February 15, 2012 Board Meeting Minutes - Chignecto-Central ...

Board Approved: March 21, 2012
February 15, 2012
CHIGNECTO-CENTRAL REGIONAL SCHOOL BOARD
REGULAR MEETING
02-12 MINUTES
FEBRUARY 15, 2012
The regular monthly meeting of the Chignecto-Central Regional School Board was held on
Wednesday, February 15, 2012, in the Central Office Board Room, 60 Lorne Street, Truro
commencing at 7:00 p.m.
PRESENT:
Gordon Anderson
Kaaren Barkhouse
Angela Dwyer-James
Vivian Farrell
Jim Grue
Keith MacKenzie
Ron Marks (via teleconference)
Wendy Matheson-Withrow
IN ATTENDANCE:
Gary Clarke
Valerie Gauthier
Allison McGrath
Scott Milner
David Myles
Margie Nicholson
Andrea Paul
Shirley Robinson-Levering
Mackie Ross
Jamie Stevens
Marilyn Thompson
Trudy Thompson
Carolyn Pierce
Herb Steeves
Linda Campbell, Board Secretary
Julie Cameron, Legal Counsel
ABSENT:
Marilyn Murray (with regrets)
Board Chair Trudy Thompson called the meeting to order and welcomed those in attendance.
She expressed condolences, on behalf of the Board and staff, to Board Member Marilyn
Murray and her family on the recent loss of her brother.
APPROVAL OF AGENDA:
There was agreement to add two items to the agenda.
Ad hoc Communications Committee under Reports from Standing Committees
2012-2013 Budget Targets under New Business.
It was MOVED by Jamie Stevens, seconded by Jim Grue
THAT THE AGENDA BE APPROVED WITH THE ABOVE NOTED ADDITIONS.
MOTION CARRIED
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Board Approved: March 21, 2012
February 15, 2012
APPROVAL OF MINUTES:
It was MOVED by Vivian Farrell, seconded by Mackie Ross
THAT THE MINUTES OF THE REGULAR BOARD MEETING HELD ON
JANUARY 18, 2012 BE APPROVED.
MOTION CARRIED
BUSINESS ARISING FROM THE MINUTES:
There was no business arising from the minutes of the previous meeting.
CORRESPONDENCE:
The Board Secretary reported that correspondence was received from the NSSBA asking
each school board to submit a nomination, if they wish, for the 2012 Provincial Education
Week Partner Award. This year’s theme is “Educating Students for Life.” The nomination
criteria was shared with Board Members by e-mail on February 13, 2012. The deadline for
receipt of nominations is Thursday, March 1, 2012.
It was noted that this topic would be addressed further under the section devoted to the
NSSBA Report.
COMMITTEE REPORTS:
COMMITTEE-OF-THE-WHOLE:
Keith MacKenzie, Vice-Chair, presented a report from the February 8, 2012 Committee-of-the-
Whole meeting.
The Board was privileged to hear a presentation from Shauntay Grant, a writer, spoken word
performer, broadcast journalist and musician. Ms. Grant, the third poet laureate of the city of
Halifax, entertained the Board with her blend of poetry and music. The writer of two children’s
books, she presented a reading of Up Home, a heartwarming portrayal of growing up in one of
the province’s historic African Nova Scotian communities.
Highlights from the most recent meetings of the Education Services, Human Resources
Services and Operational Services Committees, as well as from a joint meeting of the
Education Services and Operational Services Committees were presented for information,
some of which will be brought forward later in this meeting.
The Education Services and Operational Services Committees met in joint session on
January 24 to develop determining factors for identifying schools for potential study in the
school review process. A recommendation to accept the determining factors, as outlined by
the committees and as distributed during the Committee-of-the-Whole meeting, will be
presented for consideration later in this meeting.
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Board Approved: March 21, 2012
February 15, 2012
The Human Resources Services Committee will be recommending that the Board not approve
any Early Retirement Incentive Program (ERIP) applications for the 2012-2013 school year. A
motion to this effect will be presented later in this meeting.
