Around the Horseshoe
Limestone District School Board Trustees' Update Winter 2020
January Meeting Highlights
Presentation: After School Skills Development Program
OPSBA Report
Trustee Laurie French provided a brief update from the Ontario Public School Boards' Association November meeting, which was condensed to prepare for the Advocacy Day. The meeting included updates on consultation on Grants for Students Needs (GSNs), Autism Program Advisory Report; and a governance review of OPSBA. The Advocacy Day included more than 60 MPPs and information from OPSBA's recent Nanos survey regarding school board governance.
Student Trustee Report
Student Trustees Annika Putnam and Jessica Crook shared that during its recent InterSchool Council meeting in December, members discussed how other school boards run their elections for Indigenous Student Trustees. Consensus was that the election process should be similar to that of our existing Urban and Rural Student Trustees in Limestone. The goal is to ensure we have a strong leader to represent the Indigenous students across Limestone. Trustee Putnam is changing schools in semester two from Granite Ridge Education Centre to Sydenham High School but remains as Rural Trustee.
Report for Information: Student Identity Project Update
Superintendent of Education Michele Babcock provided an update on an earlier report about the Board's student identity-based data collection project. The intent of the census is to meet expectations identified in the Ontario Education Equity Action Plan to identify and eliminate discriminatory practices and systemic barriers and bias in schools and classrooms. The Board has since retained a vendor to assist with data collection as well as conducted series of information sharing sessions with student focus groups, committees and families. Work continues on survey development before survey administration. The census is scheduled to take place in April 2020.
Report Requiring Decision: 10-Year Capital and School Renewal Project
Superintendent of Business Craig Young reported on the Board's Multi‐Year Capital and School Renewal Project Plan for the current school year 2019-2020. Starting in 2011‐2012, the Board prepared a 10‐Year Capital ‐ School Renewal Project Plan that is updated each year and includes proposed activities under specific project types such as heating/mechanical, security, building envelope and accessibility upgrades and retrofits. In June 2019, the Board approved a budget including $19.2M in capital expenditures. The 10‐year school plan is based upon building condition reports, analysis from maintenance work orders, knowledge from facilities trades and maintenance staff and expertise from engineering and other consultants. Trustees approved the 10-Year Capital Plan.
Notice of Motion re Municipal Election Spending
Trustee Karen McGregor shared that the Municipal Elections Act requires that all candidate finances must be reported by March 29, 2019, which is five months after the October 22, 2018 election. During this period, there is an assumption that municipalities review reports to ensure compliance, and that any funders for candidate expenses have been declared as conflict of interest if their names/organizations come forward to the Board for any reason. Trustee McGregor asserted that this assumption is problematic as five months of business of the Board has already been conducted by the time the deadline for finances occurs. She put forth a motion that stated: That the Board, after each municipal election, request from municipalities audits related to each Trustee candidate, and that these results be shared with the Board of Trustees before the expiration of the appeal date. After much discussion, the following amended motion was passed unanimously: That Board after each election request elected trustees submit audited financial statements and they be shared with Board before appeal expiration date. She then moved to remove the word audited but added that asking for financial statements will show who received money and where potential conflict of interests may exist.
Internal Reports & Other Communications
Under Internal Reports and Other Communication, Trustees received Letter of Censure to Trustee Robin Hutcheon (October 2019) and Letter of Apology from Trustee Hutcheon (November 2019). Chair Ruttan indicated that the apology concludes the consequences imposed against Trustee Hutcheon.
External Reports & Other Communications
Chair Suzanne Ruttan indicated that the Board has received a series of letters, some of which call for review of Board of Trustees, while others are in support of work of the Board. Chair Ruttan said that many letters contain several inaccuracies, related to some matters that occurred before the current Trustees’ term. She read a statement to correct and clarify the misleading information and provide the facts.Transcript of Chair Statement re External Reports & Other Communications. A motion for a staff report on the costs associated with the hiring of an Integrity Commissioner was passed.
Private Session Update
Trustee Laurie French provided a public report of topics discussed in private session which took place before the public session. Trustee French shared that private session included labour and property updates in addition to information received from external legal counsel.
External legal counsel presented the following information:
1. Trustees were presented with legal risks which may exist where statements are made about staff or others based on unproven allegations prior to any proper and fulsome investigation of such allegations. In particular, Trustees were advised as follows:
a. Such statements, based on unproven allegations, can be construed as an “admission” of fault or liability by the Trustee, on behalf of the Board as a whole, and such admissions could attract financial or other liability for the Board and/or its Trustees and staff; AND
b. Such unproven allegations, once distributed, could be construed as slander, libel and/or defamation, by the person who is the object of the unproven allegations, where the statements are found to be untrue.
2. All policies, including the Code of Conduct, are in place to establish processes for how various matters should be dealt with. Such policies are for the protection of Trustees and the Board. Such policies must be followed. The Code of Conduct which is in compliance with Ministry standards, lays out a process for a Trustee to respond to censure decisions. In this case, as well as in the case of the former Trustee, neither censured Trustee responded to the censure decision despite that there was a process to do so. As a result, this matter should not be revisited.
Director's Annual Report
Director of Education Debra Rantz presented on 2018-2019 Director’s Annual Report that includes information on strategic goals and progress.
The report also highlights progress implementing Board Improvement Plan goals for improving fundamental math skills, promoting student pathways planning and supports and in creating equitable schools and classrooms.
February Meeting Highlights
Presentation: KCVI/QECVI Legacy Project
OPSBA Report
Trustee Laurie French provided a brief update from the Ontario Public School Boards' Association indicating that a significant amount of advocacy work has been occurring provincially. She shared that Grants for Student Needs (GSN) funding submissions from OPSBA were submitted as well as LDSB's submission which outlined about priority funding for staffing, mental health and school accommodation. Trustee French shared that there is much documentation on this advocacy work available to Trustees and constituents on the OPSBA website.
