3/27/2001 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR BOARD MEETING,PUBLIC SESSION
2001 March 27,7:00 P.M.
BOARD ROOM,EDUCATION CENTRE
AGENDA
1.CALL TO ORDER
2.O CANADA
3. SPECIAL MUSICALPRESENTATION -Homedale Jazz Cats Stage Band
4.APPROVAL OF AGENDA
5.OFFICIAL RECORD
6.RECOGNITIONS
7.CONFLICTS OF INTEREST
8.CONFIRMATION OF MINUTES
Regular Board Meeting,2001 February 27 separate
9.REPORTS FROM THE ADMINISTRATION
Director's Anrtouncements verbal
Departmental Updates pages 2-17
10.REPORTS OF COMMITTEES
Special Education Advisory Committee,2001 March 06 pages 18 - 23
Committee of the Whole,2001 March 20 pages 24 - 97
Chairs'Committee,2001 March 21 pages 98-101
(a)Report of March 21
(b)Protocol for Chairs'Committee
Committee of the Whole,2001 March 27 verbal
r;
Trustee Liaison on Children's Safety Village pages 102 -103
11.MOTIONS -NOTICE OF WHICH HAS BEEN GIVEN -none
12.ADDITIONAL BUSINESS
13.COMMUNICATIONS
Ontario Public School Boards'Association
Easter Seal Society of Ontario page 104
The Corporation of the City of London pages 105-106
The Corporation of the City of London page 107
Thames Valley District School Board District School Council page 108
Ministry of Education pages 109 -110
14.NOTICE OF IWOTIONS
15.GOOD NEWS ITEMS -"Did you know..."
16.ADJOURNMENT
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING,2001 MARCH 27
The Board met in regular session on the above date in the Board Room at the
Education Centre, meeting in Committee of the Whoie, in camera,at 5:00 p.m. on
motionof L.Stevenson and J.IHunter,fallowed by a public session at 7:00 p.m. The
following were in attendance:
TRUSTEES
D.Stewart
J.Bennett
S.Deller
J.Hunter
ADMINISTRATION AND
OTHERS
J.Laughlin
P. Askey
P.Gryseels
B. Bryce
B.Greene
C. Murphy
M.Sereda
G.Jazey
D.Anstead
S.Peters
L.Stevenson
A.Cartier
J.Thorpe
P.Mennill
L Robertson
R.Murray
G.Treble
L.Peck
J.McKenzie
K.Bushell
8.Dawson
Regrets:P.Schuyler,T.Roberts
G.Hart
P.Sattler
P.Jaffe
P. Doelman (+7:00 -10:00)
S.Galati
S.Christie
W.Scott
O CANADA -HOMEDALE JAZZ CATS STAGE BAND
The appreciation ofthe Board was extended to the Homedale Jazz Cat Stage Band,
St.Thomas,and conductor Ryan Ewaskiw forleading inthe singing ofO Canada and
perfomiing three special musical numbers.
APPROVAL OF THE AGENDA
The agenda was approved on motionof L.Stevenson and S. Deller.
OFFICIAL RECORD
We regret to record the death oftwo students:Sarah Rabideau,a 17 year-old student
at Clarke Road Secondary School, London,on 2001 February 23, and Timothy James
Larsen,a 12 year-old student at Stoneybrook Public School,London, on 2001 March
13.
2001 March 27...77
' Wealso regrettorecordthe death oftwostaffmembers:David Capern, a custodian
at Ingersoll District Coliegiate Institute,ingersoll,on 2001 February22 and Jo Anne
Reed, a teacher at G.A.Wheabte Centre forAdultEducation, London, on 2001 March
15.
RECOGNITIONS-none'
44.CONFLICTS OF INTEREST - No conflicts of interest were declared.
CONFIRMATION OF MINUTES
45. The minutes of the Regular Board meeting of 2001 February 27 were
adopted on motionofS.Peters and L.Stevenson.
REPORTS FROM THE ADMINISTRATION
46A Director's Announcements
None
46-B.Departmental Updates
The Administration presented departmental updates on the following issues:
Business Sendees
-Supenntendent attended SEACre: current budget deliberations;i ;
-Joint venture partners attended StrathroyS.S.tender opening;
- Legal agreements.being finalized re: Strathroy S.S.
- Attended meetings ofCustodial Sen/ices Focus Group
- Attended meeting at Peel Board re: school renewal strategies;
-School services expansion under review;
-School budget monitoring system being developed;
- Non Board Funds annual statement follow-up process developed;
-Reld Support staff receiving software training;
- Staff training sessions held for point of sale banking;
- Accounting services discussing newspaper advertising;
-Billing process for custodial overtime under discussion;
I
2001 March 27...78
- Financial Reporting and Accountability update provided;.
• Implementation of PSSP Collective Agreement completed;
• 2000 T4's and T4A's completed and distributed;
- Input presented to Current Payrollsoftware provider;
-Annual Teachers'Pension Plan Board information finalized;
- PayrollAudit successfully completed in 2001 March;
- School Renewal program update provided;
'Playground equipment repairs commencing 2001 April 01;
-Maintenance projects reprioritizing due to deficitbudget;
- Support Services update provided;
-Grass Cutting tender for District awarded to 23 vendors.
