Sept 17/18: Operations Standing Committee: Google Apps For Education Privacy Concerns

New Board will be sworn in November 5.

This is a compressed meeting schedule this month, along with election activities so this is a compressed OPPS report!

Elected SD61 Trustees: Leonard (1996), Ferris (1999), Orcherton (1999), Loring-Kuhanga (2011), McNally (2011), Nohr (2011), Paynter (2014),  Watters (2014), Whiteaker (2014)

P. 1 Operations Policy and Planning Meeting

Lined Paper is  my personal record of and commentary on SD61 Board and  Standing Committee meetings. Official, approved  minutes are on the SD61 website, one  month after the meeting. Motions may be shortened here but retain essential info.

SD61 Greater Victoria School District includes students in Esquimalt, Oak Bay, Victoria, View Royal, parts of Saanich and the Highlands, and the Traditional Territories of the Songhees and Esquimalt Nations.

District Strategic Plan here.

Sticky post: Motions and Trustee Voting Records  January 2012 – June 2018. Motions may be shortened but retain essential information.

October 17/16 That the Board amend Bylaw 9130 Standing Committees to remove the words “with voting rights” from Item #4 and Item #5. / Carried. Unanimous.  // Allows  only members of the Standing Committee to vote on motions, though other Trustees, if they attend,  can participate in  the debate, as well as hearing vital information presentations. Some choose not to attend. The Chair of the Board is  ex officio member both Committees, with voting rights. Quorum is a majority of Trustee members on the committee ( ex officio not counted).

(Board Chair Loring-Kuhanga member both, ex officio, has vote, not counted for quorum)
Operations Policy&Planning Chair Watters; McNally, Leonard, Paynter
Ed Policy&Development: Chair Nohr; Ferris, Orcherton, Whiteaker

Territory Acknowledgement900

Operations Policy&Planning Standing Committee
Sept 17/18

Members: McNally,  Leonard, Paynter, Watters (chair) Loring-Kuhanga  (ex officio (vote but not counted for quorum)
Present: Ferris, Leonard,  McNally,  Nohr, Paynter, Watters, Whiteaker
Not present: Ferris, Loring-Kuhanga,  Orcherton

Dialogue with the public is welcome during Standing Committee Meetings.
No student rep yet.

1. Agenda adopted 2. Minutes of last meeting (June 11, 2018) approved. See SD61 website for official minutes; Lined Paper report here.  3. No Business Arising.

4. Presentations:
A. Three parents, Leanne Garnett, Andy Rendle, and Larissa Fielding,  presented their concerns about privacy in regard to the GAFE suite in schools.

  • Secretary-Treasurer (was extensive discussion with parents, the public in the audience, and the tech department representatives at the meeting): If 50% of parents and students do not give consent SD61 will not pursue this. But withdrawal of Google Read  and Write would impact students negatively. Don’t want to run a lot of different apps. Office 360 is a non consent app that some use. We are the only SD that has an outside storage policy (references FIPPA).
  • Nicole Duncan (parent): Privacy professional with child in Grade 4. Young children are asked to provide consent. Our children’s information is stored elsewhere, not on SD61 servers. Do parents understand what that means? Means in the US. If a data breach how do we enforce privacy rights in the US? We can’t. What kind of analysis went into storage outside of Canada? 
  • Robin Toczak, GVTA: GVTA concerns with GAFE and Fresh Grade. Concerns with staff and student data security and privacy. No in-service or any conversation with administrators  re using GAFE appropriately – gap in knowledge and training.Haven’t talked about when student leaves the District or withdraws consent. Is there a process for deleting the data? 
  • Leonard: Report to the Board on unidentifiable email addresses [parent request] before December break. / Carried. Unanimous.

B.Yvonne Mendel presented on her Topaz Park Bike Park initiative; requested letter of support.

  • McNally: That the Board direct the Chair to write a letter of support for the bike park at Topaz Park.
  • Secretary-Treasurer: SD61 has specific right to a field in the park as a settlement trade off with the City for housing on the SJ Willis field in the early 90s. Still discussing trading access for an all weather field. Not giving up access.
  • Leonard: Postpone motion to October OPPs. / Carried. Unanimous.

5. Superintendent’s report:   Met with student reps this evening for dinner; in future the reps will be coming to meetings. October 11, student led all trustee candidates meeting.

6. Personnel items: Teacher Staffing Update: Read Jorgensen, District  Principal of Human Resources (new position; I am assured that a District Principal is not counted in “educators” for ministry administrator : student ratios) reported  on number of teacher hires – check p 9-10 on the agenda for numbers. I requested a similar report on EAs.

7. Finance and Legal Affairs:
A. Board Management Software: Director of Ed Tech Penell brought a motion recommended by staff: That the Board adopt electronic meeting software effective November 2018 and direct the Superintendent to create an appropriate transition strategy for implementation. / Carried. For: Leonard, Paynter, Watters   Against: McNally

  • McNally: Reservations regarding the privacy issues, and targeting of money. Hearing that as ususal , not enough Education Assistants in the schools to optimally meet the needs of students with special needs. Becoming reluctant to spend on tech when personnel required.

B. Recommended by Advocacy Ad Hoc Commitee: That the Board accept the Committee’s  report. / Carried. Unanimous.

C. Access to Ministry Restricted Capital: That the Board direct the Secretary-Treasurer to request access to $80,154.59 of the Ministry of Education Restricted Capital Funding for the purpose of completing the water quality upgrade./ Carried. Unanimous.

8. Facilities Planning:
A. Childcare Space Applications: See pp 16, 17 agenda for number of current spaces, mostly before and after school care.  Have applied for Ministry funding for 26 spaces at 17 locations; may go to 27 at 18 locations.  Consultation and background work required.
B. Seismic Upgrade: Vic High move to SJ Willis Sept 2019 for 2 years. Cedar  Hill middle school new build has strong business case. Braefoot probably move to Richmond September 2019.Shorleline / Craigflower project PDR in development.

9. Public Disclosure of In Camera Items: No In camera meeting
10. New Business: None
A. Trustee Questions 

11. Notices of Motion: None
12. General Announcements:None
13. Adjournment : 9:20 pm

About Diane McNally