BOARD ORGANIZATIONAL MEETING MINUTES

Tuesday, December 01, 2020 at 7:00 P.m. - 10:00 P.m.

Zoom Meeting

Trustees

• Justine Bell,
• Donna Blackburn,
• Christine Boothby,
• Rob Campbell,
• Chris Ellis,
• Lyra Evans,
• Mark Fisher,
• Wendy Hough,
• Jennifer Jennekens,
• Keith Penny,
• Sandra Schwartz,
• Lynn Scott,
• and Charles Chen (Student Trustee)

Staff

• Camille Williams-Taylor (Director of Education and Secretary of the Board),
• Brett Reynolds (Associate Director),
• Mike Carson (Chief Financial Officer),
• Janice McCoy (Superintendent of Human Resources),
• Michele Giroux (Executive Officer, Corporate Services),
• Sandy Owens (Manager, Business & Learning Technologies),
• Diane Pernari-Hergert (Manager of Communications & Information Services),
• Nicole Guthrie (Manager of Board Services),
• Michael Guilbault (AV Tecnician),
• Rebecca Grandis (Senior Board Coordinator),
• and Darren Gatley

---

1.

Oh Canada-Mrs. Skelly's Grade 1-2 Class, Hopewell Avenue Public School 

A video of Mrs. Skelly's grade 1-2 class from Hopewell Avenue Public School singing the National Anthem opened the meeting.

2.

Call to Order-Director of Education and Secretary of the Board

Camille Williams-Taylor, Director of Education and Secretary of the Board, called the meeting to order at 7:04 pm. She acknowledged that the meeting is taking place on unceded and surrendered Algonquin Territory and thanked the Algonquin Nations for hosting the meeting on their land for our work and our learning.

Director Williams-Taylor welcomed everyone to the meeting and thanked Mrs. Skelly and her grade 1-2 students from Hopewell Avenue Public School for their performance of Oh Canada.

3.

Opening Remarks-Lois McCallum, Metis Elder

Mrs. Lois McCallum, Métis Elder, provided opening remarks and prayers.  Director Williams-Taylor thanked Mrs. McCallum for her contribution to the meeting.

4.

Approval of the Agenda

Moved by Trustee Schwartz, seconded by Trustee Penny 

THAT the agenda be approved.

Carried

5.

Director's Annual Report to the Community-2019-2020

Director Williams-Taylor presented the 2019-2020 Director's Annual Report to the Community, which summarized many of the previous school year's accomplishments and detailed the progress on the District's strategic priorities. A PowerPoint presentation outlined the highlights:

• New languages and behaviours were developed to reduce the spread of COVID-19, such as respiratory etiquette, physical distancing and enhanced hand hygiene;
• The closure in March forced the District to create new approaches to learning. Students worked on creative ways to establish learning communities and develop social connections;
• Teachers embraced creative ideas to connect with students. The graduating class of 2020 capped off the year, ready to tackle the world. Students adapted to change with strength despite their struggles;
• A commitment to social justice was rekindled. A deeper understanding of students was developed through identity-based data collection that the District will use to inform its work; and 
• The idea of school as a building has become school as a community. The cornerstones of innovation, caring and social responsibility have emboldened staff, inspired students and galvanized families and partners. 

The Director's annual report can be found on the District website. 

6.

Appointment of Election Assistants-Director of Education

Superintendent Janice McCoy and Executive Officer Michele Giroux were appointed as election assistants for all elections to be held during the meeting.

7.

Election of the Chair of the Board

Director Williams-Taylor explained the nomination process and noted that nominated candidates, who choose to stand for the office of Chair and Vice-Chair, will be permitted two minutes to address the Board.  Director Williams-Taylor then called for nominations for the position of Chair of the Board.

Trustee Penny, seconded by Trustee Hough, nominated Trustee Scott.

Trustee Ellis, seconded by Trustee Bell, nominated Trustee, Lyra Evans.

