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April 22, 2014 - Committee of the Whole Board (Policy) Meeting
Committee of the Whole Board (Policy)  Meeting Minutes
Limestone District School Board
April 22, 2014


A Committee of the Whole Board (Policy) Meeting of the Limestone District School Board was held in the Barry C. O'Connor Board Room at the Limestone Education Centre, 220 Portsmouth Avenue, Kingston, Ontario on Wednesday, April 22, 2014 at 5:30 p.m.

Present:
Members/
Trustees:
G. Beavis
H. Brown
H. Chadwick
E. Crawford
L. French (Chair)
A. Goodfellow
D. Jackson (Vice-Chair)
P. Murray
S. Ruttan
Recorder:
M. Aitken, Records Management Coordinator

Chair French called the meeting to order, welcoming all present.

  • Approval of the Agenda
MOVED BY Trustee Jackson, seconded by Trustee Brown, that the agenda, as distributed, be adopted. Carried.

The Chair agreed, in consultation with the Trustees, to change the order in which the policies would be reviewed, from the order as presented on the agenda.

  • Declaration of Conflict of Interest
No declarations were made.

  • Policy 11 (Board Representatives) and Policy 10 (Committees of the Board) [Strategic Plan Ref 3.7.1g]
Trustees reviewed the suggested amendments to Policy 11 (Board Representatives), and discussed that as the Parent Involvement Committee (PIC) is now a statutory committee that includes trustee representation, its description and mandate under Sections 4.0.0, 4.1.0, 4.2.0, 4.3.0, and 4.4.0. should be moved from Policy 11 and inserted into Policy 10 (Committees of the Board).

Further, that the amended section in Policy 10, School Council Liaison Committee (Parent Involvement Committee/PIC), be renumbered to 5.50, 5.5.1, 5.5.2, 5.5.3, and 5.5.4., as amended and appended.

        MOVED BY Trustee Chadwick, seconded by Trustee Murray, that Policy 11 (Board Representatives) and 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.

4.      Policy 9 (Board Operations) (Item No. 7 on the Agenda)  
        [Strategic Plan Ref 3.10; 3.12 and 3.12.1b]

Trustees reviewed the suggested amendments to Policy 9 (Board Operations).

  • Employing an External Resource to Bring Policy 9 into Compliance with Robert’s Rules
Trustees discussed the matter of hiring an external resource person to ensure that Policy 9 is fully compliant with Robert’s Rules of Order.

MOVED BY Trustee Goodfellow, seconded by Trustee Jackson, that a lawyer or knowledgeable professional be hired to analyze Policy 9, and recommend changes for approval by the Board, to ensure that this policy aligns with Robert’s Rules of Order and the Board’s preferred practice.  Carried.

  • Adjustment to Heading of 3.4.14 and Addition of 3.4.15
Trustees reviewed the suggested amendment to the heading of 3.4.14 “Staff Reports Requiring Decision” of Policy 9 (Board Operations) to remove the word “Staff”.

Trustees discussed adding a section regarding public reports to Section 3.4.15, of Policy 9 (Board Operations).

MOVED BY Trustee Chadwick, seconded by Trustee Brown, that the Section 3.4.14 Heading read “Reports Requiring Decision” and that a new section, Section 3.4.15 Reports for Information be added to Policy 9 (Board Operations), and 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.

  • The Management of Private Session Documents (Sections 7 and 12)
Trustees reviewed the suggested amendments to Section 7, Board Minutes, of Policy 9 (Board Operations).

MOVED BY Trustee Goodfellow, seconded by Trustee Chadwick, that Section 7, Board Minutes, of Policy 9 (Board Operations), as amended and appended, be referred to the Board for approval and included in the Limestone District School Board’s Policy and Procedures Manual, under the appropriate section. Carried.

Trustees reviewed the suggested amendments to Section 12, Closed Session (In-Camera) of Policy 9 (Board Operations).

MOVED BY Trustee Jackson, seconded by Trustee Chadwick, that the Section 12.9.1, 12.9.2, 12.9.3, 12.10.0, 12.10.1, 12.10.2, and 12.10.3, Closed Session (In-Camera) of Policy 9, (Board Operations) be amended to read:

“12.9.0      Provision of Minutes and Documents

12.9.1  Private session minutes outlining the key areas of consideration shall normally be provided to trustees in advance of the meeting where such minutes would be approved.

