minutes 26 june 2017 · the interview, student trustee mihan advocated on behalf of student...

MINUTES 26 June 2017

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A meeting of the Ottawa-Carleton District School Board was held this evening in the Board Room, 133 Greenbank Road, Ottawa, Ontario, commencing at 6:31 p.m. with Trustee Shirley Seward as chair and the following also in attendance: Trustees Donna Blackburn, Christine Boothby, Erica Braunovan, Theresa Kavanagh, Chris Ellis, Dr. Anita Olsen Harper, Shawn Menard (electronic communication), Keith Penny, Sandra Schwartz and Lynn Scott.

STUDENT TRUSTEES: Alexander MacDonald and Kayvon Mihan.

STAFF: Director of Education, Jennifer Adams; Associate Director of Education, Norah Marsh; Superintendent of Human Resources, Janice McCoy; Superintendent of Instruction, Shawn Lehman; Executive Officer, Corporate Services, Michèle Giroux; Manager of Planning, Karyn Carty Ostafichuk; Manager of Board Services, Katrine Mallan; Acting Manager of Communications and Information Services, Sharlene Hunter; Audio Visual Technician, John MacKinnon; and Board/Committee Coordinator, Samantha Flynn.

On a motion by Trustee Penny, seconded by Trustee Blackburn, the Board resolved into an in camera session. Trustee Braunovan assumed the Chair in camera and presented the report in the public session. (Board Minutes 17-110 refers).

106. Call to Order – Chair of the Board

Chair Seward called the public meeting to order at 8:01 p.m. She acknowledged that the meeting is taking place on unceded Algonquin Territory and thanked the Algonquin Nations for hosting the meeting on their land.

107. Approval of Agenda Moved by Trustee Kavanagh, seconded by Trustee Boothby,

THAT the agenda be approved.

- Carried –

108. Student Trustee Report

Student Trustees Mihan and MacDonald presented their final report to the Board of Trustees to inform them of the following progress and accomplishments throughout the 2016-2017 school year:

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During the 2016-2017 school year, the Student Senate has made great progress in their commitment to the District’s 2015-2019 Strategic Plan, particularly with regard to the objectives on engagement and equity;

Four phases of the 2016-2017 Student Senate Initiative were successfully completed in accordance with established timelines. Phase five is scheduled to begin in the 2017-2018 school year;

The Student Presidents’ Council provided constructive professional development to student presidents across the District and identified environmental stewardship as an area of focus. An Earth Day initiative was successfully carried out with active participation in schools across the District;

In February 2017, Student Trustee Mihan appeared on TVO’s The Agenda with Steve Paikin for a segment entitled “Giving a Voice to Students.” During the interview, Student Trustee Mihan advocated on behalf of student trustees to further the Ontario Student Trustees’ Association (OSTA-AECO’s) objectives;

In February 2017, OSTA-AECO, in partnership with Regroupement des élèves conseiller/conseillère(s) francophones de l'Ontario (RECFO), hosted a conference for student trustees from English, French, public, and catholic school districts. Student trustees were provided with an opportunity to collaborate during workshops hosted by the Ontario Physical and Health Education Association. During the conference, OSTA-AECO and RECFO began to pursue an initiative to introduce binding votes for student trustees into school districts;

Student Trustee Mihan acquired Minister Yasir Naqvi’s support for OSTA and RECFO’s endeavour to further integrate the role of student trustees at the Board table;

In May 2017, Student Trustee Mihan, Toronto District School Board Student Trustee Shams Mehdi and York Catholic District School Board Student Trustee Nicolas Bottger met with Premier Kathleen Wynne to discuss a wide range of topics including pathways available to students beyond their secondary level of education;

OSTA-AECO held its Annual General Meeting and Student Trustee Alumni Gala in May 2017. The conference served as a transitional aid for incoming student trustees and allowed current members to brief incoming members on the organization’s current initiatives; and

Student Trustees Mihan and MacDonald thanked all Board members and staff for contributing to their positive experiences in their roles over the school year. They welcomed Student Trustee-elect, Ms. Rita Ramotar of West Carleton Secondary School to her new role.

