Board Meeting Update #127

Board Meeting Update #127 – February 22, 2016

This update provides a summary of the public meeting of Hastings and Prince Edward District School Board held Monday, February 22, 2016 at the Education Centre. It is an unofficial summary of the meeting; official minutes will be approved at the next meeting in March 2016.

Character moment: Model United Nations Event for Secondary School Students
For several years secondary school students have participated in a Model United Nations (UN) event, which is based on actual Model UN processes and objectives. This engaging presentation featured students, teachers and curriculum coordinators.

The Model UN event gets students thinking about a global issue. The topic this year was Refugees and Displaced People. By participating in the event, students represent a specific country, research the topic, prepare position papers, then debate the issues.

In the students’ own words

Thank you, also, to the curriculum coordinators and teachers who are keenly involved in organizing the Model UN event and working with students:

  • Curriculum Coordinator Tracy Demianchuk, Education Centre
  • Curriculum Coordinator Kelly MacKay, Education Centre
  • Teacher Pete McCue, Bayside Secondary School
  • Teacher Marion Moon, Marion Moon, Prince Edward Collegiate Institute

Delegation: Parents regarding Administrative Procedure 321: Pediculosis in Schools
Parents Kristy Sinclair and Samantha Dunkley delegated the Board asking for the revised pediculosis procedure to be reversed. Some of the concerns they shared included the following: lice spreads astronomically, lice is stressful to parents who have to do the housecleaning and it is going to continue to spread if not controlled properly.

They expressed disappointment that consultation was not done with parents. They referenced Richard Pollack from Harvard University and comments about ‘superlice’ flying around in capes. They are concerned about children being ostracized at school. They cited negligent parents and requested a cut and dry ‘no nit’ procedure. They referenced wanting to protect children and their homes. They also mentioned a petition with 1,530 names on it. A northern Ontario school board was referenced as one that has stayed with a ‘no nit’ process.

As a follow-up, senior administration will be meeting this week and will respond to the concerns in writing.

Report from Committee of the Whole
This report included the following:

  • Principal and vice-principal pool recommendations


Request for Proposal #1516-001: Architectural Services for Marmora
Board members approved a recommendation to award an architectural design services contract for the additions and renovations to Marmora Senior Public School in Marmora to AECOM Canada Architects Inc.

The Ministry of Education has approved construction of an addition plus renovations to Marmora Senior Public School. The addition will consist of five classrooms plus a large gym. The renovations include converting the existing gym into a learning commons and substantial improvements to the existing classrooms. The Ministry has provided funding in the amount of $3.23 million and approved the use of $500,000 from the board’s Regular Renewal allocation to fund the $3.7 million project.

A total of 10 valid RFP submissions were received by February 4, 2016. An analysis of the submissions was performed which examined each proponent’s qualifications, team, experience, project management skills, understanding of the 21st Century design concept for student needs, extent of services, past performance and proposed fees.

Ontario Financing Agency Financing Approval for the Stirling Child Care
Board members approved a borrowing by-law in the amount of $500,000 to be repaid over a 25-year period. It is to finance construction of the the child care addition at Stirling Public School.

2016-2017 School Year Calendar
Each spring, school boards are required to establish a school year calendar for the next school year in accordance with Regulation 304 School Year Calendar. This regulation sets the beginning and end dates for the school year, stipulates school holidays, and prescribes the minimum number of instructional days (194) and the maximum number of professional activity days (7), examinations days (10) and board designated holidays (2).

In establishing the annual school year calendar, it is the practice of the Board to consult with employee groups, parents, community members and neighbouring school boards about the use and placement of professional activity days, examination days and board holidays in order to ensure the optimum use of school time and to determine transportation costs. Meetings have also been held with representatives of the Algonquin and Lakeshore Catholic District School Board (with whom this board shares bus routes) and the Limestone District School Board (with whom the Algonquin and Lakeshore Catholic District School Board shares bus routes).

Board members approved the following dates for the 2016-2017 school year calendar. These dates are subject to Ministry of Education approval, which is expected by the late spring.