Superintendent Gary Clarke presented an overview of the key components of the province’s
recently released “Kids & learning first – A plan to help every student succeed.”
AUDIT:
It was MOVED by Keith MacKenzie, seconded by Jim Grue
THAT THE COMMITTEE-OF-THE-WHOLE REPORT FROM THE MEETING HELD
ON FEBRUARY 8, 2012 BE RECEIVED FOR INFORMATION PURPOSES.
MOTION CARRIED
David Myles, Committee Chair, presented a report from the Audit Committee meeting held on
February 8, 2012.
Auditors – Grant Thornton:
The Audit team from Grant Thornton distributed and reviewed the Report to the Audit
Committee – Initial Communication on Audit Planning.
Special Audit Procedures:
The committee requested a review of salaries, expenses and purchasing cards for five (5)
Operational Services staff including coordinators, assistant coordinators, foremen and their
administrative assistants, if applicable.
School-based Reviews:
Twenty-five school-based reviews will be completed this year and reports prepared on each.
Random Selection of Schools to be Audited:
The Audit Committee randomly selected Pictou Elementary and West Colchester
Consolidated as the two schools where internal audits will be performed.
Audit Services Tender:
The current agreement with Grant Thornton expires March 31, 2012. Copies of a draft
Request for Proposal for Audit Services were distributed and reviewed. It was noted that the
audit period would commence April 1, 2012 and end March 31, 2017, with an option to renew
the agreement for a further period up to a maximum of two years.
The committee agreed that the Request for Proposal for Audit Services be released on
Monday, February 13, 2012.
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Board Approved: March 21, 2012
February 15, 2012
It was MOVED by David Myles, seconded by Jim Grue
THAT THE AUDIT COMMITTEE REPORT FROM THE MEETING HELD ON
FEBRUARY 8, 2012 BE RECEIVED FOR INFORMATION PURPOSES.
MOTION CARRIED
JOINT - EDUCATION SERVICES AND OPERATIONAL SERVICES:
Board Member Jamie Stevens who served as Chair of the joint meeting of the Education
Services and Operational Services Committees, provided a report from the session held on
January 24, 2012.
School Review Process – Determining Factors:
At its January 18, 2012 regular meeting, the Board approved a motion to begin the school
review process in accordance with the Education Act. The Director of Operational Services
distributed and reviewed the February 2009 document entitled, Determining Factors –
Identification Report and a proposed 2012 revision. He stated that a similar course of action
could be used to identify schools with determining factors for this forthcoming process.
Schools do not have to meet all determining factors in order to be identified for further review,
but a preponderance of factors could cause a school to enter the Impact Assessment phase.
The identification report should be completed by the March 21, 2012 regular Board meeting
and no later than March 31, 2012.
Based on the recommendation of the Education Services and Operational Services
Committees and subsequent discussion on this topic at the February 8, 2012 Committee-ofthe-Whole
meeting, the following motion was introduced.
It was MOVED by Jamie Stevens, seconded by Gordon Anderson
THAT THE BOARD APPROVE THE SCHOOL REVIEW PROCESS –
DETERMINING FACTORS (2012) AS PRESENTED.
MOTION CARRIED
It was noted that the Determining Factors – Identification Report (2012) document was
provided to Board Members on February 8 and by e-mail on February 14. A copy of the
criteria is on file.
It was MOVED by Jamie Stevens, seconded by Keith MacKenzie
THAT THE BOARD RECEIVE THE REPORT FROM THE JOINT MEETING OF
THE EDUCATION SERVICES COMMITTEE AND THE OPERATIONAL SERVICES
COMMITTEE HELD ON JANUARY 24, 2012 FOR INFORMATION PURPOSES.
MOTION CARRIED
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Board Approved: March 21, 2012
February 15, 2012
EDUCATION SERVICES:
Jamie Stevens, Committee Chair, presented a report from the Educational Services
Committee meeting held on January 24, 2012.
