We have embarked on a wonderful opportunity to participate in the Synod on the Church. This is a chance to walk together towards a more synodal Church, one that listens to her people through the Holy Spirit.

The word Synod is Latin for meeting. The Etymology of the word is “together on the Way” or “journeying together”. While synods happen regularly in the Church this one is unique in that it is including the entire People of God. The Pope would like to hear from the People of God on what the Holy Spirit is saying to our Church today and how we can become a more synodal, listening Church.

Father Gerard Monaghan is facilitating the synodal process for our Catholic Learning Leaders (CLL), VP Council and Chaplaincy Leaders. Time has been dedicated for this spiritual process orientated towards personal and community discernment at two CLL meetings, February 9 and March 9, 2022.

At the meeting on March 8, 2022, Fr. Gerard will be pleased to acquaint members of the Board of Trustees with our consultation and information sharing process.

Slide Deck

RECOMMENDATION:

THAT the Memorandum from the Superintendent of Leading & Learning dated March 2, 2022 entitled “Synod of Listening 2021-2023” be received.

Debbie Kealey, Superintendent

DK/kw

Ref: Regular Board March 8, 2022

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Re: Indigenous Land Acknowledgements

To: Mark D. Mullan, Chairperson, and

Members of the Board of Trustees

From: Debbie Kealey, Superintendent, Leading & Learning

Date: March 2, 2022

The Ottawa Catholic School Board has adopted the practice of opening meetings with an Indigenous Land Acknowledgement. We do this as a living celebration of our Algonquin community who first settled this land. Territory acknowledgements are one small part of disrupting and dismantling colonial structures.

Acknowledging territory shows recognition of and respect for Aboriginal Peoples. It is recognition of their presence both in the past and the present. Recognition and respect are essential elements of establishing healthy, reciprocal relations. These relationships are key to the process of reconciliation.

Alanna Trines, our board’s Indigenous Education Lead, will join me to present more in depth information about the importance of honouring the land and its first settlers at the beginning of meetings. We will be pleased to welcome your questions and comments at the meeting.

Slide Deck

RECOMMENDATION:

THAT the Memorandum from the Superintendent of Leading & Learning dated March 2, 2022 entitled “Indigenous Land Acknowledgements” be received.

Debbie Kealey, Superintendent

DK/kw

Ref: Regular Board March 8, 2022

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Re: Ottawa Catholic School Board Black Educator Network

To: Mark D. Mullan, Chairperson, and

Members of the Board of Trustees

From: Debbie Kealey, Superintendent, Leading & Learning

Date: March 2, 2022

The OCSB Black Educator Network is an affinity group within the OCSB. It provides a forum for the exchange of ideas, strategies and resources to improve opportunities and outcomes for Ottawa Catholic School Board Black educators and members of the OCSB community.

The network is committed to:

Supporting the well-being and pursuit of excellence of OCSB educators;
Addressing the systemic challenges that affect Black educators;
Collaborating with OCSB partners, allies and community groups to implement the Board’s commitments in Support of the International Decade for People of African Descent;
Providing mentorship to Black educators and members of the OCSB community.

The initiatives of the Black Educator Network align with the guiding principles for the OCSB Equity Framework: Leadership and Human Resources, School and Classroom Practices and Organizational Structures and Accountability.

The board’s Equity, Diversity and Inclusion Advisor, Dr. Prince Ehoro, co-chairs this network of educators along with St. Paul High School Vice-principal Chuks Imahiagbe. Both individuals will join me at the meeting on March 8, 2022 to provide more information about the Black Educator Network to members of the Board.

Slide Deck

RECOMMENDATION:

THAT the Memorandum from the Superintendent of Leading & Learning dated March 2, 2022 entitled “Ottawa Catholic School Board Black Educator Network” be received.