12.9.2          Each page of private session minutes shall be clearly marked confidential, shall be accessible electronically through a password protected transmission, and shall be stored in a secure location within the office of the Director of Education.

12.9.3          Sensitive information related to private session matters that may be deemed to compromise provisions included in section 12.1.0 shall not be included in the minutes.

12.10.0   Provision of Private Session Information:  Documents

12.10.1   Reports and documents in support of private session matters shall normally be provided to trustees in advance of the meeting where such minutes would be approved.
                 
12.10.2   Each page of private session documentation shall be clearly marked confidential, shall be accessible electronically through a password protected transmission, and shall be stored in a secure location within the office of the Director of Education.

12.10.3   Sensitive information related to private session matters that may be deemed to compromise provisions included in section 12.1.0 shall be provided to trustees during the meeting at which the matter shall be discussed, and returned to the Director of Education by each trustee for secure storage or shredding  prior to the Board rising and reporting.

Carried as amended.

  • Scheduling of Regular Board Meetings, Section 3, Policy 9
MOVED BY Trustee Goodfellow, seconded by Trustee Jackson, that the Section 3.1.0 Time of Regular Meetings, and Section 3.2.0 Changing Time and or Place of Policy 9, Board Operations be amended to read:

“3.1.0         For the months of September, October, November, January, February, March and April regular meetings of the Board shall be he held on the second Wednesday of each month commencing at 6:00 p.m. at the head office of the Board. For the months of May, June and August, the Board Meeting shall normally be held the third Wednesday. The December Board Meeting shall be held in accordance with Policy 9, Sections 1.1.0 and 1.1.1.”

  • and further  –
“3.2.0        The Board may agree, by resolution, no later than its previous regular meeting, to a change in the date, starting time or location of such regular meetings.

In extraordinary circumstances, such as inclement weather, the Chair, Vice-Chair or designate, in consultation with the Director, may make a decision to change the date, time or location of a regular meeting.”

Carried as amended.

Trustees requested that the Director edit the sections noted above and bring the revised language back to the Board for approval at the next meeting.

  • Revisions to Practices and Policy Changes Regarding Student Trustees:
Trustees reviewed and discussed the suggested amendments to Section 25.1.1 Responsibilities of Student Representatives, iv. a), b), and c), regarding student trustee participation in Private Session, Section 25.1.1 v. Representation g), regarding the payment of OSTA-AECO fees and approved expenses, and h) regarding chaperones at approved overnight events for student trustees, of Policy 9 (Board Operations).

MOVED BY Trustee Jackson, seconded by Trustee Chadwick, that the section be amended to read:

“25.1.1 iv. c)        Student trustees shall return all private session materials to the Chair of the Board prior to exiting the meeting and not receive them in advance of the meeting.”

MOVED BY Trustee Goodfellow, seconded by Trustee Jackson, that Section 25.1.1, Responsibilities of Student Trustees, of Policy 9 (Board Operations), as amended and appended, be referred to the Board for approval and included in the Limestone District School Board’s Policy and Procedures Manual, under the appropriate section.

Carried as amended.

The Director was requested to provide further language for Board consideration regarding student supervision and chaperoning.

5.      Trustee Representation on Joint Health and Safety Committee
(Item No. 6 on the Agenda) [Strategic Plan Ref 2.1.4]

        Trustees reviewed Administrative Policy AP404 and the most recent review of the Health and Safety Terms and Conditions (2012), as distributed, regarding the matter of trustee representation.

        MOVED BY Trustee Goodfellow, seconded by Trustee Beavis that at the next earliest reasonable opportunity, as per the Terms of Reference, trustee representation on the Joint Occupational Health and Safety Committee be discontinued.

Trustee Murray suggested the following friendly amendment:

That the motion be amended to include the following wording, “and that the Board meet its oversight responsibility through updates and reports from staff at the Property/ Operations and Education/Human Resources Committees, in accordance with trustees’ governance role.”