Early Development Instrument (EDI):
Scott Milner, Director of Education Services, distributed the draft 2010-2011 Early
Development Instrument report and provided information on the data collection process. He
introduced Sharon Gauthier, Education Services Consultant, who has taken a lead role in the
EDI process within CCRSB. Mr. Milner emphasized that this data articulates a child’s
readiness for school, in context to the family and community, and is not an evaluation of an
individual school or individual student.
Ms. Gauthier began her presentation by showing where EDI connects with the CCRSB
Strategic Plan and the CCRSB Instructional Framework. She continued to review the
document and receive questions from committee members. She emphasized how important a
child’s experience in the early years of life is for healthy brain development.
During the February 15 meeting, Mr. Milner provided the Board with a briefing on the results of
the 2010-2011 Early Development Instrument. Members were provided with a copy of the
document. Mr. Milner advised that the EDI is a questionnaire completed by Grade Primary
teachers for all children in their classroom. It assesses how children are doing in five areas of
development i.e. physical health and well-being; emotional health and maturity; social
knowledge and competence; language and cognitive development; as well as communication
skills and general knowledge. The EDI is a reliable predictor of how children will achieve in
early elementary school. The instrument is designed to be interpreted at the group level and
does not provide diagnostic information on individual children. Mr. Milner shared observations
on key points and addressed questions for clarification. He advised that the EDI results will
be shared with school principals and the early childhood support groups and agencies that
CCRSB works with throughout the region.
The Education Services Committee will review the EDI document in detail with a view to
providing the Board with recommended next steps.
French Programs Study:
Mr. Milner introduced Velma LeBlanc Dunn, Coordinator of French Program Services; Cheryl
Ann LeLièvre, Regional French Consultant; and Anthony (Tony) Orlando, Consultant hired to
conduct the review of optional French second language programs, and welcomed them to the
meeting. He explained that the document being distributed and presented to committee
members is a follow-up from the original review of optional French programs within CCRSB.
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Board Approved: March 21, 2012
February 15, 2012
Mr. Orlando directed the committee through the document, which showed the 18
recommendations from the review and the action or status at this time. He congratulated the
Board and staff on progress that has been made to date.
Mr. Orlando reviewed six options put forward for configurations for the Celtic Family of
Schools relating to French program delivery. Committee members asked many questions and
looked for clarification on the different options. It was decided that a methodical study of
these options would need to take place before any recommendation could be made. The
committee also felt very strongly that communication with, and feedback from, the school
communities would be necessary.
The committee further agreed that no changes would be recommended for the coming
2012-2013 school year.
It was MOVED by Jamie Stevens, seconded by Mackie Ross
THAT THE EDUCATION SERVICES COMMITTEE REPORT FROM THE
MEETING HELD ON JANUARY 24, 2012 BE RECEIVED FOR INFORMATION
PURPOSES.
MOTION CARRIED
FINANCIAL SERVICES:
Committee Chair Ron Marks reported on the Financial Services Committee meetings held on
January 25 and February 1, 2012. All Board Members were invited to participate in the
February 1 meeting via teleconference.
Financial Statements to December 31, 2011 and Forecast:
The committee reviewed the Financial Statements to December 31, 2011 and forecast.
Budget Transfers:
Based on Financial Services Committee discussion and preliminary approval through a
“straw” vote via teleconference on February 1, 2012,
It was MOVED by Ron Marks, seconded by Jim Grue
THAT THE PROJECTED $300,000 SAVINGS UNDER OPERATIONAL SERVICES
BE EXPENDED ON DEFERRED MAINTENANCE AS PER THE DEFERRED
MAINTENANCE LIST AND THAT THE $300,000 SAVINGS UNDER EDUCATION
SERVICES BE EXPENDED ON SUPPLIES.
MOTION CARRIED
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Board Approved: March 21, 2012
February 15, 2012
It was MOVED by Ron Marks, seconded by Shirley Robinson-Levering
THAT THE FINANCIAL SERVICES COMMITTEE REPORT FROM THE
MEETINGS HELD ON JANUARY 25 AND FEBRUARY 1, 2012 BE RECEIVED
FOR INFORMATION PURPOSES.
