Board Meetings

The DDSB Board of Trustees meet regularly throughout the school year. The Trustees hold Standing Committee meetings and Board meetings on a monthly basis. There are also additional Committees that meet and present reports to Board and Standing Committee meetings. View our Board and Committee meeting schedule and agendas for a full list of upcoming meetings and agendas.

Meeting minutes

Review our meeting minutes to stay informed about the actions of DDSB Board of Trustees.

Public Participation

Following a review of all safety and security measures in place regarding public participation in meetings, the DDSB is pleased to resume in-person attendance at Board and Standing Committee meetings for members of the public and community beginning on Tuesday, September 5, 2023. Doors will open 30 minutes prior to the start of every meeting.

The DDSB is committed to ensuring a safe and respectful environment for all meetings and has developed a Code of Conduct for Public Meetings that all participants are required to follow.

Code of Conduct for Public Meetings

The Durham District School Board is committed to public participation at board and committee meetings, and to ensuring a safe and respectful environment for students, parents/guardians, trustees, staff, and community members in attendance.

All meetings of the Board of Trustees follow formal parliamentary procedures in accordance with DDSB by-laws, policies, procedures, and protocols that must be adhered to by all participants.

All participants attending public meetings must be courteous and respectful at all times.

Disruptions of the meeting will not be tolerated and may result in a request to leave the meeting.

Abusive, discourteous, and/or aggressive behaviour will not be tolerated.

Threats, intimidating language and/or behaviour and any attempt to assault any person is prohibited and may result in criminal charges.

Possessing any form of a weapon while in attendance at a public meeting is prohibited. Security personnel are authorized to exercise discretion to request the inspection of any bag, briefcase, backpack, purse or any other item brought onto DDSB property to ensure a safe and respectful environment.

All individuals attending in-person will be asked to sign-in and show photo identification for the purposes of verifying their identity. Individuals that do not wish to sign in may choose to participate in the meeting virtually through the livestream.

Meetings are recorded by the DDSB for the purposes of the livestream and for security purposes. Those in attendance at meetings are prohibited from using their own recording devices.

Violations of this Code of Conduct will not be tolerated under any circumstances and may result in a person being directed to leave, restricting/prohibiting attendance at future meetings and/or all DDSB properties, or being subject to criminal charges depending on the nature of the conduct.

Increased safety and security protocols will remain in place in an effort to facilitate public attendance and engagement while allowing the Board to conduct its business in a safe and respectful environment.

DDSB values input from our community. Individuals with a question or concern are encouraged to contact the Board. To address individual matters, parents/caregivers should contact their school.

Question period

Every regular Board meeting includes a Public Question Period. To ask a question, please complete a public question form prior to the Board meeting. Questions may be approved at the discretion of the Chair of the Board and related approved questions may be consolidated. There is no Public Question Period during Standing Committee meetings or Special Board meetings.
Please Note: The public question form will open on Wednesday at 9:00 a.m. and close on Friday at 12:00 p.m. before the Board meeting.
Questions selected will be displayed in the Board Room during Public Question Period along with the corresponding response. All questions that are selected for consideration and responses will be posted on the DDSB website subsequent to the meeting. All questions submitted will be shared with Trustees for their awareness.
The DDSB has legal responsibilities under the Ontario Human Rights Code, the Occupational Health and Safety Act, and the Education Act to provide safe, inclusive, and respectful learning and working environments, free from all forms of discrimination and harassment.
The DDSB reviews all questions and presentations that are submitted to ensure compliance with these responsibilities.
Questions or presentations that may not be approved are those that are framed in a manner that:

discriminates against, dehumanizes, demeans or erases/denies the existence of individuals or groups based on ancestry, race, ability/disability, sex, sexual orientation, gender identity, gender expression, creed/religion or any other legally protected ground under the Human Rights Code.
includes, promotes, or perpetuates inaccurate, negative, harmful, derogatory, and discriminatory biases, stigma, assumptions, stereotypes or hate against individuals or groups based on Human Rights Code protected grounds.