Trustees agreed to the above-noted friendly amendment. Therefore, the motion was amended to read as follows:

MOVED BY Trustee Goodfellow, seconded by Trustee Beavis that at the next earliest reasonable opportunity, as per the Terms of Reference, trustee representation on the Joint Occupational Health and Safety Committee be removed, and that the Board meet its oversight responsibility through updates and reports from staff at the Property/Operations and Education/Human Resources Committees, in accordance with Trustees’ governance role.

Carried as amended.

6.      Policy 5 (Trustee Code of Conduct) (Item No. 5 on the Agenda)
[Strategic Plan Ref 2.1.4]

Trustees viewed the Private session report and Appendices A – G, as well as the comparison document comparing the Ontario Public School Boards’ Association (OPSBA) Code of Conduct template with the Limestone District School Board’s (LDSB) Code of Conduct, as distributed at the meeting and as previously discussed at the January 21, 2013 Committee of the Whole Board (Policy) meeting. Trustees agreed that further analysis of the comparison of the documents was needed. The Director was asked to insert specific sections from the OPSBA document into the current Policy 5 for Trustees’ discussion at a subsequent meeting.

        MOVED BY Trustee Jackson, seconded by Trustee Goodfellow, that the Committee of the Whole Board move into Private Session. Carried.

        The Board moved into Private Session at 8:45 p.m.

Private Session

Trustees discussed the reports at length, and the suggested amendments to Policy 5 (Trustee Code of Conduct) provided by the Director, as instructed to draft in follow-up to issues raised at the August 22, 2012 Regular Board Meeting, the Committee of the Whole Board (Policy) Meeting of October 3, 2012, and the January 21, 2013 Committee of the Whole Board (Policy) meeting, using the Ontario Public School Board’s Template, a comparison with Limestone District School Board Policy 5, and a checklist provided by an outside legal consultant.

Trustees requested that the requirements from OPSBA be put in bold font for clarification.

Trustee Goodfellow withdrew from the meeting at 9:04 p.m.

Chair French thanked Director Hunter for her thorough comparison and diligence required for this expansive task.

Committee to Rise and Report
        
Chair French called for a motion for the Board to rise and report, and that the information, as noted above, be made public.

        MOVED BY Trustee Brown, seconded by Trustee Beavis that the Board recess and reconvene in Public Session.  Carried.

        The Board reconvened in Public Session.
        
7.      Board Awards - Policy 10 (Committees of the Board) (Item No. 4 on the Agenda)  [Strategic Plan Ref 3.1.0d]

Trustees reviewed the suggested additions to Policy 10 (Committees of the Board), regarding the matter of the Board Awards process becoming a standing committee of the Board, and reviewed, as appended, the terms of reference for the Limestone Student Achiever’s Award, Limestone Award of Excellence, Outstanding Service Award, J. C. McLeod Excellence in Teaching Award, Barry C. O’Connor Excellence in Support Staff Award, and Wess Garrod HEAL Award. Trustees discussed the addition to Section 6.6.0 of Policy 10 (Committees of the Board).

MOVED BY Trustee Chadwick, seconded by Trustee Murray, that Policy 10 (Committees of the Board), 6.6.0 – 6.6.2, as amended and appended, be referred to the Board for approval and included in the Limestone District School Board’s Policy and Procedures Manual, under the appropriate section. Carried.

8.      For Information

School Guidelines for the 2014 Municipal Election

Trustees discussed the unpublished draft of the proposed Guidelines for Schools and School Council related to Upcoming Trustee Elections, as distributed.

Chair French suggested that the link to the OPSBA (Ontario Public School Board’s Association) website be added to the list of websites on page 5 of the document. The Director will bring this forward to the Communications Department.

9.       Other Business

Electronic Polling Practices

Trustee Murray informed the Board that there is not a policy around electronic polling, and advised that the Special Education Advisory Committee (SEAC) and the Environmental Sustainability Advisory Committee (ESAC) both practice this type of informal polling of members for feedback, due to challenges in attendance. Trustee Murray suggested altering the term of membership on these committees from two years to four years, and that this be brought forward to the next Policy Meeting.

10.     Next Meeting Date

        As required.
        
11.     Adjournment
        
        Chair French called for a motion to adjourn the meeting.

        MOVED BY Trustee Jackson, seconded by Trustee Murray, that the meeting adjourn. Carried.

        The meeting adjourned at 9:43 p.m.