Chair Seward thanked Student Trustees Mihan and MacDonald for their

presentation. Trustee Scott noted that both student trustees have done a tremendous job

throughout the school year. She acknowledged the presence of Ms. Ella Stewart, former OCDSB student trustee, seated in the public gallery.

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Trustee Blackburn commented that, during the Ontario Public School Boards’ Association (OPSBA) convention in Collingwood, Ontario she was approached by the Chair of Thames Valley District School Board, praising Student Trustees Mihan and MacDonald for their hard work.

109. Presentation to Student Trustees for 2016-2017 Chair Seward commended Student Trustees Mihan and MacDonald on their

teamwork and advocacy over the past school year. She wished Student Trustee Mihan a successful future and commented that she looks forward to working with Student Trustee MacDonald in his continued role during the upcoming school year.

Director Adams noted that Student Trustees Mihan and MacDonald have

exemplified each of the District’s exit outcomes over the past year and thanked them for their hard work.

Student Trustees Mihan and MacDonald were presented with a plaque

commemorating their time as student trustees. Student Trustee Mihan noted that his experience as a student trustee has been

the honour of his lifetime to date. He commented that the role has served as an opportunity for personal growth and has enabled him to consider and understand various perspectives with regard to public education. He added that, as trustees remain motivated by ensuring the public always has an opportunity for input, he is confident that students will continue to be well supported in the years to come.

Student Trustee MacDonald noted that he was influenced to run for the position

of student senator by a fellow student which piqued his interest in running for the role of student trustee. He added that the role of student trustee has provided him with an opportunity to build his knowledge of public education and accurately interpret staff reports. He thanked everyone who has assisted him in his role over the past year.

110. Report from Board (In Camera) Session Trustee Braunovan reported that the Board met in camera this evening, and

reports and recommends as follows: a. Human Resources Item

Moved by Trustee Seward, seconded by Trustee Braunovan,

THAT the Board proceed, as directed in Board in camera, with respect to a human resources item.

- Carried –

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A recorded vote was held and the motion was carried on the following division: FOR: Trustees Blackburn, Braunovan,

Boothby, Kavanagh, Olsen Harper, Penny, Schwartz, Scott and Seward

(9)

AGAINST: Trustee Ellis

(1)

ABSTENTION: Trustee Menard (0) (1)

111. Briefing from the Chair Chair Seward advised that it was the last Board meeting of the 2016-2017

school year. She extended her gratitude and thanks to all District trustees, staff, parents, and the community for remaining fully engaged and dedicated to the achievement and well-being students across the District.

112. Briefing from the Director

Director Adams advised that Superintendent Susan MacDonald will be completing her term on 30 June 2017. She extended her thanks to Superintendent MacDonald for her contributions over the past five months.

Director Adams noted that Superintendent France Thibault has announced her

retirement effective 31 August 2017. Following 32 years in public education, and 30 years with the District, France has decided to spend more time with her family. She commended France for her exceptional work, noting that she was instrumental as a member of the team working on the Eastern Secondary Accommodation Review. She added that the timing of France’s retirement will allow her to assist the District with its Learning Academy for principals and vice-principals in late August.

Director Adams advised that, following a successful recruitment competition,

the Board has appointed two new supervisory officers whose appointments will become effective on 21 August 2017. She provided the following information regarding the new supervisory officers:

Currently a principal of Special Education in the Learning Support Services department, Mr. Peter Symmonds brings a wealth of knowledge about the District and its special education programs to the role. He will be a tremendous addition to the senior team; and

Ms. Mary Jane Farrish, currently a kindergarten to grade12 system principal for equity, inclusive education and student health with the Halton District School Board will join the District as a superintendent of instruction. Ms. Farrish has experience in both the elementary and secondary panels and is recognized for her work on equity and inclusive education. Her experience in another large urban district will be a welcome perspective to the senior team.

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113. Delegations There were no delegations.

114. Matters for Action a. Confirmation of Board Minutes

i. 23 May 2017, Board

Moved by Trustee Boothby, seconded by Trustee Kavanagh, THAT the 23 May 2017 Board minutes be confirmed.