Public Question Period – Approved Questions and Staff Responses

June 19, 2023

Question 1: Submitted by Dylan Reynolds

Back in November and December 2022 there was a cyber incident that took place that caused the Internet and the entire DDSB network to go offline. What were the impacts from the cyber incident, and what were the steps taken to prevent a similar incident from happening again?

Staff Response to Question 1:

In November 2022, the Cyber incident (attack) corrupted DDSB production systems to a non-recoverable state. DDSB isolated the network and deployed an external cybersecurity team through the insurance provider. After the initial investigation, DDSB rebuilt the board infrastructure from its non-immutable backups. The network was decontaminated, and XDR Solution was deployed prior to opening the network for regular business. DDSB has engaged a managed Security Operations Centre (SOC) that has already detected, blocked, and neutralized multiple attacks, like the one in November 2022. SOC provides 24/7 cybersecurity monitoring to DDSB. IT will continue to implement various modern technologies for security to protect students, staff and data as needed.

Question 2: Submitted by Alison Vlad

Since the Black community has been oppressed for over 600 years and continue to be victimized by the colour of our skin, which cannot be hidden, when will our community receive the same level of celebration with year round recognition with things such as painting the sidewalk, raising the Pan African flag, changing school regulations to reflect our community, changing colours for DDSB logo, creating BLM art and displaying it throughout the schools, teaching Black history year round and learning about slavery and the people who were tortured, stolen and killed all because of the colour of their skin? As other communities are recognized in other ways, I would like to know why one specific community not only gets their flag raised but continues to have multiple forms of recognition throughout the year, while ONLY recognizing other communities briefly on specific days?

Staff Response to Question 2:

The DDSB has outlined its commitments and responsibilities to recognize and address all forms of discrimination, including anti-Black racism, in its Human Rights, Anti-Discrimination and Anti-Racism Policy and related procedures. Additionally, the DDSB’s Compendium of Action for Black Student Success articulates commitments and actions to specifically address anti-Black racism and its impacts. A report came forward in February that was prepared by members of our Anti-Black Racism Action Committee that highlighted this work. Acknowledging one group’s rights and experiences of discrimination does not take away from or diminish the importance of another groups’ rights and experiences. It is not accurate to suggest that there is more recognition for one group over another. The number, length and perceived prominence of provincial, national, international and religious days/months of significance and how they are recognized can vary for many reasons. We strive to take intersectional approaches to the work of anti-discrimination and anti-oppression. For example, during Pride Month, we raise the Progress Pride flag which recognizes the unique, intersectional experiences of and historical and ongoing discrimination against racialized people who are also members of 2SLGBTQI communities. We work to raise awareness of and prevent all forms of discrimination, including anti-Black racism and intersectional discrimination, throughout the year and not only on days or months of significance.

Question 3: Submitted by Barbara Eshpeter

What is the teacher absenteeism rate for the 2022-2023 school year, and how does it compare to the 2019-2020 school year?

Staff Response to Question 3:

Due to the COVID-19 pandemic, schools were closed as of the third week of March, 2020, and shortly thereafter lockdown protocols greatly restricted travel. Because of this, absence data is significantly skewed downward for the 19/20 school year. Data from the 2018/19 school year shows that average number of days teachers were absent was about 14.75. We don’t have complete information for 22/23 for comparison purposes as we are not yet through the end of the school year; however, at this point in time it does look like the average number of days teachers will have been absent by the end of the year has increased.

Question 4: Submitted by Devon McDonald

The DDSB Ventilation Measures Report indicates that the board’s ventilation strategy includes “MONITOR & VERIFY: complete a system ventilation check in every building. Recalibrate systems to optimise air flow within each building.” DDSB Facilities Services management have confirmed that “calibration and verification did transpire on building systems throughout the board.” Yet, a search conducted by the board in response to an FOI request for measurements taken during the calibration and verification process is said to have yielded no responsive records relevant to the request. I am hoping the Board of Trustees will be able to clarify. Have any measurements relating to ventilation been taken?