Student Trustee Report
Student Trustees Annika Putnam and Jessica Crook provided the following report. Trustee Crook had the opportunity to attend the Climate Action Committee meeting where she represented the students’ perspective on the use of funding for climate action projects within Limestone schools. She then asked InterSchool Council members for their thoughts on the projects and what climate action may already be occurring in their schools. They thought the program would be very beneficial to Limestone schools and would like to know if the Limestone Learning Foundation would like to offer a $1,000 grant to Interschool Council to divide the money evenly among the urban and rural high schools. Trustee Putnam reported that she and Trustee Crook chaired the first InterSchool Council meeting of 2020 and used most of our meeting to discuss ideas for their upcoming InterSchool event. They decided on a multi-activity event where teams from schools can compete for points in each station with the winner collecting the most by the end of the event. These teams will have the opportunity to create team names and themes which will drive the spirit of the event. The event will most likely take place during either the last week of April or the first week of May.
Report for Information: Indigenous Education
Superintendent of Education Krishna Burra provided an update based on request for further information related to spending of Indigenous funding at January 15, 2020 Board Meeting. Initiatives related to Indigenous Education are reported to Trustees through the Strategic Plan twice per year, and at different times during the term of the Board. During the past year, there have been eight different reports. On annual basis, Trustees receive financial information regarding Ministry funding, including funds to support Indigenous Education. Both finance staff and staff responsible for supporting Indigenous programming submit reports to the Ministry at several points during year. Annually in the fall, staff responsible for Indigenous Education programming in Limestone seek feedback and input from Indigenous Education Advisory Council. Using the feedback and input, staff operationalize initiatives within required parameters provided by the Ministry. The Ministry requires funding be utilized in four areas: i) Supporting Students, ii) Supporting Educators, iii) Engagement and Awareness Building, and iv) Using Data to Support Student Achievement.
Report for Information: Integrity Commissioner
Superintendent of Business Craig Young provided this report as requested at the last Board meeting in lieu of a governance review. Practice of employing integrity commissioners in municipal sector is long standing, introduction of integrity commissioners in education sector is relatively new. There are currently 5 of 72 school boards utilizing services of integrity commissioner. Integrity commissioner is usually accountable to and reports directly to Board of Trustees. Their primary responsibility is usually to investigate and assess complaints regarding possible breaches of the Trustee Code of Conduct. The Integrity Commissioner’s responsibilities may also include: opinions on board policy, educational programs on ethics and integrity issues and maintain files on inquiries and complaints. It is difficult to estimate the exact cost as number of complaints and complexity of investigations that will be the cost drivers. Due to confidentiality clauses, detailed info was not available in most cases. However, York Region DSB released an information report in October 2019 detailing 2018-2019 costs at about $121,000. Expected hourly rate could vary between $275 - $500 per hour. Later in the agenda under Requests for Information, Trustees discussed a second report on an integrity commissioner to include sharing an integrity commissioner and/or having LDSB ombudsman. Chair Ruttan asked for will of Board about asking staff to complete a subsequent report. The request fails 5-4. No further report will be provided.
Report for Information: Selection of the Director
Chair Suzanne Ruttan provided report based on information from Superintendent Young on the Selection Process for the New Director of Education following the retirement of current Director Debra Rantz in August. The Selection of Director of Education is outlined in Board Policy 17 and includes retainment of consultant to assist in organizing the screening and selection process. Director's Selection Committee shall review, rank and short‐list candidates to be interviewed by the Board. In keeping with Broader Public Sector procurement directives, formal Request for Proposal process will obtain proposals from search firms. Trustees approved the RFP for Selection of Director.
Report for Information: School-Year Calendar
Associate Superintendent Scot Gillam provided update to January 29, 2020 Education Policy & Operations Committee Meeting where staff recommended earlier start due to late Labour Day. Provincial regulations require school year start on or after September 1 and end on or before June 30. Every school year shall include min of 194 school days. To meet required 194 days and maintain integrity of Professional Activity Days, school must begin prior to Labour Day. Also, three boards in Tri-Board Student Transportation consortium (LDSB, HPEDSB and ALCDSB) have agreed upon common calendar to share costs.More than 2,700 people responded to an online survey seeking feedback and 61 per cent of survey respondents and HPEDSB and ALCDSB indicated a preference for PA Day on August 31 with students starting September 1. This recommendation was approved by Trustees and will now be submitted to Ministry by March 1 for approval.
Appointment to Special Education Advisory Committee
Associate Superintendent Alison McDonnell presented report on Appointment of Special Education Advisory Committee (SEAC) Member for 2019-2022. Provincial regulations state that every school board shall establish a Special Education Advisory Committee that shall consist of one representative from each local association that operates within area of jurisdiction of the board to no more than 12 representatives. Currently there are eight organizations represented. Easter Seals Ontario has nominated Candace Roberts for representation on LDSB SEAC. Staff recommend that the Board appoint Candace Roberts as the SEAC member representative for Easter Seals. Trustees approved the appointment as presented.
Private Session Update
Trustee Laurie French provided a public report of topics discussed in private session which took place before the public session. Trustee French shared that private session included updates on safe schools, labour and one legal matter with no motions arising
Limestone District School Board
Email: communications@limestone.on.ca
Website: www.limestone.on.ca
Location: 220 Portsmouth Avenue, Kingston, ON, Canada
Phone: 613.544.6920
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Twitter: @LimestoneDSB