Education/Human Resources Committee
January 23, 2008
A meeting of the Education/Human Resources Committee was held in the Board Room on Wednesday, January 23, 2008, at 4:30 p.m.
H. Brown, Chair
T. Giles, Principal, Literacy & Numeracy Secretariat
D. Kirkpatrick, Recording Secretary
A. Labrie, Superintendent of Human Resources
N. Marsh, Superintendent of Education
W. Toms, Manager, ITS and Planning Officer
P. Warren-Chaplin, Superintendent of Education
Chair Brown welcomed those present to the meeting and called the meeting to order. She reported that regrets were received from Trustee Crawford.
Approval of Agenda
Chair Brown advised that the order of items listed on the agenda would be changed to consider Items 7 (Composition of the Enrolment Pressures Ad Hoc Review Committee for James R. Henderson Public School), 8 (Accommodation Review Facilitator Job Description) and 6 (Review of November 21, 2007 Minutes) prior to the other items listed on the agenda.
MOVED BY Trustee Jackson, that the agenda, as amended, be adopted.–Carried
Enrolment Pressures Ad Hoc Review Committee – J.R. Henderson Public School
At the January 16, 2008 Board meeting, a motion was approved to have items 8 through 15 contained in the administrative report regarding an Enrolment Pressures Ad Hoc Review Committee for J.R. Henderson Public School referred to the January 23, 2008 meeting of the Education/Human Resources Committee.
Trustee Murray stated that since the Board meeting, she has met with the Director, and the Director addressed her concerns. She thanked the Director for doing so. Trustee Murray stated that she is comfortable with the composition of the Committee as it stands now.
Information was distributed with regard to the mandate of the Enrolment Pressures Ad Hoc Review Committee for James R. Henderson Public School. The mandate of the committee is very specific: to provide recommendations to the Board of Trustees to address the current enrolment pressures at James R. Henderson Public School.
The J.R. Henderson Public School is currently at 100% capacity, including portable classrooms. Current projections show the enrolment growing slightly over the next couple of years, followed by a slight annual decrease through 2021. For three of the past four school years, the actual enrolment has exceeded projected enrolment by the following FTE amounts: 2007 – increase 3.5, 2006 – increase 28, 2005 – decrease 15.5, 2004 – increase 19.5. In the event that the actual enrolment for September 2008 in any given grade necessitates the creation of one or more additional classes, it is likely that there would be no space to accommodate this situation.
The committee will be comprised of the Trustees of the participating schools (one of whom will serve as Chair), the Principals, teachers and parent representatives of each of the participating schools, in order that those closest to the issue have the opportunity to review data and explore multiple solutions and alternatives. Board personnel will support the work of the committee as required. The committee may choose to investigate multiple alternatives including, but not limited to, relocation of specific classes, relocation of specific grades, relocation of specific programs and/or school boundary modifications. The committee has the mandate to recommend one or more solutions to the Board, but any recommendations provided by the committee may not affect 50% or more of the students in any given school, as stipulated in Board Policy 15
Once the committee has completed its review, the chair of the committee will present the recommendations to the School Enrolment/School Capacity Committee (SE/SCC) of the Whole Board. The SE/SCC will review the recommendations and present a recommendation to the Board. Any recommendations with a suggested implementation date of September 2008 must be presented to the Board of Trustees prior to the regular Board meeting of May 21, 2008. Any further recommendations from the committee must be provided by February 15, 2009. These dates have been designed to coincide with the elementary school staffing schedule in the event that recommendations have implications for teacher placement or transfer. Any such implications would be addressed in collaboration with ETFO local, in accordance with local staffing practice and with the ETFO/Limestone
In response to comments around the timing in the preceding paragraph, Superintendent Labrie stated that if the Board wanted a recommendation in place for September 2008, then the recommendation would have to be approved by the Board no later than its meeting of May 21, 2008 to do so. He said that if the Board did nothing and the school’s enrolment increased in September 2008, there may not be room at the school to accommodate the additional students. In that case, there may be a small group of people making decisions without input provided by the broader community.
Trustee Murray stated that the process is very transparent and she looks forward to receiving the report of the committee.