Staff Response to Question 4:

This question has been asked in multiple times in different forums. The answer being provided is consistent with previous answers. Building ventilation systems are designed to the engineering standards, current to the time of construction. These systems are commissioned, verified and controlled by a building automation system (BAS). During ongoing operations, the controls department verifies operation through the live BAS system for all HVAC systems in schools. No documentation is generated as the work is on a live BAS system. For our few pneumatically controlled HVAC systems, a contractor has been hired to verify mechanical operation and provide system drawings with hand-written adjustments made for Covid protocols. Systems continue to be monitored live via BAS, as well as on site daily through our lead custodians. We respond to and follow-up on any alarms or conditions that may impact ventilation within our buildings as required.

September 18, 2023

Question 1: Submitted by Dylan Reynolds (to be read virtually)

My question tonight is about the bell time review. About a year and a half ago the bell times at all high schools were changed to 8:00 am to 2:00 pm or 9:30 am to 3:30 pm due to the ongoing bus driver shortage and the COVID-19 pandemic but now with COVID protocols starting to be dropped with the Board I am wondering if the bell times at most secondary schools will migrate back to regular times but leaving the 8:00 am to 2:00 pm school day.

Staff Response to Question 1:

DDSB's bell-time procedure requires changes to bell-times in excess of 10 minutes to approved by the Board of Trustees. Bell-time changes are a tool used to support student transportation, allowing tiered routing and efficient use of busing resources. We do not foresee a decrease in the need for tiered busing in the foreseeable future, and likewise anticipate current school bell times will continue in effect for the foreseeable future.

Question 2: Submitted by Igor Kras (to be read in-person)

Parents and guardians of E.B. Phin students were rather surprised to find out on August 25th 2023 that the school will have 8 portables starting 2023-2024 academic year. This is a drastic increase in enrolment that cannot be explained by local development within the existing boundaries. Many parents have already approached the principal of E.B. Phin ES with follow up questions and learnt that our school is a holding school for Seaton Community.

As of Sep 2023, E.B. Phin ES has 594 students enrolled with 8 portables installed. According to the publicly posted DDSB Accommodation Plan 2022-2026 (page 45) projected enrollment capacity for the years to come is:

1. 2023 – 472 – 3 portables

2. 2024 – 474 – 3 portables

3. 2025 – 472 – 3 portables

4. 2026 – 455 – 0 portables

This projection is clearly off base as the current E.B. Phin enrollment capacity already exceeds the existing multiyear projection by ~23% with 5 extra portables as of Sep 2023.

Please provide an answer on what factors caused DDSB such a drastic underestimation of school capacity, what actions are taken by DDSB to adjust the Accommodation Plan 2022-2026 and what measures are being put in place to ensure that such underestimations do not occur in the future.

Staff Response to Question 2:

The Ministry of Education does not fund construction of new schools based on speculated enrolment. Once residential development plans are registered and construction begins, new school projects may be approved. Holding schools are generally used in communities adjacent to growth areas, as an interim measure, while schools are being built.

Three portables at EB Phin are being used for in-boundary growth, in alignment with the accommodation plan. Additional portables on-site are supporting students from an area within the Seaton development.

EB Phin is one of three schools that is supporting that area of growth in the Seaton community. When holding schools reach their maximum capacity, additional holding schools are added. Transportation helps to drive holding school decisions, as it is a very important factor in determining the logistical viability of holding schools.

Any additional questions specific to the EB Phin school community can be addressed to the school administrator. I know there have been quite a few questions posed to the school administrator and to the school superintendent, and we are working on pulling together answers.

The accommodation plan 2023-27 is coming forward to Board this evening. The accommodation plan includes information available at the time it's drafted and is updated every year.

Question 3: Submitted by Olga Livshin (to be read by staff)

Why was the DDSB policy and regulation on School Boundaries not followed (in particular, "1.2 iii - Preferred Alternative - Adjacent School" and "2.0 Consultative Process" sections) when the decision was made about changing existing E.B. Phin school boundaries, and making it a holding school for the Seaton Community?

Staff Response to Question 3:

DDSB’s policy on school boundaries refers to permanent changes to a school's catchment area. Holding school boundaries are not covered in the policy, as they are temporary in nature and are additions to the permanent boundary in place only until a new school is opened.

Question 4: Submitted by Tim Morgan (to be read by staff)

What efforts have been made to inform all students K-12 about their rights as outlined in the Human Rights Inclusive Design and Accommodation Procedure?