Directors Services
- Caring Learning Communities Conference meetings continue;
- Director attended ETFO Reception held February 20;
- J. Laughlinmet with Directorof Transplant Programs at UWO;
-DuringFebZ/Mar the Director addressed London Downtown Business
Rotary, OASBOgroup on 2001 February 23, and met with Directorof
•Muskoka Language International re:programs;
- PublicAffairsprovides updates on LINKS,AwardofDistinction,Education
-Week,Intranet Task Force,and School Profile Committee;
-Several Staff Development initiatives underway;
Attainment of Our Vision Inservice and research continue.
Human Resource Services
-School Council training're!'Reg''61^6'l3 duties held 2001 March 07;
-Retirement Seminar scheduled for 2001 March 22;
-Teachers name added to elementary/secondary Occasional List;
-Interviews for French teachers conducted 2001 March 03;
-Asbestos Safety Workshop being developed;
-Wellness Workshop being conducted 2001 March 30.
Operations Services
-Superintendents reviewingschool improvement plans;
- Elementary/Secondarystaffingand enrolmentprojections presented;
- Detailed analysis of EQAO results nearing completion;
- Data collection of Partnership for Excellence Initiativesunderway;
2001 March 27...79
- Report of holding zones presented to 2001 April Committee of Whole; ,
>Trillium implementation proceeding;
- Principals/Viceprincipals In-session scheduled for2001March 28;
-School Year Calendar approved by Board;
-Safe Schools Committee updating policies and procedures'.
ProgramServices
- Northeast London CommunityDevelopment PilotProject underway;
^The Make a Pledge"website developed by Program staff;
-Student Career Fair at Montcalm S.S.scheduled for 2001 May;
• Information Technology Security Incident Response Team update;
-Partnerships for Excellence projects progressing;
-Zen;vorKs Project standardizing student computer desktop screens;
- Grade 4-6 Math ManipulativeKits developed;
- New Oocperative Education S.S. inservice scheduled for2001 April;
- Individual Schools developing Literacy Plans;
'First system-wide Special Oiympics for Deveiopmentaily Challenged
students scheduled for 2001 May at TD Waterhouse Stadium;
- PD/Subject Assoc. Inservice for Business Studies teachers underway;
-Aligning apprenticeship training withnew S.S. Technical Education.
REPORTS OF COMMITTEES
47-A.Special Education Advisory Committee 2001 February 06
12:00 noon-3:30 p.m.
Members
J. Bennett,Chairperson B.Hunvitz
L.Vince
P.Gallin
M.Tucker
W.Gower
P.Giills
J. Worthington (-2:50)
P.Saltier (+1;05)
L.Stevenson
W.Graham
L.D'Ariano
E.Hager (-2:40)
L.Brown
Administration and Others
P. Askey
B.Merifield
8.Killlp
L.Pressey
K.Dalton
K. Koyanagi
G.Grondln
D. Philips
B.Hopldns
J.Tyler
B.Greene
J.McKenzle
K.Moore
W.Scott
Regrets: J.Williamson,C. Hawthorne,G.McGahey,A.Morse
1.CONFLiCTS OF INTEREST
No conflicts of interest were declared.
2001 March 27...80
2.APPROVAL OF AGENDA
The agenda was confirmed.
3.CHAIRPERSON'S REMARKS
Chairperson Bennett welcomed Lynda Pressey,Principal,NewSarum P.S., St.
Thomas,who is the elementary principal representative to SEAC;and,Brenda
Hopkins,TVDSBSchool Council, nominated as the Councils'representative
to SEAC.
'Chairperson Bennett announced that at its meeting of2001 February 27, the
Board, with regret,accepted the resignation to retirement of Peter Askey,
Executive Superintendent,Program Services,effective 2001 August 31.
Peter Askey advised that he is looking forward tothis new chapter inhis lifeand
reported that the interviewing'process for filling the position of Executive
Superintendentof Program*Sen/ices has commenced. Itis anticipated thatthe
new appointment will be announcedat the 2001 March *27 meeting of the
Board.
4.WORKING AS A TEAM GUIDELINES
Peter Askey, Executive Superintendent,Program Services,presented the
guidelines for "Woridng As A Team", as a review of Lynn Ziraldo's earlier
presentation.
5. A discussion was held regarding the timingofSEAC reports to the Board and
the most efficient process for moving reports/recorrimendations forward. It was
supported that the process'of posting the draftSEACreporttothe Board's web
site for review and feedback tothe Chairperspnpriorto Itssubmissionto the
Board be continued.
6.READINESS TO LEARN INSTRUMENT
Steve Killip,Chief of Research and Assessment,introduced the Early
Development Instrument,a research-based project developed at McMaster
University,Canadian Centre for Studies of Children at Risk. The Instrument will
examine the impact of the interventions and strategies inJunior Kindergarten
to Grade 3 classrooms inthe 47 schools participating inthe Partnerships for
Excellence initiative. The Instrument is designed to provide a snapshot of a
class's school readiness rather than providing specific information about
individual students.However,when completing each
questionnaire the teacher will certainly consider skills,aptitudes and
competency levels of individual students.Copies of the questionnaire were
distributed,then collected as they are governed by Copyright.