Debbie Kealey, Superintendent

DK/kw

Ref: Regular Board March 8, 2022

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Re: 2022 School Board Elections: Trustee Determination and Distribution

To: Mark D. Mullan, Chairperson

Members of the Board of Trustees

From: Thomas D’Amico

Director of Education

Date: March 3, 2022

In each election year, the Municipal Property Assessment Corporation (MPAC) issues to the Ottawa Catholic School Board, a Population of Electoral Groups (PEG) report. The PEG report provides a count of school support within the school board jurisdiction. This is used by staff to prepare the Trustee Determination and Distribution (D&D) report showing trustee electoral zones/wards. For the 2022 municipal elections, the trustee electoral zones/wards will require some updates as a result of the municipal changes to several wards. The following changes will be in effect for the 2022 election as a result of the city ward changes:

St. Isidore Catholic elementary school moves from Trustee zone 1 to Trustee zone 2
Convent Glen Catholic elementary school moves from Trustee zone 3 to Trustee zone 5
St. Matthew High School moves from Trustee zone 3 to Trustee zone 5

Note that these changes are for electoral purposes only and do not impact school attendance boundaries.

In addition to these required changes, the consensus coming from a trustee support committee meeting held on February 22nd was that ward 5, West-Carleton-March, be served by the Trustee in zone 2. The rationale for this recommendation is that parents and ratepayers in these areas often have connections to Kanata including the two high schools represented by the Trustee for zone 2.

Please find linked the following items:

1. Trustee Determination and Distribution (D&D)

2. Ottawa Catholic School Board Trustee Zone, Schools and City Wards

3. Ottawa Catholic School Board Trustee Zone, Schools and City Wards (with proposed
movement of ward 5 to zone 2 from zone 1)

3. Key Dates in 2022 for Trustee Elections

In this regard, a resolution must be passed by the Board of Trustees approving the Trustee Determination and Distribution, and sent by April 3, 2022 to the Minister of Education, and the school board election clerk.

I will be pleased to address your questions at the March 8, 2022 Board meeting.

RECOMMENDATION :

THAT the Memorandum from the Director of Education dated March 3, 2022, entitled 2022 School Board Elections: Trustee Determination and Distribution, be received; and

THAT the Board of Trustees approve the Trustee Determination and Distribution calculation which indicates that the Ottawa Catholic School Board will have ten (10) Trustees; and

THAT the Trustee Distribution 2022 for the Ottawa Catholic School Board be approved showing the change of ward 5 being served by the elected Trustee for zone 2.

TD:sd

Ref: Regular Board – March 8, 2022

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Re: Trustee Replacement Process - Zone 1

To: Members of the Board of Trustees

From: Mark D. Mullan, Chairperson and Thomas D’Amico, Director of Education

Date: March 3, 2022

In the Ottawa Catholic School Board Procedural By-Laws, By-law 2.11, “Vacancy Office of a Trustee”, stipulates that:

When a vacancy occurs in the office of a Trustee before the expiration of the term for which the Trustee was elected, it shall be filled in the manner prescribed in the Education Act. In the event an Optional Election is not held, consideration shall be given to individuals qualified to serve as a school board trustee in accordance with the Education Act. This shall take the form of a broadly advertised call for applications.

In the Education Act, Section 221(1) “Vacancies”, states:

…if the office of a member of a board becomes vacant before the end of the member’s term,

(a) the remaining elected members shall appoint a qualified person to fill the vacancy within 90 days after the office becomes vacant, if a majority of the elected members remain in office; or

(b) a by-election shall be held to fill the vacancy, in the same manner as an election of the board, if a majority of the elected members do not remain in office.

At a Special Trustee Support Services Committee Meeting held Tuesday, February 22, 2022, the Chair of the Board sought input from the Trustees regarding two options:

Option 1: appointment by inviting interested persons to apply

Option 2: appointment of a member of the community

The Board of Trustees are recommending proceeding with Option 1: Appointment by inviting interested persons to apply.