- Carried –

The report contained no recommendations. ii. 12 June 2017, Special Board

Moved by Trustee Boothby, seconded by Trustee Kavanagh, THAT the 12 June 2017 Special Board minutes be confirmed.

- Carried –

The report contained no recommendations. Trustee Blackburn noted that the recorded vote on folio 33 should

indicate only two abstentions.

iii. 20 June 2017, Special Board

Moved by Trustee Boothby, seconded by Trustee Kavanagh, THAT the 20 June 2017 Special Board minutes be confirmed.

- Carried –

The report contained no recommendations.

b. Business Arising from Board Minutes

There was no business arising from the 23 May 2017 Board minutes or the 12 and 20 June 2017 Special Board minutes.

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c. Receipt of Committee of the Whole Minutes

i. Receipt of Report 23, Committee of the Whole, 06 June 2017

Moved by Trustee Braunovan, seconded by Trustee Blackburn,

THAT Report 23, Committee of the Whole, dated 06 June 2017, be received.

- Carried –

Non-Consent Item:

1. Approval of Student Learning and Multi-Year Plan and Timelines for Alta Vista/Hunt Club Area Review

This was a non-consent item and, when dealt with later in

the meeting, the following discussion ensued.

Moved by Trustee Scott, seconded by Trustee Braunovan, A. THAT Board approve the Student Learning and

Pupil Accommodation Multi-Year Plan attached as Appendix A to Report 17-055; and

B. THAT Board approve, in principle, the timelines

for the Alta Vista/Hunt Club Area Pupil Accommodation Review attached in Appendix B to Report 17-055.

Director Adams noted that, as a result of the Ministry of

Education’s Rural Education Strategy consultation, it appears that changes may arise to the Pupil Accommodation Review Guidelines (PARG) for both rural schools and for the broader Pupil Accommodation Review (PAR) process. She recommended that the motion be delayed until more information becomes available.


THAT the following motion be referred to staff: “Moved by Trustee Scott, seconded by Trustee Braunovan,

A. THAT Board approve the Student Learning and Pupil Accommodation Multi-Year Plan attached as Appendix A to Report 17-055; and

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B. THAT Board approve, in principle, the timelines for the Alta Vista/Hunt Club Area Pupil Accommodation Review attached in Appendix B to Report 17-055.”

An amendment moved by Trustee Schwartz, seconded by Trustee Blackburn,

THAT “until more information becomes available” be added to the end of the first sentence.

- Carried, friendly –


THAT the following motion be referred to staff until more information becomes available:

“Moved by Trustee Scott, seconded by Trustee Braunovan,

A. THAT Board approve the Student Learning and Pupil Accommodation Multi-Year Plan attached as Appendix A to Report 17-055; and

B. THAT Board approve, in principle, the timelines for the Alta Vista/Hunt Club Area Pupil Accommodation Review attached in Appendix B to Report 17-055.”

- Carried –

A recorded vote was held and the motion was carried unanimously by those present: FOR: Trustees Blackburn, Boothby,

Braunovan, Ellis, Kavanagh, Menard, Olsen Harper, Penny, Schwartz, Scott and Seward

(11)

AGAINST: Nil

(0)

ABSTENTION: Nil (0) (0)

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ii. Receipt of Report 25, Committee of the Whole, 20 June 2017

Moved by Trustee Braunovan, seconded by Trustee Schwartz, THAT Report 25, Committee of the Whole, dated 20 June 2017, be received.

- Carried –

1. Approval of Short Term Borrowing Resolution

Moved by Trustee Scott, seconded by Trustee Braunovan,

THAT the Board approve the Ottawa-Carleton District School Board Borrowing Resolution as presented in Appendix A of Report 17-060. (Attached as Appendix A)

- Carried –


Braunovan, Ellis, Kavanagh, Menard, Olsen Harper, Penny, Scott, Schwartz and Seward

(11)

AGAINST: Nil

(0)


Non-Consent Items

1. Approval of Revisions to Policy P.017.GOV Student

Trustees and Policy P.113 GOV Student Senate This was a non-consent item and, when dealt with later in

the meeting, the following discussion ensued.