Moved by Trustee Boothby, seconded by Trustee Penny,

THAT nominations be closed.

Carried

In opening her address, Trustee Lyra Evans thanked Trustee Scott for her hard work over her years of service as the Chair of the Board. She pledged that, as Chair of the Board, she would undertake the work to repair the tension between trustees, an impediment to the Board's ability to govern. Trustee Lyra advised that she would take steps to change the board's culture to live the values that are fostered in our students and restore a culture of caring for each other. She noted that this is an important time to seize the opportunity to make changes to programs that are not working. She has observed that students who are minoritized, have special education needs, and those from low-income areas continue to be treated unfairly in a public education system that is considered the great equalizer. All students should be able to rise, through hard work, to the same heights, but that is not the case, as indicated in the data collected by the District. She noted that the pandemic provides an opportunity to make changes and to reevaluate. Putting the duties of the Chair above all else would be a priority for Trustee Lyra Evans and she committed to model the leadership the District needs to thrive. She summarized by noting that great things can be accomplished when working together. 

Trustee Scott noted that the coming year would take the Board to the midpoint of a four-year strategic plan. During the past year, a great deal of groundwork was done for advancing a culture of caring, innovation and social responsibility, but now is the time to turn aspirations into reality. She observed that the words equity, racism, inclusion and good governance are commonly used when speaking of promoting student achievement and well being as a common goal. As a Board working to function as a collective, there needs to be an understanding of what those words and aspirations mean in the policies that are set and the actions that are taken by the Board. Trustee Scott advised that her primary goal would be to rebuild the common understanding that formed the development of the strategic plan and to find ways to have meaningful dialogue and debate on the issues that matter most to keep key initiatives on track and in context, to take the necessary actions to achieve the three strategic objectives.  

Executive Officer Giroux outlined the voting process. 

Following an election, Director Williams declared Trustee Scott Chair of the Board and relinquished the chair for the remainder of the meeting. 

Trustee Scott thanked her colleagues for their support and trust in her. She noted special thanks to Trustee Lyra Evans for her remarks and made assurances that they will not be taken lightly, recognizing that these issues need to be addressed in the coming year. She noted that she is looking very forward to working with trustees to move the strategic plan into action to benefit students and the broader community.

 

8.

Election of the Vice-Chair of the Board

Trustee Boothby, seconded by Trustee Jennekens, nominated Trustee Penny.  

Moved by Trustee Lyra Evans, seconded by Trustee Hough,

THAT nominations be closed.

Carried

By acclamation, Chair Scott declared Trustee Penny Vice-Chair of the Board.

Trustee Penny thanked his fellow trustees for putting their faith in him. He noted that he is aware that there are issues to address and there is a need to function better as a Board to advance the work on the strategic plan.

9.

Election or Appointment of the Chair of Committee of the Whole, Budget

Trustee Bell, seconded by Trustee Penny, nominated Trustee Schwartz.

Moved by Trustee Blackburn, seconded by Trustee Boothby,

THAT nominations be closed.

Carried 

By acclamation, Chair Scott declared Trustee Schwartz  Chair of the Committee of the Whole Budget.

Trustee Schwartz thanked her colleagues noting that she appreciates the confidence her colleagues have placed in her.

10.

Election or Appointment of Trustee Members to Statutory Committees

10.1

Audit Committee (1 one-year, 1 two-year)

Chair Scott advised that Trustee Fisher will continue to be a member of the Committee for the second year of his two-year term.  She suggested that elections be held for both vacant positions concurrently, starting with the one-year term then moving on to the two-year term.

Trustee Boothby, seconded by Trustee Penny, nominated Trustee Jennekens. 

Trustee Schwartz, seconded by Trustee Fisher, nominated herself.

Moved by Trustee Lyra Evans, seconded by Trustee Ellis,

THAT nominations be closed.

Carried

Following an election, Chair Scott declared Trustee Jennekens a member of the Audit Committee for a one-year term ending 30 November 2021.

