious holy days collectively identified by this member or members of any religious faith. Any such requests will be made prior to and incorporated in the annual meeting schedule approved and published by the Board. Page 314 of 347 - 14 - Upon request from any delegation unable to attend a Board or Committee meeting because of observance of a religious holy day, the Board will reschedule action on the item under consideration to a future meeting. All trustees are members of the Board, Board Standing, Budget, Negotiations Advisory and Supervised Alternative Learning Appeal Committees. The Board’s Chair, Vice-Chair, Budget Chair and Chair’s Committee members will be elected at the Inaugural Board Meeting annually. The Board’s Chair shall Chair the Board and Chair’s Committee meetings. The Board’s Vice-Chair shall Chair the Board Standing and Negotiations Advisory Committee meetings. 3:01:01 Each year at the December Board Meeting the Board shall establish the following committees and their membership. (a) Equity and Inclusivity Advisory Committee (b) Joint Board Consortium Committee (with Coterminous Board) (c) Policy and By-Law Committee (d) Property Management Committee (e) Student Discipline Committee (f) Trustee Code of Conduct Committee (g) Statuatory Committees required by Provincial Statute (i) Audit Committee (ii) Parent, Family and Community Engagement Advisory Committee (ii) Special Education Advisory Committee (h) Any other committee(s) as determined by the Board Election of two Board of Directors’ Members; two Alternate Board of Directors’ Members; one Voting Delegate; and one Alternate Voting Delegate for the Ontario Public School Boards’ Association will be conducted annually at the December Board meeting. 3:01:02 Committees exist to assist the Board to examine in depth those matters which by their nature and complexity may require study which is too time consuming to be done by the entire Board. After examining the matters assigned, it is the function of the Committee to provide, in report or minute form, relevant information for the Board to make its decision. It is the function of Committees to be complementary to the work of the Board, to other Committees, and to the administration. All trustees may attend Board Committee meetings and participate in discussions. However, non- Committee members attending Board Committee meetings may not vote on items before the Committee and do not count towards Committee quorum. Page 315 of 347 - 15 - 3:01:03 The Committees outlined in Section 3:00:01 need not adopt formal rules of Parliamentary Procedure (outlined in Section 2:05:00 to 2:06:00 of the Board By-Laws) in order to fulfill their mandate. However, committees may consider, at their first committee meeting of the year, the adoption of formal rules of Parliamentary Procedure for the upcoming year provided a majority of the committee members are in agreement. 3:01:04 The names of trustee members for all Committees shall be recommended to the Board by Chair’s Committee. 3:01:05 Each trustee shall be a member of the Board, Board Standing, Budget, Negotiations Advisory and Supervised Alternative Learning Appeal Committees. In addition, each trustee is expected to serve on at least three other Board Committees, as outlined below. (a) Audit Committee (b) Equity and Inclusivity Advisory Committee (c) Joint Board Consortium Committee (d) Parent, Family and Community Engagement Advisory Committee (e) Policy and By-Law Committee (f) Property Management Committee (g) Special Education Advisory Committee (h) Student Discipline Committee 3:01:06 The Chair and Vice-Chair of the Board are ex officio members of all Committees and Sub-Committees of the Board excluding those which are required by Provincial Statute. Ex officio members shall have the right to vote, and shall count toward the composition of a quorum when they are present at a Board or Committee meeting that is not governed by legislation that prohibits this practice. The presence of an ex officio member at a meeting does not increase the total number of members required to constitute a quorum. 3:01:07 With the exception of the Board, Board Standing, Budget, Chair’s and Negotiations Advisory Committees, the Chair of each Committee shall be elected at the initial meeting of the Committee each year. The trustee member appointed to the Parent, Family and Community Engagement Advisory Committee shall be the Vice-Chair of the committee, as outlined in the Committee’s Operational By-Law (Appendix B). 3:01:08 If there shall be no quorum within 30 minutes after the appointed time for a Committee meeting, the committee meeting may be cancelled if the majority of committee members present agree. The names of the members present and the time the meeting was adjourned shall be recorded in the minutes. Page 316 of 347 - 16 - In special circumstances, and with the consent of all Committee members present, the Committee meeting may proceed, provided that a non-routine report is provided at the next monthly Board Meeting containing all motions/actions and discussion taken at the meeting for which there was no quorum. 3:01:09 Committee meetings shall be held in public except for those matters described in section 2:03:05 which shall be dealt with in private session. 3:01:10 All trustees may attend meetings of all Committees and may take part in the discussion or debate on any matter scheduled for consideration. However, non-Committee members (with the exception of ex officio members) may not vote on items before the Committee and do not count towards Committee quorum. 3:01:11 Committees shall keep their own minutes and file of backup materials which will be available through the Chair of the Committee to any trustee. 3:01:12 Subject to the Municipal Freedom of Information and Protection of Privacy Act, Committees shall have access to all Board information and the assistance of appropriate staff. The allocation of staff is the responsibility of, and shall be monitored by, the Director. 3:01:13 All tasks to be assigned to a Committee shall first be routed through at least one of the following; Coordinating Council of Superintendents, Chair’s Committee, Senior Team or the Board. The terms of reference for that task to be provided by the referring body should include: (a) the purpose of the task; (b) expected outcomes; and (c) expected time frames. 3:01:14 Committees shall report to the Board regularly on the status of items the Committee has considered with a recommendation to receive or approve as appropriate. 3:01:15 A minority of any Committee may have a minority report presented to the Board by the Chair of the Committee. 3:01:16 (a) All Committees of the Board shall be dissolved: (i) on the 30th day of November in an election year; or (ii) on the appointment of the members of the succeeding Committee; or (iii) as the Board, Board By-Law or relevant legislation directs. Page 317 of 347 - 17 - 3:02 Chair’s Committee 3:02:01 The Chair’s Committee will consist of the following members; Chair of the Board, Immediate Past Chair of the Board (for the one-year transition period only for a newly elected Board Chair), Vice-Chair of the Board, and two other trustees to be elected from among the other trustees at the annual Inaugural meeting of the Board. 3:02:02 In the absence of the Chair, the Vice-Chair shall act as Chair of the Chair’s Committee. 