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 PROPOSED OCCUPANCY DATE: ‐ Sprinklers – 100% complete Electrical – 99% complete AUGUST 31, 2017 Controls ‐ 99% complete Door & Hardware – 98% complete REVISED DATE: PA & Telephone – 95% complete NOVEMBER 27, 2017 Windows ‐ 100% complete SCHEDULING: Interior Finishes – 99% complete ON SCHEDULE Landscaping – 88% complete
ARCHITECT: SNYDER ARCHITECTS INC. CATHEDRAL #2 ELEMENTARY SCHOOL (EC) Site Services – 80% complete CONTRACTOR: Footings and Foundations – 100% complete REMO CONSTRUCTION LTD. Masonry – 75% complete Structural Steel – 80% complete START DATE ON SITE: Roofing – 0% complete MAY 25, 2017 Mechanical ‐ HVAC – 20% complete ‐ Plumbing – 40% complete PROPOSED OCCUPANCY DATE: ‐ Sprinklers – 20% complete JULY 31, 2018 Electrical – 40% complete Controls ‐ 0% complete Door & Hardware – 0% complete SCHEDULING: PA & Telephone – 0% complete ON SCHEDULE Windows ‐ 0%complete Interior Finishes – 0% complete Landscaping – 0% complete
Page | 2 Legend: Assistant Managers of Construction JL – Jennifer Lang MF – Michael Ferreira EC – Emil Caraghin COMPLETED PROJECTS IN WARRANTY
Projects
BARBARA REID PUBLIC SCHOOL (MF) ARCHITECT: Formal Occupancy granted by the Town of ZAS ARCHITECTS INC. Whitchurch‐Stouffville Building Department on August 10, 2017 Building under warranty until September 2018. CONTRACTOR: EVERSTRONG CONSTRUCTION LTD.
December 12, 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
APPENDIX 2
YORK REGION DISTRICT SCHOOL BOARD RECOGNITION OF HERITAGE/SIGNIFICANT MONTHS/DAYS
Background:
At the October 2016 Chair’s Committee meeting Corporate Communications shared research related to the recognition of heritage/significant months/days by trustees at Board meetings. Chair’s Committee requested that a list of heritage months and celebrations for the upcoming year be scheduled for consideration by Chair’s Committee in December annually.
Since January 2017, York Region District School Board has been recognizing heritage months and celebrations through the following:
Public website: recognize events identified in the holidays and observances calendar; and heritage months. Twitter: tweets regarding heritage months and tweeting to some specific events that may occur throughout the year at individual sites. Board meetings: recognition is done informally by the Director during “information items” and formally and informally by trustees during “special announcements.”
Rationale:
Corporate Communications has reviewed the list of months and days recognized by the Province of Ontario (as listed on the Ministry of Citizenship website) and other significant days that the Board has recognized through the mediums listed in the Background.
While other dates may be added on an ongoing basis, it is recommended that the Board formally recognize the heritage months listed in Appendix A at the appropriate regular monthly Board meetings. Other heritage or notable dates that trustees may wish to recognize during Special Announcements are outlined in Appendix B.
Relationship to Board Priorities:
This report reinforces the Board’s commitment to the engagement of students, staff, parents/guardians and community members in public education. It also emphasizes positive relationships among students, staff, parents/guardians, and community members.
Estimated Cost:
Not applicable.
Timeline:
Immediate. Recommendations:
That the York Region District School Board approve the following recommendations.
1) That the 2018 Heritage and History Months, outlined in Appendix A of the staff report, 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, do so as part of Special Announcements at the appropriate regular monthly Board meeting.
Communications Implementation Plan:
Coordinating Council of Superintendents November 22, 2017 Chair’s Committee December 5, 2017 Board Meeting December 12, 2027
Appended Data:
Appendix A – 2018 Heritage Months Appendix B – Month/Week/Day Descriptions
Respectfully submitted,
December 5, 2017
For further information, please contact Corporate Communications or the Director of Education.
Appendix A
2018 Heritage Months Month Tamil Heritage Month January Black History Month February Bangladeshi Heritage Month March Greek Heritage Month March Sikh Heritage Month April Asian/South Asian Heritage Month May Dutch Heritage Month May Jewish Heritage Month May National Aboriginal History Month June Italian Heritage Month June Portuguese Heritage Month June Hispanic Heritage Month October LGBTQ History Month October Islamic Heritage Month October Albanian Heritage Month November Hindu Heritage Month November
APPENDIX B
Month/Week/Day description Month/Date Lincoln Alexander Day January 21 Holocaust Awareness Day January 27 Family Literacy Day January 27 Family Day February 20 Pink Shirt Day February 22 Heart Month February Irish Heritage Day March 17 International Women’s Day March 8 Earth Hour March 25 Co-op Education Week March date TBD World Water Day March 22 Social Work Month March National Nutrition Month March Autism Awareness Day April 2 Day of Pink April date TBD World Health Day April 7 Pause to Play Day April date TBD Vimy Ridge Day April 9 Earth Week April date TBD Pitch In Canada Week April date TBD Day of Silence April 17 Earth Day April 22 Holocaust Memorial Day – Yom ha-Shoah April /May TBD National Volunteer Week/Month April 23-29 Administrative Professionals Day April 26 National Day of Mourning April 28 Allergy Awareness Week (first week) / Food Allergy Awareness Month May 1 -5 Education Week May 2 -6 Support Staff Appreciation Day May 3 South Asian Arrival Day May 5 International Day Against Homophobia May 17 Ontario Flag Day May 21 No Tobacco Day May 31 Aboriginal Awareness Week May date TBD Mental Health Week May date TBD Peace Tree Day June 1 World Environment Day/Week June 5 Portugal Day June 10 United Empire Loyalists Day June 19 National Aboriginal Day Jun 21 National Day of Remembrance for Victims of Terrorism June 23 Canadian Multiculturalism Day June 27 Bike Month June Peace Tree Month June Brain injury awareness month June Emancipation Day August 1 Ukrainian Heritage Day September 7 International Literacy Day September 8 World Suicide Prevention Day September 10 Franco-Ontarian Day September 25 Ally Week September 26-30 Orange Shirt Day September 30 Child Abuse Awareness Month October Mental Illness Awareness Week October 2 – 8 Walk to School Day/Week October 5 World Teacher Day October 5 World Mental Health Day October 10 Local Government Week October 16 - 22 International Eradication of Poverty Day October 17 Waste Reduction Week October 17 - 23 Spirit Day October 20 Child Care Worker and Early Childhood Educator Appreciation Day October 26 Healthy Workplace Month October International Walk to School Month October Autism Awareness Month October Learning Disabilities Awareness Month October Character Community Week October date TBD Take Me Outside Day October 27 Media Literacy Week October 31 - Nov 4 National Skilled Trades and Technology Week October 31 - Nov 6 York Region Crime Prevention Week November date TBD Take Our Kids to Work Day November 2 Remembrance Week November 5-11 Remembrance Day November 11 Treaties Recognition Week November 5-11 Anti-Bullying Week (3rd week) November 13 -19 International Day of Tolerance November 16 Transgender Day of Remembrance November 20 Universal Children’s Day November 20 Holodomor Memorial Day November - 4th Friday CPR Awareness Month November Financial Literacy Month November World AIDS Awareness Day December 1 International Day of Disabled Persons December 3
APPENDIX 3
MEMORANDUM TO: Chair’s Committee
FROM: Jeff Fair Senior Manager, Legal, Legislative and Administrative Services
DATE: December 5, 2017
RE: School Bus Cancellation Zones
At the November 1, 2017 Joint Board Consortium meeting, a motion was passed to review the cost and program implications of creating bus cancellation zones for days of inclement weather.