Moved by Trustee Scott, seconded by Trustee Braunovan, A. THAT the proposed changes to the Student

Trustees policy P.017.GOV (Appendix A1) and the Student Senate policy P. 113.GOV (Appendix B1) as outlined in option #1 in report 17-059 and be approved.

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B. THAT the Student Trustees be authorized to write to the Minister of Education on behalf of the Board of Trustees to encourage changes to provincial legislation to enable two-year student trustee terms of office.

Trustee Braunovan assumed the Chair.

Trustee Scott expressed the view that the motion serves as a significant step in expanding student voice across the province. She noted that the substitute motion proposed by Trustee Seward reflects an appropriate compromise to the concerns expressed during the 20 June 2017 Committee of the Whole meeting.

Student Trustee Mihan noted that Part B of the motion was always intended to reflect a collaborative approach including the Chair of the Board.

An amendment moved by Trustee Seward, seconded by Trustee Blackburn,

THAT the following be moved in substitution of Part B of the motion: B. THAT the Chair of the Board and the Student

Trustees co-author a letter to the Minister of Education on behalf of the Board of Trustees to encourage changes to provincial legislation allowing school boards the option of creating two-year terms for their student trustees.

In introducing the amendment, Trustee Seward noted that the proposed amendment was drafted following discussions with both staff and the student trustees. She added that both she and the student trustees are in agreement about the content of the amendment and it serves as an example of the student trustees’ exemplary diplomatic skills.

In response to a request for clarification from Trustee Ellis, Executive Officer Giroux advised that policy revisions are not required, noting that trustees are selecting one of two policy and procedure proposals governing student trustees and the student senate.

Student Trustee Mihan noted that many school boards across the province are taking similar approaches with regard to their student trustee and student senate policies. Referring to the proposed amendment, he queried how many signatories would be included on a letter to the Minister of Education. Executive Officer

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Giroux advised that a letter would include three signatories: both student trustees and the Chair of the Board.

In wrap up, Trustee Seward commented that the motion

indicates great things to come. She expressed thanks to Student Trustees Mihan and MacDonald in finding a way to move forward collaboratively.

Trustee Seward resumed the Chair.

An amendment moved by Trustee Seward, seconded by Trustee Blackburn,


Trustees co-author a letter to the Minister of Education on behalf of the Board of Trustees to encourage changes to provincial legislation allowing school boards the option of creating two-year terms for their student trustees.

- Carried –

Student Trustee Mihan requested a non-binding recorded

vote.

A recorded vote was held and the amendment was carried unanimously by those present: FOR: Trustees Blackburn, Boothby,

Braunovan, Ellis, Kavanagh, Menard, Olsen Harper, Penny, Schwartz, Scott, Seward and Student Trustees Mihan and MacDonald

(13)

AGAINST: Nil

(0)

ABSTENTION: Nil (0) (0) An amendment moved by Trustee Seward, seconded by Trustee Blackburn,


Trustees co-author a letter to the Minister of Education on behalf of the Board of Trustees to

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encourage changes to provincial legislation allowing school boards the option of creating two-year terms for their student trustees.

- Carried –

Student Trustee Mihan noted that, while he and Student Trustee

MacDonald strongly supported option #2 discussed during the 20 June 2017 Committee of the Whole meeting, they are pleased with the changes. He recommended that the Board explore the proposed changes reflected in option #2 in future years, subsequent to revisions made to provincial regulations.


Trustees policy P.017.GOV (Appendix A1) and the Student Senate policy P. 113.GOV (Appendix B1) as outlined in option #1 in report 17-059 and be approved; (Attached as Appendix B) and

B. THAT the Chair of the Board and the Student Trustees co-author a letter to the Minister of Education on behalf of the Board of Trustees to encourage changes to provincial legislation allowing school boards the option of creating two-year terms for their student trustees.

- Carried –

Trustee Ellis requested a non-binding recorded vote.