MOVED BY Trustee Goodfellow, the Education/Human Resources recommends to the Board, that the Board approve the mandate of the Enrolment Pressures Ad Hoc Review Committee – James R. Henderson Public School which is to provide recommendations to the Board of Trustees to address the current enrolment pressures at the school; and further; that items 8 through 15 from the Initial Draft of the Composition of the J.R. Henderson PS Enrolment Pressures Ad Hoc Committee of January 16, 2008, be approved, as follows:
8) A common communication regarding the mandate, composition and operational expectations for the committee shall be communicated to the Principal, staff and School Council within five working days of the Board’s resolution to proceed. Each School Council Chair will be responsible for arranging their school’s parent representative(s) and communicating this information to the Principal of their school. Each Principal shall be responsible for facilitating the staff’s selection process for the staff representatives, and for reporting the names and contact information of all representatives to the Recording Secretary of the Board within 10 days of the committee being announced;
9) The first meeting of the committee is to be held prior to February 15, 2008. The date for the meeting will be selected by the Chair. A meeting schedule, and the frequency of subsequent meetings, will be determined by the committee;
10) Public notice of committee meetings will be provided through school newsletters, letters to the school community and the Board’s web site. All meetings of the committee will be open to the public. Minutes will be posted on the Board’s web site, as well as in the four participating schools. The committee will provide information to the affected school communities on an ongoing basis. Unless otherwise arranged, all meetings of the committee will take place in the Board Room at the Board Office on Portsmouth Avenue;
11) A package containing preliminary data and relevant background documentation shall be delivered to committee members at least five days in advance of the first meeting of the committee;
12) The initial meeting will include an overview presentation by Board staff of preliminary data used to support the recommendation for the creation of the committee;
13) At least one committee meeting shall occur where members of the general public will be provided with the opportunity to present information or ask questions of the committee. Such meeting will be publicly advertised through local media outlets, in addition to the regular methods of communication to school communities;
14) In the event the committee makes recommendations for implementation in September 2008, these recommendations must be presented by the Committee Chair to the Limestone District School Board no later than its regularly scheduled May 21, 2008 meeting. Final recommendations from the committee should include suggested time lines for implementation where possible, and must be forwarded to the Board no later than February 15, 2009;
15) As an ad hoc committee of the Board, the committee will adhere to the operational protocols expressed in Board Policies #9 and #10 to ensure a transparent, democratic, and respectful process.
Accommodation Review Facilitator Job Description
At the January 16, 2008 Board meeting, a motion was approved to have the job description for the Accommodation Review Facilitator position referred to the January 23, 2008 meeting of the Education/Human Resources Committee for discussion, with direction that information concerning qualification and compensation aspects be provided at the meeting.
After discussion, the job description as presented at the January 16, 2008 Board meeting was amended to add under Summary of Duties and Responsibilities the following:
• other duties as assigned by the Director of Education
The job description was further amended to delete the words “a school or school board environment” after the words “Minimum of 10 years working in” under Qualifications, and to substitute in lieu thereof the words, “an educational environment and/or experience in community leadership” so that the sentence reads “Minimum of 10 years working in an educational environment and/or experience in community leadership.”
MOVED BY Trustee Jackson, the Education/Human Resources Committee recommends to the Board, that the job description of the Accommodation Review Facilitator position as amended to add under Summary of Duties and Responsibilities the following sentence “Other duties as assigned by the Director of Education” and to delete the words “a school or school board environment” after the words “Minimum of 10 years working in” under Qualifications, and to substitute in lieu thereof the words, “an educational environment and/or experience in community leadership” so that the sentence reads “Minimum of 10 years working in an educational environment and/or experience in community leadership.”, be approved; it being noted that the position is to be advertised publicly, and further, that the
Director of Education be requested to provide to the Board of Trustees, information on the budget and method of compensation for this position.–Carried
Review of November 21, 2007 Minutes
At the January 16, 2008 Board meeting, the Education/Human Resources Committee Minutes of November 21, 2007 were referred to the Education/Human Resources Committee for review as concern was expressed about an individual adding comments made by parties, other than the individual himself/herself, to the minutes.