MOTION CARRIED
HUMAN RESOURCES SERVICES:
Committee Chair Kaaren Barkhouse presented a report from the Human Resources Services
Committee meeting held on January 17, 2012.
Early Retirement Incentive Program(ERIP):
The Human Resources Services Committee met on January 17, 2012 to review, consider
and make a recommendation on the Early Retirement Incentive Program applications. In
light of those discussions,
It was MOVED by Kaaren Barkhouse, seconded by Margie Nicholson
THAT THE BOARD APPROVE ZERO (0) EARLY RETIREMENT INCENTIVE
PROGRAM APPLICATIONS FOR THE 2012-2013 SCHOOL YEAR.
MOTION CARRIED
Allison McGrath, Director of Human Resources Services, advised that of the 11 applications
received, two were eligible.
It was MOVED by Kaaren Barkhouse, seconded by Keith MacKenzie
THAT THE BOARD RECEIVE THE HUMAN RESOURCES SERVICES
COMMITTEE REPORT FROM THE MEETING HELD ON JANUARY 17, 2012 FOR
INFORMATION PURPOSES.
MOTION CARRIED
OPERATIONAL SERVICES:
Committee Chair Gordon Anderson provided a report on one item from the Operational
Services Committee meeting held on January 24, 2012.
Cobequid Society for Athletic Excellence (CSAE):
Representatives from the Cobequid Society for Athletic Excellence presented to the
Operational Services Committee. A Memorandum of Understanding was signed by CSAE
and CCRSB in July 2011, which was intended to recognize the interest of both parties to enter
into an agreement. The society’s goal of the sports facility could be an important benefit to the
community and CCRSB students as a place for athletic training and development. It is also
important that CCRSB exercises due diligence with the proposal. As such, it will be essential
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Board Approved: March 21, 2012
February 15, 2012
to have a lease and joint use agreement finalized before any procurement and construction
begins.
It was MOVED by Gordon Anderson, seconded by Mackie Ross
THAT THE BOARD RECEIVE THE OPERATIONAL SERVICES COMMITTEE
REPORT FROM THE MEETING HELD ON JANUARY 24, 2012 FOR
INFORMATION PURPOSES.
MOTION CARRIED
AD HOC COMMUNICATIONS:
Board Member Angela Dwyer-James presented a report from meetings of the ad hoc
Communications Committee, the most recent held on February 15, 2012.
Paperless Meetings:
The Ad Hoc Communications Committee was asked by the Board to investigate paperless
meetings and bring recommendations to the Board for consideration.
The committee reviewed former attempts by this Board to initiate paperless meetings and
considered what worked, and what did not work. The committee also reviewed successful
practices used in other Nova Scotia school boards.
Based on these discussions, the Ad Hoc Communications Committee recommends that the
Chignecto-Central Regional School Board begin using paperless meeting practices at the
standing committee level, to test the efficiency and effectiveness of the following:
Committee meeting documents are distributed by email only
Members can print documents at home and bring them to the standing committee
meetings if they wish
Members can request paper copies of meeting documents (i.e. paper copies will only
be provided if requested)
If paper copies are provided, they are printed double-sided
During meetings:
Only the agenda is printed and distributed to members at the meeting
Reports, meeting notes/minutes and presentations are projected on a screen
If the media/public attends a standing committee meeting:
Only the agenda is printed and distributed to the media/public at the meeting
If the media/public requests copies of public documents, they will be provided via
email only after the meeting
Additionally:
Members are encouraged to bring their laptop to standing committee meetings, and
arrive early to connect prior to the meeting
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Board Approved: March 21, 2012
February 15, 2012
Ad Hoc Communications Committee recommends the school board provide PD
sessions for board members on how to use email, access documents for meetings,
and use their laptop
The Ad Hoc Communications Committee asks that the four standing committees review and
test these recommendations, consider if they are appropriate for committee meetings, and
provide comment back to the Ad Hoc Communications Committee by the May regular Board
meeting.