Staff Response to Question 4:

Students and student groups were engaged in the development of and the consultation process for the Human Rights Policy and the Inclusive Design and Accommodation Procedure. Upon policy approval, our first steps were to broadly inform everyone about the policy and procedures, create supporting resources, and build capacity within the system. The policy, procedures, and additional resources are available on the DDSB webpage. We will continue to communicate about and share information and resources in different ways. We will also be working with student groups to raise awareness and develop additional resources to highlight students’ rights and responsibilities. We recognize that communicating about the policy and procedures is ongoing work. We strive to include messages about rights and responsibilities in various communications and interactions with students throughout the year.

Presentations

If you would like to make a presentation at a Standing Committee meeting, you need to submit your presentation to the Trustee Services Coordinator, Trustee's Office at least eight working days before the next scheduled meeting of the Standing Committee in order for your request to be considered. Requests must state the matter to be discussed, include materials intended to be presented and provide the name of any organization or interested party to be represented, and confirm the authority of the spokesperson.

The Chair of the Standing Committee will determine whether a request to make a presentation will be granted. In determining whether a presentation may be approved, the Chair of the Standing Committee will consider the provisions of the Board’s Consolidated By-laws including whether an opportunity for a presentation is available through any other public consultation process.

Frequently Asked Questions

What responsibility does the DDSB have to maintain a safe and respectful environment?

The DDSB has a responsibility to uphold the safety of all participants in our learning and working spaces, including the Boardroom. All participants are expected to act with decorum and in a respectful manner so as not to interrupt Board proceedings. Comments or behaviour that discriminate against or threaten individuals or groups, exemplify hatred, intolerance, bullying, or harassment or otherwise creates an unsafe environment are unacceptable and will not be tolerated.

What types of questions or presentations are and are not permitted?

The DDSB has legal responsibilities under the Ontario Human Rights Code, the Occupational Health and Safety Act, and the Education Act to provide safe, inclusive, and respectful learning and working environments, free from all forms of discrimination and harassment.

The DDSB reviews all questions and presentations that are submitted to ensure compliance with these responsibilities.

Questions or presentations that may not be approved are those that are framed in a manner that:

discriminates against, dehumanizes, demeans or erases/denies the existence of individuals or groups based on ancestry, race, ability/disability, sex, sexual orientation, gender identity, gender expression, creed/religion or any other legally protected ground under the Human Rights Code.

includes, promotes, or perpetuates inaccurate, negative, harmful, derogatory, and discriminatory biases, stigma, assumptions, stereotypes or hate against individuals or groups based on Human Rights Code protected grounds.

How is the DDSB ensuring safety at Board meetings?

The DDSB is committed to ensuring a safe and respectful environment for all meetings and has developed a Code of Conduct for Public Meetings that all participants are required to follow. The Code of Conduct for Public Meetings will be enforced by security, police and board personnel.

How can members of the public participate in school board meetings?

In accordance with the terms of the Board’s Consolidated By-laws, members of the public may ask a question at a meeting of the Board of Trustees or make a presentation to the Standing Committee.

Every regular Board meeting includes a Public Question Period on questions of a general nature or about Board processes. To ask a question, you will need to complete a public question form. The public question form will open on Wednesday at 9 a.m. and close on Friday at 12 p.m. before the Board meeting. Questions are subject to the discretion of the Chair of the Board. There is no Public Question Period during Standing Committee meetings or special Board meetings.

If you would like to make a presentation at a Standing Committee meeting, you need to submit your presentation to the Trustee Services Coordinator, Trustee's Office at least eight working days before the next scheduled meeting of the Standing Committee in order for your request to be considered. Requests must state the matter to be discussed, include materials intended to be presented and provide the name of any organization or interested party to be represented, and confirm the authority of the spokesperson.

For more information, email the Trustees Services Coordinator or call 905-666-6363.

Who decides whether a question or presentation is approved?

Once a question is submitted for consideration using the public question form, or a presentation request is submitted to the Trustee Services Coordinator, Trustee's Office, the Chair of the Board, or Chair of the Standing Committee, in consultation with staff, will review the question or presentation to determine whether to approve the request.