Trustee Chadwick stated that she had no problem with amending the Education/Human Resources Committee Minutes of November 21, 2007 to include the comments made by Trustee McLaren, as follows:
"Trustee McLaren stated that she had some grave concerns about this issue based on her 10 years’ experience as a citizen escort with Corrections Canada. She noted that her training included information that indicated the real danger with regard to offenders exists with those whose warrants have expired. These individuals have sometimes refused treatment or support programs and have not had the benefit of being slowly integrated into society by living in a minimum security facility or a half-way house and could be living next door to any one of us.”
At the January 16, 2008 Board meeting, Trustee McLaren requested that the minutes of November 21, 2007 be amended on page 76, paragraph 2, to add the words, “whom he referred to as ‘garbage’ several times” after the words, “He provided information and profiles about some of the offenders who have been located at the Portsmouth Community Correctional Centre”.
At the January 16, 2008 Board meeting, Trustee McLaren had also requested that the minutes of November 21, 2007 be amended to include that Ms. Garofalo’s response was that the delegation’s only concern at this point was with the offenders at the Portsmouth facility because of their close proximity to the school. Trustee McLaren said that this comment should be added to the minutes following her comments noted above.
At the January 16, 2008 Board meeting, Trustee McLaren had also requested that the comments of the lady who accompanied Mr. Gravonic be added to the minutes. She said that she believes if a speaker only comments once, the speaker should be acknowledged and his/her comments summarized and recorded in the minutes.
Trustee Chadwick and Trustee Jackson expressed concern about Trustee McLaren amending the minutes to add comments made by individuals other than herself.
Trustee Murray noted that the speaker who accompanied Mr. Granovic was not part of the delegation.
Trustee Beavis stated that if a person wishes to address a committee or speak at a public meeting, he/she should give his/her name and address. If a person does not identify himself/herself, then how can they be recognized.
In response to the Chair, the Recording Secretary stated that she had checked her notes from the November 21, 2007 Education/Human Resources Committee meeting and had recorded that Mr. Granovic had referred to the offenders as “junkyard trash”. She further reported that she did have in her notes the comments of Ms. Garofalo stating that the delegation’s only concern at this point was with the offenders at the Portsmouth facility because of their close proximity to the school. The Recording Secretary stated that she had not recorded the comments made by the woman who accompanied Mr. Granovic.
MOVED BY Trustee Jackson, that the Education/Human Resources Committee minutes of November 21, 2007, not be amended.–LOST
The Committee decided that Trustee McLaren’s revisions, excluding the comments of the person who accompanied Mr. Granovic, be included in the November 21, 2007 Education/Human Resources Committee minutes. The minutes, as amended, are then to be brought to the February 13, 2008 Board meeting for approval.
The Committee requested that the changes made to the November 21, 2007 Education/Human Resources Committee be in bold print and e-mailed to Trustees for perusal.
Trustee Goodfellow withdrew from the meeting.
Role of the School Effectiveness Lead
Superintendent Warren-Chaplin advised that at the November 21, 2007 Education/Human Resources Committee meeting, a request was made to have Tammy Giles, Principal, School Effectiveness Lead, come to a future meeting to explain her role with regard to School Effectiveness. She introduced Ms. Giles.
Ms. Giles said that it is a pleasure to be in attendance at the meeting to explain what is transpiring with regard to School Effectiveness. She said that at the November 21, 2007 meeting, Superintendent Warren-Chaplin provided information about the School Effectiveness Framework, noting that this is a pilot year for the project developed by the Literacy and Numeracy Secretariat. She said that the reason for the project is to look at student achievement and equity outcomes for all students. She said that the purpose of the framework is to build Board and School capacity in diagnosing strengths, areas that require attention and next steps. She indicated that she is embarking on identifying the strengths, and collaborating with shared commitment, and looking at the next steps for building capacity in schools.
Ms. Giles said that since the beginning of November, she has attended several in-service workshops regarding the framework. She noted that she was becoming familiar with it, and she has been working with Principals as they introduce it to their staffs. Ms. Giles stated that she has spent a lot of time in OFIP 3 schools with teachers and Principals to understand what support they need to move forward in the classroom and in their practices. Once their needs have been determined, follow-up meetings will be held to support the teachers.
