Robert’s Rules of Order 11th Edition provides a clear guide for everyone in debate (maybe this should be sent to our MLAs…): Debate on the Question p 42 / p 43: “Speakers must address their remarks to the Chair. Debate must be confined to the merits of the pending question. ..and…should avoid injecting a personal tone into debate. …they must never attack or make any allusion to the motives of members.” // p 392: “The measure, not the member, is the subject of debate.”
Members of the Operations Policy and Planning Standing Committee:
Chair Leonard; McNally, Paynter, Watters (ex officio Loring-Kuhanga – vote but not counted for quorum).
Operations Policy and Planning, May 9, 2016
Not in attendance: Orcherton, Whiteaker
There is now a “presentations” icon beside agendas and minutes, for standing committees and Board meetings on the website!
Agenda approved. OPPS minutes Minutes of April 11 approved. No Business Arising from the minutes. No Presentations to the Committee.
5. Superintendent’s Report:
a) Introduced Student Rep Dawson Gittens , Lambrick Park High School
b) Home Learners Link Update : verbal report from Associate Superintendent Whitten; hard copy handout from Superintendent below.
6. Personnel Items: None
7. Finance and Legal Affairs
A. Report of the Policy SubCommittee : Report pp 5-6 of agenda.
Recommended motion: That the Board accept the recommendations of the SubCommittee and that the Superintendent be directed to create an administrative procedures manual and publicly available job descriptions to replace Policy and Regulations in appropriate circumstances. / Carried. Unanimous.[Many job descriptions and administrative procedures have have been placed in Policy and Regs over the years. This motion will correct that. ]
- Secretary-Treasurer: Further consultation will be done before removal of the Polices and Regs listed in the memo, p 6.
B. Policy 1150 Communications Policy : pp 7-8 agenda [update to the Policy]
Recommended motion: That the Board adopt the revised Policy 1150 Communications Policy. / Carried. Unanimous.
C. Naming of an Outdoor Classroom : pp 9-13 agenda
Recommended motion: That the Board approve naming the new teachig platform on Bowker Creek at Oak Bay High School “The Glen Atkinson (Memorial) Outdoor Classroom”. / Carried. Unanimous.
- Dave Thomson, Principal, Oak Bay: A plaque will go on a rock at the site.
- Loring-Kuhanga: Bowker Creek has had long significance to the local First Nations. In Policy 1421, Naming School Sites , point #2 refers to “Local historical or geographic significance”. Local First Nations need to be considered and consulted as we go forward.
8. Facilities Planning: Information from Secretary-Treasuerer Walsh pp 14-15. The “Structure” section was changed via discussion by Trustees, so that 2. “The Plan Working Group” became “The Plan Ad Hoc Committee”, as there is no language for “Working Group ” in SD61 Policy.
Recommended motion: That the Board receive the Long-Term Facilities Plan Framework report as presented. / After discussion, motion not moved so will go forward to the Board.
- Loring-Kuhanga: this is another reason for having 4 committees – so we don’t have to keep developing Ad Hoc Committees.
- Walsh: Will add reporting structure for Monday.
- Watters: The TOR should follow Bylaw 9140.
9. Public Disclosure of In Camera Items: None
10. New Business:
A. Loring-Kuhanga: That the Board create a 4 Standing Committee structure consisting of 1. Education Directions and Technology 2. Policy 3. Finance, Facilities and Legal Affairs 4. Human Resources, and direct the Secretary-Treasurer to make the recommended changes to the appropriate Bylaws to be presented at the June 13 Operations Policy and Planning Committee meeting. / Carried. For: Loring-Kuhanga, McNally Nohr, Paynter Against: Ferris, Leonard, Watters
- Ferris: Incredible amount of work for staff. Can we afford to do this now? Want to see senior administration staff dealing with educational matters, principals etc.
- McNally: As it stands, there is a lot of ad hoc-ery. Have heard much in the past about overloading senior administration But this is how we wound up with policy from 1973 that is still in existence having had no review since that time, one off decisions and a certain amount of structural incoherence. In favour of this motion.
- Superintendent: A human resources committee would be a real benefit in regard to more information for trustees. A four committee system needs to result in reasonable and targeted work for senior administration.
- Secretary-Treasurer: Having a policy framework will lead to more review regarding what were doing, human resources has drifted away a bit from what the board is looking for in a strategic plan. Would be good to have the time to present some of these topics in a proactive way, would need some in camera, some public. For example hiring policy and regulation for a learning resource teacher is based on policy from long ago when it was difficult to attract teachers.