3:02:03 The Chair’s Committee shall have the following responsibilities: (a) to instruct the Board's counsel or solicitors to take such action as is deemed advisable and expedient in the conduct of any litigation or other matter pending the next meeting of the Board; (b) to prepare with the appropriate members of staff the agenda for meetings of the Board and Standing Committee and to designate the appropriate time for stated hours on the agenda; (c) to refer matters directly to the Board's Committees or to staff and to report such matters to the Board; (d) to designate matters to be approved or to be received as routine on the agenda for Board meetings in accordance with the following guidelines; • motions where consensus was reached with the majority of trustees in attendance at the committee level, • motions to approve minutes, agendas and in some cases, information reports from Board Committees, • items that are routinely reported at monthly meetings such as, but not limited to, suspension reports and construction project reviews, and • information items from Board Committees that were received without considerable discussion or comment. (e) to recommend to the Board the disposition of confidential matters regarding staff and students; (f) to recommend to the Board the disposition of such matters as may have come before the Chair’s Committee; (g) to recommend to the Board the trustee membership of all Board Committees at the December Board Meeting; (h) to make recommendations to the Board relating to trustee honoraria and expenses; Page 318 of 347 - 18 - (i) to consider and respond to requests for delegation, on behalf of the Board, as outlined in Section 4:01 to 4:01:09; (j) to recommend to the Board any proposed revisions to the Board’s Official By-Laws, in accordance with Section 4:06; (k) to recommend to the Board the Chair of any Committee not filled under any other section of the By-Law; (l) to ensure that the objectives and performance of the Director are reviewed annually within the context of goals outlined in the Board’s Multi-Year Plan; and (m) to ensure that the salary of the Director is reviewed annually. 3:03 Board Standing Committee 3:03:01 The Board Standing Committee, at the direction of the Chair’s Committee, Coordinating Council of Superintendents or the Board, may receive for information and consider and make recommendations to the Board on the following topics: (a) accessibility; (b) annual Advisory Committee reports; (c) Board priorities; (d) cash disbursements; (e) child care services; (f) department activities and priorities; (g) graduation awards; (h) internally restricted reserves; (i) professional training days; (j) school boundaries; (k) school year calendar; (l) the Director’s Annual Report; and (m) trustee conference and convention expenses. 3:04 Budget Committee 3:04:01 The Budget Committee at the direction of the Chair’s Committee, Coordinating Council of Superintendents, or the Board shall consider and make recommendations to the Board on the following topics: (a) annual estimates; (b) budget priorities; (c) budget forecasting; and (d) non-budgeted expenditures. Page 319 of 347 - 19 - 3:05 Negotiations Advisory Committee 3:05:01 All trustees are members of the Negotiations Advisory Committee. 3:05:02 The Director, the Coordinating Superintendent, Human Resources, Plant and Planning Services, the Coordinating Superintendent, Business and Chief Financial Officer, the Superintendent of Human Resource Services and such other staff as requested by the Committee and appointed by the Director will serve as advisors to the Committee. 3:05:03 The Committee will monitor activities throughout the Province in order to update and revise negotiating guidelines and salary parameters. 3:05:04 The Committee will be responsible for providing, through its recommendations to the Board, consistency throughout all Board negotiations. 3:05:05 The Committee will be responsible for establishing and implementing, subject to Board approval, guidelines for negotiations for the Board and its negotiating team(s). 3:05:06 The Committee shall report directly to the Board (in Private Session) on all negotiation matters except in those instances wherein the Act governing negotiations between teachers and boards requires a public session. 3:05:07 The Committee will present, in accordance with By-Law timelines, tentative agreements to the Board in Private Session. Ratification by Board resolution of said agreements will occur in Public Session by recorded vote. 3:05:08 The Director, after consultation with employee groups, shall submit a report to the Committee on compensation recommendations covering Board management personnel, except: (a) the Director; and (b) staff belonging to a teachers' federation, CUPE or OPSEU union. 3:05:09 The Committee shall evaluate the Director's report, shall meet with employee groups if they so request, and shall advise the Director regarding possible amendments to the report. 3:05:10 The Committee shall submit its recommendations to the Board based upon its study of the Director's report. 3:05:11 The Committee shall receive a further report from the Director on the administration of salaries of supervisory officers based on merit and the ranges established by the Board. Page 320 of 347 - 20 - 3:06 Policy and By-Law Committee 3:06:01 The Policy and By-Law Committee shall consist of at least three trustees. 3:06:02 The Committee shall consider and make recommendations to the Board on the following topics: (a) review of Board policies (within a four-year cycle); (b) revisions to Board policies and By-Laws; and (c) new policies and By-Laws. 3:07 Statutory Committees 3:07:01 Statutory Committees shall be appointed in accordance with the terms of the Education Act and the regulations thereunder. Appointments to Statutory Committees will be approved by the Board in accordance with the Committee’s Operational By-Law (Appendix A-D). 3:07:02 All non-trustee members of the Statutory Committees listed in 3:00:01 shall hold office until the expiry of the term for which the members of the Board were elected or for a specific period of time identified in the Committee’s Operational By-Law (Appendix A-D). 3:07:03 Statutory Committees shall meet as required by related legislation. 3:08 Student Discipline Committee 3:08:01 The Student Discipline Committee shall consist of four trustees, with a quorum for hearings being three trustees. Other trustees may substitute for members for purposes of reaching a quorum at meetings. The Committee is authorized, in accordance with the Education Act, to exercise the powers and duties of the Board with regard to student discipline appeals and expulsion hearings. 3:08:02 Each trustee member of the Student Discipline Committee will be provided with a stipend of $50.00 for each Student Discipline Committee meeting that they attend; such stipend to be paid annually as a lump sum. 3:09 Joint Board Consortium 3:09:01 The core membership of the Consortium shall be two trustees from each Board plus the Chair from each Board. The quorum shall be three members, which shall include at least one trustee from each Board. Page 321 of 347 - 21 - 3:09:02 The Joint Board Consortium shall have the following responsibilities: (a) to govern and direct the operation of common services for the York Region District School Board and its Coterminous Board; (b) to report and provide recommendations to each Board relating to areas within its mandate; (c) to administer policies as approved by each Board; (d) to make recommendations to each Board on the following topics with regard to transportation; • general policy and communications, • procurement of service and establishing rates, • annual budget estimates, • cost allocation formula, • financial controls, and • operational reviews; (e) to provide for an appeals process; and (f) to provide recommendations to each Board regarding additional shared service. 3:09:03 The Consortium shall have two co-chairs, one representing each Board. 3:09:04 The Consortium shall meet bi-monthly in Public and also in Private Session (in-camera) as required. 3:10 Property Management Committee 3:10:01 The Property Management Committee shall consist of at least three trustees, including the Board Chair. 3:10:02 The Property Management Committee shall consider and make recommendations to the Board on the following topics: (a) site designation and acquisition; (b) requirements for new schools; (c) additions to schools; (d) school replacement; (e) major facility renewal; (f) major program changes; and (g) real property issues. 