AVON MAITLAND DISTRICT SCHOOL BOARD - yourschools.ca · Avon Maitland District School Board –...

AVON MAITLAND DISTRICT SCHOOL BOARD Seaforth Education Centre

62 Chalk Street North, Seaforth, ON N0K 1W0

We Will: Create Positive, Inclusive Learning Environments, and Maximize Outcomes for Students

A G E N D A Board Meeting – Tuesday, March 26, 2019

5:00 p.m. – Committee of the Whole, Closed Session – Festival Room 6:00 p.m. – Committee of the Whole, Open Session – Maitland Room

7:00 p.m. – Student Advisory Committee – Maitland Room 7:30 p.m. – Regular Board Meeting – Maitland Room

Regular Board Meetings are open meetings and the public is welcome to attend.

PLEASE NOTE: Requests of delegations to appear before the Board must be in writing and received by the Secretary by 4:30 p.m. of the day preceding the Board meeting, unless by motion of a majority of the members present the Board determines it will hear the delegation. Such requests must state the reason for the delegation to appear. Delegations are asked to submit their material in writing to the Secretary.

1.0 CALL TO ORDER

“We acknowledge that we are on the traditional land of the Anishinaabe Peoples. We wish to recognize the long history of Indigenous Peoples of Canada and show our respect to them today. We recognize their stewardship of the land; may we all live with respect on this land and live in peace and friendship.”

2.0 COMMITTEE OF THE WHOLE, CLOSED SESSION – 5:00 p.m. (See page 4 of this Agenda)

3.0 COMMITTEE OF THE WHOLE, OPEN SESSION – 6:00 p.m. (See page 5 of this Agenda)

4.0 ROUTINE MATTERS 30 minutes

Consent Item

4.1 Approval of the Agenda Resolved that, the agenda be approved as presented/amended.

4.2 Declaration of Pecuniary Interest Any member of the Board having a pecuniary interest regarding any item presented in this agenda, should declare same, and should absent her/himself from the room while the item is being discussed.

4.3 Approval of Minutes Resolved that, the Minutes of the Avon Maitland District School Board meeting held Tuesday, February 26, 2019 be approved as presented/amended.

4.4 Business Arising from the Minutes

4.5 Committee of the Whole, Closed Session, Report to the Board Public Session

4.6 Good News

4.7 Student Trustee Update

4.8 Staff Presentation

4.9 Public Delegation

Avon Maitland District School Board – AGENDA – March 26, 2019 Engage, Inspire, Innovate … Always Learning

5.0 RECOMMENDATIONS FOR IMMEDIATE ACTION 10 minutes

Consent Item

5.1 Consent Items Resolved that, the Consent Item(s) be received as presented.

5.2 Committee Reports:

5.3 Chair’s Reports:

X

5.4 Director’s Reports: a) Approval of Tender: Central Huron Secondary School Mechanical Phase 2 and

Cafeteria Upgrades

6.0 INFORMATION AND PROGRESS REPORTS 20 minutes

Consent Item

6.1 Committee Reports:

6.2 Chair’s Reports:

X X X

6.3 Director’s Reports: a) Expense Statements for September 1, 2018 to March 31, 2019 b) Principal / Vice-Principal Pool Update c) Staff Adjustments

6.4 OPSBA Update (verbal)

6.5 Minutes from Board Committees: a) Joint Health & Safety Committee

6.6 Chair’s Activity Update (verbal)

6.7 Senior Staff Update (verbal)

6.8 Correspondence:

7.0 NEW BUSINESS 8.0 ANNOUNCEMENTS

7.1 Future Board Meetings (at Education Centre unless otherwise noted)

March 26, 2019 – 5:00 p.m. Committee of the Whole, Closed Session, 6:00 p.m. Committee of the Whole, Open Session, 7:00 p.m. Student Advisory Committee, 7:30 p.m. Regular Session

April 9, 2019 – 5:00 p.m. Committee of the Whole, Closed Session, 6:00 p.m. Committee of the Whole, Open Session, 7:30 p.m. Regular Session

April 23, 2019 – 6:30 p.m. Committee of the Whole, Closed Session, 7:00 p.m. Student Advisory Committee, 7:30 p.m. Regular Session; NOTE the April 23, 2019 meeting will be held at Mornington Public School

May 7, 2019 – 5:00 p.m. Committee of the Whole, Closed Session, 6:00 p.m. Committee of the Whole, Open Session, 7:30 p.m. Regular Session

May 28, 2019 – 6:30 p.m. Committee of the Whole, Closed Session, 7:00 p.m. Student Advisory Committee, 7:30 p.m. Regular Session


June 11, 2019 – 5:00 p.m. Committee of the Whole, Closed Session, 6:00 p.m. Committee of the Whole, Open Session, 7:30 p.m. Regular Session

June 25, 2019 – 6:30 p.m. Committee of the Whole, Closed Session, 7:00 p.m. Student Advisory Committee, 7:30 p.m. Regular Session

7.2 Future Meetings/Events with Trustee Representation (at Education Centre unless

otherwise noted)

Joint Health & Safety: Thursday, March 28, 2019 – 1:30 p.m.

SAL: Monday, March 29, 2019 – 9:00 a.m.

HPSTS: Tuesday, April 2, 2019 – 4:00 p.m. Conference Call

SEAC: Wednesday, April 3, 2019 – 4:00 p.m.

8.0 ADJOURNMENT Resolved that this meeting be adjourned at _______ p.m.


2.0 COMMITTEE OF THE WHOLE, CLOSED SESSION TUESDAY, MARCH 26, 2019

5:00 p.m. 2.1 Approval of Agenda Resolved that the agenda for the Committee of the Whole, Closed Session, be

approved as presented. 2.2 Declaration of Pecuniary Interest

Any member of the Board having a pecuniary interest regarding any item presented in this agenda, should declare same, and should absent her/himself from the room while the item is being discussed.

2.3 Approval of Minutes Resolved that the minutes of the Committee of the Whole, Closed Session, meeting

held on Tuesday, February 26, 2019 be approved as presented. 2.4 Business Arising from the Minutes 2.5 Public Delegation

2.6 Board Committee Minutes – For Information

2.7 Reports – For Action or Information (attached unless otherwise noted) 2.7.1 Financial and Property Matters – for action/information (verbal)

a) Stratford Update b) Financial Matters

2.7.2 Personnel Matters – for action/information (verbal)

a) Staff Adjustments

2.7.3 Other – for action/information (verbal) a) Senior Staff Update

2.8 Correspondence

2.9 Regular Session Resolved that this Board reconvene into Regular Session.


3.0 COMMITTEE OF THE WHOLE, OPEN SESSION TUESDAY, MARCH 26, 2019

6:00 p.m. 3.1 Approval of Agenda

Resolved that the agenda for the Committee of the Whole, Open Session, be approved as presented.

3.2 Presentations

3.2.1 Well-Being – Superintendent Baker and Baird-Jackson

3.3 Reports/Items – For Discussion

3.3.1 Policy #5 re Board Members’ Code of Conduct

3.4 Regular Session Resolved that this Board reconvene into Regular Session.

AMDSB Board Policy No. 5 Page 1 of 11 Board Policy Handbook, Revised September 12, 2017 Copyright © 2006 Avon Maitland District School Board (AMDSB)

AVON MAITLAND DISTRICT SCHOOL BOARD BOARD POLICY #5

BOARD MEMBERS’ CODE OF CONDUCT

Legal References: Education Act: Sections 170-171 Duties and Powers of Boards; Section 207 (2) Closing of Meetings; Section 209 Board Member Declaration; Section 228 Seat Vacated by Conviction, Absence; Guideline—Ontario Schools Code of Conduct; Municipal Conflict of Interest Act; Municipal Freedom of Information and Protection of Privacy Act, Bill 177, OPSBA Code of Conduct Template

A TrusteeA Board of Education Trustee (hereinafter referred to as a Board Member) position is an elected position which carries with it the understanding that the electorate will decide at election time its support for the effectiveness of a Trustee.the Board Member. At the same time, it is important to recognize the public trust and responsibility the collective body carries and that this trust and responsibility is honoured through determining and enforcing norms of acceptable behaviour. A code of conduct policy contributes to confidence in public education and respect for the integrity of elected Trustees in the community. It deals with acceptable and respectful behaviours.

1. Code of Conduct

Avon Maitland District School Board expects of itself and its members ethical and businesslike conduct. This commitment includes proper use of authority and respect in group and individual behaviour when acting as board members. The Board sets out the following expectations for the conduct of elected Trustees and student Trustees:This code of conduct and associated enforcement procedures apply to all members of the board including the chair and vice-chair as well as student trustees. This code sets out the following expectations:

2. Integrity and Dignity of Office

2.1 TrusteesMembers of the Board shall discharge their duties loyally, faithfully, impartially and in a manner that will inspire public confidence in the abilities and integrity of the Avon Maitland District School Board in accordance with Board Policy 6: Role of the Trustee.

2.2 TrusteesMembers of the Board shall recognize that the expenditure of school

board funds is a public trust and endeavour to see that the funds are expended efficiently, in the best interests of the students.

2.3 Each TrusteeMember shall comply with Board policies, procedures, procedures, By-Laws, and Rules of Order.

2.4 All TrusteesMembers of the Board shall accept that authority rests with the Board, and that a TrusteeMember has no individual authority other than that


delegated by the Board. Board members shall not attempt to exercise or claim individual authority over the organization.

2.5 Each TrusteeMember shall uphold the implementation of any Board resolution after it is passed by the Board (unless or until the resolution is rescinded or amended according to AMDSB’s Rules of Order).

2.6 The Chair of the Board is the spokesperson to the public on behalf of the Board,

unless otherwise determined by the Board. No other TrusteeMember shall speak on behalf of the Board unless expressly authorized by the Chair of the Board or Board to do so. When individual TrusteesMembers express their opinions in public, they must make it clear that they are not speaking on behalf of the Board.

3. Civil Behaviour

3.1 Board Members shall at all times act with decorum and shall be respectful of other TrusteesMembers and members of staff, as well as the public. No TrusteeMember shall engage in conduct during meetings of the Board or committees of the Board, and at all other times that would discredit or compromise the integrity of the Board.

3.2 During a meeting a member may comment on, or disagree with, a decision taken by the board. In expressing such comment or disagreement, a trusteeMember may not make disparaging remarks about a trusteeMember(s), or staff, nor speculate on the motives of a trusteeMember or staff. It is incumbent upon all members, in the spirit of enriching the whole, to raise a point of order if there is a sense that another has behaved disrespectfully so that the matter can be dealt with immediately by the Chair.

