Ensuring Safe Meeting Spaces

Ensuring Safe Meeting Spaces
Posted on 03/27/2023
Ensuring Safe Meeting Spaces

Ensuring Safe Meeting Spaces

To ensure the safety of all participants and allow for public access we have taken the following measures with respect to public meetings at the OCDSB central office at 133 Greenbank on March 27 and 28. We anticipate these new measures will continue, with some refinement as we go.

Defined Spaces

Screen dividers and stanchions have been put in place to better delineate the public space from trustee/staff space in the Boardroom. There is now a defined access path from the anteroom to the Board Room to allow safe and accessible entrance and egress for trustees and staff.  We have also installed stanchions in the Boardroom to create a visual barrier between the public seating area and the meeting tables. The podium for delegations is in the public area.

Increased and Designated Seating

Three designated seating areas will be available for members of the public:

  • in the Boardroom (available seating 30)
  • in B100 (available seating 15) and
  • in the Mezzanine (available seating 30)

This brings the total available seating to 75 persons. We encourage the community to watch Committee of the Whole and Board of Trustees meetings via the livestream (link found in meeting agenda).

Protocol

The regular building sign-in protocol has been extended for meetings. Media and guests will be greeted at a welcome table upon arrival and asked to complete the sign-in sheet before entering the Boardroom, Mezzanine, or B100. Seating will be assigned on a first come, first served basis and participants will be guided to their designated seating area. Once the seating capacity has been achieved, individuals will be asked to follow the meeting via live stream. 

Participation Norms

Placards, posters, or signage are not allowed in the Boardroom and there is increased signage to that effect. Anyone with signs or placards will be asked to leave them at the welcome table. As always, public participation is welcome, however, individuals who are disrespectful, use hate, profanity, or are disruptive to the meeting will be asked to leave.  

As delegations, participants are asked to share ideas and concerns respectfully, and can not:

  • Promote hate, harassment, or violate the Ontario Human Rights Code, OCDSB Policies and Procedures;
  • Use offensive, obscene, or defamatory language, gestures, or images; 
  • Use negative or derogatory personal references;
  • Misuse personal information related to OCDSB students, staff, or Trustees; 
  • Discuss topics outside of their intended delegation;
  • Cross debate issues with other delegates, staff, or Trustees of the Board. 

As an additional precaution, all staff who are not required to attend the meeting in-person will be asked to participate remotely as needed. Our non-voting representatives have also been asked to participate remotely. 

Security Onsite

There will be security personnel on site at the meeting this evening and tomorrow night.  Security will direct visitors to the welcome table to sign-in and will guide them to the appropriate viewing locations.  Security guards will have a presence in the Boardroom to help mitigate disruptions.  

Ottawa Police Services are aware of the situation and will inform on duty police officers that there may be a requirement to provide support to the Board. They will monitor the situation and provide assistance as required.

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