3:11 Special Committees 3:11:01 The Board may establish, by resolution, a special Committee to research and recommend to the Board on a subject not the responsibility of another Committee. Any recommendation for a special Committee shall include proposed terms of reference at the time of submission. The Board will approve the terms of reference of the special Committee at the time the Committee is established. Page 322 of 347 - 22 - 3:11:02 The trustee who introduces the Board motion to establish a special Committee shall be a member of that Committee. 3:11:03 The Director or an official named by the Director shall act as Secretary of each Committee unless there is Board direction to the contrary. 3:11:04 At the initial meeting of the special Committee, the terms of reference which have been provided by the Board, shall be discussed and recorded in the minutes. 3:11:05 When the specific task of the Committee has been completed, a report will be made to the Board and the Committee shall be dissolved by Board resolution. Interim reports will be made at the discretion of the Committee Chair or on direction from the Chair’s Committee or the Board. 3:12 Sub-Committees 3:12:01 Sub-Committees may be established by a Committee to consider any matter within the terms of reference of the Committee. Membership on a Sub-Committee shall be determined by the appointing Committee and may include trustees not on the Committee. A Sub-Committee shall be dissolved upon submission of its final report to the appointing body. Note: Operational By-Laws for the Audit, Parent, Family and Community Engagement Advisory, Equity and Inclusivity Advisory and Special Education Advisory Committees are attached as Appendix A-D. PART 4:00 - SPECIAL SITUATIONS 4:01 Delegations 4:01:01 Persons who have an interest and who are present at public meetings of the Board may address the Board or make comments only as indicated in Section 4:01, Delegations, or under circumstances ruled to be exceptional by a majority of the trustees present at such meeting. 4:01:02 A person or a delegation wishing to address the Board or a Committee shall submit to the Board Chair a written application to appear before the trustees stating in full the matter on which a submission is to be made, naming the organization or interested parties to be represented, a daytime telephone number, home address and electronic mail address (if applicable), stating the authority of the proposed speaker. Page 323 of 347 - 23 - 4:01:03 Chair’s Committee will meet (in person or by audio conference) to decide whether or not a delegation request should be heard at a Board Standing Committee meeting or referred to a staff member or any other appropriate Board Committee for follow-up. The Board Chair’s Office will respond, on behalf of Chair’s Committee, within ten business days during the school year (excluding statutory holidays) to delegation requests meeting the requirements set out in Section 4:01:02. Delegations from persons not residing in York Region, repeated requests from the same individual and requests from multiple individuals representing the same group may be denied. 4:01:04 Upon request from any delegation unable to attend a Board or Committee meeting due to observance of a religious holy day, the Board will reschedule action on the item under consideration to a future meeting. 4:01:05 Delegations authorized by Chair’s Committee to make a presentation on a personnel matter will be heard in Private Session. If the representation constitutes a complaint or criticism of specific individuals, such individuals shall have the right to attend and will be advised at least five business days (excluding statutory holidays) prior to the time set for the delegation to be heard. 4:01:06 A delegation shall designate not more than two persons as speakers but other members of the delegation may be allowed to address the Board with the permission of the Chair. 4:01:07 Fifteen minutes at the meeting will be allocated for the delegation to clarify the written submission and to answer questions of the trustees. Major modifications to this written submission are to be in writing. The time limit may be extended on a majority vote of the trustees who are present and who are eligible to vote. 4:01:08 If further discussions of the subject matter of the delegation are to occur, the Board Chair’s Office shall notify the delegation of all meetings of the Committee and Board at which such issue is on the agenda, and of all final decisions in connection with the matter. 4:01:09 The Board may postpone any decision or recommendation to a future meeting. If a decision is not made at the same meeting at which a delegation appears before the Board, the delegation shall be notified of the date of the meeting at which a decision is to be made or staff report is to be considered concerning their representations. The decision shall be communicated in writing to the group making the original submission. Page 324 of 347 - 24 - 4:02 Inaugural Board Meeting (including first meeting in a non-election year) 4:02:01 Early in September of the year of a municipal election, the Chair’s Committee shall appoint a Committee of two trustees (herein the "Inaugural Planning Committee") to make appropriate arrangements for the first meeting of trustees to be held in the following December at a time and place set by the Board. 4:02:02 The Chair of the Board shall convene, with consideration of all trustees, after the second Monday in November but prior to the first meeting of trustees in December, an informal meeting of all trustees who will be holding office in the following year for any of the following purposes: (a) discussing their objectives for the forthcoming year as well as their expectations from a new Chair of the Board; (b) requesting trustees to express their intentions to stand for the positions of Chair, Vice-Chair, Budget Chair, membership on Chair’s Committee and interest to chair any other committee of the Board. 4:03 Agenda for Inaugural Board Meeting (minimum form in an election year) 4:03:01 (a) Call to Order by Director of Education and Secretary-Treasurer or delegate (b) Student Singing of National Anthem (c) Invocation by Student Trustees (d) Introduction of Trustees (e) Declaration and Oath or Affirmation (f) Director to Declare the York Region District School Board Officially Constituted (g) Introduction of Scrutineer (h) Election of Board Chair (i) Presentation of Gavel of Office to Board Chair (j) Board Chair Presides - Election of Board Vice-Chair (k) Election of Budget Committee Chair (l) Election of Two Trustees to Chair’s Committee (m) Presentation of Gavel to Past Chair (n) Remarks from Board Chair (o) Adjournment 4:03:02 In a non-election year the agenda of the first meeting will include as a minimum form items, a, c, g, h, i, j, k, l, m, n, o of Section 4:03:01. Page 325 of 347 - 25 - 4:04 Conduct of Elections 4:04:01 Nominations must be made and seconded. 4:04:02 All elections shall be by secret ballot. 4:04:03 All ballots shall be counted by the Director and the Assistant Manager, Board and Trustee Services, in the presence of a scrutineer supplied by the Board’s auditing firm. 4:04:04 There will be separate votes for each of the two trustee positions elected to serve on Chair’s Committee. 4:04:05 To be declared elected to any position, the winning candidate must have received a simple majority (50 per cent plus one) of ballots cast by trustees present. An incomplete ballot for any elected position will be considered a spoiled ballot. The total number of ballots used to determine a simple majority will be reduced by one for each spoiled ballot. Where no majority is received, where there are more than two candidates, the candidate receiving the least number of votes shall be dropped and the election will continue from among those remaining until one candidate receives a majority. Where there is an equality of votes between two candidates, the candidates shall draw lots. The drawing of a lot is an affirmative vote in favour of a candidate. In the case of a two-way tie, the lot drawn will be declared the winner. In the case of a three or four-way tie, each lot drawn will result in the candidate remaining on the ballot for the next vote to declare a winner by simple majority. 