Ms. Giles reported that since the Christmas break, she has started to go into schools, other than OFIP schools, to support them as they begin the process of self-assessment. She further reported that District Review Teams will be established, with pre-meetings being held with the leadership team in the schools. She said a discussion will be held with them to see what they would like reviewed in their school areas, focusing on how to improve and the next steps. She said to prepare for that, all schools will be involved in self-assessment while a small group will be involved in the District Review process.
Superintendent Warren-Chaplin stated that the first School Effectiveness School Committee meeting was held with representatives from the Federations, Trustees, Principals’ Association present at the meeting. As well, the supervisory officers are also involved in the District Review process.
Superintendent Warren-Chaplin stated that the School Effectiveness Advisory Committee was established to provide support and advice as the Board moves through the process. She reported that the Chair of the Education/Human Resources Committee sits on the Committee. She said that if Trustees wanted further information about this project, Trustee Brown will be able to keep them apprised of the activities of the committee.
In response to a question from Trustee Chadwick, Ms. Giles stated that there will be three OFIP schools chosen for the District Review during the pilot year. She advised that the process will help to form our Board Improvement Plan. The information from the reviews will be shared with Senior Staff and with the Literacy and Numeracy Secretariat.
In response to comments by Trustee Jackson, Superintendent Warren-Chaplin stated that staff will keep the Education/Human Resources Committee well apprised of the activities underway, and will provide regular updates as well.
Chair Brown thanked Ms. Giles and Superintendent Warren-Chaplin for their excellent presentation.
Ms. Giles withdrew from the meeting.
Manager Toms reported that we had a successful response to the Board’s Request for Proposal with regard to the design of the Board’s website. He further reported that Small World Media was the successful respondent. Manager Toms advised that two meetings have been held with Small World Media. The first meeting was to ensure that the Small World Media employees knew what was going on within the technology of Rapid Web Developer, as this is the software the Board is using. The second meeting was around discovery with Communications and IT staff to find out what we want the design to be. Manager Toms stated that Small World Media is to provide “mock ups” next week. He said that the graphic work should be submitted by February 15th, and that he believes the launch of the Board’s new website should be late
February or early March.
Manager Toms demonstrated how the new website will work, noting that this year the focus has been on the corporate website. He said that eventually every teacher will have access to Rapid Web Developer to do a teacher website.
The Committee asked that a calendar showing meetings be listed on a sidebar located on the front page when the website is opened. They said that this information is very important for the public to access, especially in light of the upcoming PARC meetings.
Trustee Jackson indicated that information about school accommodation meetings, i.e. minutes, agendas and supporting documents, should be readily available on the Board’s website for the public.
Manager Toms reported that a special area will be set up for the school accommodation review. He said that the information may be found under the Planning Department’s web page with district links to the information.
In response to a question, Manager Toms stated that the first meeting of PARC will be held at least 60 days after our announcement of the PARCs, which would be in late March. He said that March break could not be counted in the days.
Trustee Jackson requested that Manager Toms do another presentation closer to the launch date of the Board’s new website.
Chair Brown thanked Manager Toms for his excellent demonstration.
Manager Toms withdrew from the meeting.
Aboriginal Education Update
Superintendent Marsh provided an update regarding Aboriginal Education, noting that the Board responded to the Ministry’s Aboriginal Education initiative. She provided information as follows:
The Ministry Initiative
• Native Languages Component
• Native Studies Programs Component
• Ontario First Nation, Métis and Inuit Framework
• Voluntary Self-Identification Process
• Teacher Toolkit (Ministry plans on releasing the document this May)
Census Data 2006
Ms. Marsh advised that as reported in the January 26, 2008 edition of The Kingston Whig-Standard:
• 3,295 people living in the Kingston census metropolitan area identified themselves as Aboriginal
• 49.4% increase since the last census in 2001
Native Languages Component
The Board is looking to support requests for Native languages through the use of Adobe Connect.
Native Studies Programs
• The Board will offer a 3 Credit Focus Program. It is designed to be an introduction to Native studies through an experiential, academic and cultural approach to the history and present day experiences of Native peoples.