3.3 Board Member interaction with the directorDirector of educationEducation and staff is encouraged; however, individual board members or groups of board members shall recognize that TrusteeMember authority is solely over the directorDirector of educationEducation and only through the corporate body.

3.4 The director of education is the sole authority over the staff of the board. Board members will voice no judgements of the directorDirector of educationEducation or staff performance except as that performance is assessed against explicit board policies by the official process as outlined in Policy #9. The Director of Education is the sole authority over the staff of the AMDSB. Any concerns about staff members must be addressed confidentially to the Director through the Chair or the corporate body.

3.5 Board members’ interaction with the public, media or other entities shall recognize the

same limitation and the similar inability of any board member or board members to speak for the board. It is recommended that Trusteesboard members not speculate on actions or decisions of the board without specific reference to publicly published documents. Speculative questions from the public or the board shall be referred to the Chair or designated spokesperson. [Refer to Administrative Procedure 112]

3.6 Any member who resists the rules of the board, uses offensive language, disobeys the decision of the chair/acting chair or the board on points of order, or makes any disorderly noise or disturbance may by resolution of the board be ordered to leave for all or part of the remainder of the meeting. Such removal is to be recorded in the minutes of the meeting.


3.7 A TrusteeMember of the Board shall not advance allegations of misconduct and/or a breach of this Code of Conduct that are trivial, frivolous, vexatious, made in bad faith or vindictive in nature against another TrusteeMember of the Board.

4. Respect for Confidentiality

4.1 Every TrusteeBoard Member shall keep confidential any information disclosed or discussed at a meeting of the Board or committee of the Board, or part of a meeting of the Board or committee of the Board, that was closed to the public, and keep confidential the substance of deliberations of a meeting closed to the public, unless required to divulge such information by law or authorized by the Board to do so.

Members shall honour confidentiality regarding: 4.1.1 Matters discussed at a closed meeting of a committee of a board, including a

committee of the whole board 4.1.2 Correspondence, reports and other information placed in confidence with

Members 4.1.34.1.1 Confidentiality extends to anyone not in the closed meeting or excluded from

the distribution of the information for whatever reason. Members who believe they, or another trusteemember, have been incorrectly excluded shall raise the question with the Board or Committee Chair who will be allowed discretion to correct the exclusion if deemed appropriate.

4.1.4 A breach of this code, alleged or otherwise.

4.2 Members shall not divulge confidentialany information, including received in confidence because of their position such as correspondence, reports, personal information about an identifiable individual, or information subject to solicitor-client privilege that a Member becomes aware of because of his or her position, except when required by law or authorized by the Board to do so.

5. Avoidance of personal advantage and conflict of interest

5.1 Board Members shall avoid conflict of interest with respect to their fiduciary responsibility. Board Members shall recognize that the expenditure of school board funds is a public trust and endeavour to see that the funds are expended efficiently, in the best interests of the students. [See Section 5.1 in Policy No. 9 Board Governance By-laws.] 5.1.1 A TrusteeMember shall not use his or hertheir office to advance the

Trustee'sMember's interests or the interests of any family member or person or organization with whom or with which the TrusteeMember is related or associated.

5.1.2 No TrusteeMember shall accept a gift from any person or entity that has dealings with the Board if a reasonable person might conclude that the gift could influence the TrusteeMember when performing his or hertheir duties to the Board.

5.1.3 No TrusteeMember shall use his or hertheir office to obtain employment with the Board for the TrusteeMember or a family member.

5.1.4 No TrusteeMember shall use confidential information for either personal gain or to the detriment of the Board

6. Compliance with Legislation


6.1 A TrusteeMember of the Board shall discharge his or hertheir duties in accordance with the Education Act and any regulations, directives or guidelines thereunder and comply with the Municipal Freedom of Information and Protection of Privacy Act, and any other relevant legislation.

6.2 Every Member shall respect the roles and duties of the individual Members, the Board of Members, the Director of Education and the Chair of the Board.

Every TrusteeMember of the Board shall uphold the letter and spirit of this Code of Conduct and assist fellow members to do the same. ACKNOWLEDGEMENT AND UNDERTAKING I confirm that I have read, understand and agree to abide by the Board's Code of Conduct and the Enforcement Procedures detailed in Appendix A.

DATE: ► SIGNATURE:

Please Print Name:


Appendix A It is recognized that from time to time a contravention of the Code may occur that is trivial, or committed through inadvertence, or an error of judgment made in good faith. In the spirit of collegiality and the best interests of the Board, the first purpose of alerting a TrusteeMember to the contravention is to assist the TrusteeMember in understanding his/hertheir obligations under the Code. In order to uphold the integrity of the whole board, it is incumbent upon a member noticing the misstep of another to bring it to their attention as soon as possible. Subsequently, if it is believed by both parties to be a learning opportunity, or is a subject of rumours, the essence of the misstep, without reference to the member who contravened the code, should be brought, through the Chair, to the whole board to enhance the learning of all. Breach of Conduct 1. Identifying a Breach of the Code

A TrusteeMember who has reasonable grounds to believe that a TrusteeMember of the Board has breached the Board's Code of Conduct may bring the alleged breach to the attention of the Board. In the case of a breach of the Code by the Chair, wherever a process requires action by the Chair, it shall be modified to read the Vice-Chair of the Board. If the allegation is against both the Chair and Vice-Chair the forthbringer shall bring the complaint directly to the whole board in Closed Session. (see Policy #9, Section 2.3.2 re Special Meetings)

Any allegation of a breach of the Code must be brought forward as soon as possible but no later than twelve (12) weeks after the breach comes to the knowledge of the TrusteeMember reporting the breach. Notwithstanding the foregoing, in no circumstance shall an inquiry into a breach of the Code be started after the expiration of six (6) months from the time the contravention is alleged to have occurred.

The board shall have available a list of pre-approved potential investigators and mediators selected through an approved competitive procurement process.

2. Suspension of Inquiry

If the investigator(s), at any time, have concerns that this matter is outside the purview of the board, the Chair shall immediately consult with the Board lawyer before continuing. Similarly if it is discovered that the subject-matter of this inquiry is being investigated by police, that a charge has been laid, or it is being dealt with in accordance with a procedure established under another Act, the inquiry shall be suspended until the police investigation, charge or matter under another Act has been finally disposed of. This shall be immediately reported to the rest of the Board of TrusteesMembers.

3. Process for Investigation of Allegations of Breach of Conduct

Any allegation of a breach of the Code of Conduct shall first be investigated using the Informal Complaint Procedure below. The whole process is absolutely confidential.

To invoke this process, the TrusteeMember who alleges a breach of this Code will present, confidentially, to the Chair, except as described above if the allegation involves the Chair, a written, signed statement setting out the following: (i) the name of the TrusteeMember who is alleged to have breached the Code; (ii) the date and details of how the breach came to the Trustee'sMember's attention and when the breach is alleged to have occurred; (iii) a


general description of the alleged breach(es) of the Code; (iv) the grounds for the belief by the TrusteeMember that a breach of the Code has occurred; and (v) the names and contact information of any witnesses to the breach or any other persons who have relevant information regarding the alleged breach.

In order to maintain the integrity and transparency of the board, if a complaint originates from someone external to the board of trusteesMembers, the Chair will, in writing, expediently acknowledge receipt of the complaint. Once the process is complete, the complainant will be notified that the complaint has been addressed in a confidential process.

3.1 Informal Complaint Procedure

3.1.1 Upon receipt of the written allegation, or at his/hertheir own initiative, the Chair, except if s/hethey is the subject of the allegation shall immediately create a sub-committee of 3 members which will include the Chair, the Vice-Chair and one other member selected at randomby lot from the HR committee pool. The selection process will be witnessed by the Recording Secretary of the Board. If the Chair and/or Vice-Chair are either the forth-bringer or the implicated member, the randomly selected number of members will be adjusted accordingly. Under no circumstances will this sub-committee include either the forth-bringer or the member alleged to have breached the Code. This sub-committee will privately review the details of the allegation. If, at any time in these proceduresproceedings, the sub-committee is of the unanimous opinion that the allegation of the breach is trivial or vexatious or otherwise faulty the Chair shall bring this opinion to the attention of the board for further consideration.

3.1.2 The sub-committee will meet informally with a TrusteeMember who is alleged to have breached the Code, to discuss the breach. The purpose of the meeting is to bring the allegation of the breach to the attention of the TrusteeMember and to discuss remedial measures to correct the offending behaviour. The Informal Complaint Procedure is conducted in private.

The remedial measures may include, for example,

3.1.2.1 a warning 3.1.2.2 an apology, 3.1.2.3 and/or the requirement of the TrusteeMember to engage in the

successful completion of professional development training such as that offered by the Ontario Education Services Corporation Professional Development Program for School Board TrusteesMembers.

3.1.3 If a satisfactory conclusion is reached, the Chair of the sub-committee shall

bring the matter before the board. By a simple majority, the board will determine whether the resolution is appropriate or whether further investigation/measures are required. This can be done in a Closed meeting if it involves confidential information or could be deemed to be damaging to the reputation of any members or to the Board {Ref: Reg. 207 (2) (a) to (e)}

Failure of the Informal Procedure 3.1.4 If the sub-committee and the TrusteeMember alleged to have breached this

Code do not all agree on a resolution, then the Chair shall bring the matter before the board. The board shall determine, by a simple majority, whether to move to the Formal Procedure, attempt mediation, or dismiss the matter.


If referred to mediation, once complete, the results of the mediation will be reported to the board. If, by a simple majority, the board deems the mediation a success the Formal Inquiry shall not take place and the matter will be considered concluded. If deemed unsuccessful, the board shall determine whether to proceed with the Formal Procedure.

3.1.5 Exception: In an election year for TrusteesMembers, a formal code of conduct complaint respecting a TrusteeMember who is seeking re-election shall not be brought during the period commencing two months prior to election-day and ending after the first Board meeting after the new term of office of the Board commences. If the TrusteeMember accused of a breach of the Code is not re-elected, no inquiry into the alleged breach of the Code by that TrusteeMember shall be undertaken. The limitation period for bringing a complaint shall be extended as necessary.

3.2 Formal Complaint Procedure 3.2.1 If the Formal Complaint Procedure is invoked, the Board shall decide by

simple majority whether to have the sub-committee further investigate or retain a pre-approved external investigator. Subsequently, all enquiries and/or further information shall be directed solely to the investigator(s) and details of the investigation shall be confidential to the investigator(s) until the investigator’s report is before the Board of TrusteesMembers for a decision as to whether or not the TrusteeMember has breached this Code.

3.2.2 The Chair shall send a written notification to the member(s) alleged to have breached the code informing him/her that a Formal Procedure has been invoked.