4:04:06 The Director shall announce the results of the ballot(s) for Chair, but neither the count nor the order. Thereafter the Chair of the Board shall, in like manner, announce results of succeeding elections. 4:04:07 Upon the conclusion of the meeting, the Director and the Manager, Corporate Secretariat and Trustee Services in the presence of the scrutineer shall destroy all ballots. 4:05 Signing Officers The following are the signing officers of the Board: Chair of the Board Vice-Chair of the Board Director of Education and Secretary-Treasurer Chief Financial Officer Page 326 of 347 - 26 - Associate Director(s) Coordinating Superintendent(s) Superintendent, Curriculum and Instructional Services Superintendent, Student Services Superintendent of Schools – Operations and School Community Services Superintendent, Human Resources Senior Manager, Planning and Property Development Senior Manager, Administrative Services Senior Manager(s) of Finance 4:06 By-Law Amendment Procedure 4:06:01 An amendment to a section of this By-Law may be enacted by a majority vote on an amendment presented at a regular meeting of the Board following a notice of motion to that effect presented at a preceding regular Board Meeting through Chair’s Committee. 4:06:02 Except for Section 2:02:01, a section or sections of this By-Law may be suspended for a specific piece of business or to a specific time during the meeting, on an affirmative vote of two-thirds of the members of the Board. 4:06:03 Notwithstanding Section 4:06:01, staff members are authorized to revise position titles resulting from organizational changes, provided they do not alter the intent of the Operational By-Law. PART 5:00 – ACCOUNTABILITY FRAMEWORK 5:01 Trustee Code of Conduct (Appendix E) 5:01:01 The Board shall adopt a Trustee Code of Conduct for its members (trustees) in accordance with the provisions of the Education Act. 5:01:02 Trustees shall conduct themselves in accordance with the Trustee Code of Conduct at all formal and informal meetings, events or public gatherings in which they are carrying out their responsibilities. 5:01:03 The Trustee Code of Conduct that applies to the trustees also applies to non-elected members of all Board, Advisory and Board Committees, in relation to their functions, powers and duties as members of the Committee. 5:02 Integrity Commissioner 5:02:01 The Board shall appoint an Integrity Commissioner to provide accountability services and advice pursuant to the Trustee Code of Conduct (Appendix E) and the Complaint Protocol (Appendix F). Page 327 of 347 - 27 - 5:02:02 The Integrity Commissioner carries out in an independent manner the duties and responsibilities of the office as set out in this By-Law, the Complaint Protocol and the Trustee Code of Conduct. 5:02:03 The Integrity Commissioner is accountable to and reports directly to the Board. 5:03 Appointment, Extension of Term, Removal and Resignation of Integrity Commissioner 5:03:01 A two-thirds vote is required for the appointment, extension of term, removal from office or termination for cause of the Integrity Commissioner. 5:03:02 The Integrity Commissioner shall be appointed for a fixed term of office. The term of office for the Integrity Commissioner may be extended by the Board in exceptional circumstances. 5:03:03 The Integrity Commissioner may be removed from office or terminated for cause, before the expiry of the term of office, in accordance with the By-Law and with the procedures established by the Board. 5:03:04 The Integrity Commissioner may resign from office at any time by giving 90 days written notice to the Chair, unless the notice requirement is waived by both parties. 5:04 Selection of Integrity Commissioner 5:04:01 The selection process for the Integrity Commissioner shall be conducted in accordance with the Board’s procurement policies overseen by a selection committee appointed by the Board and chaired by the Chair of the Board, or designate. 5:04:02 Appointment of the Integrity Commissioner shall be recommended to the Board by the selection committee. 5:05 Term of Office for Integrity Commissioner 5:05:01 The Integrity Commissioner shall be appointed for a five year non- renewable term of office. Page 328 of 347 - 28 - 5:06 Responsibilities of the Integrity Commissioner 5:06:01 The duties of the Integrity Commissioner are as follows: (a) to provide advice on the application of the Trustee Code of Conduct, Board policies, procedures and the Trustee Code of Conduct Complaint Protocol (Appendix F) and general information with respect to a trustee’s obligations under the Municipal Conflict of Interest Act; (b) to make inquiries as directed by the Board and in accordance with the Complaint Proocol int whether a trustee has contravened the Trustee Code of Conduct; (c) to provide opinions on policy matters and make other reports to the Board as requested on issues of ethics and integrity; (d) to provide educational programs to trustees on issues of ethics and integrity; (e) to maintain custody and control of his/her complaint and inquiry files and on completion of his or her term of appointment, to transfer open files relating to ongoing matters to the incoming Integrity Commissioner appointed by the Board; and (f) to provide such other duties respecting ethical matters as assigned by the Board. 5:07 Duties of the Director of Education 5:07:01 In addition to the duties assigned under the Education Act and in this By-Law, the Director, for the sole purpose of Part 5 of the By-Law, shall: (a) provide such information as the Integrity Commissioner believes to be necessary for an investigation of a complaint made in accordance with the Complaint Protocol (Appendix F); and (b) provide the Integrity Commissioner with access to all documents including, but not limited to books, accounts, financial records, electronic records and communications, files, papers, things or property belonging to or used by the Board that the Commissioner believes to be necessary for an investigation of a complaint made in accordance with the Complaint Protocol for the Trustee Code of Conduct (Appendix F). Note: Operational By-Laws for the Audit, Parent, Family and Community Engagement Advisory, Equity and Inclusivity Advisory and Special Education Advisory Committees and the York Region District School Board Trustee Code of Conduct are attached as Appendix A-E. Page 329 of 347 - 29 - PART 6:00 - BY-LAW HISTORY Enacted April 5, 1983 Revised November 28, 1983 Revised April 5, 1984 Revised November 7, 1984 Revised December 1, 1984 Revised December 10, 1984 Revised January 28, 1985 Revised October 3, 1985 Revised March 24, 1986 Revised July 14, 1986 Revised October 27, 1986 Revised November 24, 1986 Revised January 26, 1987 Revised March 30, 1987 Revised December 14, 1987 Revised January 25, 1988 Revised April 25, 1988 Revised December 19, 1988 Revised February 1, 1989 Revised August 28, 1989 Revised November 27, 1989 Revised June 11, 1990 Revised December 10, 1990 Revised February 25, 1991 Revised November 25, 1991 Revised September 30, 1992 Revised July 12, 1993 Revised February 28, 1994 Revised May 30, 1994 Revised January 26, 1995 Revised June 22, 1995 Revised October 26, 1995 Revised December 9, 1997 Revised February 23, 2006 Revised August 28, 2008 Revised May 28, 2009 Revised April 29, 2010 Revised March 24, 2011 Revised September 26, 2011 Revised November 24, 2011 Revised April 3, 2012 Revised May 7, 2013 Revised June 4, 2013 Revised July 2, 2013 Revised February 3, 2015 Revised April 5, 2016 Revision Drafted June 6, 2017 Page 330 of 347 APPENDIX 2 APPENDIX E ADDENDUM TO THE YORK REGION DISTRICT SCHOOL BOARD OPERATIONAL BY-LAW TRUSTEE CODE OF CONDUCT Objective Transparency, accountability, and public confidence are fundamental components for the effective governance of school boards as public bodies responsible to their communities and to the provincial government. The conduct of the members (trustees) of the York Region District School Board (the “Board”) must be of the highest standard to maintain the confidence of the public. This Trustee Code of Conduct (“Code of Conduct”) represents the Board’s commitment to meeting high standards of conduct and is designed to provide the trustees with principles and standards for expected ethical behaviour. Definitions Integrity Commissioner Individual who is appointed by the Board of Trustees in accordance with Part 5, Accountability Framework of the York Region District School Board Operational By-Law. Trustees Elected members of the York Region District School Board, including the Chair of the Board. Staff Members Employees of the York Region District School Board. Board The York Region District School Board, which is also referred to as the YRDSB. Application The following principles guide the interpretation and application of the Code of Conduct. 