Historically, school bus service cancellation occurs in conjunction with the York Catholic District School Board (YCDSB) and involves cancelling all school bus service region wide. This approach recognizes the diverse programming offered throughout York Region where many students are transported outside their local communities and municipalities to attend school.
Creating school bus cancellation zones does not recognize the diverse programming provided to students. Further, it would impede student transportation in instances where the same bus is used to transport students who reside in different cancellation zones. In these scenarios additional buses would need to be contracted.
A review conducted by Student Transportation Services to create one busing zone for Georgina shows a requirement of an additional thirty one school buses. The cost to contract these buses is estimated at an annual cost of $1.2 million dollars.
RECOMMENDATION:
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.
MEMORANDUM TO: Chair’s Committee
FROM: Lisa Reinhardt Manager, Corporate Secretariat and Trustee Services
DATE: December 5, 2017
RE: YORK REGION DISTRICT SCHOOL BOARD TRUSTEE BY-ELECTION POST ELECTION REPORT AND INVOICE
The Town of Georgina has submitted their invoice (Appendix 1) for payment and the 2017 York Region District School Board By-Election Post Election Report (Appendix 2).
RECOMMENDATION
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.
26557 Civic Centre Road Keswick, Ontario L4P 3G1 905-476-4307
GEORGINA
November 22,2017
via email : lisa. rei [email protected]
York Region District School Board Attn: Lisa Reinhardt 60 Wellington St. W. P.O. Box 40 Aurora, ON L4G 3H2
Dear Ms. Reinhardt,
RE: York Region District School Board Trustee By-Election lnvoice
As discussed previously, I have enclosed a copy of the invoice for the York Region District School Board Trustee By-election. I have also included a copy of our 2017 York Region District School Board By-election Post Election report.
Should you require anything further, please feel free to contact me.
Sincerely,
Rachel Dillabough Deputy Clerk
A vgeorgrna .ca Jl raceboot.com/TownofGeorgina Ul @georginatown El youtube.com/georginatown
INVOICE APPENDIX 1 CORPORATION OF THE TOWN OF GEORGINA Customer Number : YORKRO2 lnvoice Number: 3007 26557 CIVIC CENTRE ROAD R,R. #2 lnvoice Date : 21 -Nov-201 7 KESWICK, ON L4P 3G1 Customer P.O. No. Phone: (905)4764301 Fax: (905)476-8100 Due Date : 21-Dec-2017 lssuing Department : OFFICE OF THE CLERK
YORK REGION DISTRICT SCHOOL BOARD 60 WELLINGTON STREET W P.O. BOX 40 AURORA, ON L4G 3H2
Product Description Quantity Unit Price Amount
Mtsc Miscellaneous 1.0000 38,839.0000 $38,839.00 YORK REGION DISTRICT SCHOOL BOARD BY-ELECTION; Permanent Positions Mtsc Miscellaneous 1.0000 7,976.3800 $7,976.38 Other Payroll Costs MISC Miscellaneous 1.0000 309.6800 $309.68 Travel Expenses Mtsc Miscellaneous 1.0000 2,812.8600 $2,812.86 Postage MISC Miscellaneous r.0000 3,819.0700 $3,819.07 Advertising Mtsc Miscellaneous 1.0000 1,754.7800 91,754.78 Printing MISC Miscellaneous 1.0000 1,030.3200 $'1,030.32 Software Licences & Maintenance Mtsc Miscellaneous 1.0000 2,930.2000 $2,930.20 Building Rentals Mrsc Miscellaneous 1.0000 30,558.5200 $30,558.52 Equipment Rental MISC Miscellaneous 1.0000 120.7800 $120.78 Miscellaneous
Total Gross $90,151.59 GST/HST Registration Number : R122979347 GST/HST $0.00 Total lnvoice $90,151 .59
APPENDIX 2
THE CORPORATION OF THE TOWN OF GEORGINA
REPORT NO. CS-2017-0061
FOR THE CONSIDERAT¡ON OF COUNCIL NOVEMBER 15, 2017 SUBJECT. 2017 YORK REGION DISTRICT SCHOOL BOARD BY-ELECTION - POST ELECTION REPORT
1. RECOMMENDATION:
1. That Council receive Report No. GS-2017-0061, prepared by the GIerk's Division, Gorporate Services Department dated November 15,2017, respecting the 2017 York Region District School Board By-Election.
2, PURPOSE:
The purpose of this report is to provide Council with a summary report of the statistical data and processes utilized during the 2017 York Region District School Board By-Election.
3. BAGKGROUND:
On April 4,2017, the Trustees of the York Region District School Board declared a by-election to fill the Georgina Trustee vacancy. In accordance with the Municipal Elections Act, 1996 S.O. 1996, c32, Sched. (the "Act"), it is the responsibility of the Clerk to manage election matters, expenditures and other resources in a manner which contributes to the fair and transparent election process.
1. LegislativeFramework
The Town Clerk is granted the statutory responsibility and authority to conduct municipal and school board elections every four years, as well as by-elections when required.