2001 March 27...81
It was reported thatthe results ofthe survey will assistinthe early identificatlcvi
process and in providing a benchmark for measuring its effectiveness.The
results will be used to provide information to assist the Program Development
Team (PDT)in determining a plan of action for the student and to support
community partners (e.g.London YM-YWCA,Kids'Count)who provide
programsfor children intheir eariy formative years.
Aquestion and answer period followed.
7.DEVELOPMENT READING ASSESSMENT
Adiscussionwas held in response to the question:Will the Developmental
Reading Assessment (JK-3)be expanded to all schools?Bob Merifield,
Learning Supervisor,advised that all students who are emergentreaderscan
be assessed.The Junior Kindergarten to Grade 3 document identifies-lssues
related to interventlori strategies, and provides next steps for implementation.
^....'V •• • - •
Karen Dalton,Principal,Laurier S.S.,reported that with her Superintendent of
Education she visited withliteracy teachers and viewed a Grade 1 classroom
that expemplifies specific successes resultingfromthe DevelopmentalReading
Assessment . Lynda Pressey,Principal,New Sarum P.S., advised that
although her school is not one of the 47 identified for additional literacy
intervention,one of the CEC South teachers on special assignment has been
working with the Primary Division,andthereforeherschoolis also reapingthe
benefits ofthe Partnerships for Excellence initiative.
8.ELECTION OF CHAIR/VICE CHAIR PROCEDURES
Peter Askey,ExecutiveSuperintendent, reviewedthe procedures followed for
the electionofthe Chairperson and Vice Chairperson ofthe Board as contained
Inthe Board By-laws.Following the discussion, the amended Term of Office
and Electionofthe Chairperson and Vice Chairperson ofthe Special Education
AdvisoryCommittee, was supported.
(see recommendation 1)
9.ASSOCIATION PRESENTATION
Brenda Hopkins,TVDSB District School Council and Wayne Gower,Thames
Valley District Alliance of Home & School Councils,agreed to provide
presentations oftheir Associations at the 2001 April 03 meeting.
2001 March 27...82
10.2001-2002 BUDGET INPUT
Brian Greene,Executive Superintendent of Business Services and Jim
McKenzie,Manager of Finance, provided a reviewof the Special Education
component ofthe 2000-2001and some implications for tibe 2001-2002 Budget.
. Mr.Greene pointed out that the Thames Valley DistrictSchool Board has
exceeded the provincially developedSpecial Education funding envelope.It
was reportedthat the Budget process is at the preliminary stage,however,the
• Board,at the end ofthe 1999*2000 budget year was Ina deficitposition,and
under the EducationActmust file a deficit management planwiththe Ministry
of Education.Thereportmust outline contributions for retiring the deficit inthe
2000-2001 and 2001-2002 fiscal periods.An overview of the Deficit
Management Plan was presented.Itis anticipated that the Ministry will be
releasingthefundingfiguresforthe2001-2002budgetyearduring 2001 March.
SEACwas invited to provideinputduringthe budget deliberations. Updates
about the 2001-2002 budget will be providedto SEAC duriiig the spring.
A question and answer period followed.
11.INDIVIDUAL EDUCATION PLAN AND STUDENT PLAN OF ACTION
Greg Grondin,Learning Coordinator, Program Services,presented a report
regarding the Individual Education Plan (lEP)and the Student Plan ofAction
(SPA)designed to replacethe informal lEP.Greg highlighted several changes
to the Plans that reflect the issues not previously addressed inthe lEP.
S 7
Duringthe discussion,concern was expressed withthe Student Plan ofAction,
whichhas been designated to replace tiie "informal lEP",as no apparent legal
protection for the parent or student exists without a formal Individual Education
Plan. The Administration will seek legal advice regarding the matter. The
importanceofensuringthatprincipalsand teachers are alwaysaware whenthe
student has a modified and not a regular programwas emphasized.Howare
these accommodations realized at examination time? The importance of
ongoing communication between the classroom teacher and the
parent/guardianregardingtheexpectationsofa modified program,as contained
in the SPA, were also emphasized.Samples of an informal Individual
EducationPlan were requested forthe April meeting.
12.PROVINCIAL REPORT CARD:GUIDELINES FOR STUDENTS
Bob Merifteld,Learning Supervisor,presented the independent procedure
pertainingto the Provincial ReportCard: Guidelinesfor Students withSpecial
LearningNeeds. Thisprocedure will be effective2001 May01 and givesclear
direction to ensure that correct recording of achievements is provided for
elementary and secondary students withspecial learningneeds. Itwas noted
that communicating astudent'sgradeleveltoparents/guardiansisan important
component of the procedure.
2001 March 27...83
A discussion was held regarding the procedures followed for recording
achievements when students above grade average are compacting courses
and doing prior learning assessments.
13.SPECIAL EDUCATION PLAN COMMITTEE REPORT
Patti Gillis,Integration ActionGroup,advised that the Special Education Plan
Committee met on a number of occasions and that a gap analysis tothe Special
EducationPlan and the Ministry Standards document has been completed.The
additions and/or revisions to the Plan that are being recommended were
provided.Itis expected that all changes/recommend-atlons to the Plan will be
completed bythe sub committee for presentation at the April meeting.