1. Trustees shall serve and be seen to serve their school communities in a constructive, respectful, conscientious and diligent manner. 2. Trustees shall recognize the public trust in the expenditure of Board funds efficiently and in the best interests of students. 1 Page 331 of 347 3. Trustees should be committed to performing their functions with integrity and to avoiding the improper use of the influence of their office, and conflicts of interest, both apparent and real. 4. Trustees are expected to perform their duties in office and arrange their private affairs in a manner that promotes public confidence and will bear close public scrutiny. 5. Trustees shall seek to serve the public interest by upholding both the letter and the spirit of the laws of the Federal Parliament and Ontario Legislature, and the By-Laws and policies adopted by the Board. This Code of Conduct operates as a supplement to the existing statutes governing the conduct of trustees in all their roles. The following primary provincial and federal legislation govern the conduct of trustees. a. Education Act b. Municipal Conflict of Interest Act c. Municipal Elections Act, 1996 d. Municipal Freedom of Information and Protection of Privacy Act e. Occupational Health and Safety Act f. Ontario Human Rights Code g. Child and Family Services Act h. Criminal Code of Canada. Confidentiality 1. No trustee shall disclose or release by any means to any member of the public, any confidential information acquired by virtue of their office, in either oral or written form, except when required by law or authorized by the Board to do so. This is a continuous obligation that extends beyond the trustees’ Term of Office. 2. Trustees should not access or attempt to gain access to confidential information in the custody or control of the Board unless it is necessary for the performance of their duties and not prohibited by Board policy. 3. Confidential information includes information in the possession of, or received in confidence by the Board that the Board is either prohibited from disclosing, or is required to refuse to disclose, under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), or other legislation, or received in confidence from other third parties of a corporate, commercial, scientific or technical nature, information that is personal, and information that is subject to solicitor-client privilege. 4. Under the Operational By-Law, a matter that has been discussed by the Board of Trustees in Private (In-Camera) Session in accordance with Section 207(2) of the Education Act is confidential. No trustee shall disclose the content of any such matter, or the substance of deliberations, of the private (in-camera) meeting until the Board of Trustees discusses the information at a meeting that is open to the public or releases the information to the public. 5. Confidentiality may attach to information concerning: • litigation or any potential litigation affecting the Board; Page 332 of 347 • intimate, personal or financial information in respect of a member of the Board or Committee, an employee or prospective employee of the Board or a pupil or his or her parent or guardian; • the acquisition or disposal of the Board’s real property, including a school site; • decisions in respect of negotiations with the staff members of the Board; • information deemed to be “personal information” under the MFIPPA; and/or • information subject to solicitor-client privilege. 6. If there is uncertainty about whether information is confidential, the trustee should check with the appropriate staff member, consult with the Director of Education or seek the advice of the Integrity Commissioner. Gifts, Benefits and Hospitality 1. Trustees are expected to carry out their duties with impartiality and objectivity. Trustees must decline from accepting a gift, benefit or hospitality because of the risk that this will compromise the objectivity of the trustee or lead to an appearance of lack of objectivity, bias or influence on the part of the trustee. For these purposes, a gift, benefit or hospitality provided with the trustee’s knowledge to a trustee’s spouse, child, or parent, or to a trustee’s staff that is connected directly or indirectly to the performance of the trustee’s duties is deemed to be a gift to that trustee. 2. There are circumstances in which the acceptance of a gift, benefit or hospitality occurs as part of the social protocol or community events linked to the duties of an elected official (trustee) and their role in representing the Board. For that reason, this section outlines the limited exceptions to the rule that trustees should not accept any gifts or benefits from persons connected directly or indirectly to their public office. The Integrity Commissioner should be consulted for advice by the trustee if the application of this section is unclear. 3. The following are recognized as exceptions, which do not apply in the case of vendors of goods and services, or those expecting to be vendors to the Board: a. compensation authorized by law; b. such gifts or benefits that normally accompany the responsibilities of office and are received as an incident of protocol or social obligation; c. a political contribution otherwise reported by law, in the case of members running for office; d. services provided without compensation by persons volunteering their time; e. a suitable memento of a function honouring the member; f. food, lodging, transportation and entertainment provided by provincial, regional and local governments or political subdivisions of them, by the federal government or by a foreign government within a foreign country, or by a conference, seminar or event organizer where the member is either speaking or attending in an official capacity; g. food and beverages consumed at banquets, receptions or similar events, if: • attendance serves a legitimate business purpose; • the person extending the invitation or a representative of the organization is in attendance; and • the value is reasonable and the invitations infrequent; h. communication to the offices of a member, including newspapers and periodicals; i. gifts of a nominal value (e.g., baseball cap, t-shirt, book etc.) valued at no more than $25.00. Page 333 of 347 Use of Board Property, Services and Other Resources 1. No trustee should use, or permit the use of Board staff members, Board events, Board facilities, Board funds, Board information and Board infrastructure or other resources (e.g., Board-owned materials, websites, and social media platforms etc.) for activities other than the business of the Board. Such requests should be made through the Director of Education. 2. No trustee may obtain personal financial gain from the use or sale of Board-developed intellectual property (e.g., inventions, creative writings and drawings etc.), computer programs, technical innovations, or other items capable of being patented, since all such property remains exclusively that of the Board. Election Campaign Work 1. No trustee shall use the facilities, equipment, supplies, services or other resources of the Board (e.g., newsletters, social media sites and websites linked through the Board’s website etc.) for any election campaign or campaign-related activities. 2. No trustee shall undertake campaign-related activities on Board property during regular working hours unless permitted by Board policy. 