Nov 9/15: OPPS: The Record Off the Record: Ad Hoc Committees


No In Camera meeting preceding.

OPPS Standing Committee membership for quorum: Leonard, McNally, Paynter, Whitaker (Loring-Kuhanga as Board Chair is a member ex officio – can vote but  not counted for quorum).

This is what the OPPS agenda is supposed to look like according to Bylaw 9360.2. It hasn’t looked like this for a very long time, if ever, and varies with every meeting.
2. APPROVAL OF MINUTES – Meeting of (date)
Presenter Attachment
A. Business arising out of the minutes
B. Public Presentations to Committee
C. Correspondence referred to the committee
D. Unfinished business
E. New Business
F. Administration Reports to the Committee
A. Business Arising from Minutes
B. Public Presentations to Committee
C. Correspondence Referred to Committee
D. Unfinished Business
E. New Business
F. Administration Reports to the Committee
A. Business Arising from Minutes
B. Public Presentations to Committee
C. Correspondence Referred to Committee
D. Unfinished business
E. New Business
F. Administration Reports to the Committee

 OPPS  June 8/15: McNally: That the Board adhere to the agenda format set out in the Board Bylaw 9360.2 Meetings of the Standing Committees for both of the Standing Committees of the Board (Education Policy Development Committee and Operations Planning and Policy Committee). / Sent to District Leadership Team for review and action.

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Territory Acknowledgement900




Full agenda with attachments here.

Chair: Leonard
Not present:  Ferris, Orcherton  (not assigned to OPPS)

1. Approval of Agenda: Adopted
2. Approval of the Minutes:
a)OPPS    Oct 13 / 15 : Approved as corrected below.  Lined Paper report here.

  • Nohr : Object to the inclusion of the lengthy  information piece from Associate Superintendent Whitten at 9.B. Not sure it should be included.
  • McNally: Moved: Strike everything from “Associate” to “work”. “…minutes should contain mainly a record of what was done at the meeting, not what was said….”  Page 468, Robert’s Rules 11th Edition. / Carried.

    3. Business Arising From Minutes: None.
    4. Presentations: None.

5. Superintendent’s Report : [June  was Finance and Legal Affairs]
A. Introduction of Student Representative
: Solomon Lindsay, Victoria High School

6. Finance and Legal Affairs [June was  Public Disclosure of In Camera Items.]
A. Regulation 3548 School District Signing Authority

Recommended motion [recommended by the Secretary-Treasurer who drafted the motion in answer to an earlier question re source for  authorization,  from  Paynter] : That the Board approve Regulation 3548, School District Signing Authority. / Carried. Unanimous.

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  • Paynter: There is a complete lack of necessary information re all legal documents that need to be signed off on… problem with Chair or Vice Chair signing off on documents that have not been brought before the Board.
  • Loring-Kuhanga: Is this in regard reshapes to Principal and Vice Principal contract renewals? They are not brought before the Board.
  • Superintendent: Only exempt staff are on term contracts.
  • McNally: Amendment: Insert comma after “Board” in Article 2. The Article is hard to understand as it is. / Carried. Unanimous.
  • McNally: What is signed by the signing officers has been vetted by senior administration and where needed, legal counsel. If some egregious wrong happened in signing a contract, legal remedies are available to the Board.

B. Policy 1325 Partnership & Attachment Ad Hoc Committee Terms of Reference [drafted and recommended by Associate Superintendent Whitten]

That the Board agree to the Policy 1325 Partnership and Attachment Ad Hoc Committee Terms of Reference. / Carried as amended below.  Unanimous.

Recent discussions at the Board and Standing Committee table has made it clear that this Policy needs revision and updating. The Education Foundation is no longer in existence and the  “big binder” that compressed the District Partnership Directory referred to in the accompanying Regulation has not been seen for many  years and can’t be found. Partnerships are a current topic given the Ministry of Education’s statement in reference to the  BC Ed Plan : “There is a need to create more opportunities to students to apply their knowledge in real-world settings, outside the bounds of a traditional classroom – and this requires new and renewed community partnerships.”

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  • McNally: Amendment: Replace “voting” language with: Decisions will be made by majority vote. A unanimous vote is the same as consensus, and is just another way of saying “we all agree”. / Defeated.  Against:  Leonard, Loring-Kuhanga, Nohr, Paynter, Watters, Whiteaker       For: McNally
  • Paynter: Want to see minutes of Ad Hoc Committees.
  • Leonard: Ad Hoc Committees will report to the Standing Committees and the Board as in their TORs..
  • Loring-Kuhanga: Amendment: That meeting dates, location and minutes be posted to the District website./ This committee is addressing community partnerships so to keep the community informed,  there should be minutes for this one. Carried. Unanimous.
  • McNally: Minutes could just be short points and not arduous, eg  “topic” was discussed.
  • Superintendent “: Minutes are brief and describe what was done in the meeting not what was said.
  • Smith (VCPAC President): Why are no parents on this Ad Hoc Committee? Seems like it would affect them.
  • Waters: Amendment: Add a parent representative to the Membership. / Carried. Unanimous.