Some of the more notable powers and duties of the Clerk with respect to the conduct of elections are as follows:
Powers of clerk 12. (1) A clerk who is responsible for conducting an election may provide for any matter or procedure that, (a) is not othenuise provided for in an Act or regulation; and - Page 2 of Report No. CS-2017-0061-
(b) in the clerk's opinion, is necessary or desirable for conducting the election
Forms (2) The power conferred by subsection (1) includes power fo esfab/lsh forms, including forms of oaths and statutory declarations, and powerto require their use.
Electors and candidates with disabilities 12.1 (1) A clerk who is responsible for conducting an election shall have regard to the needs of electors and candidates with disabilities.
Notice by clerk 13.(1)Any notice or other information that this Act requires the clerk to give shall be given in a form and manner and at a time that the clerk cansiders adequate to give reasonable notice or to convey the information, as the case may be. lnformation about rights under Act l9lTha ¡larlz chall nrr¡,ida ala¡-fnre oanr!írlnfae nnrl rlÂre.ìnc ¡¡thn ara alinihla tn hø lè/ t t rv vrv, t\ v, tsr. l¿, vt vv, electors with information to enable them to exercise their rights under this Act. Deputy returning office and other election officials 1 5(1) When if is necessary to conduct an election, the clerk shall appoint a deputy returning officer for each voting place established under secflon 45 and other election officials for the election and for any recount that the clerk considers are required.
Delegation 152'!''t-f The' clerk mav deleoate to a denutv-r"-J returnins""v officer-"' or other election officia! any of the clerk's powers and duties in relation to an election, as he or she considers are required.
Number and location of voting places 45. (1)The clerk shall establish the number and location of voting p/aces for an election as he or she consrders most convenient for the electors. Accessibility 45(2) ln establishing the locations of voting places, the clerk shall ensure that each voting place rs accessible to electors with disabilities.
2. Principles
Principles for governing the conduct of elections are developed over time. Election principles include:
a) The integrity of the process should be maintained throughout the election; b) The secrecy and confidentiality of the individual votes is paramount; c) The election should be fair and non-biased; d) The election should be accessible to the voters; - Page 3 of Report No. CS-2017-0061-
e) There should be certainty that the results of the election reflect the votes cast; f) Voters and candidates should be treated fairly and consistently within the Town; s) A proper majority vote decides the election by ensuring that valid votes are counted and invalid votes are rejected.
3. Costs
Applicable provisions of Section 7 of the Act state:
7(1) Unless an Act specifically provides otherwise, fhe cosfs incurred by the clerk of a local municipality in conducting an election shall be paid by the local municipality. 1996, c. 32, Sched., s. 7 (1).
(3) Despite subsection (1), the local municipality shall be reimbursed for its reasonable cosfs in the following situations:
2. When the clerk conducts a by-election for a local board or an upper-tier municipality or the Minister, or a recount in such a by- election.
4. ANALYSIS
1. Gandidate, Elector and Other lnformation
Candidates
Five individuals were certified as candidates for the By-election. The candidates (in alphabetical order) were:
Rick Boudreau Cynthia Cordova Megan Houston Robin Legault Justin Porter
Each candidate for Trustee was provided with an information package containing relevant legislation, rules, procedures and forms. Clerk staff reviewed all materials with candidates at the time of nomination filing. - Page 4 of Report No. CS-2017-0061-
Electors
The number of eligible electors was 29,554. Because campaign spending limits are based on elector count, the statutory spending limit for candidates in the School Board Trustee By-Election amounted to $33,545.55. Attachment 1
Candidate Financial Statements
The campaign period for the 2017 Ward 1 By-Election begins on the day the candidate is registered and ended on August8,2017. On or before August 8, 2017, candidates are required to file a financial statement and auditor's report with the office of the Town Clerk. The statement and report must accurately reflect the candidate's election campaign finances. An auditor's report is not required if the total contributions received and total expenses incurred in the election campaign are each equal to or less than $10,000. Finally, financial statements are to be filed even if the candidate withdrew a nomination, did not actively campaign or filed a Notice of Extension.
New amendments to the Act provide that if candidates timely file campaign financial statements, they are eligible for a refund of their candidate filing fees ($1oo¡.
Two candidates, Rick Boudreau and Cynthia Cordova, did not meet the campaign financial statements deadline. ln accordance with the Act, the Clerk provided notice of the failure to the candidates and made public the information regarding tlralllg vglqvrlÄafar rlf rr¡ifhinYYrlrrrrr ôl'ìvv vqJsr,lorra qlrvlaffar \/nfvvllllv inn vqJ¡ñarr IDr vrvvsrrl rrcr ranf fn Qanfinn eC ,?lO\ nf fha Municipal Elections Act, the penalties for default described in subsection (2) did not take effect for Cynthia Cordova as the candidate filed Form 4 (Financial Statement) and paid the $500 penalty to the Clerk prior to September 7 ,2017. As Rick Boudreau was not elected Trustee, the remaining prescribed penalty for default in this case is that they are prohibited from being elected or appointed to positions governed by the Act until after the 2018 municipal election. Notice of default has been posted on the Town's 2017 Ward 1 By-election webpage. Attachment 2 ln accordance with Section 88.33, an elector who believes that a candidate has contravened a provision of the Act relating to election campaign finances may apply for a compliance audit of the candidate's election campaign within 90 days of a specified date. For this By-election, those dates are:
Gandidate Filins Date Audit Request Deadline Rick Boudreau August 14,2017 November 14,2017 Cynthia Cordova Auqust 16.2017 November 13,2017 Megan Houston Auqust 3.2017 November 6,2017 Robin Legault Julv 7, 2017 November 6,2017 Justin Porter Julv 27,2017 November 6,2017 - Page 5 of Report No. CS-2017-0061-
Advertisement
ln addition to weekly advertisement in the Georgina Advocate regarding the nomination process and the election events, staff utilized the Town's website and social media accounts to provide updated election information.
2. Voting Locations
The public was notified that eligible voters would be allowed to vote on any day and at any polling location during poll openings. Staff estimated that the number of likely voting electors warranted two (2) advance voting events in addition to the voting day locations.