It was MOVED by Angela Dwyer-James, seconded by Jamie Stevens
THAT THE BOARD RECEIVE THE AD HOC COMMUNICATIONS COMMITTEE
REPORT AS PRESENTED FOR INFORMATION PURPOSES.
MOTION CARRIED
SUPERINTENDENT'S REPORT:
Superintendent Gary Clarke presented highlights from his report to the Board including
information on African Heritage Month, National Teacher/Staff Appreciation Week, Budget
2012-2013, and the province’s Kids & learning first – a plan to help every student succeed.
The Superintendent’s report is available on the Board’s website at www.ccrsb.ca.
Superintendent Clarke provided a summary of his involvement in meetings and activities since
the January regular meeting of the Board. These included participation in school visits,
Educational Consultative Forums, Leaders Advisory Committee, Education Partners and
NSSBA meetings. He also attended sessions in Halifax devoted to the release of the
province’s Education Plan and the 2012-2013 Budget Targets.
Mr. Clarke referred to a recent CBC TV news report, which highlighted CCRSB’s improved
provincial Math 12 exam scores. The media report provided an opportunity to point out the
leadership the Board took by implementing the regional Math 10 exam and analyzing the
results in order to improve student achievement. It also focused on our learning community
culture, which is results-oriented to maximize student learning. Mr. Clarke thanked Darlene
MacKeen Hudson, Coordinator of Mathematics; as well as Terry Thorsten, CEC math
department head; and Jennifer Courish, CEC math teacher, for taking part in the interview.
He also expressed appreciation to Scott Milner, Director of Education Services, and Carolyn
Pierce, Communications Manager, for quickly arranging for the interview on short notice.
At this point in the meeting, Board Member Ron Marks extended regrets and left the meeting
at 8:15 p.m.
BOARD CHAIR / VICE-CHAIR REPORT:
Board Chair Trudy Thompson commented on the release of the province’s new plan for
education with a financial commitment of approximately $380,000 a year over a three-year
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Board Approved: March 21, 2012
February 15, 2012
period for CCRSB. She indicated that while the plan includes funding for positive initiatives
such as the expansion of skilled trades, Schools Plus, and virtual school programs, no
additional dollars have been identified for the expansion of early literacy support, the new
mathematics curriculum, keeping class sizes low, or for action on the issue of cyberbullying.
Chair Thompson noted that the Board’s 2012-2013 budget deliberations will be very
challenging and will have a significant impact on programs, supports and services offered to
our students. She indicated that the combined reductions in education funding for CCRSB
over the last two years is approximately $12 million.
Chair Thompson referred to a CBC TV news report featuring the Minister of Education in
which she spoke about poor math results across the Province and her plan to institute a
province-wide Grade 10 exam. Ms. Thompson noted that CCRSB had implemented a
regional math exam in 2005, which has no doubt contributed to CCRSB’s improved results on
the provincial math exam.
The Superintendent and directors addressed questions for clarification. In response to a
query raised by Board Member Angela Dwyer-James, Valerie Gauthier, Director of Financial
Services, reported that the Board took a 19% reduction in administration expenditures for the
2011-2012 budget year. Ms. Gauthier also advised that the Minister of Education has
indicated that all budget lines associated with Program Support related to Central Office will
move to the category of Regional Management and Support.
Vice-Chair Keith MacKenzie stressed the importance of emphasizing pertinent information
pertaining to funding in our press releases in order to inform the public, such as:
Nova Scotia has the second lowest funding per pupil in the country;
Provincial reductions in funding for education over the last 2 years equates to
approximately $70 million;
Declining enrollment of approximately 100 students results in the loss of four teaching
positions; and,
Statistics the Board has no control over e.g. rising gas prices and increases in
electricity costs.
Mr. MacKenzie also suggested including statistics on inflation rates over the past few years.
Vice-Chair Keith MacKenzie spoke positively on his recent attendance of the Valley
Elementary School Accreditation Presentation to the Department of Education. He advised
that the staff established goals and implemented strategies to meet them. Through their
presentation, they demonstrated that they had reached all three of their goals, which led to the
school receiving accreditation status under the Nova Scotia School Accreditation Program.