C. Needs Budget Ad Hoc Committee Terms of Reference (recommended motion drafted by Secretary-Treasurer)

That the Board agree to the Needs Budget Ad Hoc Committee Terms of Reference ./ Carried as amended below. Unanimous.

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  • Watters: Amendment: In “Deliverables”, add after “document” : “in consultation with our partner groups”. Last year the President of the Allied Specialists Association noted that ASA dd not see themselves in the Needs Budget letter. Want this to reflect all partner groups.

7. Facilities Planning [Oct 13th was Personnel, Sept was Public Disclosure Of In Camera Items, June  was New Business] : Director of Facilities, for information

  • 35,000 cars per day each direction.
  • Will separate vehicle and pedestrian traffic.
  • Attending to school access, and to bus stops, bus lanes for student safety.
  • Relocation of overpass to Spectrum.
  • The interchange project will require a very small amount of land from SD61. The Ministry will pay market value.
  • Construction to start January 2017, two years to complete. $85 million project. Water mains under the road need relocation.
  • Ministry reps willing to come to PACs at affected schools.
  • Loring-Kuhanga: Were First Nations consulted and involved?
  • Director of Facilities: Yes, were at the table and archaeological assessment is being done.

From the Town of View Royal website:

The public can have their say as planning for the McKenzie Interchange takes an important step forward with the date set for the public open house and the launch of the project website.

The launch of the project website marks the beginning of a public consultation process that will include many opportunities to provide feedback as the project proceeds through design and construction. At this time you can:

Quick Facts:

  • $85 million in provincial and federal funding for this new interchange on the Trans-Canada Highway at the intersection with Admirals Road and McKenzie Avenue in Saanich was announced on July 22, 2015.
  • The project is part of the Province of B.C.’s 10-year transportation plan, B.C. on the Move, and will help improve traffic flow in the Capital Regional District while reducing collisions and improving pedestrian and cyclist safety.

8. Public Disclosure  Of In Camera Items [June was Notice of Motions; Sept was New Business] : None (no in camera meeting)

9.  New Business [Sept OPPS  was General Announcements ]

McNally: That the Board, per Bylaw 9010 Bylaws of the Board, accept the attached as a replacement for the current Board Bylaw 9140 Ad Hoc Committee of the Board. / Carried. For: Leonard, Loring-Kuhanga, McNally, Watters, Whiteaker  Against: Paynter

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  • Whiteaker: Amendment: Article 4: Strike “for Board consideration”, “to the appropriate Standing Committee of”, “for debate”, and all from “recommended” to “established”. / Carried. Unanimous.
  • Whiteaker: Amendment: Article 5: Strike “using a process determined by the Board”. / Carried. Unanimous.
  • Whiteaker: Amendment: Article 6: Strike from “or” to “members”. / Carried. Unanimous.

General discussion on Article 7. Robert’s Rules defines an ex officio member as one who has voting rights but who is not counted for quorum. However, the Board’s Bylaws supersede Robert’s. But  why not then simply say “the chair is a member of all Ad Hoc Committees, with no vote”? The Article was left as is.

  • Whiteaker: Amendment: Article 8: Substitute “may” for “shall” . / Carried. Unanimous.
  • Whiteaker: Amendment: Article 9: Strike “automatically”, strike all from “when” to “Board”. / Carried. Unanimous.
  • Paynter: Amendment: Add Article 10: Meeting dates, location and minutes to be posted on District calendars. / Defeated. For: Nohr, Paynter  Against: Leonard, Loring-Kuhanga, McNally, Watters, Whiteaker
  • McNally: Someone has to do that, and the last meeting of the committee to Review Standing Committees was rescheduled three times, along with a location change.  It’s not practical. And the proceedings of the Committee will be reported out to to Standing Committee, so will be included in the minutes of that meeting. That provides accountability for the public.
  • Paynter: Amendment: Provide minutes with specific inclusions. / Defeated. Abstain: Nohr, Paynter  Against: Leonard, Loring-Kuhanga, McNally, Watters, Whiteaker
  • Whiteaker: Could make a TOR provision for public notices if a large committee. Purpose of Ad Hoc is to take the work away from the board table for work by a committee.

10.  Notices of Motion [Sept OPPS 10. was Adjournment]: None

11. General Announcements [September OPPS agenda was no 11]: None

12. Adjournment [September OPPS agenda was no 12] : Approx 9 pm

About Diane McNally