3. No trustee shall use the services of persons for election-related purposes during hours in which those persons receive any compensation from the Board. Election activity refers to campaigns for municipal, provincial and federal office or campaigns on a question on a ballot. Improper Use of Influence 1. No trustee shall use the influence of his or her office for any purpose other than for the exercise of his or her official duties. This includes using the influence of the office to obtain employment for a family member, or otherwise using one’s status as a trustee to improperly influence the decision of another person to the private advantage of oneself, or one’s parents, children or spouse, staff members, friends, or associates, business or otherwise. 2. Also prohibited is the holding out of the prospect or promise of future advantage through a member’s supposed influence within the Board in return for present actions or inaction. It includes refraining from using one’s status to improperly influence the decision of another person to improperly prejudice another person or persons. 3. For the purposes of this provision, “private advantage” and “improperly prejudice” does not include a matter: a) that is of general application; b) that affects a trustee, his or her parents, children or spouse, staff members, friends, or associates, business or otherwise as one of a broad class of persons; or c) a committee or Board matter that concerns the remuneration or benefits of a trustee. Page 334 of 347 Conduct Regarding Current and Prospective Employment 1. No trustee shall allow the prospect of his or her future employment by a person or entity to improperly or for personal gain affect the performance of his or her duties to the Board. Conduct at Board, Advisory and Committee Meetings 1. Trustees act in the service of the community. They have the opportunity to set an example for future leaders who may look to them for guidance and leadership. They are expected to respect the procedural rulings of the Chair. They are expected to refrain from verbally attacking or belittling those who complain or do not agree with them. It is vital that trustees conduct themselves with decorum at Board, advisory and committee meetings and in accordance with the provisions of the Operational By-Law concerning meeting procedures. Conduct Respecting Staff Members 1. No trustee shall maliciously or falsely injure the professional or ethical reputation, or the prospects or practice of staff members of the Board, and all members of the Board shall show respect for the professional capacities of staff members. 2. No trustee shall compel staff members to engage in partisan political activities or be subjected to threats or discrimination for refusing to engage in such activities. No member of the Board shall use, or attempt to use, their authority or influence for the purpose of intimidating, threatening, coercing, commanding, or influencing any staff member with the intent of interfering with that person’s duties, including the duty to disclose improper activity. 3. Trustees shall carry out their duties as defined within Section 218.1 of the Education Act. The Board of Trustees as a whole approves budget, policy, committee processes, and other such matters. Staff members serve the Board of Trustees as a whole. Trustees shall be respectful of the role of staff members to provide advice based on political neutrality and objectivity and without undue influence from any individual member or faction of the Board of Trustees. Trustees will respect the distinct roles of staff in implementing policy in accordance with the provisions of the Education Act and Board policies and procedures. Discreditable Conduct 1. All trustees have a duty to treat members of the public, one another, and staff members respectfully and without abuse, bullying or intimidation, and to ensure that their work environment is free from discrimination and harassment. The Occupational Health and Safety Act applies. In addition, the Ontario Human Rights Code applies as does relevant Board workplace harassment and violence prevention policies and procedures. Failure to Adhere to the Board Policies and Procedures 1. A number of the provisions of this Code of Conduct incorporate policies and procedures adopted by the Board. More generally, members of the Board are required to observe the terms of all policies and procedures established by the Board, particularly those that directly apply to trustees. 2. A trustee may request an exemption from a policy from the Board of Trustees. Page 335 of 347 Reprisals and Obstruction 1. Trustees should respect the integrity of this Code of Conduct and are obliged to cooperate with inquiries conducted in accordance with the procedures set by the Board for addressing complaints of a breach of this Code of Conduct. 2. Any reprisal or threat of reprisal against a complainant or anyone else for providing relevant information to the Integrity Commissioner is prohibited. 3. It is a violation of this Code of Conduct to obstruct the Integrity Commissioner in the carrying out of her or his responsibilities, for example, by destroying documents or erasing electronic communications. Acting on Advice of Integrity Commissioner 1. Where a trustee has received written advice from the Integrity Commissioner on a particular matter, the advice is binding on the Board in any subsequent consideration of the conduct of the trustee in the same matter as long as the trustee disclosed all relevant facts to the Integrity Commissioner at the time the advice was provided. Compliance with the Code of Conduct 1. The Education Act authorizes the Board of Trustees to impose one or more of three sanctions following an inquiry into whether the trustee has breached this code of conduct: a. Censuring the trustee; b. Barring the trustee from attending all or part of a meeting of the Board of Trustees or a meeting of the committee of the Board of Trustees; and c. Barring the trustee from sitting on one or more committees of the Board of Trustees, for the period of time specified by the Board of Trustees. Related Documents • York Region District School Board Operational By-Law • Appendix E: York Region District School Board Complaint Protocol for the Trustee Code of Conduct Page 336 of 347 Trustee Code of Conduct YORK REGION DISTRICT SCHOOL BOARD Trustee Code of Conduct ACKNOWLEDGEMENT AND UNDERTAKING I confirm that I have read, understand and agree to abide by the York Region District School Board Trustee Code of Conduct and the enforcement processes. DATE: ______ Please Print Name: ______ SIGNATURE: ______WITNESS: ______ Page 337 of 347 APPENDIX 3 APPENDIX F ADDENDUM TO THE YORK REGION DISTRICT SCHOOL BOARD OPERATIONAL BY-LAW Complaint Protocol for the Trustee Code of Conduct Objective The Board has established a Trustee Code of Conduct (“Code of Conduct”) to govern the conduct of its members and to provide transparency, accountability, and public confidence in its governance of the York Region schools. The Code of Conduct requires clear processes for ensuring the fair and timely resolution of complaints. This Complaint Protocol for the Trustee Code of Conduct (“Complaint Protocol”) describes how complaints are made, resolved, investigated and/or reported. Definitions Inquiry Includes an investigation. Integrity Commissioner Individual who is appointed by the Board of Trustees in accordance with Part 5, Accountability Framework of the York Region District School Board Operational By-Law. Trustees Elected members of the York Region District School Board, including the Chair of the Board. Staff members Employees of the York Region District School Board. Board The York Region District School Board, which is also referred to as the YRDSB. 