A non-binding recorded vote was held and the motion was carried unanimously by those present: FOR: Trustees Blackburn, Boothby,

Braunovan, Ellis, Kavanagh, Menard, Olsen Harper, Penny, Schwartz, Scott, Seward and Student Trustees Mihan and MacDonald

(13)

AGAINST: Nil

(0)


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Trustees policy P.017.GOV (Appendix A1) and the Student Senate policy P. 113.GOV (Appendix B1) as outlined in option #1 in report 17-059 and be approved; (Attached as Appendix B) and

B. THAT the Chair of the Board and the Student Trustees co-author a letter to the Minister of Education on behalf of the Board of Trustees to encourage changes to provincial legislation allowing school boards the option of creating two-year terms for their student trustees.

- Carried –


Braunovan, Ellis, Kavanagh, Menard, Olsen Harper, Penny, Schwartz, Scott and Seward

(11)

AGAINST: Nil

(0)


115. Matters for Discussion a. Report from OPSBA Representatives

There was no report from OPSBA representatives.

b. New Ministry Initiatives Update There was no new Ministry Initiatives update.

116. Board Work Plan

A Board Work Plan was presented for information. Chair Seward advised that the Board is currently on track in meeting its established priorities. She added that trustees will be reviewing the work plan more closely during their professional development session in September 2017.

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117. New Business – Information and Inquiries Chair Seward expressed appreciation to staff for their hard work over the past

year and wished all trustees and staff a safe and happy summer.

118. Adjournment

The meeting adjourned at 8:54 p.m.

Jennifer Adams Shirley Seward Director of Education Chair of the Board

Appendix A to Board 26 June 2017 Ottawa-Carleton District School Board Borrowing Resolution Resolved that:

1. The Director of Education and Chief Financial Officer are hereby authorized to borrow on behalf of the Ottawa-Carleton District School Board (the “Corporation”) from the Bank of Nova Scotia (the “Bank”) from time to time by way of promissory note, bankers’ acceptance, overdraft facility, letters of credit or commercial cards, a sum or sums in the aggregate not exceeding at any one time ninety million dollars ($90,000,000.00) Canadian to meet until the current revenue has been received, current expenditures of the Corporation for the year.

2. The Director of Education and Chief Financial Officer are hereby authorized to sign,

make or draw on behalf of the Corporation and to furnish to the Bank from time to time promissory notes or bankers’ acceptances sealed with the corporate seal for the sum or sums so borrowed with interest or any other charges at such rate as the Bank may from time to time determine.

3. The Chief Financial Officer is hereby authorized and directed to furnish to the Bank

at such times as the Bank may from time to time request, a statement showing the nature and amount of the estimated revenues of the current year not yet collected or where the estimates for the year have not been adopted, a statement showing the nature and amount of the estimated revenues for the Corporation as set forth in the estimates adopted for the next preceding year and also showing the total of any amounts borrowed in the current year and in any preceding year that have not been repaid.

4. The Chief Financial Officer is authorized and directed to apply in payment of all

sums borrowed from the Bank, and of any interest thereon and any other charges in connection therewith, all of the moneys collected or received in respect or the current revenues of the Corporation.

5. The borrowing resolution will continue from year-to-year until amended or revoked.

Dated this 26th day of June 2017 Ottawa-Carleton District School Board __________________________________ __________________________________ Director of Education Chief Financial Officer

1 P.017.GOV

POLICY P.017.GOV TITLE: STUDENT TRUSTEES Date Issued: 16 April 2004 Last Revised: 26 June 2017 Authorization: Board: 13 April 2004

1.0 OBJECTIVE 1.1 To provide for matters relating to Student Trustees in accordance with the Education Act and its

regulations. 1.2 To establish opportunities for students to become informed and involved in Board governance.

1.3 To provide for the payment of honoraria for Student Trustees and resources for Student

Trustees to fulfill their responsibilities.

2.0 DEFINITIONS In this policy,

2.1 Board means the Board of Trustees of the Ottawa-Carleton District School Board. 2.2 District means the Ottawa-Carleton District School Board.