Trustee Lyra Evans, seconded by Trustee Jennekens, nominated Trustee Schwartz.

Trustee Boothby, seconded by Trustee Hough, nominated Trustee Penny.

Trustee Penny withdrew his name from the nomination.

Moved by Trustee Boothby , seconded by Trustee Hough,

THAT nominations be closed.

Carried

By acclamation, Chair Scott declared Trustee Schwartz a member of the Audit Committee for a two-year term ending 30 November 2022.

10.2

Parent Involvement Committee (PIC) (1 member and 1 alternate)

Trustee Ellis, seconded by Trustee Campbell, nominated himself.

Trustee Boothby, seconded by Trustee Blackburn, nominated Trustee Hough.

Trustee Schwartz, seconded by Trustee Jennekens, nominated Trustee Bell.

Trustee Bell withdrew her nomination. 

Moved by Trustee Lyra Evans, seconded by Trustee Jennekens,

THAT nominations be closed.

Carried

Following an election, Chair Scott declared Trustee Hough a member of the Parent Involvement Committee (PIC).

Trustee Campbell, seconded by Trustee Boothby, nominated Trustee Ellis as an alternate member.

Trustee Hough, seconded by Trustee Lyra Evans nominated Trustee Bell as an alternate member. 

Moved by Trustee Lyra Evans seconded by Trustee Penny,

THAT nominations be closed.

Carried

Following an election, Chair Scott declared Trustee Bell as the alternate member of the Parent Involvement Committee (PIC).

10.3

Supervised Alternative Learning Committee (SAL) (1 member and 1 alternate)

Trustee Boothby, seconded by Lyra Evans, nominated Trustee Ellis as a member. 

Trustee Hough nominated Trustee Boothby as a member, Trustee Boothby declined the nomination.

Moved by Trustee Lyra Evans, seconded by Trustee Ellis,

THAT nominations be closed.

Carried

By acclamation, Chair Scott declared Trustee Ellis a member of the Supervised Alternative Learning Committee (SAL).

Trustee Ellis, seconded by Trustee Lyra Evans, nominated Trustee Boothby  as an alternate member of the SAL. 

Moved by Trustee Lyra Evans, seconded by Trustee Ellis,

THAT nominations be closed.

Carried

By acclamation, Chair Scott declared Trustee Boothby an alternate member of the Supervised Alternative Learning Committee (SAL).

11.

Election or Appointment of Trustee Members to Ad Hoc Committees

11.1

Ad Hoc Committee for Board Self-Evaluation Process and Director Performance Evaluation Process (3 members)

Trustee Bell seconded by Trustee Hough,  nominated herself. 

Trustee Hough, seconded by Trustee Lyra Evans nominated herself.

Trustee Ellis, seconded by Trustee Fisher, nominated himself.

Moved by Trustee Lyra Evans , seconded by Trustee Boothby, 

THAT nominations be closed.

Carried

By acclamation, Chair Scott declared Trustees Bell, Hough and Ellis as members of the Ad Hoc Committee for Board Self-Evaluation Process and Director Performance Evaluation Process.

11.2

Community Member Recognition Awards Selection Ad Hoc Committee (3 members)

Trustee Schwartz, seconded by Boothby, nominated Trustee Jennekens.

Trustee Penny, seconded by Trustee Schwartz, nominated Trustee Boothby.

Trustee Hough seconded by Trustee Ellis, nominated herself.

Moved by Trustee Ellis , seconded by Trustee Lyra Evans ,

THAT nominations be closed.

Carried

By acclamation, Chair Scott declared Trustees Jennekens, Boothby and Hough as members of the Community Member Recognition Awards Selection Ad Hoc Committee.

12.

Election or Appointment of Trustees to Special Purpose Committees

12.1

Advocacy Strategy Committee (up to 4 members)

Trustee  Boothby, seconded by Trustee Lyra Evans, nominated Trustee Bell.

