December 10th, 2013
On December 9, 2013, starting at 7:00pm, the Waterloo Region District School Board held its Committee of the Whole Meeting. The agenda for this meeting can be found here.
Trustees heard a performance of seasonal music from the Centennial Chamber Players from Centennial Public School in Waterloo.
Superintendent of Learning Services, Mark Harper, and Learning Services Coordinator Kim Keena, and Learning Services Consultant Ron Hoekstra received the 2013 Innovative Management Gold Award, in recognition of the Specialist High Skills Major programs.
One delegation appeared at the meeting, speaking on to bell times.
Policy & Governance
Review of Board Policy 5001 – Appointment of Principals and Vice-Principals
Trustees approved an amendment to he policy to add legal references.
Review of Board Policy 5004 – Maximum Teaching Time – Elementary
Trustees agreed to rescind the policy, as teaching time is covered under the collective agreements.
Review of Board Policy 5005 – Maximum Teaching Time – Secondary
Trustees agreed to rescind the policy, as teaching time is covered under the collective agreements.
Review of Board Policy 6003 – Scholarship Prizes and Awards
Trustees referred the policy back to staff for further clarification.
System Fiscal Review Update
Trustees received an update around the System Fiscal Review. The target savings that needs to be achieved is $4.6M. Approximately $1,697,500 in savings has been achieved to date, leaving $2,902,500 yet to be found. Approximately $2,497,300 in possible savings has been identified and staff are undertaking further review and analysis on these items.
More information on the System Fiscal Review, and areas identified for savings can be found in the report.
Reports
Major Capital Projects Quarterly Update Report
There are seven major capital projects currently under way, including two new elementary schools. More information on these projects can be found in the report.
Section 23 – Care, Custody and Treatment Programs Update
The Section 23 Care, Custody and Treatment programs help students continue their education while receiving the care, treatment, custody or corrections necessary to address barriers to academic achievement, personal growth and well-being. Students in Section 23 settings are not considered “students” in the traditional sense under the Education Act, nor are they registered within the Waterloo Region District School Board. Students enrolled in Section 23 programs are clients of the agency providing the care, treatment or custody programs.
Changes within Section 23 program offerings were required when Family and Children’s Services announced withdrawal from three Section 23 programs in April, 2013. This announcement prompted a system wide review of alternative learning options and the identification of potential service gaps for students requiring intensive support. Managing this change in short timelines required both sensitivity and confidentiality as these program changes had a direct impact on students, families and program staff.
The conversion of the New Dawn and Z by the Y programs to a Section 23 delivery model has reduced student capacity from 20 to 12 per site. Section 23 programs are positioned to serve students with higher threshold needs, while students with moderate needs are served by their home school programs and resources. The home school supports have evolved over the past eight years to become far more comprehensive and in consultation with itinerant system supports (i.e. Consultant, Social Worker, Psychologist, Behaviour Resource Team, Attendance Counsellor, etc.) have improved to meet student needs that in the past involved students leaving their home school to attend an alternative program.
Enrolment gaps created by the reduction of pupil spaces within the New Dawn and Z by the Y programs may be addressed for some students through a recently revised U-turn program model. U-turn Alternative programs previously served students ages 16 to 18. The revised model creates opportunities for students ages 15-17 to be referred via School Student Success Teams as an early intervention strategy. Recent Ministry changes to Supervised Alternative Learning enrolment requirements, expand opportunities for students ages 16 and 17 to participate in experiential and work-based learning options, while being enrolled and supported by staff within the home school.
More information on Section 23 Programs and their delivery are available in the report.
Implementation of the Electronic Document Management System
An electronic document management system is a computer system (Laserfiche) that is used to track, process and store electronic documents. The transition to this system from paper format offers a number of benefits:
- Improved customer service- Staff is able to access and retrieve information immediately, providing improved response to employees
- Privacy of Information – Better controls can be established regarding the access to information
- Effective Workflow – with this new program introduction, processes within departments are being analyzed. Where possible, these processes are being automated
- Disaster Recovery – all electronic files are backed up nightly. In the event of a disaster, all files would still be accessible
- Records Management – an electronic document management system facilitates adherences to the Board’s record retention schedule.
- Staff Culture – a cultural shift has been noted in the approach that staff takes with their work. There is greater staff engagement for collaborative problem solving.
More information on the implementation of Laserfiche and the changes associated with it are available in the report.
The meeting adjourned at approximately 9:40pm
Categories: Board