2.3 Student Trustee means an elected student representative to the Board.

2.4 Student Presidents’ Council means the organization composed of student presidents and co-

presidents from each secondary school.

2.5 Student Senate means a committee comprised of one student voting representative per secondary school (grades 10, 11 or 12) that advises Student Trustees and represents students on Board Standing and Advisory Committees.

2.6 Student Trustee Candidate means a student elected by students at their secondary school to

seek election for the office of Student Trustee.

3.0 POLICY 3.1 Student Trustees are elected student representatives responsible for promoting and advancing

the interests of pupils.

3.2 The Board shall have two Student Trustees.

3.3 The Board recognizes the value and mentorship that comes when a Student Trustee serves two consecutive terms. Whenever possible, a Student Trustee serving their first-year is encouraged

Appendix B to Board 26 June 2017

2 P.017.GOV

to consider seeking election for a second term of office in accordance with election directives and qualifications below.

3.4 A Student Trustee’s term of office begins on August 1 of the year in which the student is elected

and ends on July 31 of the following year.

3.5 Appropriate Board documents and reasonable access to the District’s electronic mailing system shall be provided to Student Trustees.

4.0 SPECIFIC DIRECTIVES

Elections 4.1 Every Secondary school shall hold an election for the position of Student Trustee Candidate

before April 15 in each year.

4.2 Where students express interest in running for Student Trustee Candidate elections, each secondary school shall directly elect one Student Trustee Candidate.

4.3 The District shall hold an election for the office of Student Trustee no later than April 30 in each year.

4.4 Student Trustees shall be elected from the list of Student Trustee Candidates. The elections

shall be done indirectly by a plurality of votes of the combined incumbent Student Senate and the incumbent Student Presidents’ Council. Each member of the Student Senate shall be entitled to one vote. Each secondary school’s delegation of presidents shall be entitled to one vote.

4.5 As per the Board’s by-laws, in the event of a tie vote, a second ballot shall be held between or

amongst the members involved in the tie, to break the tie. If a vote results again in a tie, the members involved shall draw cards to determine the results, using Bridge Convention to determine ranking of cards.

4.6 Should a Student Trustee be unable to complete the term, the Board will determine whether the

vacancy should be filled and the Student Senate and Student Presidents’ Council shall jointly elect a replacement through a by-election from the list of elected Student Trustee Candidates.

Qualifications 4.7 A Student Trustee must be elected from the list of Student Trustee Candidates.

4.8 A Student Trustee must be a full-time pupil of the District in the senior division. 4.9 A Student Trustee may not be serving a sentence of imprisonment in a penal or correctional

institution. 4.10 A Student Trustee will be disqualified if the student is absent without approval of the Board from

three consecutive regular Board meetings which s/he has been designated to attend.

4.11 A Student Trustee who ceases to be qualified to act as a Student Trustee shall resign from the position. If a Student Trustee fails to resign for disqualification purposes, the Student Trustee shall be removed from office by the Director of Education or Designate.

3 P.017.GOV

4.12 If a Student Trustee wishes to resign, the student must notify the Board Chair and the chair of the Student Senate in writing, preferably 30 days in advance. Such a letter will be deemed to be a resignation.

Meetings of the Board 4.13 A Student Trustee shall have the same opportunities as a member of the Board for participation

at meetings of the Board, including Committee of the Whole and Committee of the Whole – in camera, with the exception of a meeting that is closed to the public where the subject matter under consideration involves the disclosure of intimate, personal, or financial information in respect of a member of the Board, or committee, an employee or prospective employee of the District, or a pupil or his or her parent or guardian (clause 207 (2) (b) of the Education Act).*

4.14 A Student Trustee may speak to any matter before the Board, in accordance with the Board

Governance Bylaws. Such participation shall provide for a student perspective to be heard at the table, and for feedback to students regarding Board discussions and Board decisions.

4.15 When representing the views of the majority of the members of the Student Senate, the

Student Trustee shall so indicate. 4.16 A Student Trustee is able to attend a standing or advisory committee meeting of the Board.

However, a Student Trustee shall not replace the role of the Student Senate members appointed in accordance with P.010.GOV: Community Involvement on Board Standing Committees.