3.2.3 In no circumstance shall the TrusteeMember who brought forth the allegation of a breach of the Code of Conduct be involved in conducting the Formal Inquiry into the complaint.

4. Refusal to Conduct Formal Inquiry

If, at any point in this process, a two-thirds majority of the Board is of the opinion that the complaint is out of time, trivial, frivolous or that there are no grounds or insufficient grounds for a formal inquiry, then the Formal Inquiry shall not take place and the matter will be considered concluded. {Ref Policy 9 sec: 5.3.4.c.ii}

However, if the complainant is a trusteeMember and a two-thirds majority deems that the complaint is sufficiently vexatious, the board may consider the allegation a breach in itself and consider sanctions against the complainant trusteeMember as detailed in Section 7.1 below.

5. Steps of Formal Inquiry

The Statutory Powers Procedure Act does not apply to anything done regarding the Enforcement of this Code of Conduct. No formal trial-type hearing will be conducted. The board will not compensate a member for legal costs incurred in response to any action pursued through this Code. Procedural fairness and the rules of natural justice shall govern the formal inquiry. The formal inquiry will be conducted in private and confidentiality shall be maintained at all times. In the case of an external complainant, the complainant, having previously been


informed that an investigation has been undertaken, will subsequently receive a confirmation letter once the process is complete. It is expected that the formal inquiry will be conducted within a reasonable period of time which will depend on the circumstances of the case. Potential external investigators will have provided estimated time-frames during the procurement process and then, once retained for the investigation, the board will be notified of expected variations and kept continually apprised of anticipated completion times.

Once an Inquiry is invoked, all communications regarding the investigation must be directed solely to the Investigator (as defined in 2.2.1 above). Any communications directed to, or further information learned by other TrusteesMembers shall be forwarded solely to the Investigator. No particulars that are part of the investigation shall be shared with anyone other than the Investigator until the final report is presented.

The Trustee who is alleged to have breached the Code of Conduct is encouraged to provide a written response to the facts of the allegations within 10 days of the decision to move to a formal enquiry, or such extended period of time as the investigator(s) deem appropriate in the circumstance.

If the TrusteeMember who is alleged to have breached the Code of Conduct refuses to participate in the formal inquiry, or does not respond in a timely manner, the formal inquiry will continue in his/hertheir absence. 5.1 The Investigation

5.1.1 The Designated Investigator (as defined in 2.2.1 above) has the sole authority to investigate. No TrusteeMember shall undertake their own investigation of the matter and neither the TrusteeMember who brought the allegation nor the TrusteeMember alleged to have breached the code shall partake in the investigationinvestigative process.

5.1.2 The formal inquiry may involve both written and oral statements by any witnesses, the TrusteeMember bringing forth the complaint, and the TrusteeMember who is alleged to have breached the Code of Conduct. The investigation will be restricted to the events referred to in the written complaint and guided by but not limited to the specifics therein. However, unrelated incidents shall not be pursued or reported.

5.1.3 The TrusteeMember who is alleged to have breached the Code of Conduct shall have an opportunity to respond to the allegations both in a private meeting with the person(s) undertaking the formal inquiry and in writing.

Once the formal inquiry is complete, the investigator(s) shall provide a confidential draft copy of their report containing the findings of fact to the TrusteeMember(s) alleged to have breached the Code of Conduct and the TrusteeMember who brought forth the complaint for their written comment to the investigator(s). The sole purpose of providing the draft report to the parties is to ensure no errors of fact are contained in it. It is not to elicit further information.

These parties identified in the paragraph above shall then have ten (10) days (or such reasonable period of time as deemed appropriate by the investigator(s)) from the receipt of the draft report to provide a written response.

The final report shall outline the finding of facts, but not contain a recommendation or opinion as to whether the Code of Conduct has been breached. This will be determined by the Board of TrusteesMembers as a whole.


6. Decision The final report shall be delivered to the Board of TrusteesMembers, and a decision by the Board of TrusteesMembers as to whether or not the Code of Conduct has been breached and the sanction, if any, for the breach shall be made as soon as practical after receipt of the final report by the Board.

TrusteesMembers shall consider only the findings in the final report when voting on the decision and sanction.

6.1 Despite s. 207 (1) of the Education Act, the part of the meeting of the Board during which a breach or alleged breach of the Board's Code of Conduct is considered may be closed to the public when the breach or alleged breach involves any of the matters described in clauses 207(2) (a) to (e) being: 6.1.1 (a) the security of the property of the board; 6.1.2 (b) 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 board or a pupil or his or hertheir parent or guardian;

6.1.3 (c) the acquisition or disposal of a school site; 6.1.4 (d) decisions in respect of negotiations with employees of the board; or 6.1.5 (e) litigation affecting the board.

6.2 The board shall do the following things by resolution at a meeting of the board, and

the vote on the resolution shall be open to the public: 6.2.1 make a determination that a member has breached the board’s code of

conduct 6.2.2 impose a sanction under paragraph 7.1 6.2.3 confirm or revoke a determination under paragraph 7.1 6.2.4 confirm, vary or revoke a sanction under paragraph 7.1

6.2 The TrusteeThe determination of a breach of the Code of Conduct and the imposition of a sanction with respect to a complaint investigated in accordance with the Formal Complaint Procedure must be done by resolution of the Board at a meeting of the Board, and the vote on the resolution shall be open to the public.

6.3 The resolutions shall be recorded in the minutes of the meeting.

6.36.4 The Member who is alleged to have breached the Code of Conduct shall not vote on a resolution to determine whether or not there is a breach or the imposition of a sanction.

6.4 The passage of a resolution to do any of the things described above shall be recorded in the minutes of the meeting.

6.5 Resolutions shall be decided by a vote of at least 2/3 of the TrusteesMembers of the Board present and voting. {Ref: Policy 9 Sec: 5.3.4.c.vi}

7. Enforcement of Code of Conduct/Consequences of Misconduct

7.1 If the board determines that the member has breached the board’s code of conduct, the board may, in a subsequent motion, and by simple majority, impose one or more of the following sanctions: 7.1.1 remedial measures such as described in section 3.1.2 above;


7.1.2 a verbal warning; 7.1.3 a letter outlining the breach or concern; 7.1.4 a public censure of member; 7.1.5 barring the member from sitting on one or more committees of the

board, for the period of time specified by the board. 7.1.6 barring the member from attending all or part of a meeting of the board

or a meeting of a committee of the board.

7.2 For greater certainty, the imposition of a sanction barring a TrusteeMember from attending all or part of a meeting of the Board shall be deemed to be authorization for the TrusteeMember to be absent from the meeting.

7.3 A TrusteeMember who is barred from attending all or part of a meeting of the Board or a meeting of a committee of the Board is not entitled to receive any materials that relate to that meeting or that part of the meeting and that are not available to members of the public.

7.4 In respect of a trustee’sMember’s failure to comply with the duty of confidentiality as stated above, the board may pursue available legal avenues.

8. Appeal of Breach of Conduct

8.1 If the Board determines that a TrusteeMember has breached the Board's Code of Conduct the Board shall give the member written notice of the determination and of any sanction imposed by the board. 8.1.1 The notice shall inform the member that he or shethey may make

written submissions to the board in respect of the determination or sanction by a date specified in the notice that is at least 14 (fourteen) days after the notice is received by the member.

8.1.2 If the submission requests reconsideration, the board shall consider any submissions made by the member in accordance with 8.1.1 and the board shall meet within 14 (fourteen) days after the submissions are received. The board shall, by a two-thirds majority, confirm or revoke the determination {Ref: Policy 9 Sec: 5.3.4.c.ii}

8.1.3 If the board revokes a determination under clause 8.1.3 any sanction imposed by the board is revoked.

8.1.4 If the board confirms a determination under clause 8.1.3, the board shall, by a simple majority, confirm, vary or revoke the sanction.

8.1.5 If a sanction is varied or revoked under 8.1.4 or 8.1.5, the variation or revocation shall be deemed to be effective as of the date of the original determination made under 6.2.

8.2 The Board decisions to confirm or revoke a determination or confirm, vary or revoke a sanction shall be done by resolution at a meeting of the Board and the vote on the resolution shall be open to the public. Both resolutions shall be decided by a vote of at least 2/3 of the TrusteesMembers present and voting. The resolutions shall be recorded in the minutes of the meeting.

8.2.1 The TrusteeMember alleged to have breached the Code of Conduct shall not vote on those resolutions.

9. Going Forward


In recognition that a code of conduct investigation can be a stressful and sometimes painful process for all involved, in the 12 weeks following resolution, remedial processes may be requested with optional participation such as:

9.1 Two hours with a certified counselor. (For absolute privacy, this can be arranged through the Procurement Services or Human Resource Services department)

9.2 A group debriefing with a qualified leader 9.3 A trusteeMember team-building exercise 9.4 Or another avenue approved by the board


AVON MAITLAND DISTRICT SCHOOL BOARD BOARD POLICY #5

BOARD MEMBERS’ CODE OF CONDUCT

Legal References: Education Act: Sections 170-171 Duties and Powers of Boards; Section 207 (2) Closing of Meetings; Section 209 Board Member Declaration; Section 228 Seat Vacated by Conviction, Absence; Guideline—Ontario Schools Code of Conduct; Municipal Conflict of Interest Act; Municipal Freedom of Information and Protection of Privacy Act, Bill 177, OPSBA Code of Conduct Template

A Board of Education Trustee (hereinafter referred to as a Board Member) position is an elected position which carries with it the understanding that the electorate will decide at election time its support for the effectiveness of the Board Member. At the same time, it is important to recognize the public trust and responsibility the collective body carries and that this trust and responsibility is honoured through determining and enforcing norms of acceptable behaviour. A code of conduct policy contributes to confidence in public education and respect for the integrity of elected trustees in the community. It deals with acceptable and respectful behaviours.

1. Code of Conduct

Avon Maitland District School Board expects of itself and its members ethical and businesslike conduct. This commitment includes proper use of authority and respect in group and individual behaviour when acting as board members. The Board sets out the following expectations for the conduct of Board Members (Trustees):This code of conduct and associated enforcement procedures apply to all members of the board including the chair and vice-chair as well as student trustees.

This code sets out the following expectations:

2. Integrity and Dignity of Office

2.1 Board Members of the Board shall discharge their duties loyally, faithfully, impartially and in a manner that will inspire public confidence in the abilities and integrity of the Avon Maitland District School Board in accordance with Board Policy 6: Role of the Trustee.

2.2 Each Members of the Board shall recognize that the expenditure of school board funds is a public trust and endeavour to see that the funds are expended efficiently, in the best interests of the students.