Mr. MacKenzie complimented Valley Elementary School staff for their commitment and
dedication to improvement.
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Board Approved: March 21, 2012
February 15, 2012
COMMUNICATIONS REPORT:
Carolyn Pierce, Communications Manager, highlighted information on news items and media
releases since the January 18, 2012 Board meeting. She provided a summary of additional
communication activities and website updates including information on Teen Reader’s Choice
Award, Self-identification promotional materials, Provincial Education Week Awards,
Excellence in Teaching Awards and Budget Reductions.
Ms. Pierce advised that the nomination deadline for Provincial Education Week Awards is
February 17. Board Members Kaaren Barkhouse, Vivian Farrell and Margie Nicholson agreed
to serve on the selection committee.
NSSBA REPORT:
Gordon Anderson, CCRSB’s representative on the Nova Scotia School Boards Association’s
Board of Directors, reported that:
The NSSBA annual general meeting will be held May 31 to June 2, 2012 at the Best
Western Hotel in Dartmouth. This year’s theme is Driving Change – Transforming the
Classroom. Penny Milton, former CEO of the Canadian Education Association, will be
a keynote speaker and the event will include a panel discussion with experts on
creating a vision for 21 st Century Learning.
The CSBA Congress 2012 will be hosted by the Quebec English School Boards
Association on July 5 – 7 at the Fairmont Le Chateau Frontenac, Quebec City.
The NSSBA will be looking at a variety of communication initiatives over the coming
months, such as a refresh of the NSSBA brand, developing a social media plan that
will ensure the NSSBA is making the best use of social media outlets for information
sharing, refreshing the website, relaunching E-news, and developing a long term
campaign aimed at raising awareness of education in Nova Scotia, as well as the
need for a long-term vision.
The NSSBA, through Deloitte LLP, is exploring the possibility of a feasibility study for
shared services.
Provincial Education Week will take place on April 22-28, 2012. The theme for this
year’s event is “Educating Students for Life.” Dr. Stan Kutcher will be the guest
speaker at the award ceremony on Monday, April 23.
NSSBA Education Week Partner Award 2012:
Mr. Anderson referred to correspondence from the NSSBA requesting that Boards submit
nominations for a member to be considered for receipt of the Provincial Education Week
Partner Award. He provided a review of the theme and criteria. Board Member Vivian Farrell
nominated Member Jamie Stevens, who thanked her for the nomination and respectfully
agreed to allow his name to stand.
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Board Approved: March 21, 2012
February 15, 2012
NEW BUSINESS:
2012-2013 Budget Targets:
Superintendent Gary Clarke and Director of Financial Services Valerie Gauthier reviewed
information on the Minister of Education’s funding announcement for the 2012-2013 budget.
Board Members were provided with a copy of the Department of Education’s handouts. The
overall provincial reduction in education funding is 1.3%. CCRSB’s reduction percentage is
1.7% and equates to a direct reduction of $2.98 million. As they did last year, all school
boards must also absorb cost pressures due to negotiated wage increases and inflation. For
example, the cost of electricity increased by 9% on January 1, 2012 and fuel costs have
increased by 6% over the last year. It is estimated that cost pressures will be approximately
1.8%, leading to an expected budget shortfall of approximately $6 million.
During their presentation, Mr. Clarke and Ms. Gauthier addressed questions for clarification.
NOTICE OF MOTION:
No notices of motion were presented.
PUBLIC QUESTION PERIOD:
There were no questions from the public.
DATE OF NEXT MEETING:
The next regular meeting of the Board is scheduled for March 21, 2012 and will be held in the
Central Office Board Room at 60 Lorne Street, Truro beginning at 7:00 p.m.
ADJOURNMENT:
The meeting adjourned at 9:50 p.m. on motion by Shirley Robinson-Levering.
Meeting Date: February 15, 2012
Trudy Thompson, Board Chair Approved: March 21, 2012
Linda Campbell, Board Secretary
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