During a discussion regardingthe meetingschedule, itwas suggested that a
regularmeetingbe heldon2001 April 03and thatthe scheduled 2001 April 17
evening meeting be an informationforum withspecial education consultants
addressing the eleven recommendations generated fromlast year's reviewof
the Special Education Plan.The matter is to be taken under advisement.
14.PARENT SURVEY-PDD .
Patricia Qallln,Autism SocietyOntarioLondon&District Chapter, read a letter
received from Leanne Sutton and John LaPorta,Co-Chairs,Community
Pervasive Developmental Disorder Task Force, requesting ti^e Board's
collaboration on a parent survey to enhance the future focus of Pervasive
Development Disorder (PDD)planning,(eg.demographics,barriers,access to
sports). The data wouldbe distributedand analyzed bythe respective boards
to protect confidentiality,withthe AutismSociety Chapter and the Task Force
being advised of the results.
Bob Merifield,LearningSupervisor,advised that service reviews are conducted
inthe spring and fall and thata review of Autism has been planned.Itwas
noted that a parent survey would support and dovetailwiththe service review
process.It was suggested that SEAC consider a recommendation for further
discussion at the meeting in2001 April.
15.SUPERINTENDENT'S REPORT
Peter Askey,in his capacity as President of OPSOA,provided an update
regarding co-instructional activities.The letter from the Executive
Superintendent of Program and SEACChairperson to ColinHood,Minister's
Advisory Groupon Co-Instructional Activities requestingan immediate solution
to the extra-curricular activities issues,was received.
PeterAskey reported thatthe EQAO results for Grade 10 reading and writing
will bemade public on Thursday,2001 March 08and will bring a report tothe
April meeting.
2001 March 27...84
16.CORRESPONDENCE
Aletter from SEACto Lynn Ziraldo,Chairperson Ministry's Advisory Councilon
Special Education,expressing appreciation forher informative presentation on
2001 January 31,was received.
17.PRINCIPAL'S REPORT
The item regarding Student Plan of Actionto be presented by Karen Dalton,
Principal,Laurier S.S.,was deferred to the April meeting.
Recommendation:
1.That SEAC recommends that the procedures for Special Education Advisory
Committee's term of office and election of Committee Chairperson and Vice
Chairperson,be amended,as set out below.
J.BENNETT,
Chairperson
Special EoucATtON Advisory Committee
•Term of Office
•Election of Committee Chair /Vice-Chair
1.In accordance withlegislation,the members appointed bythe local associations
to serve on the Special Education Advisory Committee ..shall hold office
during the term of office of the members of the board."
2. The committee shallelectitsChairand Vice-Chair at the first meeting following
the Inauguration ofthe new board and at the January meeting each ofthe next
two years.The process forelection of these positions shall be the same manner
as followed forthe electionofthe Chairand Vice-Chair ofthe Board (attached)
withthe Executive Superintendent ofProgram Services assuming ttie roleofthe
Secretary of the Board until the SEAC Chair is elected.
3. The position of Chair shall alternate annually between a trustee member and
local association member.
The Vice-Chairofthe committee shall be elected annually on the same basis,
except that the Vice-Chair shall be elected from the group not represented by
the Chair.
4. For meetings, the Chair of the Special Education Advisory Committee shall
carry out the duties of a Chair as outlined in Robert's Rules of Order.
5. The Chair and Vice-Chairshall determine who shall act as spokesperson and
report recommendations to the Board.
2001 March 27...85
6. The Chair, in consultation withthe Vice-Chair,shall jointlybe responsible fqr
setting each meeting's agenda,in consultation with the appropriate staff
members and the Executive Superintendent of Program Sen/ices.
The following sections are contained inRegulation 464/97, Special Education Advisory
Committees.
7.The Vice-Chcurshall assist the Chair and shall act for the Chair at meetings in
his or her absence.
8.The Chair or, in the absence of the Chair, the Vice-Chair, shall preside at
meetings.
9. If at any meeting the Chair and Vice-Chair are not present,the members
present may elect a Chair forthat meeting.
10.The Chair mayvote withthe other members ofthe committee. Anymotionon
which there is an equality of votes is lost.
The recommendation was referred back to the Special Education Advisory Committee
for clarification regarding item 5 of the Term of OfRce on motion of Bennett and Hart.
47-B.REPORT OF THE COMMITTEE OF THE WHOLE,Public Session
2001 March 20
7:00 p.m.-10:00 p.m.
Members
0.Stewart,Chairperson
J.Bennett (7:30)
S.Deller
J.Hunter
D.Anstead (7:35)
S.Peters
L.Stevenson
P.Schuyler
A.Cartier
G.Hart
P.Jaffe
P.Doelman
Regrets:T.Roberts
Administration and Others
J.Laughlin (7:30)
P. Askey (7:35)
P.Gryseeis (7:30)
B.Bryce
B.Greene
J.Thorpe
C. Murphy
P.Mennill
L Robertson
R.Mun-ay
L.Peck (7:40)
J.Empringham
G.Treble
J.McKenzie
S.GalatI
D.Bradford
S.Christie
2001 March 27...86
1.APPROVAL OF AGENDA
The agenda was approved on motion of S.Deller and carried.
2.CONFLiCTS OF INTEREST -No conflicts of interest were declared.
3.REPAIR,REPLACEMENT AND DECOMMISSIONING PLAN FOR
PORTABLES
The Administration advised that itis the intentionof FacilityServices to provide
a-status report on the Repair,Replacement and Decommissioning Plan for..
