RPUTINE YORK REGION DISTRICT SCHOOL BOARD CHAIR’S COMMITTEE MINUTES OF MEETING #15 (PUBLIC) December 5, 2017 The public session of the Chair’s Committee meeting was held at 2:03 p.m. in Room 200 at the Aurora Education Centre on Tuesday, December 5, 2017 with the following committee members and resource staff present: L. Carruthers C. Cordova (via audio conference) C. McBain (Chair) J. Nathan B. Pang L. Johnstone L. Miguelo W. Muirhead-Toporek L. Reinhardt S. Yake Also in Attendance: Senior Manager, Legal, Legislative and Administrative Services J. Fair Regrets: Associate Director of Education, Schools K. Friedman APPROVAL OF AGENDA The agenda was approved as written. DECLARATION OF CONFLICT OF INTEREST Board Chair C. McBain 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 – OCTOBER 31, 2017 The minutes of the October 31, 2017 Chair’s Committee meeting were received for information. BUSINESS ARISING FROM THE MINUTES The Committee received the following updates on action items identified at the October 31, 2017 Chair’s Committee Meeting. CHAIR’S COMMITTEE MINUTES – PUBLIC SESSION PAGE 2 December 5, 2017 A response was sent to the Elementary Teachers’ Federation of Ontario – York Region on November 1, 2017. A response was sent to Thames Valley District School Board on November 1, 2017. Subject to confirmation of revisions to the Board’s Jurisdictional Learning policy and related policies governing trustee and staff participation in international travel by the Minister, the trustee request to attend a conference or workshop Outside of Ontario is pending. Staff is currently working with external vendors to develop the scope of work for upgrades to the Board Room to facilitate streaming of public meetings of the Board. Updates will be provided as the process progresses. Revisions to the election procedures outlined in the York Region District School Board Operational By-Law were approved at the Special Board meeting on November 28, 2017. All trustees were reminded of their responsibility to engage with members of their communities as outlined in the Plan to Rebuild Trust. Trustees discussed and passed a motion regarding Ontario’s plan to safely regulate the use and distribution of cannabis once it is legalized by the Federal Government at the November 7, 2017 Board Meeting. Letters were sent to all individuals identified by trustees. It was noted that staff will follow-up on the one outstanding action item regarding the Action Required correspondence from the Elementary Teachers’ Federation of Ontario – Provincial regarding the naming of schools and buildings after John A. Macdonald. An update will be provided at the next Chair’s Committee meeting. Going forward a written report outlining the status of action items will be included with each Chair’s Committee meeting agenda. RECOMMENDATIONS (*)1. That the York Region District School Board receive the staff report Construction Projects Review, as written. (Appendix 1) (*)2. That the York Region District School Board approve the following recommendations. (Appendix 2) 1) That the 2018 Heritage and History Months, outlined in Appendix A of the staff report dated December 5, 2017, be recognized at the appropriate regular monthly Board meetings. 2) That trustees wishing to recognize other heritage or significant months or days, outlined in Appendix B of the staff report dated December 5, 2017, do so as part of Special Announcements at the appropriate regular monthly Board meetings. CHAIR’S COMMITTEE MINUTES – PUBLIC SESSION PAGE 3 December 5, 2017 3. That the York Region District School Board continue to cancel school bus service in conjunction with the York Catholic District School Board and such cancellations continue to be region wide to ensure the safety and well-being of all students. (Appendix 3) 4. That the York Region District School Board approve the following recommendations. 1) That the 2017 York Region District School Board By-Election Post Election Report, prepared by the Municipal Clerk from the Town of Georgina, be received for information. 2) That staff be authorized to process the payment for the expenditure of $90,151.59 to the Corporation of the Town of Georgina to cover the costs associated with the 2017 Municipal By-Election to fill a trustee vacancy. (Appendix 4) 5. That the York Region District School Board approve the following recommendations. 1) That a Special Board meeting be scheduled on Wednesday, January 3, 2018. 2) That a Property Management Committee meeting be scheduled on Monday, September 17, 2018. 3) That a Joint Board Consortium meeting be scheduled on Wednesday, October 24, 2018. 