Advanced voting opportunities were held at the following times and listed locations:
Locations Dates Times W.J. Watson Saturday, June3,2017 10:00 a.m. to 6:00 p.m Public School- 162 Carrick Ave., Keswick, ON
Sutton Public Saturday, June3,2017 10:00 a.m. to 6:00 p.m School - 5147 Baseline Rd., Sutton. ON
Locations Date Times Keswick High Saturday, June 17,2017 10:00 a.m. to 6:00 p.m School - 100 Biscayne Blvd., Keswick, ON
Georgina Civic Saturday, June 17,2017 10:00 a.m. to 6:00 p.m Centre - 26557 Civic Centre Rd., Keswick, ON
Morning Glory Saturday, June17,2017 10:00 a.m. to 6:00 p.m Public School- 29478 Highway 48. Pefferlaw. ON
Voting day was June 23, 2017 and electors were able to cast votes during the following times and at the listed locations:
Location Time R.L. Graham Public School, 70 Biscayne 10:00 a.m. to 8:00 p.m Blvd., Keswick, ON
W.J. Watson Public School, 162 Carrick 10:00 a.m. to B:00 p.m Ave., Keswick, ON - Page 6 of Report No. CS-2017-0061-
The ROC, 26479 Civic Centre Rd., 10:00 a.m. to B:00 p.m 26479 Civic Centre Rd., Keswick, ON
Sutton Public School, 5147 Baseline Rd., 10:00 a.m. to B:00 p.m Sutton, ON
Morning Glory Public School, 29478 10:00 a.m. to B:00 p.m Hiqhwav 48. Pefferlaw, ON
3. Roving Polls
Section 45(7) of the Act requires that on voting day, a voting place shall be pi"ovided on the prem¡ses of the following:
1. An institution for the reception, treatment or vocational training of members or former members of the Canadian Forces. 2. An institution in which, on September 1, 20 (twenty) or more beds are occupied by persons who are disabled, chronically ill or infirm. 3. A retirement home in which, on September 1, 50 (fifty) or more beds are occupied. Roving Polls were held on voting day between 10:00 a.m. and 6:00 p.m. at I locations in Georgina. Election staff assigned to these locations were Personal SupportWorkers (PSW) and/or Developmental SupportWorkers (DSW) who have had additional specialized training and accreditation working with individuals with soecial't- - - - neecls 4. Voting proxy
Voting proxy certification was available at the Clerk's office at the Civic Centre for both advance vote days between noon and 5:00 p.m. and on voting day during regular business hours. For this By-election, one (1) proxy application was certified.
5. Voter participation rates
During the 2014 Municipal Election, the voter participation rate was 36.55%. The voter participation rate for the 2017 York Region District School Board Trustee By- Election was 2.09%. The total number of ballots were certified as follows:
Ballot Box Boudreau Cordova Houston Leqault Porter Total W.J. Watson Public 0 11 0 0 2 13 School June 3,2017 Sutton Public School 0 18 3 0 4 25 June 3,2017 - Page 7 of Report No. CS-2017-0061-
Keswick High School 0 31 3 6 1 41 June 17,2017 Georgina Civic Centre 0 I I .l 3 '13 June 17,2017 Morning Glory Public 0 11 4 0 8 23 School June 17.2017 R. L. Graham Public 4 109 43 3 14 173 School June23,2017 W. J. Watson Public 5 48 15 0 I 77 School June23,2017 The ROC 5 70 15 2 9 101 June 23,2017 Sutton Public School 4 35 18 'lI 17 75 June 23,2017 Morning Glory Public 1 21 I 0 14 44 School June23,2017 Roving Polls 6 I 6 I 6 34 June 23,2017 Total Votes 25 370 116 21 87 619
Ballots Declined 3 Ballots Unmarked I Ballots Reiected 2
The Declaration of Results can be found at Attachment 3
6. Use of Municipal Voterview (MW) software
The Town entered into a long-term contract with VoterView (Datafix) in 2014. Voterview receives elector information from MPAC on behalf of the Town and populates a database for election use.
The VoterView software program enables generation of a number of customized reports and allows statf to update voter information and record votes cast. Any changes in individual elector information are captured on the database and manually reported to MPAC. ln the event of another by-election, MPAC data sent to VoterView is compared with information in the database in order to accurately record eligible voting populations. The use of the VoterView program also allowed anytime, anyplace voting. Without such a program (which has the benefit of recording real time votes) anytime, anyplace voting would not be possible.
7. Budget and Gosts
On March 16, 2017 staff provided York Region District School Board with an estimated cost of a Trustee By-election totaling $162,534.51. The total estimated and actual costs detail are as follows: -Pa eSofRe rt No. CS-2017-0061-
Gategory Estimate Actual
Tabulator equipment and $33,346.30 $30,558.52 related services, and ballots Voter notification & postaqe $26,500 $8,386.71 Staff Support $57,234 $46,815.381 General Stationary and Office $20,000 $o Supplies Office Equipment $3,000 $0 Travel Expenses $1.204.21 $309.68 Mobile Phones $1,500 $o Software Licences and $4,000 $1,030.32 Maintenance Contracted Services $5,000 $o Buildinq rentals $9,750 $2,930.20 Miseellaneous $1,000 $120.78 Total: $162,534.51 $90,151.59
Subsequent to staff's estimated budget to the York Region District School Board, staff began exploring potential cost savings. Through analysis of likely voting electors and immediate past experience with a Ward 1 By-election, significant cost savings were found in the following areas:
Tabulator Equipment and related services and ballots: Significant savings were realized thr"ouoh carefu! consideration of the number and locations of pollina locations. Reduction of the number of voting events allowed staff to utilize less tabu lators and tabu lator operators.
Voter Notification and Postage: Staff determined that significant savings could be realized by mailing general notification cares instead of individual postage cards to each qualified voter.
General Stationary and Office Supplies: Staff were able to utilize supplies procured during the previous two election cycles.
Mobile Phones: Because there were less non-Town staff placed in supervisory positions, additional cell phones were not needed.
Building Rentals: Fees for building rentals were minimized by utilizing school f^^i[+;^^ ..,1^^^^.,^. l€lt/llll,ltlÐ VVI llil lliVltl VtJùÐlLrlç.^^^^¡1^t^
1 Staff supporl costs include elections workers, lT staff, and Municipal Law Enforcement personnel who were required to be present at school locations during school day. - Page 9 of Report No. CS-2017-0061-
8. Training and Staffing
All election staff were required to attend a mandatory training session prior to election duty. A training session was held for each voting event. Town staff were recruited first in order to take advantage of previous election experience and ensure consistent practices.