Administration has begun the process to prepare documents to advertise the vacancy, the Notice of Application Form, the Declaration of Qualifications – School Trustee Form, News Release and other documentation required for the appointment process.

Timeline for replacement:

Date (2022)	Process
Wednesday, March 9	Advertisement placed on Board/School web pages, social media channels, sent to City Councilors and OCSB notices Community Voice Newspaper distributed in zone 1 Notice of Application Form and Declaration of Qualification Form available on the website Notice of Closed Meeting and Special Board Meeting posted on Board’s webpage
Monday, March 21 10:00 a.m.	Deadline for receipt of applications
Monday - Tuesday, March 21-22	Staff will verify applications
Tuesday, March 22	Staff will post candidate names to the Board’s website Staff will begin process of contacting candidates to discuss interview times/process Trustees receive verified candidates packages and interview process for Board meeting
Tuesday, March 29 Closed Board Special Board	Closed Meeting of the Board: Trustee Replacement, Zone 1 Interviews: at the conclusion of the interviews, there will be a brief recess before moving into the Special Board Meeting Special Board Meeting Election: An election will be held by secret ballot in accordance with the process for elections outlined in the Board’s By-Laws. Announcement: The Chair will disclose the result, but not declare the count. Swearing-in: The new trustee for Zone 1 will be sworn-in.

Recommendation:

THAT the Memorandum from the Chairperson of the Board of Trustees and the Director of Education dated March 3, 2022 entitled Trustee Replacement Process - Zone 1 and associated timelines be approved.

TD:sd

Ref: Regular Board March 8, 2022

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Re: 2022-2023 Budget Process and Guidelines

To: Mark D. Mullan, Chairperson, and Members of the Board of Trustees

From: Lisa Schimmens, Superintendent of Finance and Administration

Date: March 2, 2022

The following report is provided to the Board of Trustees in accordance with the requirements of Board policy entitled “Financial Reporting” and/or the approved annual Schedule of Financial Reports.

BACKGROUND

The 2022-2023 Budget refers to the Board’s fiscal year September 1, 2022 to August 31, 2023.
The Ministry of Education released the Grants for Student Needs Regulation for the 2022-2023 fiscal year on February 17, 2022.
The deadline for providing a Board approved 2022-2023 Budget to the Ministry of Education is June 30, 2022.

FUNDING

Information necessary to complete the Board’s various grant calculations has now been/will be received as follows:

November 2021 2022-2023 Enrolment Projections

December 2021 2021-2022 Revised Estimates completed

February 2022 2022-2023 Grants for Student Needs Regulation

Late March 2022 2022-2023 Estimates Forms/Software (anticipated)

2021-2022 final year end surplus/deficit information (audited) will not be available until November 2022 so actual results will not be included in the 2022-2023 Budget.

TIMELINES

School boards expect further Ministry guidance during the months of March and April to assist with determining staffing and funding decisions that are quickly approaching. Given that a budget must be approved before the end of June 2022, it is proposed that the Board again proceed with the sectioned review of budget information in logical components as they become available. Subsequent revisions to sections will be provided over the course of the Board’s April, May and June meetings with special Board meeting(s) during such time period if required.

BUDGET GUIDELINES

The Ottawa Catholic School Board’s Budget is developed each year in accordance with specific pre-determined budget guidelines.

Such budget guidelines describe the assumptions made and process employed in determining the Board’s preliminary budget position. Furthermore, such budget guidelines include both legislative and regulatory requirements that impact the Board’s Budget as well as Board level contractual, negotiated and self-determined conditions or restrictions that must be respected.