4) That the List of York Region District School Board Committee Meeting be updated to reflect these changes. (Appendix 5) 6. That the York Region District School Board approve the Trustee Appointments to Board Committees for the year 2018. (Appendix 6) 7. That the York Region District School Board approve the Trustee Appointments to Optional Committees for the year 2018. (Appendix 7) 8. That the York Region District School Board approve the Board Meeting Seating Arrangement for the year 2018. (Appendix 8) (*)9. That the agenda for the December 12, 2017 Board Meeting – Public Session be approved, as written. CHAIR’S COMMITTEE MINUTES – PUBLIC SESSION PAGE 4 December 5, 2017 INFORMATION ITEMS French Immersion Costs Chief Financial Officer W. Muirhead-Toporek shared information requested by a trustee regarding the funding and costs associated with the French Immersion program. She noted that the Board is not spending more on all costs associated with the delivery of French Immersion programming beyond what is funded. 2016-2017 Audited Financial Statements Action The Committee received the 2016-2017 Audited Financial Statements for information. Required The report will be included in the December 12, 2017 Board meeting agenda for approval. Trustee Attendance at Meetings It was noted that trustee attendance at Board, Advisory and Board Committee meetings is recorded as part of the minutes of each meeting and a matter of public record. It was agreed that the Chair of each committee will be responsible for monitoring and addressing any concerns regarding trustee attendance at meetings. This information will be Action Required discussed among trustees and included in communications to trustees once the committee appointments are approved by the Board. Correspondence The Committee discussed and received for information correspondence from; Grand Erie District School Board (Appendix 9) Toronto District School Board (Appendix 10) The Ministry of Education (Appendix 11) The Minister of Education (Appendix 12) The Committee reviewed correspondence from the Town of Richmond Hill (Appendix 13) and requested a response be prepared confirming the York Region District School Action Board’s willingness to be included in future conversations regarding the location of Required cannabis dispensaries, as required. Applause! The committee received the December Applause! report for information. It was noted that Action Keswick High School students will provide a Choral Reading at the December 12, 2017 Required Board meeting as part of the Director’s Information Report. CHAIR’S COMMITTEE MINUTES – PUBLIC SESSION PAGE 5 December 5, 2017 Pending Items List The list of pending Board and Board Committee meeting agenda items was received for information. DISCUSSION ITEMS Minister’s Directions to the York Region District School Board Direction 5: International Travel and Jurisdictional Learning The Committee reviewed the report on Minister’s Direction 5 and discussed revisions Action based on feedback from the Minister. A revised report will be included in the Required December 12, 2017 Board meeting agenda package. Direction 11: Training on Data Collection (Human Rights) The Committee was provided information on Minister’s Direction 11 with insight into data collection, human rights training, clarification on training engagement for all trustees and senior staff, additional training dates, process clarity and engagement with Assistant Action Deputy Minister, Education Equity Secretariat P. Case. A revised report will be included Required in the December 12, 2017 Board meeting agenda package. Direction 17: Board and Trustee Services It was noted that revisions to the report clarify staff responsibilities, supports for trustees, structure and accountability and independence of existing incumbents to support trustees. Action Feedback on the report was provided and a revised report will be included in the Required December 12, 2017 Board meeting agenda package. December 5, 2017 For further information, please contact Board Chair C. McBain, Manager, Corporate Secretariat and Trustee Services L. Reinhardt or the Acting Director of Education. APPENDIX 1 CONSTRUCTION PROJECTS REVIEW REPORT DECEMBER 12, 2017 Page | 1 Legend: Assistant Managers of Construction JL – Jennifer Lang MF – Michael Ferreira EC – Emil Caraghin NEW ELEMENTARY SCHOOLS Projects ARCHITECT: BILL HOGARTH SECONDARY SCHOOL (JL) SNYDER ARCHITECTS Site Services – 100% complete CONTRACTOR: Footings and Foundations – 100% complete Masonry –100% complete PERCON CONSTRUCTION INC. Structural Steel – 100% complete START DATE ON SITE: Roofing – 99% complete Mechanical NOVEMBER 23, 2015 ‐ HVAC – 100% complete ‐ Plumbing – 100% complete