Limestone District School Board
May 4, 2011
A Committee of the Whole Board (Policy) Meeting of the Limestone District School Board was held in the Board Room at the Limestone Education Centre, 220 Portsmouth Avenue, Kingston, on Wednesday, May 4, 2011, at 6:55 p.m.
H. Chadwick, Chair
L. French, Vice-Chair
Brenda Hunter, Director of Education
Darlene Kirkpatrick, Recording Secretary
Chair Chadwick called the meeting to order, welcoming those present to the meeting. She reported that regrets were received from Trustee Goodfellow.
DECLARATION OF CONFLICT OF INTEREST
No Trustee present declared a conflict of interest.
APPROVAL OF AGENDA
Chair Chadwick asked if there were any additions to the agenda.
Trustee Murray indicated that she would like the matter of SEAC Membership added to the agenda.
Chair Chadwick indicated that the matter of SEAC Membership would be added to the agenda, under the Other Business section of the agenda.
MOVED BY Trustee Jackson, seconded by Trustee Ruttan, that the agenda, as distributed, be approved.–Carried
Status of Policies as at April 22, 2011
Trustees reviewed the Status of Policies as at April 22, 2011.
Environmental Sustainability Advisory Committee – Terms of Reference
Trustees discussed whether the Environmental Sustainability Advisory Committee be established as a standing committee or an ad hoc committee.
Director Hunter explained the definitions of statutory, standing and ad hoc committees.
Trustees decided to review the Terms of Reference, prior to deciding if the Environmental Sustainability Advisory Committee be established as a standing committee or an ad hoc committee.
MOVED BY Trustee Jackson, seconded by Beavis, that the following Terms of Reference for the Environmental Sustainability Advisory Committee be approved:
6.5.0 Environmental Sustainability Advisory Committee
The Environmental Sustainability Advisory Committee (ESAC) is an advisory committee of the Limestone District School Board that provides an avenue for community involvement and receives advice and input from the community. The committee may make recommendations to the Board regarding the establishment and development of education programs and practices of the Board that are related to environmental sustainability. Specifically, the purpose of the ESAC is:
- to promote environmental sustainability education and awareness throughout the Limestone District School Board;
- to promote and pursue environmentally sustainable procedures, practices, operations and initiatives throughout the Limestone District School Board;
- to build system capacity for environmental sustainability through enhanced partnerships; and
- to foster understanding of, and commitment to, the principles of environmental sustainability among Limestone District School Board trustees, staff, students, parents, school councils and the public.
6.5.2 Powers and Duties:
- To facilitate the exchange of information and ideas among committee members and their respective organizations about environmental sustainability education, initiatives and practices of the Board.
- To increase awareness and understanding among committee members and their respective organizations about the environmental education, initiatives and practices of the Board.
- To seek advice and input from key stakeholders related to environmental sustainability education, initiatives and practices.
- To respond to the considerations of Limestone District School Board trustees, staff, students, parents, school councils and the public, and engage them in the sustainability process.
- To provide input into the Board Strategic Plan with regard to environmental sustainability.
- To make recommendations to the Board about environmental sustainability education, initiatives and practices.
- To advise in the development and review of guidelines, policies, procedures and communications that recognize, enable and promote environmental sustainability throughout the Board.
- To report to the Board subsequent to each ESAC meeting, and as requested by the Board.
The Board shall invite in writing all of the external organizations listed below to designate their representatives and alternates prior to the start of each annual term. Designated representatives shall be appointed to the Environmental Sustainability Advisory Committee by the Board for an annual term. Where an organization chooses not to provide a delegate the quorum shall be based on the final number of appointed members for the year.
- one representative from the KFL&A Public Health
- one representative from local environmental sustainability organizations, not to exceed 12
- one additional community member who is not a representative of a local association
- one representative from the Limestone District School Board School Council Liaison Committee
- Minimum 1 student trustee or designate from the Inter-School Council
- Two Trustees (1 Co-Chair elected annually by the Committee)
- one community member Co-Chair elected annually by the Committee
- One alternate for each representative, nominated by each organization and appointed by the Board
- The Director or designate(s), including one lead staff person (non-voting) and resource persons as required (non-voting)
- Aminimum of three times per school year.
In the absence of a quorum, an information only session may be considered following an adjournment. A report from such information session will be made at the next regular constituted meeting.