Staff recruited election workers and developed training materials. Each voting location was staffed by the following team of election workers:
Location Date Election Staff W. J. Watson Public School June 3,2017 Supervisor Deputy Returning Officer (1) Election Assistant (1) Revision Clerk (1) lT staff member Clerk staff member Sutton Public School June 3,2017 Supervisor Deputy Returning Officer (1) Election Assistant (1) Revision Clerk (1) lT staff member Clerk staff member Keswick High School June 17 ,2017 Supervisor Deputy Returning Officer (1) Election Assistant (1) Revision Clerk (1) lT staff member Clerk staff member Civic Centre June 17,2017 Supervisor Deputy Returning Officer (1) Election Assistant (1) Revision Clerk (1) lT staff member Clerk staff member Morning Glory Public School June 17,2017 Supervisor Deputy Returning Officer (l) Election Assistant (1) Revision Clerk (1) lT staff member R.L. Graham Public School June 23,2017 Supervisor Deputy Returning Officer (1) Election Assistant (1) Revision Clerk (1) lT staff member W. J. Watson Public School June 23,2017 Supervisor Deputy Returning Officer (1) Election Assistant (1) Revision Clerk (1) lT staff member Clerk staff member The ROC June 23,2017 Supervisor Deputy Returning Cfficer (1) - Page 10 of Report No. CS-2017-0061-
Election Assistant (1) Revision Clerk (1) lT staff member Sutton Public School June 23,2017 Supervisor Deputy Returning Officer (1) Election Assistant (1) Revision Clerk (1) lT staff member Morning Glory Public School June 23,2017 Supervisor Deputy Returning Officer (1) Election Assistant (1) Revision Clerk (1) lT staff member Rovinq Vote June 23,2017 Deputv Returnino Officer (4)
All training manual and aids are rewritten each election cycle with the goal of making them more user-friendly and relevant to each poll function. Additionally, aii eiection workers received instruction with respect to the eiection process, principles, and legislative requirements such as identification requirements, accessibility, and customer service. The limited amount of training time and sheer volume of materials to be taught made it challenging to provide the optimal amount of hands-on training. However, experienced Clerks staff were available for each location to handle potential challenges.
9. Voter information cards
Voter information cards were sent to every household in Georgina. Staff determined the information cards were an effective tool in communicating important by-election information while providing an opportunity for cost savings over individualized voter cards. Attachment 4
10. Election sign regulations
The Town of Georgina Sign By-Law was provided to all candidates. lt was available on the Town's webpage as well. There were a significant amount of inquiries regarding sign placement and content restrictions. ln order to remedy the confusion regarding the meaning and intent of the sign by-law and to respond to new legislation regarding third party advertisers and donations, staff intend to present a new sign by-law for Council consideration prior to the end of this calendar year.
11. Accessibility
To meet statutory obligations, the voting event locations were chosen for their accessible features. As noted above, election workers were provided instructions for assisting individuals with accessibility needs. ln addition, one location at each - Page 11 of Report No. CS-2017-0061-
advance vote day and on Voting Day was advertised as accessible.. On-site staff were trained in the use of the accessible equipment.
12. Voting Locations and Challenges
Voting locations for the by-election were primarily in schools. Overall, schools are utilized as a voting location as they provide accessibility and are generally central locations.
Although staff is cognizant of the reasons and purposes of the York Region District School Board Caring and Safe Schools Policy, inconsistent application of the policy created issues on Voting Day (which was a school day). For instance, in one location, staff were advised at after 5:00 p.m. at one of the schools, the doors would be locked and by-laws officers were not allowed to admit potential electors for voting purposes. At two other schools, there were different approaches to public access and it created stress and confusion among election staff.
lf staff are expected to conduct elections at schools during school days, clarification and uniformity regarding the policy on locked doors is required prior to the 2018 election. Staff is aware that other York Region municipalities have urged a scheduled PA Day for elementary schools on Voting Day in 2018 and Georgina Clerk's staff support this idea.
5. RELATIONSHIP TO STRATEGIC PLAN
This Report supports the following Strategic Goals:
GOAL 3: "Engage Our Community & Build Partnerships" - COMMUNICATION, ENGAGEMENT, COLLABORATTON & PARTNERSHIPS.
GOAL 4: "Provide Exceptional Municipal Service" - ORGANIZATIONAL & OPERATIONAL EXCELLENCE through adherence with the Municipal Elections Act.
6. FINAÌtlClAL AND BUDGETARY IMPACT:
Because this Report is solely for information purposes, there are no direct financial and budgetary impacts.
7. PUBLIC CONSULTATION AND NOTICE REQUIREMENTS:
This report is for information purposes only and is available in other formats to the public, upon request to the otfice of the Town Clerk. No public consultation or - Page 12 of Report No. CS-2017-0061-
specific notice provision is required prior to the induction of this report.
8. CONCLUSION:
Staff are submitting this Summary Report to Council, for information purposes.
The Trustee By-election included consideration of lessons learned from past election, implementation of new best practices and a focus on continuous improvement. The Clerk's Division would like to extend our thanks to the Town Residents, candidates, election workers and Town lT and Municipal Law Enforcement staff for their contributions toward a successful election.
Prepared by: Recommended by:
Rachel abou nosa, B , J.D. Deputy Clerk Clerk
Approved by: Approved by:
David Reddon Winanne Grant, 8.A., AMCT, CEMC Director of Corporate Services Chief Administrative Officer Deputy C.A.O. (A)
Attachment 1 - Final Certificate of Maximum Permitted Expenses Attachment 2 - Notice of Default Attachment 3 - Declaration of Resulfs Attachment 4 - Voter lnformation Card APPENDIX 5
MEMORANDUM TO: The Board of Trustees
FROM: Chair’s Committee
DATE: October 31, 2017
RE: REVISION TO COMMITTEE MEETING CALENDAR
It is recommended that the Committee Meeting Calendar be revised to include a Property Management Committee meeting on Monday, September 17, 2018, a meeting of the Joint Board Consortium on Wednesday, October 24, 2018 and a Special Board meeting on Wednesday, January 3, 2018.
RECOMMENDATIONS
That the York Region District School Board approve the following recommendation.
1) That a Property Management Committee meeting be scheduled on Monday, September 17, 2018.