1 Page 338 of 347 Complaint Protocol This Complaint Protocol describes informal and formal ways for members of the public, staff members and members of the Board of Trustees to address complaints concerning the conduct of trustees. The Complaint Protocol provides a number of ways to resolve complaints in addition to the process described in Section 218.3(2), Enforcement of Code of Conduct, of the Education Act which permits a member to bring an alleged breach directly to the attention of the Board. The Integrity Commissioner may provide advice to trustees, information to staff members, and members of the public as well as options for resolving complaints. These processes are intended to ensure that there is an opportunity to resolve complaints as expeditiously and meaningfully as possible. Informal Complaint Process 1. Individuals are encouraged to use informal means first to address conduct prohibited by the Code of Conduct. With the consent of the complaining individual and the trustee, the Integrity Commissioner may be a part of any informal process. 2. Individuals (including staff members of the Board, members of the public, or trustees) who have identified or witnessed conduct by a member of the Board that they believe is in contravention of the Code of Conduct may address the prohibited conduct as follows: a. advise trustees that the conduct contravenes the Code of Conduct; b. encourage trustees to stop the prohibited conduct; c. keep a written record of the incidents including dates, times, locations, other persons present, and any other relevant information; d. tell someone else (for example, the Chair of the Board, a senior staff member or an officer of the organization) about the concerns, any comments about the matter to the trustees and the response of the trustees; e. if applicable, confirm to the trustees the satisfaction with the response of the member of the Board; or, if applicable, advise the trustees of the dissatisfaction with the response; and f. consider the need to pursue a formal complaint as described in the Formal Complaint and Request for Inquiry Process. 3. The informal complaint process need not be used before a formal complaint may be brought. Municipal Pre-Election Period Limitation 4. If an informal complaint is brought to the attention of the Integrity Commissioner during the pre-election period described in Section 8 under the Request for Inquiries, the Integrity Commissioner may only participate in the informal process after the pre-election period has ended. Page 339 of 347 Formal Complaint and Request for Inquiry Process Requests for Inquiries 5. A request for an inquiry into a complaint that a trustee has contravened the Code of Conduct (the “complaint”) may be made to the Integrity Commissioner and if so, shall be made in writing on the prescribed form or in a similar format where it is from an individual. 6. All written complaints shall be signed by an identifiable individual but an individual may use initials or other anonymized identifiers in signing such a complaint. 7. A written complaint shall set out reasonable and probable grounds for the allegation that the trustee has contravened the Code of Conduct. The complaint should include the name of the trustee, the provision allegedly contravened, the facts constituting the alleged contravention, the names and contact information of witnesses, and contact information for the complainant during normal business hours, except where the complaint has been made on an anonymous basis. 8. In a Municipal Election year, a Code of Conduct complaint respecting a member who is seeking re-election may not be filed with the Integrity Commissioner during the period starting on Civic Monday and ending when a new Board is deemed organized under Section 6, Four-Year Term, of the Municipal Elections Act. Classification of Complaints by the Integrity Commissioner 9. The original written complaint shall be filed with the Integrity Commissioner for initial classification to determine if the matter is a complaint with respect to non-compliance with the Code of Conduct and not covered by other legislation or other Board policy. 10. If the complaint is not a complaint with respect to non-compliance with the Code of Conduct or the complaint is covered by other legislation or a complaint procedure under another Board policy, the Integrity Commissioner shall advise the complainant in writing as follows: a. if the complaint is an allegation of a criminal nature consistent with the Criminal Code of Canada, the complainant shall be advised that if the complainant wishes to pursue any such allegation, the complainant must pursue it with the appropriate police force; b. if the complaint is with respect to non-compliance with the Municipal Conflict of Interest Act, the complainant shall be advised to review the matter with the complainant’s own legal counsel; c. if the complaint is with respect to non-compliance with the Municipal Freedom of Information and Protection of Privacy Act, the complainant shall be advised that the matter will first be referred for review to the Information Access and Privacy Office of the Board; and d. in other cases, the complainant shall be advised that the matter, or part of the matter, is not within the jurisdiction of the Integrity Commissioner to consider, with any additional reasons and referrals as the Integrity Commissioner considers appropriate. 11. If the Integrity Commissioner is of the opinion that the formal complaint and request for an inquiry is frivolous, vexatious, or not made in good faith, or that there are no grounds or insufficient grounds for an investigation, the Integrity Commissioner shall not initiate an investigation, or, where that becomes apparent in the course of an investigation the Integrity Commissioner shall terminate the investigation. Page 340 of 347 Reports from the Integrity Commissioner: No Jurisdiction or Inquiry 12. The Integrity Commissioner may report to the Board that a specific complaint is not within the jurisdiction of the Integrity Commissioner. 13. The Integrity Commissioner shall report annually to the Board on complaints not within the jurisdiction of the Integrity Commissioner, but shall not disclose information that could identify a person concerned. 14. Other than in exceptional circumstances, the Integrity Commissioner will not report to the Board on any complaint described in Section 11 under Classification of Complaints by the Integrity Commissioner except as part of an annual or other periodic report. Formal Complaint Inquiries by the Integrity Commissioner 15. If a complaint has been classified as being within the Integrity Commissioner’s jurisdiction, the Commissioner shall prepare a preliminary report to the Board with any recommendations for an inquiry. 16. On motion by a trustee, the Integrity Commissioner may be instructed to make inquiries. 17. The Board shall consider the matter of whether to proceed with an inquiry of a breach of the Code of Conduct by a trustee at a Private (in camera) Board meeting. 18. On receiving instructions from the Board to conduct an inquiry, the Integrity Commissioner will proceed as follows: a. serve the complaint and supporting material to the trustee whose conduct is with a request that a written response to the allegation be provided within ten business days; b. provide a copy of the response provided to the complainant with a request for a written reply within ten business days; and c. if necessary, after reviewing the written materials, • speak to anyone relevant to the complaint, • access and examine any of the information requested from the Director of Education, and • access any Board work location relevant to the complaint for the purposes of investigation and settlement. Reports to the Board of Trustees 19. The Integrity Commissioner shall not issue a report finding a violation of the Code of Conduct on the part of any trustee unless the trustee has had reasonable notice of the basis for the proposed finding and any recommended sanction and an opportunity either in person or in writing to comment on the proposed finding and any recommended sanction. 20. The Integrity Commissioner may make interim reports to the Board where necessary and as required, to address any instances of interference, obstruction or retaliation encountered during the investigation. Page 341 of 347 21. The Integrity Commissioner shall report their finding to the complainant and the trustee no later than 90 calendar days after the complaint was filed. 