A summary of some of the more significant guidelines/requirements that the budget must comply with for 2022-2023 are as follows:

Balanced budget;
Restrictions on use of accumulated Board surplus funds;
Special education spending restrictions;
School renewal or major repairs funding restrictions;
Rural and Northern Education Fund spending restrictions;
Learning Opportunities Student Achievement, Mental Health Lead, Indigenous Education, New Teacher Induction Program (NTIP) and Internal Audit spending restrictions;
Administration and Governance spending restrictions;
Class size requirements:

FDK - Average class size for Full-Day Kindergarten is 26:1 with 29 max;
Primary Class Size

At least 90 percent of primary classes have 20 or fewer students
100 percent of primary classes have 23 or fewer students
100 percent of combined grades 3/4 classes have 23 or fewer students

Intermediate (Grades 4-8) - Average class size is 24.5:1
Secondary (Grades 9-12) - Average class size is 23:1; (Note: NEW The Elearning Funding adjustment assumes 15% of students in elearning at an average class size of 30:1)

Salaries and benefits are to be provided for in accordance with Ministry Class Size Regulations and collective agreements;
Incorporates projected enrolment increases of 0.8% to 1.0% overall K-12 (enrolment is the main driver for the GSN’s representing 95% of Board revenues);
Certain fixed costs and contractual obligations (i.e. debenture repayments, transportation costs, and operating costs related to new construction/additions) are to be provided for in accordance with contractual agreements;
Department budgets are adjusted annually for special grants as appropriate;
Continuation of One-time funding supports for Covid-19 staffing received in the current year ($6.5 million) will continue for 2022-23;

User fees (ie. EDP, International students, Community Use) which have been impacted by the pandemic are will be adjusted to reflect best estimates at the time of presenting the budget.

PANDEMIC IMPACT

The pandemic impact on the budget for the 2022-2023 year will continue to be a key planning consideration. The budget estimates will be adjusted for projected impacts known at the time that the estimate is made and adjusted as new information becomes available within the budget timelines.

FORMAT AND CONTENT OF 2022-2023 BUDGET

Consistent with budget packages of recent years, the 2022-2023 Budget will contain the following sections and information content:

Section

A Overview

B Budget Summaries

C Budget Guidelines

D Enrolment Statistics

E Full-Time Equivalent Staffing

F Expenditures – Salaries and Benefits

G Expenditures – Other

Summary by Functional Area
Departmental Initiatives or Activities (“Narratives”)

H Revenues

Government Grant Allocations
Other

I Debenture Debt Information

J Accumulated Surplus (Deficit) and Deferred Revenue

The Budget document will continue to contain the core budget summaries for Operating and Capital (Section B), as has been provided to the Board and to the public in the past.

Other sections provide breakdowns of full-time equivalent staffing by position; enrolments are detailed not only by Board-wide total but by panel and by school with percentage increases/decreases by school and in total; and non-salary and benefit spending is detailed:

a) according to functional area; b) by department; and c) supplemented by Summaries of Initiatives or Activities for each department.

The aforementioned departmental summaries will document the purpose of the department/program or service and detail the department’s major initiatives or activities planned for 2022-2023, and for which 2022-2023 funding is requested.

Additionally, as a means of showcasing the Board’s Strategic Initiatives, departments have been asked to identify the areas within their budget submissions that are specific to Be Well, Be Innovative and Be Community through a provision within the department narrative.

Government grant revenue is also detailed not only by envelope, but also by type of grant and amount. Debenture debt and accumulated surplus information is incorporated as well.

In all sections, graphics in the form of bar charts and pie charts are utilized as much as possible where it serves to enhance the presentation of information to the readers of the document.

In order to commence the Board’s review of such documentation, 2022-2023 Board Budget information will be distributed to Trustees with their Board agendas for review and discussion in accordance with prior years timelines as follows**:

April 26, 2022**

Section C - Budget Guidelines
Section D - Enrolment Statistics
Section I - Debenture Debt Information

May 10, 2022**

Section G - Expenditures Other - Summary by Functional Area
Section G - Expenditures Other – Departmental Initiatives or Activities (“Narratives”)
Section H3 - Other Revenue

May 24, 2022**

Section B1 - Preliminary Operating Budget Summary

Section E - Full-Time Equivalent Staffing
Section F - Expenditures - Salaries and Benefits
Section H1 and H2 - Government Grant Allocations

June 14, 2022**

Section A – Overview
Section B1 – Operating Budget
Section B2 - Capital Budget
Section J – Accumulated Surplus (Deficit) and Deferred Revenue

Options for balancing the Budget will be provided as part of the agenda materials for the May and June 2022 Board meetings at which the Budget will continue to be deliberated upon. Final approval of the 2022-2023 Budget is scheduled for June 14, 2022**.