Portables in March of each year prior to budget development and to seek
approval foradditional budget allocations to deal with repairs and Improvements
wi^respect to portable classrooms for 2000-2001.
The Thames Valley District School Board presently owns and operates 403
portable classrooms located at 114 school sites throughout the Board.
During 1999 concerns were raised about the condition of portable classrooms
with respect to mold and air quality.Because of these concerns,the Board
created the Portable Protocol Committee. This committee was comprised of
Parents,Principals,London and Middlesex Board of Health Representatives
and Administration from the Thames Valley District School Board.
The Committee met several times during the winter of 2000 and developed the
Response Protocol and Communication Plan for Portables which Facility
Services,School Operations and the Health and Safety Department currently
use to investigate complaints and make necessary repairs or improvements to
portables identifiedto be deficient. The cost of these repairs or improvements
range from $500 to $25 000 per portable.
Withthe large number of portables and the need to provide a safe,healthy
learning environment for the students that are accommodated in portables,
Facility Services has developed the following Repair,Replacement and
Decommissioning Plan for Portables.
Visual Inspection to Identify Portable Condition
A visual inspection was completed to determine the condition of each
portable and the required upgrades.
Anexternal consultant has been retained to audit inspection reports and
to provide technical expertise....
2001 March 27...87
Repairs and Preventative Maintenance ,
Usingthe annual inspectionreportscompleted by Facility Services staff,
all required repairs are completed.These repairs Include roofing,
challdng,ventilationetc.
The development and Implementation of the Preventative Maintenance
Program for Ventilation Systems in Portables ensure that routine
inspectionand cleaning of filters for ventilation equipment iscompleted.
In 2000,51 portable floorswhichwere carpeted were replaced withvinyl
tile.TTiis leaves the Board with 172 carpeted portables.
92 portable HVAC unitswere either modifiedor replaced in2000.
Facility Services has scheduled flooring replacement in50 portables and
the installationof 15 HVAC unitsin portables in2001 at an estimated cost
of $225 000.•
Mold and Mr QualityAction Plan (Response Protocol and Communication Plan
for Portables)
75 inquiries were received by the Health and Safety Department with
respect to moldor air quality concerns Inportables.
Portables,where concerns are raised by a school or community,are
inspected by the Board's Health &Safety Department and the Facility
Services Coordinator of Portables and Systems.
Ifthe portable Is found to have a mold or air quality problem, ah action
plan Is developed by Facility Services and reviewed by both the School
Principalas wellas the Health and Safety Department.
Repairs to the portable are completed immediately and testing is
conducted as per the protocol before students are permitted back intothe
--portable..,
In 2000,Facility Sen/ices completed 35 mold remediations and 41 air
qualityrelated repairs or upgrades at a cost of$489 393.These repairs
were funded fromthe School Renewal Program.
Where a portable is unsuitable and is to be decommissioned and no
.space exists in Uie school,a portable which meets the Board's standards
is relocated to the site. This resulted in the relocation of 17 portable
classrooms at a cost of $184 383 in 2000.
2001 March 27...BB
Reduction Plan ,
In cooperation with School Operations,an extensive survey was
conducted to locale surplus portables Inthe system and Identify space
withinexisting schools which could be used as a classroom to reduce
portables.
The above noted survey resulted In91 portables being declared surplus.
- 32 portables were redeployed forpupil accommodation ie;secondary
restructuring.
--24portableswere.sold.
- 8 portables are to be offered for sale inthe spring of 2001.
17 portables were relocated to various schools to replace unsuitable
portables.
10 portables were left as surplus portables on existing sites for
redeployment to deal with accommodation issues and mold/airquality
concerns that may arise in the future at an occupied portable.
^9 additional instructional spaces were reclaimed within existing
schools after alterations at a cost of $196 552.
Portable Replacement
A Replacement Program foraging portables using funds fromthe School
Renewal Program has been developed.
Facility Services will continue to reviewand improve portable classroom
specification to deal with emerging concerns regarding the quality of the
.portables.>
Facility Services will Investigate the option of leasing portables in the
future.^
With the above comprehensive plan.Facility Services has in place the
necessary procedures and funding to ensure portable classrooms will be a
comfortable and safe learning environment for our students and staff.
The following time lines associated withthe project were presented:
2001 Spring/Summer -repairs and inspections
2001 Fall -portable inspections
Immediate Action -mold/a'r quality issues
The following motion was moved by L Stevenson and carried:
2001 March 27...89
That $355,000 previousi/allocated but not utilizedwithinthe 1999^2000 fiscaj
year, for portable repairs from the Pupil Accommodation Reserve Fund, be
carried forward
That $350,000 from the Pupil Accommodation Reserve Fund to cover the cost
of repairs and improvements to portables as required under the Repair,
Replacement and Decommissioning Plan for Portables be allocated
That the Thames ValleyDistrictSchool Board committo a proactive approach
ineducating parents,principals and staff about the potential health and safety
issues involving air quality in portables.This approach would be
'operationalized through ongoing professional development information sharing
through brochures,school newsletters,the Board's web site and regular
meetings of parent groups Inconsultation withthe publichealth unit.