2.3 Each Member shall comply with Board policies, procedures, procedures, By-Laws, and Rules of Order.

2.34 All Members of the Board shall accept that authority rests with the Board, and that a Member has no individual authority other than that delegated by the Board. Board


members shall not attempt to exercise or claim individual authority over the organization.

2.45 Each Member shall uphold the implementation of any Board resolution after it is passed by the Board (unless or until the resolution is rescinded or amended according to AMDSB’s Rules of Order).

2.6 The Chair of the Board is the spokesperson to the public on behalf of the Board, unless

otherwise determined by the Board. No other Member shall speak on behalf of the Board unless expressly authorized by the Chair of the Board or Board to do so. When individual Members express their opinions in public, they must make it clear that they are not speaking on behalf of the Board.

3. Civil Behaviour

3.1 Board Members shall at all times act with decorum and shall be respectful of other membersMembers and members of staff, as well as the public. No Member shall engage in conduct during meetings of the Board or committees of the Board, and at all other times that would discredit or compromise the integrity of the Board.

3.2 During a meeting a member may comment on, or disagree with, a decision taken by the board. In expressing such comment or disagreement, a trusteeMember may not make disparaging remarks about a trusteeMember(s), or staff, nor speculate on the motives of a trusteeMember or staff. It is incumbent upon all members, in the spirit of enriching the whole, to raise a point of order if there is a sense that another has behaved disrespectfully so that the matter can be dealt with immediately by the Chair.

3.3 Board Member interaction with the directorDirector of educationEducation and staff is encouraged; however, individual board members or groups of board members shall recognize that TrusteeMember authority is solely over the directorDirector of educationEducation and only through the corporate body.

3.4 The director of education is the sole authority over the staff of the board. Board members will voice no judgements of the directorDirector of educationEducation or staff performance except as that performance is assessed against explicit board policies by the official process as outlined in Policy #9. The Director of Education is the sole authority over the staff of the AMDSB. Any concerns about staff members must be addressed confidentially to the directorDirector through the Chair or the corporate body.

3.5 Board members’ interaction with the public, media or other entities shall recognize the same limitation and the similar inability of any board member or board members to speak for the board. It is recommended that Trusteesboard members not speculate on actions or decisions of the board without specific reference to publicly published documents. Speculative questions from the public or the board shall be referred to the Chair or designated spokesperson. [Refer to Administrative Procedure 112]

3.6 Any member who resists the rules of the board, uses offensive language, disobeys the decision of the chair/acting chair or the board on points of order, or makes any disorderly noise or disturbance may by resolution of the board be ordered to leave for all or part of the remainder of the meeting. Such removal is to be recorded in the minutes of the meeting.


3.7 A Member of the Board shall not advance allegations of misconduct and/or a breach of

this Code of Conduct that are trivial, frivolous, vexatious, made in bad faith or vindictive in nature against another Member of the Board.

4. Respect for Confidentiality

4.1 Members shall honour confidentiality regarding: 4.1.1 MattersEvery Board Member shall keep confidential any information disclosed

or discussed at a closed meeting of athe Board or committee of the Board, or part of a board, including a meeting of the Board or committee of the whole boardBoard, that was closed to the public, and keep confidential the substance of deliberations of a meeting closed to the public, unless required to divulge such information by law or authorized by the Board to do so.

4.1.2 Correspondence, reports and other information placed in confidence with Members

4.1.3 A breach of this code, alleged or otherwise.

4.24.1.1 Confidentiality extends to anyone not in the closed meeting or excluded from the distribution of the information for whatever reason. Members who believe they, or another member, have been incorrectly excluded shall raise the question with the Board or Committee Chair who will be allowed discretion to correct the exclusion if deemed appropriate.

4.32 Members shall not divulge confidentialany information, including received in confidence because of their position such as correspondence, reports, personal information about an identifiable individual, or information subject to solicitor-client privilege that a Member becomes aware of because of his or her position, except when required by law or authorized by the Board to do so.

5. Avoidance of personal advantage and conflict of interest

5.1 Board Members shall avoid conflict of interest with respect to their fiduciary responsibility. Board Members shall recognize that the expenditure of school board funds is a public trust and endeavour to see that the funds are expended efficiently, in the best interests of the students. [See Section 5.1 in Policy No. 9 Board Governance By-laws.] 5.1.1 A Member shall not use his or hertheir office to advance the Member's interests

or the interests of any family member or person or organization with whom or with which the Member is related or associated.

5.1.2 No Member shall accept a gift from any person or entity that has dealings with the Board if a reasonable person might conclude that the gift could influence the Member when performing his or hertheir duties to the Board.

5.1.35.1.3 No Member shall use their office to obtain employment with the Board for the Member or a family member.

5.1.4 No Member shall use confidential information for either personal gain or to the detriment of the Board.


6. Compliance with Legislation

6.1 MembersA Member of the Board shall discharge their duties in accordance with the

Education Act and any regulations, directives or guidelines thereunder and comply with the provisions of the Education Act, Municipal Freedom of Information and Protection of Privacy Act, and any other relevant legislation.

6.2 Every Member shall respect the roles and duties of the individual Members, the Board of Members, the Director of Education and the Chair of the Board.

Every Member of the Board shall uphold the letter and spirit of this Code of Conduct and

assist fellow members to do the same. ACKNOWLEDGEMENT AND UNDERTAKING

I confirm that I have read, understand and agree to abide by the Board's Code of Conduct and the Enforcement Procedures detailed in Appendix A. DATE: ► SIGNATURE:

Please Print Name:

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Appendix A

It is recognized that from time to time a contravention of the Code may occur that is trivial, or committed through inadvertence, or an error of judgment made in good faith. In the spirit of collegiality and the best interests of the Board, the first purpose of alerting a TrusteeMember to the contravention is to assist the TrusteeMember in understanding his/hertheir obligations under the Code. In order to uphold the integrity of the whole board, it is incumbent upon a member noticing the misstep of another to bring it to their attention as soon as possible. Subsequently, if it is believed by both parties to be a learning opportunity, or is a subject of rumours, the essence of the misstep, without reference to the member who contravened the code, should be brought, through the Chair, to the whole board to enhance the learning of all. Breach of Conduct

1. Identifying a Breach of the Code

A member of a boardMember who has reasonable grounds to believe that another membera Member of the boardBoard has breached the board’s codeBoard's Code of conductConduct may bring forth the alleged breach to the attention of the Chair of the

boardBoard. In the case of a breach of the Code by the Chair, wherever a process requires action by the Chair, it shall be modified to read the Vice-Chair of the Board. If the allegation is against both the Chair and Vice-Chair the forthbringer shall bring the complaint directly to the whole board in Closed Session. (see Policy #9, Section 2.3.2 re Special Meetings)

Any allegation of a breach of the Code must be brought forward as soon as possible but no later than twelve (12) weeks after the breach comes to the knowledge of the TrusteeMember reporting the breach. Notwithstanding the foregoing, in no circumstance shall an inquiry into a breach of the Code be started after the expiration of six (6) months from the time the contravention is alleged to have occurred.

The board shall have available a list of pre-approved potential investigators and mediators selected through an approved competitive procurement process.

2. Suspension of Inquiry

If the investigator(s), at any time, have concerns that this matter is outside the purview of the board, the Chair shall immediately consult with the Board lawyer before continuing. Similarly if it is discovered that the subject-matter of this inquiry is being investigated by police, that a charge has been laid, or it is being dealt with in accordance with a procedure established under another Act, the inquiry shall be suspended until the police investigation, charge or matter under another Act has been finally disposed of. This shall be immediately reported to the rest of the Board of TrusteesMembers.

3. Process for Investigation of Allegations of Breach of Conduct

Any allegation of a breach of the Code of Conduct shall first be investigated using the Informal Complaint Procedure below. The whole process is absolutely confidential.

To invoke this process, the TrusteeMember who alleges a breach of this Code will present, confidentially, to the Chair, except as described above if the allegation involves the Chair, a written, signed statement setting out the following: (i) the name of the TrusteeMember who is alleged to have breached the Code; (ii) the date and details of how the breach came to the Trustee'sMember's attention and when the breach is alleged to have occurred; (iii) a

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general description of the alleged breach(es) of the Code; (iv) the grounds for the belief by the TrusteeMember that a breach of the Code has occurred; and (v) the names and contact information of any witnesses to the breach or any other persons who have relevant information regarding the alleged breach.

In order to maintain the integrity and transparency of the board, if a complaint originates from someone external to the board of trusteesMembers, the Chair will, in writing, expediently acknowledge receipt of the complaint. Once the process is complete, the complainant will be notified that the complaint has been addressed in a confidential process.

3.1 Informal Complaint Procedure

3.1.1 Upon receipt of the written allegation, or at his/hertheir own initiative, the Chair, except if s/hethey is the subject of the allegation shall immediately create a sub-committee of 3 members which will include the Chair, the Vice-Chair and one other member selected at randomby lot from the HR committee pool. The selection process will be witnessed by the Recording Secretary of the Board. If the Chair and/or Vice-Chair are either the forth-bringer or the implicated member, the randomly selected number of members will be adjusted accordingly. Under no circumstances will this sub-committee include either the forth-bringer or the member alleged to have breached the Code. This sub-committee will privately review the details of the allegation. If, at any time in these proceduresproceedings, the sub-committee is of the unanimous opinion that the allegation of the breach is trivial or vexatious or otherwise faulty the Chair shall bring this opinion to the attention of the board for further consideration.

3.1.2 The sub-committee will meet informally with a TrusteeMember who is alleged to have breached the Code, to discuss the breach. The purpose of the meeting is to bring the allegation of the breach to the attention of the TrusteeMember and to discuss remedial measures to correct the offending behaviour. The Informal Complaint Procedure is conducted in private.

The remedial measures may include, for example,

3.1.2.1 a warning 3.1.2.2 an apology, 3.1.2.3 and/or the requirement of the TrusteeMember to engage in the

successful completion of professional development training such as that offered by the Ontario Education Services Corporation Professional Development Program for School Board TrusteesMembers.

3.1.3 If a satisfactory conclusion is reached, the Chair of the sub-committee shall

bring the matter before the board. By a simple majority, the board will determine whether the resolution is appropriate or whether further investigation/measures are required. This can be done in a Closed meeting if it involves confidential information or could be deemed to be damaging to the reputation of any members or to the Board {Ref: Reg. 207 (2) (a) to (e)}

Failure of the Informal Procedure

3.1.4 If the sub-committee and the TrusteeMember alleged to have breached this Code do not all agree on a resolution, then the Chair shall bring the matter before the board. The board shall determine, by a simple majority, whether to move to the Formal Procedure, attempt mediation, or dismiss the matter.