PUBLIC CONSULTATION

Trustee and Public Budget Input Sessions have been scheduled and advertised for Tuesday,

March 8, 2022.

Budget information will be forthcoming to the Board as mentioned above, in components as they are completed over the course of the Board’s remaining April to June 2022 meetings with special Board meeting(s) if required within such a time period. The 2022-2023 Budget will be prepared and posted to the OCSB website subsequent to its approval so as to enhance its availability to the general public.

I trust that this is satisfactory. I shall be pleased to address any questions there may be at the meeting on March 8, 2022.

RECOMMENDATION:

THAT the Memorandum from the Superintendent of Finance and Administration

dated March 2, 2022 entitled “2022-2023 Budget Process and Guidelines”, be received

Lisa Schimmens, Superintendent

LS:jc

Ref: Regular Board Meeting - March 8, 2022

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Re: 2022-2023 Grants for Student Needs and Priorities & Partnership Fund Allocations

To: Mark D. Mullan, Chairperson and

Members of the Board of Trustees

From: Lisa Schimmens, Superintendent of Finance & Administration

Date: March 2, 2022

On February 17, 2022, the Ministry of Education released information concerning the 2022-2023 Grants for Student Needs (GSN) and Priorities & Partnership Fund (PPF) allocations. Overall, GSN funding is projected to be $26.1 billion provincially, representing a 2.7% increase from 2021-22. Further details of some grant amounts and criteria are still pending release, however, we have provided the following information that is available at this time.

Staffing Funds:

Continuation of one-time supplement, $212.7 million ($3.8 m OCSB) for “Supports for Student Fund” (SSF) allocation to support the learning needs of students consistent with central agreement obligations.
Continuation of one-time supplement, $304.0 million ($6.5 m OCSB) Covid Staffing supports to fund additional staffing supports related to pandemic impacts (learning recovery, special education, enhanced cleaning) and the continuation of remote learning for one more year
Reduction of funding benchmark to reflect differentiated class size funding for online learning to reflect multi-year implementation of online credit requirements for secondary students
Reduction in benefits funding of 0.167% as part of the continued phase-out of retirement gratuities
Increase Principal and Vice-principal salary benchmark by 1% to reflect the recent agreement
Increase for Labour provision (TBD) for the first year of central bargaining with unions whose agreements expire August 31, 2022.

Mental Health & Special Education:

Continuation of $25.2 million ($0.4 m OCSB) to promote positive mental health, previously funded through Covid-19 PPF grants but added to GSN’s
Continuation of $16.3 million ($0.3 m OCSB) to support students with special education needs, previously funded through Covid-19 PPF grants but added to GSN’s
NEW investment of $10.0 million to assist with evidence-based mental health programs and resources to support student resilience and mental well-being (details to be announced)
Increase to Special Equipment Amount (SEA) of $7.4 million ($0.2 m OCSB) to increase the per pupil amount for assistive technology for students with special needs

School Operations:

Continuation of the funding for School Operations supporting additional costs of operating ventilation systems longer and replacing filters more frequently reflected by a benchmark increase of 3.15% to the non-staff portion of the School Operations benchmark (previously funded as Covid-19 PPF)
Increase to the School Operations benchmark 2.3% (non-staff portion) to assist boards in managing commodity prices (i.e. electricity, natural gas, facility insurance)
Reduction in funding to the School Operation Grant year 4 of five-year phase-in updating the school Supplementary Area Factor (SAF) for the increase in class size to 23 and data updates