Trustee Lyra Evans, seconded by Trustee Ellis, nominated herself.

Trustee Ellis, seconded by Trustee Jennekens, nominated himself.

Trustee Lyra Evans, nominated Trustee Campbell, Trustee Campbell declined the nomination. 

Trustee Hough, seconded by Trustee Jennekens, nominated herself.

Moved by Trustee Boothby , seconded by Trustee Hough

THAT nominations be closed.

Carried

By acclamation, Chair Scott declared Trustees Bell, Lyra Evans, Ellis, and Jennekens as members of the Ad Hoc Committee to Develop an Advocacy Strategy.

12.2

Ottawa Student Transportation Authority (OSTA) (1 member, two-year term and 2 alternates)

Chair Scott advised that Trustee Jennekens will continue to be a member of the Board of Directors of OSTA  for the second year of her two-year term.

Trustee Hough, seconded by Trustee Jennekens, nominated Trustee Blackburn for a two-year term ending 30 November 2021.

Chair Scott inquired, with respect to the sanctions imposed on Trustee Blackburn, if she could be nominated to the Board of Directors of OSTA as a member at this time. Director Williams-Taylor noted that the sanctions were in place for a six month period after they were imposed. Executive Officer Giroux advised that clause F of the motion did preclude Trustee Blackburn from being appointed in any representative capacity for a six month period from December of 2020 and so the nomination is not valid for the term recommended. 

Trustee Hough noted she still wished to nominate Trustee Blackburn. Executive Officer Giroux noted that before the Board could accept the nomination, the term of the nomination would need to be clarified and it would have to be begin on 1 June 2020.The Board would need to divide the term before the nomination could valid. 

Trustee Hough, seconded by Trustee Jennekens, nominated Trustee Blackburn for a term beginning 1 June 2020 and ending on 30 November 2022. 

Trustee Campbell inquired if the nomination was in order, in accordance with the by-laws, to alter the term of the appointment. 

Trustee Blackburn declined the appointment.

Trustee Ellis, seconded by Trustee Boothby, nominated himself.

Moved by Trustee Lyra Evans, seconded by Trustee Penny,

THAT nominations be closed.

Carried

By acclamation, Chair Scott declared Trustee Ellis a member of the Board of Directors of the Ottawa Student Transportation Authority (OSTA) for a two-year term ending 30 November 2022.

Trustee Lyra Evans, seconded by Trustee Hough, nominated herself as an alternate member.

Trustee Boothby, seconded by Trustee Hough, nominated herself as an alternate member.

Moved by Trustee Lyra Evans, seconded by Trustee Boothby,

THAT nominations be closed.

Carried

By acclamation, Chair Scott declared Trustees Lyra Evans and Boothby as alternate members of the Board of Directors of the Ottawa Student Transportation Authority (OSTA) for a one-year term ending 30 November 2021.

12.3

Ottawa-Carleton Education Network (OCENET) (2 members)

Trustee Campbell, seconded by Trustee Jennekens, nominated Trustee Bell.

Trustee Boothby, seconded by Trustee Hough, nominated Trustee Penny.

Trustee Penny, seconded by Trustee Schwartz, nominated Trustee Boothby. 

Moved by Trustee Lyra Evans, seconded by Trustee Hough ,

THAT nominations be closed.

Carried

Following an election, Chair Scott declared Trustees Bell and Boothby, members of the Ottawa-Carleton Education Network (OCENET) Board of Directors.

12.4

School Active Transportation Support Network Steering Committee (1 member)

Trustee Schwartz, seconded by Trustee Campbell, nominated Trustee Hough.

Moved by Trustee Schwartz, seconded by Trustee Jennekens,

THAT nominations be closed.

Carried

By acclamation, Chair Scott declared Trustee Hough a member on the School Active Transportation Support Network Steering Committee.

13.