- Watters: We don’t have time to deal with everything in the current committee structure. Meetings go very long. How would the meetings be timed? Did Saanich School District have all four on one day?
- Leonard: In the past in School District 61 we had four committees and held meetings on Mondays and Tuesdays.
- Watters: On September 28 a motion was made to initiate a review of the committee structure. Have had for months to work with the new committee structure and a policy review subcommittee. Need to hear from staff and partner groups. What will it look like?
- Leonard: Just started the Policy committee, moving quickly. This structure is premature and can’t support it now.
- Nohr: A lot of work has been placed on senior administration and the results have been exceptional, but nervous to add anything else. At a critical point, pressure on staff in May and June, but have not had time is some meetings to fully discuss issues. For committee structure would allow for deeper discussion and more methodical consideration supported because of the values in it.
- Superintendent: In the absence of structure, information requests go off-line and are haphazard. Summer task is to prepare schedule for 10 months of reports from all departments. Already have a policy subcommittee, adding the human resources committee is really all we would be doing with this motion. It’s dependent on when they meet and how they are constituted. The policy committee is small and very focused and works well. Supportive of the motion; the devil is in the details.
- Paynter: Point taken to not create more avenues to create more work. See the value in small committees that are focused and report to the board. Want prepared reports for discussion.
- Leonard: In the past for trustees only attended each standing committee but then the Board opened it up to all trustees.
- McNally: The meeting structure means that if we don’t attend both standing committees we miss critical information that assists our work at the Board.
- Paynter: Need documents presented before the meeting and online.
- Loring-Kuhanga: Senior administration can do further investigation regarding composition and timing. The new policy subcommittee incurring ad hoc committees are reactive, not strategic. We want to plan ahead. Each committee would meet for a maximum of two hours. Doesn’t take more staff than now, and would cut down on one off conversations. Less time away from family for staff instead off three nights of long meetings.
- Leonard: You said day time. Will these committees meet in daytime? Daytime has not been discussed. Problematic for most stakeholders, and some ad hoc committee work is best done in small groups.
B. Loring-Kuhanga:That the Board invite the Esquimalt and Songhees Nations, as First Nations stakeholders, to attend committee and regular Board meetings./ Carried. Unanimous.
- McNally: Sad that its taken us this long but pleased to see this coming forward. There will now be possibly 17 individuals, Trustee and representatives, at the Board table with voice on motions and issues. Its impractical to have 17 parties speaking o every issue and motion. Need to clarify for all parties that discussion and comment takes place in Standing Committees, and anyone has 5 minutes at every Board meeting if they get on the agenda as a presenter to present formally, along with a question period. The Board meetings are the venue where Trustees debate and take into consideration all that they have gleaned from Standing Committee discussions with partners / stakeholders.
C. Nohr: That the Board refer Policy 3451 Donations To Schools tot he Policy Sub-Committee for an update and establish criteria for advertising presence our schools. / Referred by unanimous consent to Policy Sb-Committee for a time frame, with a report in June re time frame.
D. Watters: That the Board direct the Superintendent to establish a process for developing a District Code of Conduct. / Carried. Unanimous.
- Watters: Partners are supportive, most Districts have one, establishes equity and expectations across the District.Hoping to start the process.
- Leonard: Including a dress code?
- Watters: May or may not.In school codes of conduct, some address this and some don’t; they’re all different.Cloverdale for example, a special case. Planning to address dress code i June motion but it’s a separate issue.
- Smith: School Act mandates that each school have a code of conduct. How would District code overlap? Reviewed when, by whom? [The Safe Caring and Orderly Schools initiative and Provincial Standards for Codes of Conduct Order don’t clarify whether the schools develop their own codes or if a District does and then must ensure schools follow a District code. “In 2007, the School Act was amended to make it mandatory for boards to have codes of conduct. In addition, a Ministerial Order entitled Provincial Standards for Codes of Conduct Order was enacted in the summer of 2007that sets the standards for codes of conduct.]
- Paynter: School Act says Districts must have codes of conduct.
- Nohr: Motion to postpone Waters’ motion indefinitely. / Defeated. For: Loring-Kuhanga, Nohr, Paynter Against: Ferris, Leonard, McNally, Watters
- Nohr: Want look at key concepts and language to be used in District code.”Respectful civil conduct in schools, and safety in school community”.
- Leonard: The motion is for a process only.
11. Adjournment: 9:30 pm