  • The first day of school for students will be Tuesday, September 6, 2016
  • Semester 2 will begin Friday, February 3, 2017
  • The last day of the school for students will be Thursday, June 29, 2017
  • The following seven dates be designated as professional activity days:
    • Friday, September 30, 2016
    • Friday, October 28, 2016
    • Friday, November 25, 2016
    • Friday, February 3, 2017
    • Friday, March 3, 2017
    • Friday, May 19, 2017
    • Friday, June 30, 2017
  • Ten examination days* be approved for secondary schools:
    • Thursday, January 26, 2017 through to Wednesday, February 1, 2017
    • Thursday, June 22, 2017 through to Wednesday, June 28, 2017

*Actual dates may vary, please confirm with each secondary school.
Ministry of Education Proposed Dates
for the 2016-2017 School Year Calendar
Proposed HPEDSB Dates
for the 2016-2017 School Year Calendar
Labour Day
Monday, September 5, 2016

Thanksgiving Day
Monday, October 10, 2016
Christmas Break (inclusive)
Monday, December 19, 2016 to Friday December 30, 2016
Monday, December 26, 2016 to Friday January 6, 2017
Family Day
Monday, February 20, 2017
Mid-winter Break (inclusive)
Monday, March 13, 2017 to Friday, March 17, 2017
Good Friday
Friday, April 14, 2017

Easter Monday
Monday, April 17, 2017
Victoria Day
Monday, May 22, 2017


Calendar of events
A number of district and school events (PDF) are scheduled for the remainder of February and March 2016. Some upcoming events include the following:

  • February 24: Adventure Class Information Night at Queen Victoria School
  • February 29: PA Day, no school for students
  • March 7 – 11: Random Acts of Kindness Week at V.P. Carswell Elementary School
  • March 15 – 18: March Break

Report from the Chair
Highlights from this report included the following:

  • Copies of the 2015-2016 Annual Report for trustees to share with their communities

Report from the Executive Committee
Highlights from this report included the following:

  • Review of a wellness report

Report from the Student Enrolment/School Capacity Committee
Highlights from this report included the following:

  • Review of current and future enrolments at schools

Report from the Program and Human Resources Committee
Highlights from this report included the following:

  • Measures of impact and mid-year progress report from School Climate & Student Well-Being Services
  • Update on the annual process to review policies

Report from the Operations and Finance Committee
Highlights from this report included the following:

  • Items previously mentioned at this meeting

2016-2017 Budget timelines
The Ministry of Education has June 30 as a deadline for school boards to submit budget estimates for the coming school year. In order to meet this deadline, the Ministry of Education will need to release the Grants for Student Needs (the funding provided to school boards) in a timely fashion. In past years these announcements have been made by March 31. Grant announcements later than this date can compromise the budget development process.

Senior administration has developed a budget task analysis with timelines for the 2016-2016 budget. The tasks reflect the key milestones required to compile revenues and expenditures in order to meet a June 30, 2016 deadline and reflect a timely release of grant information.

Policy Review, Part B
According to Procedure 110: Board Policy Development and Review, policies are reviewed every three years to ensure they are still relevant and have been implemented effectively. For the 2015-2016 school year, one policy requires review: Policy 11G: Special Education Advisory Committee.

The following timeline will be followed the policy review and approval:

  • March 7, 2016: Revised policy to be distributed to Executive Committee for review, feedback and approval of a notice of motion for Board
  • March 29, 2016: Notice of motion to Board for approval of revised/updated policy
  • April 25, 2016: Motion to Board to approve revised/updated Board policy

Reports from Student Trustees
Highlights from this report included the following:

  • Attendance at the 3-day conference of the Ontario Student Trustees’ Association (OSTA) held in Ottawa. Guest speakers included Ottawa Mayor Jim Watson, Senator Larry Campbell, John Moses, a federal policy analyst on Aboriginal Affairs, among others.
  • Both student trustees are on the OSTA First Nations & Inuit Committee which is working on a policy paper about First Nation education in Ontario.
  • Also participated in the Intermediate Student Leadership Program Information Night at Queen Elizabeth School in Belleville.

Report from Trustees

  • Attendance at a recent meeting of the Ontario Public School Boards’ Association; mentioned that the Minister’s Advisory Committee for Special Education is looking for input from students and will reach out to the Ontario Student Trustees’ Association
  • Participation in the Family Day event hosted by the Adventure Class at the H.R. Frink Outdoor Education Centre; approximately 400 people were there on a very cold winter day
  • Participation on a policy work team at the Ontario Public School Boards’ Assocation with a report about the procurement of bus routes

Upcoming meetings

All meetings take place at the Education Centre unless otherwise noted.

  • Thursday, February 25: Special Education Advisory Committee, 5:00 p.m.
  • Monday, March 7: Executive Committee, 11:00 a.m.
  • Monday, March 21: Student Enrolment/School Capacity Committee, 3:30 p.m.
  • Monday, March 21: Program and Human Resources Committee, 5:30 p.m.
  • Monday, March 21: Operations and Finance Committee, 7:00 p.m.
  • Thursday, March 24: Special Education Advisory Committee, 5:00 p.m.
  • Tuesday, March 29: Public Board Meeting, 7:00 p.m.

For more information, please contact Kerry Donnell, Communications Officer, extension 2354, [email protected]

Last updated: August 1, 2017 at 10:24 am
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