4.MONTHLY FINANCIAL REPORTING
Financial Statement - 2001 January 31
•Approved Budget 2000 June 27 $545 916 206
Add:Ministry of Education Additional Grants
MinistryFunding Adjustment -Revised *6 901 109
Estimates
Grade 10 Textbooks 1 215 088
-5 686 021
Add:Revenues from Special Grant Initiatives
Summer Career Program Human 1488
Resources Dev't Canada
•EQAO - in sen/lce •.- 5 597
Canada Trust Environment 4 918
Breakfast for Learning 904 12 907
Add:Miscellaneous Revenue items
2001 March 27...90
Transfer from Reserves -Contractual 3 300 000 ,
Obligations
1999/2000 School Budget Carryforward 2 805 918
Food Services Rebate 126 758
Registrations - Workshops and Seminars 11 902
Other Revenue items 218 596
General Interest Courses -Continuing 3 400
Education
Arts in Action 7 479 6 472 053
Revised Expenditure Budget • 2001 January 31
Revised Revenue Budget - 2001 January 31
$546 715 145
$546 715145
5.REPORT OF THE NATIVE ADVISORY COMMITTEE
The Reportofthe Native Advisory Committee whichmet on 2001 February
13 was received on motion of P.Schuyler and carried.
Members:
K.Albert II
W.Hill
J.Hunter
P.Schuyler
T.Smith II
2001 February 13
3:00 p.m.-4:30 p.m.
Administration and Others:
P.Askey
B. Taylor
G.George
D.Gordon
0.Graves
M.Anderson
J.Upsdell
B.Howard
V. Hopkins
R.Jackson .
C.Kechego
T.Sillaby-Ramsey
D.Susi
E.Good
M.MacDonaid
W.Scott
K.Moore
Regrets:D.Charles,S.Deller,L Doxtator
a)CONFLICTS OF INTEREST - No conflicts of interest were declared.
b)Peter Askey, Executive Superintendent,Program Sen/ices,welcomed
everyone to the meeting,and welcomed back Wayne Hill from an
extended absence due to illness.
2001 March 27...91
c)CONFIRMATION OF VOTING MEMBERS:
Trustees:- P.Schuyler,J.Hunter
0.K.T.Representatives -
Chippewa ofthe Thames -K.Albert,T. Smith
Munsee-Delaware Nation - W. Hill
d)ELECTION OF CHAIRPERSON
Supt.Askeychairedthe meetingduringthe electionofthe Chairperson..
Trustee Phillip Schuyler was elected Chairperson for 2001, and
assumed the chair.
e) REPORT OF MEETING - 2001 FEBRUARY 13
Supt.Askey advised that since no quorum was present for the meeting
of2001 January 09,a memorandum ofthe meeting was prepared which
will be attached to the report of the meeting of 2001 February 13.
f)REPORT ON FIRST NATIONSGRADUATES
Supt.Askey introduced the results of a survey regarding current First
Nations students attending Beal,Saunders and Thames S.S.This isthe
firsttime that data to track the progress ofthe First Nations students has
been collected.It will provide.a benchmark for subsequent tracking.
Charmaine Graves,Learning Supervisor,Program Services,presented
an overhead of the survey'using a pie chart format.The current First
Nations Grade 9 students were not included inthe survey because they
had notcompleted a semester at the timeofthe survey.Of45 grade 10
Rrst Nations students.22 were on track,11 were within a half year of
being on track and 12 were off track. Of 43 grade 11 First Nations
students,18 were on track,12 were withina half year ofbeing on track,
and 13 were offtrack. Of29 grade 12 First Nations students,8 were on
track, 5 were withina half year of being on track,and 16 were offtrack.
Of 9 O.A.C.students,6 were on track and 3 were off track.
Overall, of the 126 Rrst Nations students surveyed,54, or just under
50%,were on track; 28 were withina half year of being on track and 44
were off track.These figures seem to indicate that If Rrst Nat'on
students complete the first 3 years of secondary school and are on
track, or withina half year of being on track, they are likelyto continue
on to graduation. However,concerns were expressed fora significant
proportion of students who find the program far too challenging
beginning In late grade 10.
r
2001 March 27...92
Mary-LouAnderson,Principal of Thames SS,presented profilesoftwp
Rrst Nations students who are on track. Both students are showing
good progress towards graduation despite their learning challenges.It
was reported that historically the student population at Thames SS
generally finds academics a challenge and that there appears to be no
significant differences in the trends between Native and Non-Native
students.
«
Judy Upsdell,Principal of Beal SS,presented profiles of four First
Nations students.She reported that Ontario Student Records were
examined to try to determine the reason why some students struggle
and others are successful.At Beal SS,56% of the general student
population graduates from grade 12 compared to 40% of the First
Nations student population.
The correlation between good attendance and success in achieving
credits was evident;however,good attendance was not the sole
determinant. Itwas noted that courses are significantlymore difficult
after grade 10.
The Committee agreed that the following question needs to be
addressed:'What causes the failure rate of Rrst Nations students to
increase?"It was suggested that most students are turning 16 during
the Grade 10 year which may also impact attendance and that when
children move from school to school,there may be gaps in the
knowledge and understanding that they acquire.