Other:

NEW funding of $39.9 million ($0.8 m OCSB) for broadband network operations and security through a benchmark increase to support costs related to network: connectivity, infrastructure, security and related operations
Continuation of one-time supplement, $134.4 million ($2.4 m OCSB) for English as a Second Language (ESL) support to offset the financial impacts of the temporary decline in imigrantion enrolment
Student transportation grant to be maintained at prior year’s funding level, adjusted for enrolment growth

PPF transfers to the GSN,

Continuation of:

$2.4 million for Parents Reaching Out (PRO), moving within the Parent Engagement Allocation
$7.9 million for Canada-Ontario Agreement for French as a Second Language (FSL), to be enveloped as new Areas of Intervention component of FSL allocation.
$3.0 million for Well-Being and Mental Health Bundle, moving to a new Well-Being and Positive School Climate allocation within the Mental Health & Well-Being allocation.
$3.5 million for Learning & Innovation for Teachers (LIFT) allocation to support ongoing professional learning.

Priorities and Partnerships Funding (PPFs)	2022-23	2021-22
New - Tutoring Supports	$1,969,000	$1,969,000
De-streaming Implementation Supports	53,800	52,300
New - Early Intervention in Math for Students with Education Needs	112,800	n/a
New - Entrepreneurship Education Pilot Projects	30,000	n/a
Health Resources, Training & Supports	24,300	22,800
Math Strategy	550,000	550,000
New - Skilled Trades Bursary Program	16,000
Special Education AQ Subsidy for Educators	18,300	18,300
Summer Learning Special Education Supports	176,300	TBA
New - Professional Assessments & Reading Intervention Programs	TBA	TBA
Math - Additional Qualifications (AQ)	TBD	97,500
Expansion of Specialist High Skills Majors (SHSM)	TBD	99,200
Focus on Youth	TBA	450,000
Transportation and Stability Supports for Children and Youth in Care	TBD	248,000
Graduation Coach Program for Black Students	TBA	113,200
Demographic Data Gathering	TBA	55,000
Connectivity at Schools Program (CASP)	356,800	192,100
Period Poverty - Enhanced student access to Menstrual Products	In-kind	In-kind
New - Supporting Students with Special Needs/Disability	TBD	n/a
New - Experiential Professional Learning in Skilled Trades for Guidance Counsellors/Teachers (Year 1 of 3)	TBD	n/a
New Teacher Development Program - Enhancing Teacher Development fund (NTIP - ETD)	TBD	14,400

Capital Funding:

Continuation of School Renewal Amount (SRA) of $1.4 billion to support healthy and safe learning environments through:

$1,070 million ($17.6 m OCSB) in School Condition Improvement capital renewal program; and
$370 million ($7.7 m OCSB) in School Renewal Allocation

Continuation of Temporary Accommodation Allocation of $40 million ($1.7 m OCSB) for portable moves, leases and purchases
School Boards have been invited to submit requests for funding considerations through the 2022-23 Capital Priorities program to address their highest priority capital needs

Next Steps:

Pending completion of the grant calculation software and subsequent analysis, I shall be pleased to respond to any questions that the members of the Board may have.

RECOMMENDATION:

THAT the Memorandum from the Superintendent of Finance and Administration dated March 2, 2022 entitled “Grants for Student Needs and Priorities & Partnership Fund Allocations 2022-2023”, be received.

Lisa Schimmens Shelley Donnelly

Superintendent of Finance and Administration Manager of Finance

LS:jc

Ref: Regular Board Meeting - March 8, 2022

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Ottawa Catholic School Board | Board Meeting Agenda

Regular Board Meeting Agenda

Delegation & Public Session Presentation Guidelines

BACKGROUND

FUNDING

TIMELINES

BUDGET GUIDELINES

FORMAT AND CONTENT OF 2022-2023 BUDGET