3.1.5 If referred to mediation, once complete, the results of the mediation will be reported to the board. If, by a simple majority, the board deems the mediation a success the Formal Inquiry shall not take place and the matter will be considered concluded. If deemed unsuccessful, the board shall determine whether to proceed with the Formal Procedure.

3.1.6 Exception: In an election year for TrusteesMembers, a formal code of conduct complaint respecting a TrusteeMember who is seeking re-election shall not be brought during the period commencing two months prior to election-day and ending after the first Board meeting after the new term of office of the Board commences. If the TrusteeMember accused of a breach of the Code is not re-elected, no inquiry into the alleged breach of the Code by that TrusteeMember shall be undertaken. The limitation period for bringing a complaint shall be extended as necessary.

3.2 Formal Complaint Procedure

3.2.1 If the Formal Complaint Procedure is invoked, the Board shall decide by simple majority whether to have the sub-committee further investigate or retain a pre-approved external investigator. Subsequently, all enquiries and/or further information shall be directed solely to the investigator(s) and details of the investigation shall be confidential to the investigator(s) until the investigator’s report is before the Board of TrusteesMembers for a decision as to whether or not the TrusteeMember has breached this Code.

3.2.2 The Chair shall send a written notification to the member(s) alleged to have breached the code informing him/her that a Formal Procedure has been invoked.

3.2.3 In no circumstance shall the TrusteeMember who brought forth the allegation of a breach of the Code of Conduct be involved in conducting the Formal Inquiry into the complaint.

4. Refusal to Conduct Formal Inquiry

If, at any point in this process, a two-thirds majority of the Board is of the opinion that the complaint is out of time, trivial, frivolous or that there are no grounds or insufficient grounds for a formal inquiry, then the Formal Inquiry shall not take place and the matter will be considered concluded. {Ref Policy 9 sec: 5.3.4.c.ii}

However, if the complainant is a trusteeMember and a two-thirds majority deems that the complaint is sufficiently vexatious, the board may consider the allegation a breach in itself and consider sanctions against the complainant trusteeMember as detailed in Section 7.1 below.

5. Steps of Formal Inquiry

The Statutory Powers Procedure Act does not apply to anything done regarding the Enforcement of this Code of Conduct. No formal trial-type hearing will be conducted. The board will not compensate a member for legal costs incurred in response to any action pursued through this Code. Procedural fairness and the rules of natural justice shall govern the formal inquiry. The formal inquiry will be conducted in private and confidentiality shall be maintained at all times. In the case of an external complainant, the complainant, having previously been


informed that an investigation has been undertaken, will subsequently receive a confirmation letter once the process is complete.

It is expected that the formal inquiry will be conducted within a reasonable period of time which will depend on the circumstances of the case. Potential external investigators will have provided estimated time-frames during the procurement process and then, once retained for the investigation, the board will be notified of expected variations and kept continually apprised of anticipated completion times.

Once an Inquiry is invoked, all communications regarding the investigation must be directed solely to the Investigator (as defined in 2.2.1 above). Any communications directed to, or further information learned by other TrusteesMembers shall be forwarded solely to the Investigator. No particulars that are part of the investigation shall be shared with anyone other than the Investigator until the final report is presented.

The Trustee who is alleged to have breached the Code of Conduct is encouraged to provide a written response to the facts of the allegations within 10 days of the decision to move to a formal enquiry, or such extended period of time as the investigator(s) deem appropriate in the circumstance.

If the TrusteeMember who is alleged to have breached the Code of Conduct refuses to participate in the formal inquiry, or does not respond in a timely manner, the formal inquiry will continue in his/hertheir absence. 5.1 The Investigation

5.1.1 The Designated Investigator (as defined in 2.2.1 above) has the sole authority to investigate. No TrusteeMember shall undertake their own investigation of the matter and neither the TrusteeMember who brought the allegation nor the TrusteeMember alleged to have breached the code shall partake in the investigationinvestigative process.

5.1.2 The formal inquiry may involve both written and oral statements by any witnesses, the TrusteeMember bringing forth the complaint, and the TrusteeMember who is alleged to have breached the Code of Conduct. The investigation will be restricted to the events referred to in the written complaint and guided by but not limited to the specifics therein. However, unrelated incidents shall not be pursued or reported.

5.1.3 The TrusteeMember who is alleged to have breached the Code of Conduct shall have an opportunity to respond to the allegations both in a private meeting with the person(s) undertaking the formal inquiry and in writing.

Once the formal inquiry is complete, the investigator(s) shall provide a confidential draft copy of their report containing the findings of fact to the TrusteeMember(s) alleged to have breached the Code of Conduct and the TrusteeMember who brought forth the complaint for their written comment to the investigator(s). The sole purpose of providing the draft report to the parties is to ensure no errors of fact are contained in it. It is not to elicit further information.

These parties identified in the paragraph above shall then have ten (10) days (or such reasonable period of time as deemed appropriate by the investigator(s)) from the receipt of the draft report to provide a written response.

The final report shall outline the finding of facts, but not contain a recommendation or opinion as to whether the Code of Conduct has been breached. This will be determined by the Board of TrusteesMembers as a whole.


6. Decision

The final report shall be delivered to the Board of TrusteesMembers, and a decision by the Board of TrusteesMembers as to whether or not the Code of Conduct has been breached and the sanction, if any, for the breach shall be made as soon as practical after receipt of the final report by the Board.

TrusteesMembers shall consider only the findings in the final report when voting on the decision and sanction.

6.1 Despite subsections. 207 (1) of the Education Act, (…the meetings of a board… shall be open to the public) the part of athe meeting of the boardBoard during which a breach or alleged breach of the board’s codeBoard's Code of conductConduct is considered may be closed to the public “…when the subject-matter under consideration involves, … breach or alleged breach involves any of the matters described in clauses 207(2) (a) to (e) being:

(a) the security of the property of the board; (b) the disclosure of intimate, personal or financial information in respect of a member of the board” or involves any of the other matters described in clauses 207 (2) (a) to (e) of the Act. or committee, an employee or prospective employee of the board or a pupil or their parent or guardian;

The (c) the acquisition or disposal of a school site; (d) decisions in respect of negotiations with employees of the board shall do; or (e) litigation affecting the following thingsboard.

6.16.2 The determination of a breach of the Code of Conduct and the imposition of a

sanction with respect to a complaint investigated in accordance with the Formal Complaint Procedure must be done by resolution(s) of the Board at a meeting of the boardBoard, and the vote on the resolution(s) shall be open to the public:. 6.1.1 make a determination that a member has breached the board’s code of

conduct 6.1.2 impose a sanction under paragraph 7.1 6.1.3 confirm or revoke a determination under paragraph 7.1 6.1.4 confirm, vary or revoke a sanction under paragraph 7.1

A member 6.3 These resolutions shall be decided by a vote of at least 2/3 of the Members of the

Board present and voting. {Ref: Policy 9 Sec: 5.3.4.c.vi}

6.26.4 The Member who is alleged to have breached the board’s codeCode of conductConduct shall not vote on a resolution to do any of the things described abovedetermine whether or not there is a breach or the imposition of a sanction.

6.36.5 The passage of a resolution to do any of the things described aboveThe resolutions shall be recorded in the minutes of the meeting.

6.41.1 Resolutions shall be decided by a vote of at least 2/3 of the Trustees of the Board present and voting. {Ref: Policy 9 Sec: 5.3.4.c.vi}

6.56.6 The Statutory Powers Procedure Act does not apply to anything done under this section.


7. Enforcement of Code of Conduct/Consequences of Misconduct

7.1 If the board determines that the member has breached the board’s code of conduct, the board willmay, in a subsequent motion, and by simple majority, impose none, one, or a combinationmore of the following sanctions: 7.1.1 remedial measures such as described in section 3.1.2 above; 7.1.2 a verbal warning; 7.1.3 a letter outlining the breach or concern; 7.1.4 a public censure of member; 7.1.5 barring the member from sitting on one or more committees of the board, for

the period of time specified by the board. 7.1.6 barring the member from attending all or part of a meeting of the board or a

meeting of a committee of the board.

7.2 For greater certainty, the imposition of a sanction barring a member from attending all or part of a meeting of the board shall be deemed to be authorization for the member to be absent from the meeting.

7.37.2 A member of a boardMember who is barred from attending all or part of a meeting of the boardBoard or a meeting of a committee of the boardBoard is not entitled to receive any materials that relate to that meeting or that part of the meeting and that are not available to members of the public.

7.3 The imposition of a sanction barring a Member from attending all or part of a meeting of the Board shall be deemed to be authorization for the Member to be absent from the meeting.

7.4 In respect of a trustee’sMember’s failure to comply with the duty of confidentiality as stated above, the following additional sanctions may be pursued by the board:

7.4.17.4 The board may pursue available legal avenues where a trustee has breached his/her duty of confidentiality. The board will not compensate a trustee for legal costs incurred in response to any action pursued.

8. Appeal of Breach of Conduct

8.1 If the boardBoard determines that a memberMember has breached the board’s codeBoard's Code of conduct:

8.1.1 The boardConduct the Board shall give the member written notice of the determination and of any sanction imposed by the board. 8.1.28.1.1 The notice shall inform the member that he or shethey may make

written submissions to the board in respect of the determination or sanction by a date specified in the notice that is at least 14 (fourteen) days after the notice is received by the member.

8.1.38.1.2 If the submission requests reconsideration, the board shall consider any submissions made by the member in accordance with 8.1.1 and the board shall meet within 14 (fourteen) days after the submissions are received. The board shall, by a two-thirds majority, confirm or revoke the determination {Ref: Policy 9 Sec: 5.3.4.c.ii}

8.1.48.1.3 If the board revokes a determination under clause 8.1.3 any sanction imposed by the board is revoked.

8.1.58.1.4 If the board confirms a determination under clause 8.1.3, the board shall, by a simple majority, confirm, vary or revoke the sanction.

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8.1.68.1.5 If a sanction is varied or revoked under 8.1.4 or 8.1.5, the variation or revocation shall be deemed to be effective as of the date of the original determination made under 6.2.

8.2 The Board decisions to confirm or revoke a determination or confirm, vary or revoke a

sanction shall be done by resolution at a meeting of the Board and the vote on the resolution shall be open to the public. Both resolutions shall be decided by a vote of at least 2/3 of the Members present and voting. The resolutions shall be recorded in the minutes of the meeting.