22. Where the complaint is sustained in whole or in part, the Integrity Commissioner shall also report to the Board of Trustees outlining the findings, the terms of any settlement, or recommended corrective action or sanction. 23. Where the complaint is dismissed, the Integrity Commissioner shall not report to the Board of Trustees other than in an annual or periodic report or in exceptional circumstances. 24. Any recommended corrective action must be permitted in law, by-law or policy and shall be designed to ensure that the inappropriate conduct does not continue. 25. Where the Integrity Commissioner determines that a contravention of the Code of Conduct occurred although the member of the Board took all reasonable measures to prevent it, or that a contravention occurred that was trivial or committed through inadvertence or an error of judgment made in good faith, the Integrity Commissioner shall so state in the report and shall recommend that no penalty be imposed. 26. The Integrity Commissioner shall give a copy of the report to the complainant and the member whose conduct is concerned. 27. The Integrity Commissioner shall bring the report before the next meeting of the Board of Trustees. Duty of the Board of Trustees 28. The Board of Trustees shall consider and respond to the Integrity Commissioner’s report within 90 calendar days after the day the report is considered at a Board meeting. 29. In responding to a report from the Integrity Commissioner, the Board of Trustees may vary a recommendation to impose a sanction or refer the recommendation back to the Integrity Commissioner. Payment of Costs 30. A trustee who is a respondent to a complaint under this procedure shall be reimbursed for actual and reasonable legal and related expenses up to a maximum of $5,000. 31. In the case of an application under the Judicial Review Procedure Act for judicial review of actions taken on a complaint against a member of the Board by the Integrity Commissioner, a. where a trustee made the judicial review application, the member is eligible for reimbursement of legal costs, including additional legal costs in a successful application, that are not covered by the costs awarded by the court, up to a maximum of $20,000; and/or b. a trustee may apply for reimbursement of the legal costs of intervention in a judicial review application where the member’s interests are at stake, up to a maximum of $20,000. 32. The Board may consider the reimbursement of costs above the limit in Sections 30 and 31 (Payment of Costs) on a case-by-case basis. Page 342 of 347 33. Costs may be provided in advance of an investigation, if the Integrity Commissioner is of the opinion that the use of a lawyer by one or more of the parties would facilitate the carrying out of the investigation, and Section 35 (Payment of Costs) do not apply to the advance costs paid under this subsection. 34. Costs shall only be reimbursed under this section to the trustee: a. if the Integrity Commissioner concludes that there has been no contravention of the Code of Conduct by the trustee or that the trustee is not blameworthy, and the Integrity Commissioner’s conclusion is not overturned on judicial review; or b. where the Board of Trustees receives the Integrity Commissioner’s report on a violation and determines that it should not take any action. 35. Any award of costs shall be contingent on a report to the Board with input from the Integrity Commissioner and Corporate Counsel, as required. Confidentiality and Formal Complaints 36. A formal complaint will be processed as follows: a) The Integrity Commissioner and every person acting under her or his instructions shall preserve confidentiality with respect to all matters that come to their knowledge in the course of any investigation except as required by law in a criminal proceeding or in accordance with the provisions of this By-Law concerning reporting to the Board of Trustees. b) All reports from the Integrity Commissioner to the Board of Trustees will be made available to the public, with the exception of a preliminary report made under the Formal Complaint Inquiries by the Integrity Commissioner. c) Any references by the Integrity Commissioner in an annual or other periodic report to a complaint or an investigation shall not disclose confidential information that could identify a person concerned. d) In a report to the Board of Trustees on whether a trustee has violated the Code of Conduct the Integrity Commissioner shall only disclose such matters as in the Integrity Commissioner’s opinion are necessary for the purposes of the report. 37. Notice Under Section 218.3(6), Enforcement of the Code of Conduct, of the Education Act Related Documents • York Region District School Board Operational By-Law • Appendix E: York Region District School Board Complaint Protocol for the Trustee Code of Conduct • York Region District School Board Code of Conduct Formal Complaint Form History Drafted June 6, 2017 Page 343 of 347 APPENDIX 4 York Region District School Board Code of Conduct — Formal Complaint Form COMPLAINT OF ______ I, ______(full name), of the (City, Town etc.) ______(municipality of residence) in the Province of Ontario. STATE THE FOLLOWING: 1. I have personal knowledge of the facts as set out in this affidavit, because ______ ______. (insert reasons e.g. I work for... I attended a meeting at which... etc.) 2. I have reasonable and probable grounds to believe that: ______(specify name of Trustee) a member of the York Region District School Board, has contravened section(s)______(specify section(s)) of the Trustee Code of Conduct. The particulars of which are as follows: (Set out the statements of fact in consecutively numbered paragraphs in the space below, with each paragraph being confined as far as possible to a particular statement of fact. If you require more space please use the attached Schedule A form and check the appropriate box below. If you wish to include exhibits to support this complaint, please refer to the exhibits as Exhibit A, B etc. and attach them to this form.) Page 344 of 347 Please see the attached Schedule “A” □ DATED THIS DAY OF , 20 at the City/Town of in the Province of Ontario. ______ (Signature of person making the complaint) Page 345 of 347 Page ___ of ___ Schedule “A” (Additional Information) To the complaint form required under the Complaint Protocol – Formal Complaint of York Region District School Board Code of Conduct for Trustees. (If more than one page is required, please photocopy this blank page and mark each additional page as 2 of #, 3 of #, etc. at the top right corner.) ______ ______ ______ ______ ______ ______ ______ ______ ______ ______ ______ ______ ______ (Signature of Person Making the Complaint) Page 346 of 347 YORK REGION DISTRICT SCHOOL BOARD ROUTINE MEETINGS AND EVENTS JUNE 2017 ______ June 1, 2017 Special Education Advisory Committee Meeting 7:00 p.m. Board Room June 6, 2017 Policy and By-Law Committee Meeting 4:30 p.m. Room 200 June 6, 2017 Board Meeting 7:30 p.m. Board Room June 7, 2017 Joint Board Consortium 4:00 p.m. Board Room (YCDSB) June 8, 2017 Equity and Inclusivity Advisory Committee 7:00 p.m. Board Room June 13, 2017 Chair’s Committee Meeting 2:00 p.m. Room 200 June 13, 2017 Property Management Committee Meeting 5:00 p.m. Room 200 June 13, 2017 Board Standing Committee Meeting 7:00 p.m. Board Room June 15, 2017 Parent, Family and Community Engagement Advisory 7:00 p.m. Committee Meeting Board Room June 20, 2017 Special Chair’s Committee Meeting 2:00 p.m. Room 200 June 20, 2017 Board Meeting 7:30 p.m. Board Room July 10, 2017 Special Board Meeting 7:30 p.m. Board Room August 1, 2017 Special Chair’s Committee 2:00 p.m. Room 200 August 10, 2017 Special Board Meeting 7:30 p.m. Board Room August 22, 2017 (Tentative) Board Standing Committee 7:00 p.m. Board Room August 29, 2017 Chair’s Committee 2:00 p.m. Room 200 June 6, 2017 For further information, please contact Corporate Secretariat and Trustee Services or the Director of Education. 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