4.17 A Student Trustee is not a member of the Board and is not entitled to exercise a binding vote

on any matter before the Board or any of its committees. 4.18 A Student Trustee is not entitled to move a motion, but is entitled to suggest a motion on any

matter at a meeting of the Board, and if no member of the Board moves the suggested motion, the record shall show the suggested motion.

4.19 Student Trustees may indicate during Board debate or at the conclusion of debate prior to

wrap-up their views on a motion under consideration and may request that their views be recorded in the minutes of the Board meeting.

4.20 A Student Trustee is entitled to require that a matter before the Board be put to a recorded

vote, and in that case there shall be: a) a recorded non-binding vote that includes the Student Trustee’s vote; and

b) a recorded binding vote that does not include the Student Trustee’s vote.

Resources and Training, Honorarium, and Reimbursement of Expenses 4.21 A Student Trustee shall have the same status as a Board member with respect to access to

Board resources and opportunities for training. 4.22 A Student Trustee shall receive the maximum honoraria prescribed in the Education Act and/or

regulations issued thereunder. The honorarium may be paid as a scholarship upon conclusion of the term.

4.23 The honoraria shall be prorated according to the proportion of a term for which the Student

Trustee holds office, if the Student Trustee holds office for less than a complete term of office.

4 P.017.GOV

4.24 The District shall reimburse Student Trustees for reasonable out-of-pocket expenses in accordance with Board member policy and procedures.

4.25 Student Trustees shall conform to the Code of Conduct required of Board members.

4.26 The Director of Education is authorized to issue such procedures as may be necessary to

implement this policy.

4.27 The Student Senate shall advise the Board as soon as possible following an election or by-election of the names of the Student Trustees elected and the District shall provide the Ministry with such names, not later than 30 days after the date of the election or by-election.

5.0 REFERENCE DOCUMENTS The Education Act, § 55; 191.2 and Education Act Regulation 7/07 Board By-Laws and Standing Rules Board Policy P.004.GOV: Board Member Honoraria Board Policy P.010.GOV: Community Involvement on Board Standing Committees Board Policy P.039.FIN: Travel, Meal and Mileage Claims Board Policy P.113.GOV: Student Senate Board Procedure PR.503.GOV: Trustee Expenses for Professional Development, Constituency Communications and Support Services

P.113.GOV

POLICY P.113.GOV TITLE: STUDENT SENATE Date Issued: June 2007 Last Revised: 26 June 2017 Authorization: Board: 12 June 2007

1.0 OBJECTIVE

To establish a Student Senate (SS) that will provide opportunities for students to become informed and involved in Board governance and to understand the issues and operation of public education.

2.0 DEFINITIONS In this policy,

2.1 Board means the Board of Trustees of the Ottawa-Carleton District School Board. 2.2 District means the Ottawa-Carleton District School Board.

2.3 Student Trustee means an elected student representative to the Board.

2.4 Student Presidents’ Council means the organization composed of student presidents and co-

presidents from each secondary school.

2.5 Student Senate means a committee comprised of one student voting representative per secondary school (grades 10, 11 or 12) that advises Student Trustees and represents students on Board Standing and Advisory Committees.

2.6 Student Trustee Candidate means a student elected by students at their secondary school to

seek election for the office of Student Trustee.

3.0 POLICY

3.1 The Board shall establish a Student Senate whose mandate shall be: a) to advise the Student Trustees in matters relating to students of the Ottawa-Carleton

District School Board and the business of the Board;

b) to promote student voice and to encourage students, particularly students in grades 9 and 10, to consider opportunities for student governance; such as student council, Student Senate, and Student Trusteeship;

c) to elect two of the Student Trustee Candidates to serve as Student Trustees;

Appendix B to Board 26 June 2017

P.113.GOV

d) to elect student members from the Senate as observers at Board standing and advisory committees;

e) to determine a process for communicating information to their student councils and to the students at their schools and, where appropriate, feeder schools; and

f) to advise the Board as soon as possible following an election or by-election of the

names of the student trustees elected as well as the names of members of the Student Senate appointed to Board standing and advisory committees.