8.2.1 The Member alleged to have breached the Code of Conduct shall not vote on those resolutions.

9. Going Forward

In recognition that a code of conduct investigation can be a stressful and sometimes painful process for all involved, in the 12 weeks following resolution, remedial processes may be requested with optional participation such as:

9.1 Two hours with a certified counselor. (For absolute privacy, this can be arranged through the Procurement Services or Human Resource Services department)

9.2 A group debriefing with a qualified leader 9.3 A trusteeMember team-building exercise 9.4 Or another avenue approved by the board

Subject to Board Approval

AVON MAITLAND DISTRICT SCHOOL BOARD

Engage, Inspire, Innovate … Always Learning

PRESENT: Trustees: Laura Bisutti, Colin Carmichael, Lynette Geddes, Robert Hunking, Herb Klassen,

Nancy Rothwell, Colleen Schenk, Al Sygrove Absent: Julie Moore Senior Staff: Director Lisa Walsh, Superintendents Janet Baird-Jackson, Jodie Baker, Kim Black,

Paul Langis, Jane Morris, and Associate Superintendent Cheri Carter Resource: Sarah Stright Recording Secretary: Barb Crawford

CALL TO ORDER Chair Schenk called the meeting to order at 6:50 p.m. COMMITTEE OF THE WHOLE, CLOSED SESSION

MOTION 2019-02-26- 19 (N. Rothwell – L. Geddes)

RESOLVED THAT this Board convene into Committee of the Whole, Closed Session at 6:50 p.m.

CARRIED

Vice-Chair Hunking was Chair for the Committee of the Whole, Closed Session. RECONVENE IN REGULAR SESSION

MOTION 2019-02-26-20 (N. Rothwell – L. Bisutti)

RESOLVED THAT this Board reconvene into Regular Session. CARRIED

Chair Schenk recited the Opening Statement: “We acknowledge that we are on the traditional land of the Anishinaabe Peoples. We wish to recognize the long history of Indigenous Peoples in Canada and show our respect to them today. We recognize their stewardship of the land; may we all live with respect on this land and live in peace and friendship.”

M I N U T E S

COMMITTEE OF THE WHOLE, CLOSED SESSION, COMMITTEE OF THE WHOLE, OPEN SESSION

and REGULAR BOARD MEETING 6:30 p.m.

Tuesday, February 26, 2019 Maitland Room, Seaforth Education Centre

62 Chalk Street North, Seaforth, ON

Avon Maitland District School Board – MINUTES – February 26, 2019 Page 2


Approval of Agenda The following amendments were made to the agenda: 6.0 New Business – Trustee Reflection Discussion

MOTION 2019-02-26-21 (L. Geddes – R. Hunking)

RESOLVED THAT the Agenda of the Avon Maitland District School Board meeting be approved as amended.

CARRIED

Declaration of Pecuniary Interest No trustee made a declaration of pecuniary interest. Approval of Minutes

MOTION 2019-02-26-22 (C. Carmichael – H. Klassen)

RESOLVED THAT the Minutes of the Avon Maitland District School Board meeting held Tuesday, January 29, 2019 be approved as presented.

CARRIED

Business Arising from the Minutes There was no business arising from the Minutes. Committee of the Whole, Closed Session, Report to Board Public Session

Approval of Competitive Procurement Process Vice-Chair Hunking brought forward the following motion.

MOTION 2019-02-26-23 (R. Hunking – A. Sygrove) RESOLVED THAT the Avon Maitland District School Board award the contract to supply to the firm Cloud Managed Networks.

CARRIED

Trustee Reflection – Vice-Chair Hunking “You are braver than you think, stronger than you seem, and Smarter than you think”. This is somewhat a two perspective reflection. I am maybe my hardest critic. This quote always resonates in my head. “One rises to their level of incompetence.” Does that mean one can only obtain so much? Picture a student with the same thought. It goes against everything we try to say and encourage in them, “chase your dream”, “you have the potential”, “you have the ability”. At times I feel as though I have reached my plateau and then someone says “you are doing a good job.” or “Have you considered taking on this?” Most of us strive to do more, reach higher, expand our horizons. As trustees we are charged with student achievement and well being within the guise of preserving, advocating for and advancing public education. At times you may feel that you have got in over your head or think whoa that person knows their stuff and your self esteem and confidence sinks. Imagine how a student feels when they ‘get it’ versus when they ‘don’t get it’. Why is that person so knowledgeable or how did that person become so informed? Was it just work related knowledge, experience, research or PD? Or is it personal desire to grow to make that plateau higher and higher? How often have you heard “there is no stupid question?” and then get laughed at for asking that question. How does that make you feel? How do you think it would make a student feel asking that question that everyone pretends to know the answer to? Worth is not measured by intelligence. It is your desire to improve, grow, learn that are key elements of success. Many students have not developed a desire/passion to learn or that



passion that drives themselves to learn or have lost it or had it destroyed. We are beginning to realize that more often than not that passion for discovery is extinguished by school. Which theory do you want to pick? As adults most of us have realized the benefits of lifelong learning. We must put in place the conditions that encourage our students to be the same. It may only be tiny steps but one has to begin somewhere. It goes beyond extrinsic or intrinsic motivation or applying cognitive principles or metacognition. Who knows what the ripple effect may be. From our Board Plan: “At AMDSB, our goal is to foster successful graduates. We define successful graduates as students who leave AMDSB prepared for their next steps and understand themselves as learners and advocates for their own needs, are literate and are numerate. They are also prepared for a changing world and are confident and curious thinkers, resilient and flexible thinkers who demonstrate global competencies (communication, critical thinking, creativity, collaboration and problem solving) and positive and principled engagement in society.” Engage Inspire Innovate… Always Learning: needs to be more than just words for us as trustees and administration and for our students. “If it doesn’t challenge you, it won’t change you” Good News Superintendent Black, on behalf of the Indigenous Education Advisory Committee (IAEC), announced that Avon Maitland has launched their website on Indigenous Education. Vice Chair Hunking announced Mikayla Ainsley, a student from Hullett Central Public School recently won the Lions Club International Peace Essay grand prize for her essay ‘Kindness Matters’. The contest was created specifically to give visually impaired students between the ages of 11 and 13 the opportunity to express their feelings of peace. In March, Mikayla and her family will be visiting the United Nations in New York where she will be presented with a plaque and the grand prize. Congratulations to Mikayla! On February 11th Trustee Klassen attended a dinner at Stratford Northwestern Secondary School hosted by the Culinary Club. An authentic Middle Eastern dinner was prepared by a team of students from Stratford Central and Stratford Northwestern. The next dinner is March 25th. Please contract Stratford Northwestern for tickets. Superintendent Morris reported the St. Donat 2019 trip was another success for students in grades 8 and 9. Fifty students from twenty schools across the district participated in the excursion. The students spent half the day in school and the other half day enjoying outdoor activities. Trustee Sygrove recognized and thanked the owners and staff of Hansen’s Your Independent Grocer who visited the Exeter Elementary School where they served healthy breakfasts to students. Owner Mike Hansen said the program, Raise a Food Lover, was designed to get children involved in food and to encourage eating together as a family. Trustee Sygrove also announced that students from South Huron District High School recently helped make their community safe and more active by raising over $1600. for the Pedestrian Bridge on the South Huron Trail Project. The SHDHS Athletic Council, with the support of students and local businesses, donated the money to the Ausable Bayfield Conservation Foundation and the Jones Bridge Project. Superintendent Baker announced a number of schools have been promoting well-being along with the Board’s campaign ‘iAMwell’. Jeremy Brock, Principal at Milverton Public School posted a photo of Milverton’s ‘iAMwell’ which was then recognized by the organizers of Bell Let’s Talk Day. Superintendent Baker also announced the Cosmetology Program at South Huron District High School was recently launched and have two sections filled. On February 5th Stratford Northwestern and Stratford Central hosted an Open House to talk about the 2019/2020 transition year. Student Trustee Kristin Vleeming, who attends Stratford Central, noted that there was a very good turnout and students found the open house helpful.



Director Walsh formally introduced Sarah Stright. Sarah is acting Communications Manager with responsibilities including the website, graphic designs, and campaigning related to all senior staff portfolios. Chair Schenk acknowledged the gallery in attendance for this evening’s meeting. The guests are participating in the PQP Part I course. On February 21st and 22nd Chair Schenk attended the Principals’ conference. Also in attendance were Vice-Chair Hunking, and Trustees Geddes and Klassen. The theme was ‘Leading the Learning Profession’. Speakers included Todd Whittacker, Dr. Greg Wells, Karen Acton and Dr. Carol Campbell. Student Trustee Update Student Trustees Moore and Vleeming attended OSTA-AECO on February 21st to 24th in Ottawa. Staff Presentation Safe and Welcoming Learning Environment / Learning Services Update Superintendent Black and Learning Services Coordinator Kristin Frank presented progress to date and next steps related to transition planning and supports for students with special needs. More information is available at the following link: http://dar.yourschools.ca/year_in_review.html Superintendents Baker and Black provided information regarding the medical and recreational Cannabis on school grounds and reference AP314 re Prevalent Medical Conditions in Schools. Public Delegations There were no delegations. RECOMMENDATIONS FOR IMMEDIATE ACTION DIRECTOR’S REPORTS:

Consent Items 5.3 a) Expense Statements – Trustee Geddes asked to remove this item for discussion.

MOTION 2019-02-26-24 (L. Geddes – N. Rothwell)

RESOLVED THAT the Consent Items be received as presented. CARRIED

Review of Code of Conduct Policy Vice-Chair Hunking brought forward a request to review Board Policy #5 re Code of Conduct, in accordance with OPSBA’s direction. The Policy must be reviewed by May 15, 2019.

MOTION 2019-02-26-25 (R. Hunking – C. Carmichael)

RESOLVED THAT the Avon Maitland District School Board establish an Ad Hoc Committee consisting of Chair Schenk, Vice-Chair Hunking, and Trustees Geddes and Sygrove, to review Board Policy #5 re Code of Conduct.