Election or Appointment of Trustee Members and Alternate for Agenda Planning (Chair and Vice Chair and 1 member, 1 alternate)

Trustee Schwartz, seconded by Trustee Campbell, nominated Trustee Fisher.

Trustee Penny, seconded by Trustee Hough, nominated Trustee Boothby.

Moved by Trustee Schwartz,  seconded by Trustee Campbell,

THAT nominations be closed.

Carried

Following an election, Chair Scott declared Trustee Boothby as the member who will attend Agenda Planning Committee meetings.

Trustee Blackburn nominated Trustee Fisher as an alternate member, Trustee Fisher declined the nomination.

Trustee Bell, nominated Trustee Campbell, Trustee Campbell declined the nomination.

Trustee Boothby, seconded by Trustee Campbell , nominated Trustee Hough.

Trustee Jennekens nominated Trustee Lyra Evans, Trustee Lyra Evans declined the nomination.

Moved by Trustee Ellis, seconded by Trustee Jennekens,

THAT nominations be closed.

Carried

By acclamation, Chair Scott declared Trustee Hough as the alternate member who will attend Agenda Planning Committee meetings.

14.

Election or Appointment of Alternate Trustees for Code of Conduct Duties (2 members)

Trustee Campbell, seconded by Trustee Schwartz, nominated himself.

Trustee Schwartz, seconded by Trustee Lyra Evans, nominated herself.

Moved by Trustee Lyra Evans, seconded by Trustee Boothby,

THAT nominations be closed.

Carried

By acclamation, Chair Scott declared Trustees Schwartz and Campbell as alternate trustees for Code of Conduct duties.

15.

Election or Appointment of Trustee Mentor for Student Trustees (1 member)

Trustee Boothby, seconded by Trustee Schwartz, nominated Trustee Lyra Evans.

Moved by Trustee Boothby, seconded by Trustee Ellis,

THAT nominations be closed.

Carried

By acclamation, Chair Scott declared Trustee Lyra Evans, Trustee Mentor for Student Trustees.

16.

Selection of Trustee Non-voting Volunteers for Other OCDSB Committees Including Advisory Comittees

16.1

Student Senate (1 member and 1 alternate)

Trustee Ellis, seconded by Trustee Schwartz, nominated Trustee Bell

Moved by Trustee Lyra Evans, seconded by Trustee Hough ,

THAT nominations be closed.

Carried

By acclamation Chair Scott declared Trustee Bell a non-voting delegate of the Student Senate

Trustee Ellis, seconded by Trustee Lyra Evans, nominated himself as an alternate member. 

Moved by Trustee Lyra Evans, seconded by Trustee Hough ,

THAT nominations be closed.

Carried

By acclamation, Chair Scott declared Trustee Ellis the non-voting alternate delegate for the Student Senate.

16.2

Advisory Committee for Extended Day and Child Care Programs (1 member)

Trustee Schwartz nominated Trustee Campbell, Trustee Campbell declined the nomination.

Trustee Ellis, seconded by Trustee Boothby, nominated himself

Moved by Trustee Campbell, seconded by Trustee Jennekens ,

THAT nominations be closed.

Carried

By acclamation, Chair Scott declared Trustee Ellis the non-voting trustee delegate for the Advisory Committee for Extended Day and Child Care Programs.

16.3

Advisory Committee on the Arts (ACA) (1 or more members)

Trustee Hough, seconded by Trustee Campbell, nominated herself.

Moved by Trustee Ellis, seconded by Trustee Boothby

THAT nominations be closed.

Carried

By acclamation, Chair Scott declared Trustee Hough the non-voting trustee delegate for the Advisory Committee on the Arts.

16.4

Alternative Schools Advisory Committee (ASAC) (1 or more members)

Trustee Ellis, seconded by Trustee Hough, nominated Trustee Boothby.

Moved by Trustee Lyra Evans Seconded by Trustee Ellis

THAT nominations be closed.

Carried

By acclamation, Chair Scott declared Trustee Boothby the non-voting trustee delegate for the Alternative Schools Advisory Committee (ASAC).