Judy Upsdell commented that with the present curriculum,students in
grade 10 must pick grade 11 courses based on whether they will be
continuing their education in college or university, or entering the work
force. Beal SS has successfully tested two 9-week,double-period
courses allowing students the flexibility to earn two credits in half a
semester.
Supt. Askey noted that strategies to assist First Nations students to
remain inschool to graduation will help all students.Encouraging our
students to think about their future at an eariier age and focussing on
short-term goals will assist In being successful.
Terry Smith,Chippewa of the Thames,asked if Career Guidance
Counselling was offered in secondary schools.The Guidance
Counsellor attempts to ensure that the student is enrolled in the most
beneficial program and if necessary,recommends alternative courses.
2001 March 27...93
Headvisedthat many Rrst Nationsstudents drop outofschool at grad^
12,or before, and then return two to three years later when they have
decided what they want to do withtheir lives.
Supt. Peter suggested that a process be established for tracking
students leaving school as well as determining why they dropped out.
He commented that the system needs to be proactive in identifying
problem areas as they relate to discipline issues,intermittent
attendance,failing courses,suspensions and acting outin fnistration.
With the current focus on higher standards,some students will be
placed at additional risk. Can alternative programs serve to keep
students in school?Are they welcome to come back to the school
system?There Is a priceto pay for high standards and that price is
disposable students.Arewe willing to pay this price?Is there more that
can be done to help these students?
Terry Smith suggested that inviting people with different careers to the
elementary classroom as early as Grade 5 will introduce students to the
-widevarietyof occupations available. BethTaylorindicated that career
planning does occur at the secondary school level. Valerie Hopkins,
Native Counsellor at Thames S.S.,indicated that Thames is a vocational
school where students are introduced to a vnde variety of occupations.
There are also educational and career conferences to give students
further opportunities to investigate careers.The counsellors talk with
students individually,asking what they like to do and adjusting their
courses accordingly.Donna Susi,Principal at McEachren P.S.,added
that career fairs are beginning at the elementary level. Ken Albert,
Chippewa of the Thames,noted that many students have difficulty
making life-long career choices at an early age and that they oftenfollow
intheir parents'footsteps and cannot relate secondary school courses
with a future job.
DougGordon. Learning Co-ordlnator-History/Soda!Studies,Program
Sen/ices,emphasized that the decline in the number of registered
students from grade 9 (53)to O.A.C.(9)is cause for concern.
The role of First Nations counsellors to assist and guide Rrst Nations
students who often have more freedom and responsibilities and thus
must deal withthe consequences oftheir actions, is an important one.
Increasing relevant courses in Native Studies and additional First
Nations teachers and counsellors as role models were cited as
strategies for success.^'
2001 March 27...94
r
Charmaine Graves provided background information regarding thp
document entitled "Communications Suggestions To Support Rrst
Nations Students".
First Nations Education administrators were consulted,and their input
was used to draftthe document for all the stakeholders to work together
to mcdteFirstMations students aware ofthe supports that are.available
to them. This draft will be discussed at an upcoming meeting.
Wayne Hill,Munsee-Delaware,presented information related-lo.a.
specific behavioural incident that occurred.Government interference in
Rrst Nations communities'way of life has resulted in removing the
traditions associated with parenting skills.
Rrst Nations motivational speakers are needed in schools to explore
and expand their rich,proud cultural heritage and to act as a catalyst
well before students explode.It was noted that students need support
from their parents and if the support is not there.RrSt Nations
counsellors and teachers can provide the necessary role models forall
students.
An awareness of negative home situations may assist principals and
teachers in understanding how well students are coping vnth their life
situations.Sometimes a student just needs someone to talk to.:
The Committee was requested to review the document for discussion
at the March meeting.
Next Committee Meeting Date:
Tuesday,2001 March 20
3;00 p.m. -4:30 p.m.Room 111
ADJOURNMENT
The meeting adjourned at 4:30 p.m. on motion ofSmith and Hunter.
6.REPORT OF THE POLICY WORKING COMMITTEE
2001 March 06
4:00 p.m.- 5:41 p.m.
2001 March 27...95
Members Administration and Others '
S.Peters (Chair)J.Thorpe L.Pecl<
D.Anstead B.Bryce M.Sereda
A.Cartier L Purser G.Treble
L.Stevenson J.Bennett S.Christie
T.Roberts S.Gaiati
Special Guests:Jeannette Johnston, Don Biair,Kaja Hevell<a,Scott Hughes,
Karen Edgar, Gregg Bereznicl<,Murray McDonald, Dawn Paxton
a)CONFLICTS OF INTEREST •Noconflictsof interest were declared.
b)INTRODUCTION OF GUESTS
Supt.John Thorpe introduced members of the Supervisory Officer
-Qualification Program andthe Board's Supervisory Officerintern program
who joined the meeting as part of their course assignment to gain an
understanding of the work of the Policy Woridng Committee.
c)COMMITTEE REPORT OF FEBRUARY 6,2001
The February 6, 2001 report of the Policy Working Committee was
provided for committee reference.
d)DRAFT POLICY INTRODUCTION-none
e) DRAFTWORKING POLICIES
Conflict of Interest Policy •
As requested by the Board at its February 27,2001 meeting
(Recommendation 2), the Committee reviewed its discussion of the
draft policyon Conflictof Interest (attached).In recommending to the
Board that itnot proceed withthis draft policy,itwas understood that
the Directorwould follow up on the issue by an alternate means.