CARRIED

INFORMATION AND PROGRESS REPORTS DIRECTOR’S REPORTS:

Expense Statements for September 1, 2018 to January 31, 2019 Associate Superintendent Carter presented the report for information, and explained how trustee expenses are distributed for PD, conference and other travel expense. Trustees agreed for a future Open Session agenda to review and discuss the allocation of PD on behalf of trustees and student trustees.

http://dar.yourschools.ca/year_in_review.html



Staff Adjustments Retirements and Resignations Name Location Position Effective Lydia Wassink Listowel District SS Educational Assistant January 31, 2019 Dani Rathwell Education Centre Communications Manager February 1, 2019 Betty Regier Bluewater Coast ES Secretary February 28, 2019 Greg Murray Goderich District CI Teacher March 31, 2019 Sylvia Cattrysse Elma Township PS Principal April 30, 2019 Michelle Ellison AMDEC/Mitchell DHS Teacher June 30, 2019 Susan Ryan Anne Hathaway PS Teacher June 30, 2019 Bill Shore Central Huron SS Teacher June 30, 2019 Robin Rutherford Little Falls ES Teacher June 30, 2019 Patricia Brine Stratford Central SS Teacher June 30, 2019 John Hindley Stratford Central SS Teacher June 30, 2019 Gail Fricker Stratford Northwestern SS Teacher June 30, 2019 Patricia Webb Upper Thames ES Teacher June 30, 2019 New Hires Name Location Position Effective Rhiannon Poole Bedford PS Teacher February 1, 2019 Allissa Wettlaufer FE Madill SS Teacher February 1, 2019 Brydon Ensing Stratford Northwestern SS Teacher February 1, 2019 Alexandra Wight Stratford Northwestern SS Teacher February 1, 2019 Darlene Bleyswyck Avon PS Custodian March 4, 2019 OPSBA Update Trustee Klassen provided a summary of the OPSBA Board of Directors meeting held on February 22nd – 23rd in Toronto. The OPSBA Labour Relations Symposium is scheduled for April 4th and 5th. OPSBA will be participating in the consultation on Regulation 274 and class size. Legislative Updates for Bill 66 re Ontario’s Commutative Act, and Bill 56 re Keeping Students Safe on School Buses were discussed. Vice-Chair Hunking added that on April 8th OPSBA is hosting an Advocacy Day at Ontario Legislative from 5:30 to 7:30 p.m. It is an open invitation for MPPs to attend with OPSBA to talk about current issues. Chair Activity Update Chair Schenk’s activities have included attending school council meetings, attending the February Principals’ Conference, speaking at the PQP Part I course, and agenda planning with the Vice-Chair and Director. Senior Staff Updates Superintendent Baird-Jackson began with a Stratford update and noted in terms of construction staff have been making progress. An application for approval to proceed has been submitted to the Capital Branch in the Ministry on February 13th. The design has now been finalized and will be out for tender when approval to proceed has been confirmed with the Ministry. In terms of the Vision update, Superintendent Baird-Jackson noted there have been a number of questions submitted and staff continue to complete the answers and post in the Vision FAQ on the Board’s Stratford website. When the Option 7 option was proposed, staff received a large number of questions. The themes covered a series of topics including transition, parking, transportation, athletics ie sport teams, etc. Staff are continuing to work through the questions and will post answers as soon as possible. Superintendent Baker explained the transition process is well underway and involves a number of staff members and various departments. Senior Staff is connected relative to their portfolios. School administrators have been contacting feeder school families to follow up about the Open House and



answer any questions they may have. Administrators are going to work with school councils as a way to engage discussion and feedback to what they would like to see in transition. Superintendent Baird-Jackson highlighted that the facilities work scheduled for March break included asbestos abatement in the front stairwell at Stratford Central, construction in the staff room at Stratford Northwestern, painting at Bedford Public School and Exeter Elementary School as well as fire alarm inspections throughout the district. Superintendent Morris announced the release of the system memo re DELF assessment for 2019. The dates for the assessment will be May 6th to 8th. A copy of the annual report from Kids First Huron Perth Committee was distributed. Avon Maitland DSB is a partner in the integrated approach of organizations to support children up to age 6. This Committee has been meeting since 2008 and continues to do tremendous work to support families and children. Superintendent Baker announced for Semester II there are 139 students enrolled in dual credits where students attend college campuses for classes. An additional 40 students are expected to enroll in Team Taught Dual Credit which is when the college instructor teaches courses at the secondary school with an Avon Maitland teacher. February 27th is Pink Shirt day where staff and students are encouraged to wear pink to recognize bullying awareness, and to improve the understanding of bullying versus conflict. NEW BUSINESS Vice-Chair Hunking brought forward for discussion the next steps re Trustee Reflection statements at the Regular Board meeting. Following input from trustees, it was agreed to pause on the trustee reflection until the fall.

MOTION 2019-02-26-26 (N. Rothwell – C. Carmichael)

RESOLVED THAT the Avon Maitland District School Board pause the Trustee Reflection statement and bring forward for discussion in September 2019.

CARRIED

ANNOUNCEMENTS Future Board Meetings (at Education Centre unless otherwise noted) March 26, 2019 – 5:00 p.m. Committee of the Whole, Closed Session, 6:00 p.m. Committee of

the Whole, Open Session, 7:00 p.m. Student Advisory Committee, 7:30 p.m. Regular Session April 9, 2019 – 5:00 p.m. Committee of the Whole, Closed Session, 6:00 p.m. Committee of the

Whole, Open Session, 7:30 p.m. Regular Session April 23, 2019 – 6:30 p.m. Committee of the Whole, Closed Session, 7:00 p.m. Student

Advisory Committee, 7:30 p.m. Regular Session; NOTE the April 23, 2019 meeting will be held at Mornington Public School

May 7, 2019 – 5:00 p.m. Committee of the Whole, Closed Session, 6:00 p.m. Committee of the Whole, Open Session, 7:30 p.m. Regular Session

May 28, 2019 – 6:30 p.m. Committee of the Whole, Closed Session, 7:00 p.m. Student Advisory Committee, 7:30 p.m. Regular Session

June 11, 2019 – 5:00 p.m. Committee of the Whole, Closed Session, 6:00 p.m. Committee of the Whole, Open Session, 7:30 p.m. Regular Session

June 25, 2019 – 6:30 p.m. Committee of the Whole, Closed Session, 7:00 p.m. Student Advisory Committee, 7:30 p.m. Regular Session

Future Meetings/Events with Trustee Representation (at Education Centre unless otherwise noted) PIC: Wednesday, February 27, 2019 – 5:30 p.m. IEAC: Thursday, February 28, 2019 – 5:00 p.m.



SEAC: Wednesday, March 6, 2019 OPSBA – April 13, 2019 – discussion on CASE and Riverside programming Audit Committee – April 30, 2019

MOTION 2019-02-26-27 (N. Rothwell – H. Klassen) RESOLVED THAT this meeting be adjourned at 9:40 p.m.

CARRIED

Approved at Seaforth, Ontario Date approved Colleen Schenk Dr. Lisa Walsh Chair of the Board Director of Education and

Secretary of the Board


AVON MAITLAND DISTRICT SCHOOL BOARD Create Positive, Inclusive Learning Environments, and Maximize Outcomes for Students

DIRECTOR’S ACTION REPORT

TO: Regular Board Meeting – Tuesday, March 26, 2019 AGENDA ITEM: 5.4 a) SUBJECT: Approval of Tender: Phase 2 – Mechanical (Boiler Replacement) and Cafeteria

Upgrades at Central Huron Secondary School 1.0 Background

1.1 As part of the ongoing infrastructure improvements to be funded through Ministry facility grants, boiler replacement was identified as being required at Central Huron Secondary School. The existing steam heating system is in excess of 50 years old and has surpassed its useful life expectancy. This is phase 2 of a three phase project.

1.2 Phase one, which was completed in the summer of 2018, included installing boilers on the second floor mechanical room to eventually serve the entire building, asbestos abatement in the east corridor, lighting and fire alarm system upgrades on the first floor main hallway.

1.3 This phase of the project includes removal of the existing steam plant in its entirety

including boilers and auxiliary equipment. New hot water mains will be provided throughout the school. Steam air handling unit serving the LRC will be converted temporarily to hot water so the unit can be used until such a time as phase 3 work is complete. Three new rooftop units will provide proper make-up air handling to the cafeteria, classrooms and offices in the south part of the school. Asbestos abatement in the cafeteria, adjacent corridor, and LRC corridors will allow for replacement of the ceiling, fire alarm system, and lighting with occupancy sensors, in these spaces. The cafeteria floor and ceiling finishes will be renewed along with paint finishes and additional booth style seating. Exterior cafeteria windows on the northwest elevation will be modified to include a door to provide future access to the exterior green space.

2.0 Project

2.1 Central Huron Secondary School

2.1.1 Three contractors received tender packages with the following three prices

being received.

Contractor Tender Price (including taxes)

Culliton Inc. $1,693,870.00

Turner Plumbing and Heating Limited $1,323,746.41

JMR Electric Limited $1,175,200.00

2.1.2 The Board’s mechanical consultant, DMDS Ltd., recommends that the low

contractor, JMR Electric Limited, be awarded the contract in the amount of $1,175,200.00.

Director’s Action Report – Mar 26, 2019 2 Approval of Tender: Phase 2 Boiler Replacement and Cafeteria Upgrades at CHSS


2.1.3 The recommended tender amount is less than the estimated budget amount for this project including fees to DMDS of 8.9% for the work associated to the boiler and 12% for the cafeteria renovation work.

2.1.4 This project will be funded through School Condition Improvement funding.

Attached is the recommendation from the Board's Consultant, which Administration supports.

3.0 Recommendation It is recommended that

the Avon Maitland District School Board accept the tender from JMR Electric Limited for phase 2 of the boiler replacement at Central Huron Secondary School in the amount of $1,175,200.00.

Janet Baird-Jackson Lisa Walsh Superintendent of Corporate Services Director of Education and Secretary of the Board

1

March 7, 2019 TOAvon Maitland District School Board Mrs. Janet Baird-Jackson Superintendent of Corporate Services

Central Huron S.S. Steam to Hot Water Conversion – Phase 2. Tender Report

Dear Mrs. Baird Jackson,

This letter serves to summarize the process for the aforementioned project.

As part of the ongoing facilities upgrades for the Avon Maitland District School Board (AMDSB), DMDS Limited was retained to prepare drawings and specifications suitable for tender.

The design mandate was to install heating piping from new boiler plant installed last year to each mechanical space in the building, remove steam heat exchangers, piping and all steam components and re-feed the existing heating systems; asbestos abatement in the Cafeteria and LRC corridors and update ceiling, lighting and fire alarm systems in these spaces; update Cafeteria ceilings, lighting, fire alarm and HVAC systems, and add new forced air system to serve classrooms and offices in the South part of the school.Most parts of the steam distribution system are over 50 years old and have reached their rated service life. Repair and service requirements of the steam system have become more frequent and costly.

During this Phase 2 renovation the building will be completely switched over from steam to more efficient hot water heat. At the end of the renovations the existing redundant steam boiler plant will be demolished and the empty room will be handed over to the school.

A bidder’s package was prepared to incorporate the AMDSB’s Broader Public Sector process. An ad was placed in the Daily Commercial News, the tender package was posted at the Construction Associations, and the tender package was made available to three Mechanical Contractors.