3.2 A member of the Student Senate shall:

a) represent the interests of students at Student Senate meetings; and

b) liaise, represent and gather information with and to their Student Councils and to the students at their schools and, as appropriate, to feeder schools on topics pertaining to students and their schools which have been discussed at Senate meetings, as well as other matters of interest to students and their schools.

3.3 The term of office for a member of the Student Senate will begin on August 1 of the year in

which the member is elected and ends on July 31 of the following year. A member can be re-elected in accordance with elections directives and qualifications below.

4.0 SPECIFIC DIRECTIVES

Senate Membership 4.1 The Senate will consist of:

a) one student voting member from each secondary school in grades 10, 11, or 12, to be known as members of the Student Senate;

b) two non-voting Student Trustees;

c) two non-voting Board members as determined by the Board, one to serve as member and one as an alternate;

d) one school administrator (principal or vice-principal) appointed by the Director of

Education as staff advisor; and

e) the Director of Education or designate as administrative liaison.

Meetings of the Student Senate 4.2 The elected Student Trustees shall co-chair the Student Senate. 4.3 Members of the Student Senate are expected to attend meetings of the Student Senate. A

member of the Senate, excluding the Co-Chairs, who participates in a meeting by electronic means is considered to be present at the meeting and will be recorded in the attendance for the meeting. Given that the member must be able to be heard and hear all other participants in the meeting, audio-teleconferencing will be the electronic means used.

4.4 Prior to the end of the school year, the newly elected members of the Student Senate will meet

with the incumbent Senate members for in-service preparation and to define the Senate’s internal structure for the coming school year.

Meetings of the Board and its Committees

P.113.GOV

4.5 The representative of the Student Senate elected to a standing and/or an advisory committee may speak to any matter before such committee, in accordance with the Governance Bylaws. Such participation shall provide for a student perspective to be heard at the table and for feedback to students regarding committee decisions.

4.6 Appropriate Board documents shall be provided to members of the Student Senate. Quorum 4.7 A quorum exists if members of the Student Senate from 35% or more of the secondary schools

and one Board member or administrator are present at a duly scheduled meeting of the Senate. Budget 4.8 A budget for the operation of the Senate will be established annually and managed by the staff

advisor to the Senate in the Board’s approved expenditure budget from which members of the Student Senate shall be reimbursed for out-of-pocket expenses incurred in fulfillment of their responsibilities, and in accordance with Board policies and procedures.

Election of Student Senators 4.9 Each secondary school shall describe in its Student Council’s constitution a process for electing

the school’s member of the Student Senate, and shall provide that the members of the Student Senate shall be a member of the school’s Student Council.

4.10 Students will be elected by May 31 of each year to represent the school for the coming school

year as student members on the Student Senate. 4.11 Each school’s election process shall also describe a replacement process should a student

member resign from the Senate, fail to maintain regular attendance or otherwise become disqualified to serve as a member of the Student Senate.

Qualifications 4.12 A member of the Student Senate is disqualified from office and the position is deemed vacant if:

a) the student is no longer enrolled as a full-time student in a secondary school of the Board; or

b) the student is absent from three consecutive meetings without just cause of the Student

Senate or from three consecutive regular meetings of a Board committee which s/he has been designated to attend.

4.13 The Director of Education is authorized to issue such procedures as may be necessary to

implement this policy.

5.0 REFERENCE DOCUMENTS The Education Act, § 55; 191.2 and Education Act Regulation 07/07 Board By-Laws and Standing Rules Board Policy P.004.GOV: Board Member Honoraria Board Policy P.010.GOV: Community Involvement on Board Standing Committees Board Policy P.017.GOV: Student Trustees Board Policy P.018.GOV: Electronic Meetings of the Board and Committees Board Policy P.039.FIN: Travel, Meal and Mileage Claims Board Procedure PR.503.GOV: Trustee Expenses for Professional Development, Constituency Communications and Support Service

minutes 26 june 2017 · the interview, student trustee mihan advocated on behalf of student...

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