2) That a meeting of the Joint Board Consortium be scheduled on Wednesday, October 24, 2018.
3) That a Special Board meeting be scheduled on Wednesday, January 3, 2018.
4) That the List of York Region District School Board Committee Meeting be updated to reflect these changes. (Appendix 1)
A ppendix 1 REVISED YORK REGION DISTRICT SCHOOL BOARD
2018 COMMITTEE MEETING DATES
January, 2018 April, 2018
3 Special Board Meeting 3 Policy and By-Law Committee 11 Special Education Advisory Committee 3 Board Meeting 16 Chair’s Committee 5 Special Education Advisory Committee 16 Policy and By-Law Committee 10 Parent, Family and Community 16 Board Standing Committee Engagement Advisory Committee 23 Property Management Committee 17 Property Management Committee 23 Board Meeting 17 Board Standing Committee 30 Chair’s Committee 24 Chair’s Committee 24 Budget Committee
February, 2018 May, 2018
1 Special Education Advisory Committee 1 Policy and By-Law Committee 6 Policy and By-Law Committee 1 Board Meeting 6 Board Meeting 2 Joint Board Consortium 7 Joint Board Consortium 3 Special Education Advisory Committee 8 Equity and Inclusivity Advisory Committee 8 Joint Parent, Family and Community 13 Parent, Family and Community Engagement Advisory Committee and Engagement Advisory Committee Equity and Inclusivity Advisory Committee 20 Property Management Committee 15 Property Management Committee 20 Board Standing Committee 15 Board Standing Committee 27 Chair’s Committee 22 Audit Committee 27 Budget Committee 29 Budget Committee
March, 2018 June, 2018
1 Special Education Advisory Committee 5 Chair’s Committee 6 Policy and By-Law Committee 5 Policy and By-Law Committee 6 Board Meeting 5 Board Standing Committee 8 Equity and Inclusivity Advisory Committee 7 Special Education Advisory Committee 20 Property Management Committee 12 Property Management Committee 20 Board Standing Committee 12 Board Meeting 26 Audit Committee 26 Chair’s Committee (Tentative) 27 Chair’s Committee
2018 Committee Meeting Dates Page 2
July, 2018 November, 2018
10 Board Meeting (Tentative) 1 Special Education Advisory Committee 6 Policy and By-Law Committee 6 Board Meeting
August, 2018 13 Parent, Family and Community
Engagement Advisory Committee 28 Chair’s Committee 20 Property Management Committee 28 Special Board Meeting (Tentative) 20 Board Standing Committee 28 Audit Committee
December, 2018 September, 2018 3 Inaugural Board Meeting 4 Policy and By-Law Committee 4 Chair’s Committee 4 Board Meeting 6 Special Education Advisory Committee 6 Special Education Advisory Committee 11 Board Meeting 13 Equity and Inclusivity Advisory Committee 13 Joint Parent, Family and Community 17 Board Standing Committee (Tentative) Engagement Advisory Committee and 17 Property Management Committee Equity and Inclusivity Advisory Committee 24 Audit Committee Meeting 25 Chair’s Committee
October, 2018
2 Policy and By-Law Committee 2 Board Meeting 4 Special Education Advisory Committee 9 Parent, Family and Community Engagement Advisory Committee 11 Equity and Inclusivity Advisory Committee 16 Property Management Committee 16 Board Standing Committee 24 Joint Board Consortium 30 Chair’s Committee
For further information, please contact the Director or Lisa Reinhardt December 5, 2017 APPENDIX 6
Trustee Appointments to Board Committees 2018
Audit Committee (Four-Year Term) Policy and By-Law Committee (December 1, 2014 to November 30, 2018) Peter Adams-Luchowski Anna DeBartolo Linda Aversa Susan Geller Loralea Carruthers Martin Van Beek Carol Chan Cynthia Cordova Chair’s Committee Anna DeBartolo Susan Geller Loralea Carruthers Juanita Nathan Cynthia Cordova Billy Pang Corrie McBain Martin Van Beek Juanita Nathan Billy Pang Ex-Officio: Corrie McBain
Director of Education Performance Property Management Committee Review Committee Peter Adams-Luchowski Linda Aversa Linda Aversa Loralea Carruthers Loralea Carruthers Cynthia Cordova Carol Chan Corrie McBain Cynthia Cordova Juanita Nathan Susan Geller Corrie McBain Equity and Inclusivity Advisory Juanita Nathan Committee Billy Pang Allan Tam Loralea Carruthers Martin Van Beek Allan Tam Special Education Advisory Committee Alternate: Carol Chan Linda Aversa Joint Board Consortium Carol Chan Allan Tam Anna DeBartolo Corrie McBain Alternate: Cynthia Cordova Juanita Nathan
Parent, Family and Community Student Discipline Committee Engagement Advisory Committee Peter Adams-Luchowski Anna DeBartolo Bill Pang (Vice-Chair) Cynthia Cordova Corrie McBain Alternate: Carol Chan Alternates: Loralea Carruthers and Juanita Nathan
Ontario Public School Boards’ Association **Election for these positions will occur at the December 12, 2017 Board Meeting.