16.5

Advisory Committee on Equity (ACE) (up to 2 members)

Trustee Schwartz, seconded by Trustee Campbell, nominated Trustee Bell

Trustee Campbell seconded by Trustee Ellis nominated himself   

Moved by Trustee Schwartz, seconded by Trustee Lyra Evans,

THAT nominations be closed.

Carried

By acclamation, Chair Scott declared Trustees Campbell and Bell the non-voting trustee delegates for the Advisory Committee on Equity (ACE).

16.6

Indigenous Education Advisory Council (IEAC) (1 member)

Trustee Boothby, seconded by Trustee Schwartz, nominated Trustee Hough.

Trustee Hough inquired as to why there was only one trustee member on the Committee. Chair Scott explained that the composition of the committee is outlined in the policy. It might be possible to amend the policy but members of the committee would need to be consulted to determine if they wish to appoint another trustee member. 

Trustee Bell, seconded by Trustee Hough, nominated herself.

Moved by Trustee Lyra Evans,  Seconded by Trustee Ellis 

THAT nominations be closed.

Carried

Following an election, Chair Scott declared Trustee Hough the non-voting trustee delegate for the Indigenous Education Advisory Council (IEAC).

16.7

Environmental Steering Committee (1 member)

Trustee Boothby, seconded by Trustee Schwartz, nominated Trustee Lyra Evans.

Moved by Trustee Ellis, Seconded by Trustee Hough

THAT nominations be closed.

Carried

By acclamation, Chair Scott declared Trustee Lyra Evans the non-voting trustee delegate for the Environmental Education Steering Committee.

17.

Report 20-112, Appointment of External Audit Committee Members (M. Carson)

The Board had before it Report 20-112, seeking the appointment of two external members to the Audit Committee. 

Director Williams-Taylor advised that the Board is in a position to appoint two external members to the Audit Committee commencing 1 December 2020 for two-year and three-year term respectively.

CFO Carson outlined that two competent candidates have been chosen by the selection committee that was comprised of the Chair of the Board, the Director and the Chief Financial Officer.  Four candidates in total were interviewed. 

Moved by Trustee Schwartz, seconded by Trustee Campbell, 

THAT Dr. Grace Lee be appointed to the Audit Committee for a two-year term; and 

THAT Shannon Hoeft be appointed to the Audit Committee for a three-year term. 

Trustee Schwartz noted in her introduction that the external members are knowledgeable members that have served the Audit Committee well over their terms in the past. She thanked the outgoing members for their work and noted that the committee will be well served by the candidates that have been selected. 

Trustee Fisher noted that in future, it would be helpful to have the biographies of the external members included as back up with the report.

Trustee Schwartz required no wrap up. 

Moved by Trustee Schwartz , seconded by Trustee Campbell, 

THAT Dr. Grace Lee be appointed to the Audit Committee for a two-year term; and  

THAT Shannon Hoeft be appointed to the Audit Committee for a three-year term. 

On a recorded vote, the motion was carried unanimously among those present. 

• Moved By Trustee Schwartz
  Seconded By Trustee Campbell
  1. THAT Dr. Grace Lee be appointed to the Audit Committee, as an external member, for a two-year term; and
  2. B. THAT Shannon Hoeft be appointed to the Audit Committee, as an external member, for a three-year term.
  Carried

  The motion was carried unanimously by those present:

  FOR: Trustees Bell, Boothby, Campbell, Ellis, Lyra Evans, Fisher, Hough, Jennekens, Penny, Schwartz, Scott (11)

  AGAINST: Nil (0)

  ABSTENTIONS: Nil (0)

  
  

18.

Motion to Destroy Ballots

Moved by Trustee Lyra Evans, seconded by Trustee Schwartz,

THAT the ballots for all elections held during the meeting be destroyed.

Carried

19.

Adjournment

The meeting adjourned at 9:07 p.m.