The following bid was received:

Contractor Contract Price

HST

Culliton Inc $1,499,000.00 $194,870.00

Turner Plumbing & Heating Ltd. $1,171,457.00 $152,289.41

JMR Electric Ltd. $1,040,000.00 $135,200.00

The submission from JMR Electric Limited was in order. It is our experience that JMR have successfully completed projects for the AMDSB. We therefore recommend that the AMDSB award this contract to JMR Electric Limited for the total amount of $1,175,200.00 (Contract Price + HST).

153 NORMAN STREET STRATFORD, ON N5A 5S1

519-505-3938 [email protected]

2

If you have questions or require any additional information, please do not hesitate to contact our office.

Sincerely,

Jozsef MeszarosDMDS Ltd.



Create Positive, Inclusive Learning Environments, and Maximize Outcomes for Students

DIRECTOR’S INFORMATION REPORT

TO: Regular Board Meeting – Tuesday, March 26, 2019

AGENDA ITEM: 6.3 a)

SUBJECT: Expense Statements for September 1, 2018 to February 28, 2019

1.0 Background

1.1 Attached are the year-to-date expense statements for the period September 1, 2018 to

February 28, 2019.

1.2 This report is presented in the format required for financial submissions to the Ministry of

Education (Ministry). The budget and expense figures are reported on a modified Public Sector Accounting Board (PSAB) basis, as the required reporting model for school boards. However, there is one exception with this presentation, in that capital spend is included in both sets of figures so that spending to date, regardless of accounting treatment, can be monitored and shared. Capital spending is included in the Supplies and Services figures, but in reality, the amounts capitalized per PSAB reporting requirements will be removed from the expenses to be capitalized during the year-end processes.

1.3 At the end of February, six months into the fiscal year, it is expected that teacher-related

salary expense should be at approximately 56%, ten-month employee salary expense should be at approximately 60% and twelve-month expenses (salary and other expenses) should be approximately 50% of the budgeted amounts.

1.4 The payment of some expenses is upfront as opposed to spread out throughout the fiscal

year (e.g. negotiated staff professional development amounts, software, maintenance and other agreements), the incurrence of which affects the rate of spending in the areas such as Staff Development and Fees & Contract Services.

1.5 As of this presentation period, the actual expenses are on track to come in on budget.

Staff will continue to monitor all monthly expenses.

Cheri Carter Dr. Lisa Walsh Associate Superintendent of Financial Services Director of Education and and Treasurer of the Board Secretary of the Board

Actual Expenses Rev Estimates % of Expenses2018/2019 Year 2018/2019 Year to Budget

CLASSROOM SERVICESSalaries and Wages 61,045,635 111,093,059 54.95%Employee Benefits 7,767,970 17,324,883 44.84%Staff Development 416,729 673,277 61.90%Supplies & Services & Capital 1,657,161 4,354,064 38.06%Interest Charges on Capital 0 0 0.00%Rental Expense 66,577 169,418 39.30%Fees & Contract Services 627,274 1,260,789 49.75%Other 0 0 0.00%Subtotal: 71,581,346 134,875,490 53.07%

SCHOOL ADMINISTRATIONTEACHER/STUDENT SUPPORT

Salaries and Wages 8,720,977 17,735,114 49.17%Employee Benefits 1,398,064 3,057,606 45.72%Staff Development 123,500 157,125 78.60%Supplies & Services & Capital 640,513 1,475,740 43.40%Interest Charges on Capital 0 0 0.00%Rental Expense 114,819 198,446 57.86%Fees & Contract Services 1,480,850 2,057,565 71.97%Other 96,000 95,750 100.26%Subtotal: 12,574,724 24,777,346 50.75%

TRUSTEESSalaries and Wages 44,161 94,000 46.98%Employee Benefits 1,890 4,000 47.26%Staff Development 13,518 18,000 75.10%Supplies & Services & Capital 9,445 23,000 41.06%Interest Charges on Capital 0 0 0.00%Rental Expense 0 0 0.00%Fees & Contract Services 0 0 0.00%Other 0 0 0.00%Subtotal: 69,015 139,000 49.65%

DIRECTOR & SUPERVISORY OFFICERSSalaries and Wages 497,166 1,027,269 48.40%Employee Benefits 58,499 129,891 45.04%Staff Development 20,874 50,000 41.75%Supplies & Services & Capital 15,932 50,000 31.86%Interest Charges on Capital 0 0 0.00%Rental Expense 0 0 0.00%Fees & Contract Services 0 0 0.00%Other 0 0 0.00%Subtotal: 592,471 1,257,160 47.13%

AVON MAITLAND DISTRICT SCHOOL BOARD2018/2019 EXPENSE STATEMENT

For the Period: September 1, 2018 to February 28, 2019


BOARD ADMINISTRATIONSalaries and Wages 1,091,525 2,267,604 48.14%Employee Benefits 275,388 659,713 41.74%Staff Development 22,668 40,000 56.67%Supplies & Services & Capital 182,142 387,633 46.99%Interest Charges on Capital 0 0 0.00%Rental Expense 3,166 7,000 45.23%Fees & Contract Services 340,110 559,500 60.79%Other 144,481 206,308 70.03%Subtotal: 2,059,480 4,127,758 49.89%

TOTAL GOVERNANCE & ADMINISTRATION 2,720,966 5,523,918 49.26%

TRANSPORTATIONSalaries and Wages 145,085 293,999 49.35%Employee Benefits 36,862 80,179 45.97%Staff Development 2,230 9,029 24.70%Supplies & Services & Capital 10,994 107,491 10.23%Interest Charges on Capital 0 0 0.00%Rental Expense 282 287 98.18%Fees & Contract Services 7,068,229 12,013,636 58.84%Other 0 0 0.00%Subtotal: 7,263,681 12,504,621 58.09%

TRANSPORTATION - PROVINCIAL SCHOOLSFees & Contract Services 41,621 80,738 51.55%Subtotal: 41,621 80,738 51.55%

FACILITIESSalaries and Wages 3,134,951 7,028,761 44.60%Employee Benefits 897,104 2,077,423 43.18%Staff Development 2,450 30,000 8.17%Supplies & Services & Capital 3,161,180 6,961,911 45.41%Interest Charges on Capital 0 0 0.00%Rental Expense 0 2,200 0.00%Fees & Contract Services 856,762 1,698,443 50.44%Other 20 0 Subtotal: 8,052,467 17,798,738 45.24%

SCHOOL RENEWALSalaries and Wages 0 0 0.00%Employee Benefits 0 0 0.00%Staff Development 0 0 0.00%Supplies & Services & Capital 811,112 4,934,864 16.44%Interest Charges on Capital 0 0 0.00%Rental Expense 0 0 0.00%Fees & Contract Services 0 0 0.00%Other 0 0 0.00%Subtotal: 811,112 4,934,864 16.44%


OTHER PUPIL ACCOMMODATIONSalaries and Wages 0 0 0.00%Employee Benefits 0 0 0.00%Staff Development 0 0 0.00%Supplies & Services & Capital 1,604,812 22,166,547 7.24%Interest Charges on Capital 398,267 1,908,239 20.87%Rental Expense 0 0 0.00%Fees & Contract Services 0 0 0.00%Other 0 0 0.00%Subtotal: 2,003,079 24,074,786 8.32%

OTHER NON-OPERATING EXPENSESOther 117,238 338,527 34.63%Subtotal: 117,238 338,527 34.63%

AMORTIZATION, WRITE DOWNS & LOSS ON SALE OF ASSETSInstruction 0 1,599,968 0.00%Administration 0 110,139 0.00%Transportation 0 2,030 0.00%Pupil Accommodation 0 8,845,790 0.00%Other 0 187,448 0.00%Subtotal: 0 10,745,375 0.00%

TOTAL OPERATING & CAPITAL EXPENSES 105,166,233 235,654,403 44.63%



Create Positive, Inclusive Learning Environments, and Maximize Outcomes for Students DIRECTOR’S INFORMATION REPORT

TO: Regular Board Meeting – Tuesday March 26, 2019 AGENDA ITEM: 6.3 b) SUBJECT: Principal/Vice Principal Pool Update 1.0 Background

1.1 In anticipation of vacancies in principal and/or vice principal positions, recently held interviews as part of the selection process to identify candidates for the pools.

1.2 Prior to 2016/2017 school year, successful candidates were eligible to remain in the

pool for a three-year term following the date of selection. Effective 2016/2017 there is no term.

1.3 The list below shows the current and newest additions to the Principal and Vice

Principal Pools. New additions to the pool are indicated below with an *.

2.0 Selections 2.1 Vice Principal Pool Shannon McGavin (now Acting VP)

Stefan Schneider (now Acting VP) Paul Menary (now Acting VP) Barry Promane Derek Laidlaw (now Acting VP) Wanda West John Coups (now Acting VP) Lisa Bruce (now Acting VP) Richard Sumstad Katie Wilson* Beti Stefanec* Melanie Hahn*

2.2 Principal Pool

Lynda Hemming John Herbert Rob Simmons Missy Pfaff Deanne Deelstra Lorrie Goos (now Interim P) Simone Beaucage Tracey Swart (now Interim P) Amy Crummer (now Interim P) Tracey Swart (now Interim P) Matt Robinson* Adrienne Jacques*

Director’s Information Report – March 26, 2019 Page 2


Lori Stevens* Jenalyn Ignor* Robyn Carnochan* Ed Havenga*

Paul Langis Dr. Lisa Walsh Superintendent of Education Director of Education and (Human Resource Services) Secretary of the Board



Create Positive, Inclusive Learning Environments, and Maximize Outcomes for Students

DIRECTOR’S INFORMATION REPORT

TO: Regular Board Meeting – Tuesday March 26, 2019

AGENDA ITEM: 6.3 c)

SUBJECT: Staff Adjustments

1.0 Retirements and Resignations

Name Location Position Effective Barbara Alken Avon PS Principal March 31, 2019 Suzanne Gervais Downie Central PS Teacher June 30, 2019 Susan Gardiner-Marklevitz Ed Centre Teacher June 30, 2019 Dale Greenwood Goderich District CI Teacher June 30, 2019 Janet Conners Listowel District SS Teacher June 30, 2019 Gregory Higgins Listowel District SS Custodian February 21, 2019 Marilyn Purcell Listowel District SS Teacher June 30, 2019 Geraldine Nelson North Perth Westfield Teacher June 30, 2019 Heather Schein North Perth Westfield Teacher June 30, 2019 Brenda Pincombe South Perth CPS Teacher June 30, 2019

2.0 New Hires

Name Location Position Effective Ivanie Tomasulo Ed Centre-Central (French) Teacher March 18, 2019 Taylor Park North Perth Westfield ES BES-Chief April 1, 2019

Paul Langis Dr. Lisa Walsh Superintendent of Education Director of Education and (Human Resource Services) Secretary of the Board

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