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October 21, 2009 - Education/Human Resources Committee Minutes
Education/Human Resources Committee
October 21, 2009

A meeting of the Education/Human Resources Committee was held in the Board Room at the Limestone Educatin Centre, 220 Portsmouth Avenue, Kingston, on Wednesday, October 21, 2009, at 4:30 p.m.                 
Present Trustees:
G. Beavis, Chair
H. Brown
H. Chadwick
A. Goodfellow, Ex-Officio
D. Jackson
B. McLaren

Present Staff:
M. Akey, Supervising Principal
B. Fraser-Stiff, Superintendent of Education
B. Hunter, Director of Education
A. Labrie, Superintendent of Human Resources
N. Marsh, Superintendent of Education
B. Woodley, Supervising Principal and Executive Assistant
D. Kirkpatrick, Recording Secretary
        Chair Beavis called the meeting to order, welcoming those present to the meeting.

Approval of Agenda                                                                              

        Chair Beavis advised that Superintendent Labrie would provide a brief H1N1 Update under the Other Business section of the agenda.

        MOVED BY Trustee McLaren, that the agenda, as amended, be approved.–Carried

School Year Calendar Review

        Ms. Woodley distributed copies of the School Year Calendar Process Review presentation, last year’s School Year Calendar for 2009-2010 administrative report, and Ontario Regulation 304 – School Year Calendar, Professional Activity Days.

        Ms. Woodley presented the following information:

Ontario Reg. 304 – School Year Calendar, Professional Activity Days

•       Outlines the requirements for the preparation and submission of the school year calendar to the Ministry
•       Start on or after September 1 and end on or before June 30
•       Minimum of 194 school days
•       Instructional days plus professional activity days = 194 school days
•       Requires the following holidays:
        •       every Saturday and Sunday
        •       Labour Day
        •       Thanksgiving Day
        •       14 consecutive days for Christmas vacation
        •       Family Day (third Monday of February)
        •       5 consecutive days for March Break
        •       Good Friday
        •       Easter Monday
        •       Victoria Day

Other Requirements

•       Submit a calendar approved by the Board to the Ministry of Education by May 1
•       Or March 1 if the calendar varies from the required dates/holidays set out in regulation and the regulation defines who must be consulted for a modified calendar
•       Activities for PA days specified in regulation
•       A minimum of two PA days required
•       Boards may designate up to four more PA days
•       Equation: 194 - PA days = Instructional Days
•       Boards not allowed to modify the 14 consecutive days for Christmas vacation

        In response to a question from Trustee Chadwick, Supervising Principal stated that a minimum of 188 instructional days is required.


•       Ministry of Education sends out electronic calendar and memo at the end of December or beginning of January (last year the memo was dated December 24, 2008)
•       Meeting of LDSB stakeholder representatives is held early in January
•       Membership: unions, federations, School Council Liaison, Human Resources, Trustee, Principals, Human Rights Education Advisor
•       LDSB stakeholder group discusses and agrees to a draft calendar
•       Chair attends Tri-Board consortium meeting and presents LDSB’s draft
•       Other boards present their draft calendars and all groups may express “must haves”
•       Group comes to consensus
•       Chair reports back to stakeholder group

        Trustee Chadwick stated that she assumes that the different stakeholder groups know the process to gather input from their membership.  She asked when the Chair reports back to the stakeholder groups, does the stakeholder group formally reconvene?

        Supervising Principal Woodley stated that past practice indicates that the stakeholder group does not formally reconvene.

        In response to a question from Trustee Chadwick, Ms. Woodley stated that she e-mails the details from the meeting to the members of the stakeholder group.  She said that as soon as we receive the memorandum from the Ministry of Education, she sends out information with regard to specific dates when the meetings will be held telling the stakeholder members that  if they can not attend a meeting, they should send an alternate.

        In response to comments from Trustee Jackson, Director Hunter said that we should do an internal consultation process.  She said that last year, the start day of school was a significant issue for the Chamber of Commerce.  She suggested that we have a large group of stakeholders included on the committee or start to gather information from them.  The Director said that a larger group would be difficult to satisfy.  She suggested that there could be a more lengthy input process.  She said that the Ministry may include direction around Labour Day.  She said that we would ask for more than one meeting with the Chamber of Commerce and BIAs.  We could bring their comments back to our internal stakeholders, and we may want to bring the information back to Trustees.  Director Hunter stated that staff would bring an administrative report to Trustees.

Draft Calendar

•       Presented to Trustees at Education/Human Resources (or other committee meeting) prior to April Board meeting
•       Recommendation to the Board at the April meeting so that May 1 deadline can be met


•       Minimum of 194 school days required
•       Only 192 days available from September 8 to June 30
•       2008-2009 first year for Family Day – school year as shortened to 193 days on a one time only basis
•       A minimum of two days had to be found
•       A variety of options were discussed
•       LDSB stakeholders agreed to three days prior to Labour Day weekend
•       Two days plus one to accommodate an extra day at the March Break


•       Will not know parameters until Ministry of Education sends out memo
•       If all factors remain the same, there will be a possible shortfall

        Chair Beavis thanked Ms. Woodley for providing the above-noted information

        Director Hunter withdrew from the meeting.