MOVED BY Trustee Jackson, seconded by Trustee Murray, that the Environmental Sustainability Advisory Committee become a standing committee of the Limestone District School Board, and that it be incorporated into Policy 10 (Committees of the Board).–Carried
Section 5.4.0 Audit Committee, Policy 10 (Committees of the Board)
Trustees reviewed the suggested amendments to Section 5.4.0 Audit Committee of Policy 10 (Committees of the Board).
Director Hunter reported that the Audit Committee was moved to a Statutory Committee in Policy 10, rather than a Standing Committee, noting that it will now become Section 5.4.0. She reported that the other revision is in Section 5.4.3, noting that the wording will be changed to “The Chair of the Audit Committee shall be a Trustee member of the Committee, elected by the members of the Audit Committee at the first meeting of the Committee in each fiscal year.”
MOVED BY Trustee Jackson, seconded by Trustee Crawford, that Section 5.4.0 Audit Committee of Policy 10 (Committees of the Board), as amended and appended, be referred to the Board for approval and inclusion in the Board’s Policy and Procedures Manual, under the appropriate section.–Carried
Section 6.4.0 Policy Committee, Policy 10 (Committees of the Board)
Director Hunter reported that the Board does have a Policy Committee, but it was not formalized in Policy 10. Trustees agreed that it should be, and that Section 6.4.0 Policy Committee be incorporated into Policy 10 (Committees of the Board).
Section 7.4.3 (Membership of the Director’s Review Committee), and Section 7.4.4. (Meeting), Policy 10 (Committees of the Board)
Trustees reviewed the suggested amendments to Sections 7.4.3 and 7.4.4 of the Director’s Review Committee of Policy 10 (Committees of the Board).
Director Hunter advised that the membership was amended to include that the Vice-Chair of the Board shall be the Committee Chair, and section 7.4.4 was amended to delete the words “Annually or every two years (See Policy 2)” and to substitute in lieu thereof the following:
- The appraisal committee shall be convened by a Board motion either annually or every two years (See Policy 2).
- Meetings shall be called by the Committee Chair as needed during the appraisal period.
Section 7.5.1 (Purpose) of Section 7.5.0 (Board Review/Self-Evaluation Committee), Policy 10 (Committees of the Board)
Director Hunter advised that the second bullet of Section 7.5.1 was amended to read as follows: “To complement the development process and review of the Strategic Plan.”
MOVED BY Trustee Jackson, seconded by Trustee Beavis, that Policy 10 (Committees of the Board), as amended and appended, be referred to the Board for approval and inclusion in the Board’s Policy and Procedures Manual, under the appropriate section.–Carried
Agendas and Reports
Chair Chadwick reported that at the April 20, 2011 Education/Human Resources Committee meeting, a suggestion was made that the matter of linking reports and background material to agendas on the Board’s website be considered at a future Committee of the Whole Board (Policy) meeting.
Trustee Jackson advised that he brought this matter forward at a recent Education/Human Resources Committee meeting as a result of the practices of other school boards (Waterloo Region and Ottawa-Carleton District School Boards) wherein they have direct links from the agendas posted on their websites to copies of reports. He said that concern was expressed that this would involve a lot more work for staff; therefore, he suggested that this be piloted for one committee, and then feedback could be provided to see if a lot more work is still a concern.
Concern was expressed that there might be reports of a sensitive nature which could not be shared with the public.
Trustee French indicated that she could support administrative reports in support of recommendations (action items) in Public Session being linked to agendas.
Trustees decided that the Director should decide if only one committee should be piloted, or if there should be hyperlinks in all agendas to reports.
Section 5.1.3 Membership of the SEAC Committee of Policy 10 (Committees of the Board)
Trustee Murray stated that during the last round of seeking membership for the SEAC Committee, she was approached by many community members to see about joining the SEAC Committee.
A discussion was held with regard to the number of persons sitting on the SEAC Committee.
Director Hunter indicated that she would review Ontario Regulation 464/97 and the Education Act to investigate if the number of members on SEAC is mandated, and to see if Section 5.1.3 of Policy 10 aligns with Ministry requirements. This matter is to be brought back to a future Committee of the Whole Board (Policy) meeting.
Committee to Rise and Report
MOVED BY Trustee French, seconded by Trustee Crawford, that the Committee of the Whole Board rise and report to the Board.–Carried
MOVED BY Trustee Jackson, seconded by Trustee Crawford, that the meeting adjourn at 8:15~p.m.–Carried