Updated: December 6, 2017
APPENDIX 7
Trustee Optional Committee Participation 2018
Accessibility for Ontarians with *Mayor’s Youth Task Force, Disabilities Act (AODA) Town of Markham
Loralea Carruthers Juanita Nathan
Assessment and Evaluation Steering Program Planning Committee Committee Loralea Carruthers Carol Chan Carol Chan Corrie McBain Anna DeBartolo Corrie McBain Celebrating Student Success Billy Pang
Anna DeBartolo (West) Staff Awards Committee Carol Chan (Central) Cynthia Cordova (North) Cynthia Cordova Billy Pang (East) Anna DeBartolo
First Nation Liaison Committee Student Success Steering Committee
Cynthia Cordova Corrie McBain
First Nation, Métis and Inuit Well-Being Advisory Committee Education Steering Committee Carol Chan Cynthia Cordova Cynthia Cordova Corrie McBain Eco Team
Carol Chan
*Heritage Centre Advisory Committee, Richmond Hill
Peter Adams-Luchowski
*Heritage Richmond Hill
Carol Chan
*Markham Theatre Board
Billy Pang
* The committees identified with an asterisk is a four-year appointment from December 1, 2014 to November 30, 2018
Updated December 6, 2017
APPENDIX 8
YORK REGION DISTRICT SCHOOL BOARD BOARD MEETING SEATING ARRANGEMENT As of December 2017
Corrie McBain Chair
Juanita Nathan Lisa Reinhardt, Vice Chair Manager, Corporate Secretariat and Trustee Services Mingze Hong Student Trustee Loralea Carruthers Past Chair Stephanie Rico Student Trustee Cynthia Cordova
Billy Pang Martin Van Beek
Carol Chan
Peter Adams- Luchowski Allan Tam
L. Sirisko C. Roach Anna DeBartolo (Director) H. Sears Susan Geller S. Yake
S. Logue Linda Aversa K. Friedman K. Diakiw Audrey Ballard L. Johnstone Administrative Assistant D. McNaughton W. Muirhead- Toporek D. Cammaert
December 5, 2017
APPENDIX 9 Grand Erie District School Board Education Centre: 349 Erie Avenue, Brantford, Ontario N3T 5V3 (519) 756-63011 granderie.ca | [email protected] | Fax: (519) 756-9181
OFFICE OF THE CHAIR DiR CH AD SO TR ACTION □. □ □ O November 2, 2017 INFO 0 i/ □ □ □ amfcNOV2i2017 eg, i on a i i ^ 'NIT, The Honourable Mitzie Hunter, Minister of Education wiChurs> GwiJafrc Ministry of Education 14th Floor, Mowat Block 900 Bay Street Toronto, ON M7A1L2
Dear Minister Hunter,
I am writing to you, as directed by the Grand Erie District School Board, to express our growing concern with regard to the process used to date to address the important issue of fairness in compensation for our senior executives. The following motion was carried at a recent meeting of the Board:
"That the Grand Erie District School Board write a letter to the Ministry of Education, Treasury Board and MPP's to inform them of the increased pressure that this process has put upon our Director of Education, which has taken away from the Multi-Year Plan"
The Grand Erie District School Board was ready in May 201 7 to begin the consultation process in June. This required a great deal of work on the part of our executives and trustees. Since that time we have seen a number of delays and changes in approach that have required much time and effort from our Director as well as The Board. It is time to act and resolve the problems that persist. Our Board wants to retain and strengthen our focus on the Multi-Year Plan.
Our senior executives work hard in leading the Board toward our vision of "Success for Every Student." For many of them it has been several years since their compensation package was reviewed. During that time we have seen other workers in the education sector treated fairly. It is time to move forward and resolve this important issue.
Yours sincerely,
David Dean Chair, Grand Erie District School Board cc: Chairs of School Boards MPPs
SUCCESS for Every Student
Robin Pilkey APPENDIX 10 Chair and Trustee, Ward 7, Parkdale-High Park
5050 Yonge Street, 1st Floor Tel: (416) 395-8787 E-mail: [email protected] Toronto, Ontario M2N 5N8 Fax: (416) 397-3114
OrhICE OF THE CHAIR DIR CH AD so TR ! October 27, 2017 ACTION PK n INFO 0/ l# □ □ □ , □ □ a The Honourable Kathleen Wynne, M.P.P. Tfer NOV o 6 2017 Premier of Ontario Room 281, Main Legislative Building "ore Queen's Park Toronto, ON. M7A 1A1
The Honourable Dr. Eric Hoskins, M.P.P. Minister of Health and Long-Term Care 10th Floor, Hepburn Block 80 Grosvenor Street Toronto, Ontario M7A 2C4
The Honourable Mitzie Hunter, M.P.P. Minister of Education 22nd Floor, Mowat Block 900 Bay Street Toronto, Ontario M7A 1L2
Dear Premier Wynne, Minister Hoskins and Minister Hunter,
As Chair of the Toronto District School Board (TDSB), I am writing on behalf of the Board of Trustees to express our deep concerns about recommendations proposed in the Public Health Within an Integrated Health System report from the Minister's Expert Panel on Public Health.
This report recommends that public health units be integrated with Local Health Integration Networks (LHINs). The proposed boundaries for these new public health/LHIN units would divide the City of Toronto into three and divide some Toronto District School Board wards. This would mean that students in neighbouring schools in our city could be receiving public health services - like vaccinations and vision, hearing and dental screening - on different schedules or in different ways.
While schools in downtown Toronto would be clustered together, schools in Scarborough would be part of a health unit that extends to Peterborough while schools in North York and North Etobicoke would be part of a unit that includes York Region.
This structure would mean TDSB staff would need to liaise and co-ordinate with three individual public health entities in order to ensure students have access to these programs that are essential to health and well-being. Combining public health units with LHINs would require more staff time and resources. Moreover, separating our schools and our students into three separate public health units could be inefficient and unnecessarily complex.
Finally, in other jurisdictions where public health units have been combined with clinical/hospital care, public health measures have been neglected in order to focus on clinical care. This could result in cuts to public health services for students and families in the TDSB.
Our board opposes both the proposal to integrate public health units with LHINs and the recommended change in structure as these measures could have a negative impact on programs that are vital for student health and well-being.
On behalf of the TDSB Board of Trustees, I urge you to reject these recommendations and to put student health and well-being first.
Thank you for your time and attention,
Robin Pilkey, Chair, Toronto District School Board
Cc: Members, City of Toronto Board of Health John Tory, Mayor, City of Toronto Michael Barrett (Chair, Durham District School Board) Cathy Abraham (Chair, Kawartha District School Board) Loralea Carruthers (Chair, York District School Board) Angela Kennedy (Chair, Toronto Catholic District School Board) John Rinella (Chair, Durham Catholic District School Board) Michele Griepsma (Chair, Kawartha Catholic District School Board) Carol Cotton (Chair, York Catholic District School Board) Jean-Francois L'Heureux (Chair, Conseil scolaire Viamonde) Zaahirah Atchia (Chair, Conseil scolaire de district catholique Centre-Sud) APPENDIX 11
------Original message ------From: EDUCATION LABOUR AND FINANCE
The Ministry of Education acknowledges receipt of your correspondence about funding for Indigenous Languages classes to the Honourable Mitzie Hunter, Minister of Education, on November 14, 2017. The Ontario government recognizes the importance of providing educators, parents, students, and members of the general public with opportunities for offering meaningful input. Please be assured that your comments have been forwarded to the appropriate staff in the ministry, and that the minister or ministry staff will be responding to you as soon as possible.