Administrative Procedure: Accessibility Standards for Customer Services

        Supervising Principal Akey reviewed the administrative procedure regarding Accessibility Standards for Customer Services.  She advised that the Annual Accessibility Plan was presented at the May 2009 Property/Operations Committee meeting and approved at the June 27, 2009 Board meeting, noting that it has since been posted on the Board’s website.

        Ms. Akey stated that the Executive Summary of the Annual Accessibility Plan talks about the purpose of the Ontarians for Disabilities Act 2001 (ODA 2001) being to improve opportunities for people with disabilities and to provide for their involvement in the identification, removal and prevention of barriers to their full participation in the life of the province.  She advised that the purpose of the Accessibility for Ontarians with Disabilities Act, 2005 (AODA 2005) is to achieve accessibility for Ontarians with disabilities by providing for the development, implementation and enforcement of mandatory accessibility standards over time.

        Ms. Akey advised that the first set of standards have come forward, Regulation 429 which relates to accessibility standards for customer services.  She reported that boards have to comply this Regulation 429 by January 2010.  

        Ms. Akey indicated that the Executive Summary of the Annual Accessibility Plan talks about what the LDSB Accessibility Committee will do over this school year, including compliance with Regulation 429 by January 2010.

        Ms. Akey advised that the administrative procedure included in the agenda package relates to customer services in the Limestone District School Board.

        Ms. Akey said that Appendix G of the Annual Accessibility Plan outlines an overview of the schools requiring accessibility updates.  She stated that the administrative procedure includes a number of supports outlined in the guiding principles and expectations.  

        Ms. Akey said that the administrative procedure talks about the use of a support person by the general public.  She said that a support person in this case is a person who assists or interprets for a person with a disability who accesses the services of the Board.  A support person is distinct from an employee who provides support services to a student or staff person in the system (separate and specific procedures apply).

        Ms. Akey reported that there is training module and support provided by the Ontario Educational Services Corporation, and that they will provide training modules for us.

        In response to a question, Ms. Akey said that if a person comes to one of our buildings that is not accessible, hopefully that person will let someone at that site know so that we can make accommodations for him/her.  She said that if a member of the public who is attending a public event sponsored by an organization other than the LDSB, requires supports, we will provide them.  She said that the onus is on the public to let us know their needs.

        Ms. Akey stated that she would take Trustee Jackson’s comments regarding letting the public know about accessibility at sites, under advisement.

        Trustee Jackson commented on perhaps going back to our community partners who use our buildings to see if they would be willing to provide funding towards making the buildings they use that are not accessible, more accessible.  He said that the capital funding we receive from the Ministry is restricted, and it is difficult for the board to make renovations to all of its buildings.  He said we may want to bring this information forward to the Ministry.

Other Business

H1N1 Influenza Update

        Superintendent Labrie reported that Ms. Woodley is the lead person with regard to the H1N1 influenza.  He said that he would provide an update from a human resources perspective.

        Superintendent Labrie stated that the H1N1 influenza is present in the community, noting that if more than 10% of students are absent from a school, the school must report that to Kingston, Frontenac and Lennox and Addington Public Health.  He reported that 25 of our schools have at least 10% of their students absent from school.

        Superintendent Labrie advised that KFL&A Public Health Medical Officer of Health, Dr. Gemmill, presented information about the H1N1 influenza at the District Principals’ Meeting this morning.  He further advised that if a school has more than 10% of its students absent, it is required to send a notice home to parents.  He said that there are no specific action results; the KFL&A wants to map the disease at this time.  He indicated that if a student is absent from school, we know only that an illness is keeping that student away; we do not know specifically is that person has H1N1 influenza.

        Superintendent Labrie said that Ms. Woodley and he are the coordinators of the school plan.  He said that they are not talking about closing schools.  The reasons the Board would close a school are if directed to do so by the KFL&A Public Health, or if the adult/student ratio becomes a safety issue.

        Superintendent Labrie stated that the Board now has non-alcohol based hand sanitizers available, as well as pre-set wipes.

        Superintendent Labrie said that he does not believe the Board will post on the Board’s website which schools have H1N1 influenza.

        In response to a comment by Trustee Chadwick, Ms. Woodley said that staff will be flexible with regard to tests, and students “catching up” with their peers for the days they are absent.  She indicated that this matter will be reviewed.

        Ms. Woodley advised that there will be a conference on First Class with every school’s data.  She said that this information could be forwarded to the Trustees Area.

        Chair Beavis thanked Mr. Labrie and Ms. Woodley for providing the above-noted information.

Next Meeting Date

        The next meeting of the Education/Human Resources Committee is scheduled for Tuesday, November 24, 2009, at 4:30 p.m.

        MOVED BY Trustee Goodfellow, that the meeting adjourn at 6:00 p.m.–Carried