• The Board is pursuing a 2nd Focus Program. It will have a different focus and students will study Aboriginal literature and History.
• The Board is offering the senior social science Native Studies through e-learning in semester 2. Sharbot Lake High School is also offering it.
Voluntary Self-Identification Process
• Submitted report to the Ministry identifying our interest in voluntary self-identification
Key Components of Voluntary Self-Identification
• Hire a short-term Aboriginal Policy Facilitator to connect with our diverse communities
• Create a Self-Identification Advisory Committee to assist with the successful creation and implementation of the policy
• Participate in the Eastern Ontario Consortium
• Key member of the Eastern Ontario Staff Development – Upper Canada DSC, Hastings and Prince Edward DSB
• Partnering with Algonquin and Lakeshore CDSB
• Phase in for 2008-2009
Aboriginal Education Update
Teacher Toolkit – Release Date Spring 2008
Superintendent Marsh and the Aboriginal Education Teacher Committee are planning a K-12 symposium once the Ministry releases the teacher toolkits. The purpose will be to build awareness and ensure that we infuse our curriculum with Aboriginal culture and history.
• Trillium Fix
• District Survey
• Analysis of Data
• Embed in other initiatives – Differentiated Instruction, Character Education, MENDing Circles, Student Success
• Submitted a report to the Ministry to consider our unique needs as our population is diverse and located in both urban and rural communities
In response to a question by Trustee Chadwick, Superintendent Marsh stated that the census information relates to the Kingston Metropolitan area, which indicates a significant number of Aboriginal people. She said that when we do this we will apply to each of the areas within the Board for census information.
Trustee Jackson stated that he is interested in the consultation process and the roll out of the process.
Superintendent Marsh commented that she is not sure what the process will look like because it will be based on consultation. A facilitator will be going to the communities and there will need to be an understanding of the goals around self identification. She said that the information provided will be confidential. She said that with regard to the process, we are awaiting for the Eastern Region Consortium as they do not want us to create our own. They do not want the Aboriginal people to be overburdened. There will be educators and representatives from the communities on the Self-Identification Advisory Committee to assist with the successful creation and implementation of the policy.
In response to comments by Trustee Jackson, Superintendent Marsh stated that we will work with our partners in identifying through the Aboriginal Education Facilitator. We want every area within our district represented on the Advisory Committee. We want to create a policy in which the Aboriginal peoples believe and trust.
In response to further questions by Trustee Jackson, Superintendent Marsh stated that with regard to courses, we will put some things in place in February. We have some courses beginning in February, and we have a significant number of more courses offered. With regard to Native language courses, we will do a small pilot with Adobe.
Trustee Jackson said to have some of this information provided in writing or a written report would be helpful. He said that he did bring a notice of motion forward at the November 21, 2007 Education/Human Resources Committee meeting regarding the funding the Board received. He said that he would like to hear more about this initiative at the Committee’s February meeting.
Trustee Brown thanked Superintendent Marsh for providing an update on this matter.
November 23 PA Day (Secondary) Update
A brochure on the November 23, 2007 Professional Activity Day “Learning Together, Growing Together” was distributed. Superintendent Marsh stated that this workshop was developed in partnership with OSSTF. She said that the majority of the presenters were LDSB teachers, noting that teachers learned from their colleagues. She said that a sense of learning communities was created in a wide-spread way. Superintendent Marsh reported that the feedback was very positive. She thanked Superintendent Labrie for his work in beginning this conference.
Chair Brown thanked Superintendent Marsh for her update.
Superintendent Marsh advised that Supervising Principal Midwood had asked her to distribute the following information to the Committee, which was also distributed to Grade 8 students:
• Student Success Credit Tracker
• What do you need to graduate?
• More ways to succeed in high school: a booklet for parents and students
• Exploring the Possibilities! A Program Pathway Planning Guide for Grade 8 Students and Parents
Trustee Jackson requested that he would like a further update on the LEAP and Challenge Programs given that the Board has introduced a new process.
Next Meeting Date
The next meeting of the Education/Human Resources Committee is scheduled for Wednesday, February 20, 2008, at 4:30 p.m.
MOVED BY Trustee McLaren, that the meeting adjourn at 6:45 p.m.–Carried