APPENDIX 12
Ministry of Education Minister Mowat Block Queen’s Park Toronto ON M7A1L2
November 7, 2017
Loralea Carruthers [email protected]
Dear Chair Carruthers,
Thank you for submitting the board’s October deliverables. The board continues to demonstrate progress and show commitment and action to re-building public trust. There were many substantial deliverables for October, and I appreciate the work required to develop and submit the materials. I continue to hear from ministry staff who are working with staff in the board about the collaboration and community outreach taking place.
I am particularly pleased with the Equity Action Plan submitted in response to direction 7. The plan is robust and ambitious, and includes comprehensive engagement with the broader community. It is appropriately designed to provide the board with the necessary data and information to develop evidence-informed decisions and strategies leading to a strong Equity Strategic Plan. As you know, systemic racism, anti-Black racism, and Islamophobia were key issues that prompted the review of the board. As you move toward developing the Equity Strategic Plan, I trust that systemic racism, anti-Black racism, and Islamophobia will be addressed explicitly.
With respect to the other October submissions, I wish to address three issues specifically.
Firstly, for the director performance appraisal (direction 16), the policy and procedure submitted is missing an explicit reference to progress on the multi-year strategic plan as a basis for the director’s performance review. It is best practice that the director’s performance evaluation be based on the director’s job description and clearly aligned with the annual goals of the board’s multi-year strategic plan. Please update the board’s policy and procedure to reflect these points and re-submit the new policy and procedure by November 30, 2017.
Secondly, in my August letter to the board, I noted the need to develop evaluation frameworks in order to monitor and track progress effectively. Such frameworks entail distinguishing outputs from outcomes, naming short-, medium-, and long-term outcomes, naming precise performance measures or indicators for the short-term outcomes, and naming specific data collection tools. ...12 -2 -
I was expecting your October submissions to contain strong evaluation frameworks, but they did not. Evaluation frameworks for the board’s multi-year plan and the board improvement plan should form the content of direction 18 (monitoring tool) and are needed to support directions 13 (board advisory committees) and direction 15 (positive and inclusive space). Additionally, an evaluation framework should be established for direction 4 (re-building public trust).
I recognize that the board is currently reviewing its multi-year plan and I know that much of the work on the plan will happen in collaboration with the new director of education, whom the board is the process of recruiting. I also recognize that the multi-year plan, including its evaluation framework, will inform the evaluation frameworks for the other deliverables mentioned above.
I therefore direct the board to develop a robust evaluation framework (logic model, or other comparable model), for direction 18 in collaboration with the new director and submit this to me no later than March 9, 2018. Once this has been developed, I direct the board to develop robust evaluation frameworks for directions 4, 13, and 15 and submit these no later than April 13, 2018. As a support for all boards, the ministry recently released a multi-year strategic planning guide with supplementary tools and resources to support the development of such frameworks. The ministry has also partnered with the Ontario Education Services Corporation to give school boards access to professional facilitation services in evaluation and monitoring. Ministry staff are also available to offer support. Please make use of these resources.
Thirdly, for the board’s policy on international travel (direction 5), the board lost public trust because money was being spent without transparency and accountability. The new policy does not adequately address these issues. For travel to be approved, the learning must tie directly to the board’s goals outlined in the multi-year strategic plan and/or the board improvement plan. Further, the timing and process for approval must be transparent and provide the public with information within reasonable timeframes. The existing requirement that approval be obtained “prior to departure” is not a standard that ensures sufficient public notice and reasonable time for decision-making. Lastly, the report provided at a public meeting needs to contain a detailed itinerary and report on what was learned, not simply a list of recommendations. Until such time as the policy is re-written to my satisfaction, all travel is to remain suspended.
I have additional feedback on the board’s deliverables and will work with the ministry’s Chief Student Achievement Officer and Assistant Deputy Minister Cathy Montreuil who will convey my feedback to the board’s Interim Director Kathi Wallace.
...13 -3 -
Thank you, once again, for your hard work and dedication, and that of your board staff as well. I wish to reiterate my appreciation for the commitment the board has demonstrated to this important work.
I look forward to receiving ongoing reports about the board’s progress and I trust that, working together, we will rebuild public confidence in the York Region District School Board.
Sincerely,
Mitzie Hunter, MBA Minister
APPENDIX 13
From: Dave Barrow [mailto:[email protected]] Sent: Monday, November 27, 2017 3:35 PM To: Tallidis, Kathy
Good Afternoon, I have asked to staff to advise of the process that we understand will take place. I will forward another piece of correspondence following this.
My understanding of the process for determining locations of retail cannabis stores is as follows as per communications from the Province to date:
The Province has indicated that guidelines as to retail locations are under development with input from AMO. The guidelines are to achieve geographic distribution of stores across the province and reduce the number of illegal stores currently in operation. In addition, the guidelines have the objective of ensuring youth are protected including ensuring stores are not located in close proximity to schools. As municipalities are identified, letters from the Ministry of Finance will be sent to the municipal Clerk or CAO of that municipality. Ministry of Finance staff will also work to notify heads of Council in identified municipalities in advance of these letters and will work with these municipalities to continue an open dialogue to ensure Council’s perspectives are considered. The letters will request meetings with municipal staff, Ministry of Finance staff and the LCBO to discuss the guidelines and a process for siting stores, how the LCBO will address local concerns, and municipal interests in siting. Municipalities selected for initial stores will be identified on a website maintained by the LCBO at http://www/lcbocannabisupdates.com. In addition, a notice will be posted at the location to let the public know that a space has been selected for a proposed storefront. Before any decisions are made, there will be an opportunity for the public to ask questions and provide feedback on the proposed location, directly with the LCBO. More specific information on this process will be provided to staff in municipalities impacted at the appropriate time. On November 3, 2017 the first fourteen municipalities to host a retail cannabis location were announced. The municipalities identified are: Toronto, Mississauga, Brampton, Vaughan, Hamilton, Barrie, Kingston, Kitchener, London, Ottawa, Sault Ste. Marie, Sudbury, Thunder Bay and Windsor. The consultation process identified above will now begin for these municipalities.
To date, I have not seen anything that refers specifically to school board involvement in the process. Perhaps, if Richmond Hill is identified as site for a retail location in the future, the Town could ask the Province or LCBO to include the school board in any discussions related to a specific location.
Dave Barrow, Mayor Town of Richmond Hill 905-771-2493 [email protected]