Superintendent Thorpe provided information on a draft memorandum
from tfie Director which has been forwarded to the Board's solicitor for a
legalopinion. Itisexpected that a response will be availableforthe April
3 PolicyWoridng Committee Meeting.Once finalizedand ifapproved,the
Director's memorandum will be distributedto allemployees.
0 OTHER BUSINESS
2001 March 27...96
i) Procedure forRespirator Protection Program ,
SafetySpecialist Linda Purser and Exec. Supt.Bill Bryceattended to
review the Procedure for Respirator Protection Program required to
supportthe Board's Health andSafetypolicy.The procedure outlines the
selection, use, maintenance and storage of respiratory protection
equipment.
A discussion followed on safeguards put in place to ensure that the
~protective respiratorsare wornby anyona in.areas,wherecontaminants
are airborne. Exec.Supt. Bryceadvised that the procedure is intended
to clarify whatis mandatedand confirmed thatthe required procedures
are currently inplace in Thames Valley schools.
Suggested wording amendments were offered. The procedure was
received for information and will be fonvarded to the March 27 Board for
receipt.
The procedure was received on motion on Trustee Stevenson and
carried.
ii)Notification Procedure forItems Requiring PublicConsultation
Public Affairs&Community Relations Manager Sam Galati joined the
meetingto reviewthe independent procedure "Notification Procedure for
Items Requiring Public Consultation"notingthe Board's commitmentto
seeking publicinput.Mr.Galati stressed the importanceof notifying the
public of opportunities to provide input and asked the Committee to
review the procedure and offer any changes.
The vehjcle to reach community groups was discussed.Mr.Galati
confinmedthat new materialis posted tothe Board's web site under "Draft
Policies and Procedures",^hool Councils are asked to identify a
member oftheir groupto monitorthe web site. System and Ministry of
Education information is also posted under the School Council site
"Communiques from TVDSB"on a weekly basis. Thedate of posting is
noted as well as inputtimelinesifthey are known..Supt.Thorpe will try
to obtain statistics regarding the number ofweb site hits.
2001 March 27...97
Exec.Supt.Bill Bryce hassent amemoto principals andSchool Councils
clarifying the expectation that communication is a joint responsibility
between schools and Councils.A list of School Council Chairs has been
developedinordertosend information directly tothem.
The report was received on motion of Trustee Anstead and carried.
iii)Supen/ision ofTeachingStaff- revisedprocedures
— Superintendents Linda Peck,Mike Sereda,-Geny-Treble-joined the
meeting to discuss the revisedproceduresfor Supervision ofTeaching
Staff noting the procedure includes teachers who have other
administrative responsibilities at the school or system level, e.g.
department heads, learning co-ordinators.
In-service will begin this spring followed by implementation'of the
procedures bythe beginning ofthe 2001-02 school year.,.
The reportwas received on motionof L.Stevenson and carried.
iv) Supervision of Principals and Vice-Principals Procedure
Superintendents Peck and Treble,and Principal Jeannette Johnston
providedinformation ontheSupervisionofPrincipalsand Vice-Principals
procedure.
Inputhas been received fromvarious stakeholders in its development
and has been writtenwitha focus on ongoing supervision and based on
the Foundations for a Caring Learning Community framework.
Opportunitiesand the process forstaffwishingto leave an administra
tive role were discussed.It was suggested that a provision be included
in the document that staff who do not feel suited to the role of principal
may return to a classroom assignment or to a vice-principal position.
The document will be reviewed annual to determine the areas that are
workingwelland those that need revision.
2001 March 27...98
7.
Superintendent Peck noted that the Support Staff and Managers'group
documents are being drafted and anticipated to be in place by
September,2001.The teaching staff documents wiii be ready for
impiementation this spring.
The report was received on motion ofT. Roberts and carried.
ADJOURNMENT
- The meeting adjourned at 5:41 p.m. on motionof L.Stevenson.
REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE
2001 March 06 ^
•7:00 p.m.-8:50 p.m.
Members
J. Hunter,Chairperson
T.Roberts
J.Bennett
S.Deller
D.Anstead
S.Peters
L.Stevenson
A.Cartier
P.Sattier
P.Jaffe
P.Doeiman
Administration and Others
P. Askey
B.Bryce
B.Greene
P.Menniii
J.McKenzie
G.Bereznick
J.Tiliey
D.Blair
D.Paxton
M.McDonald >
8.Christie
W.Scott
S.Gaiati
D.Bradford
Regrets:P.Schuyler,D.Stewart,G. Hart
a) CONFLICTS OF INTERESTNo conflicts of interest were declared.
b)ACCOUNTABILITY FRAMEWORK- BOARD PROFILES
Brian Greene,Executive Superintendent of Business Services and
Joanne Tiliey,Supervisor,Rnanciai Services,provided information
related to the Ministryof Education School Board Profiles.
2001 March 27...99
As part of the Accountabilit/Framework,the Ministry of Education i3
developing school board profiles which will provide school councils,
parents, and the public with data related to school boards across the
province.
The profiles will be posted to the Ministry's web site shortly,and will
include key information on school board representatives, student
enrolmentand staffing,education funding,student achievement and a
list of schools in each board. When the Ministry releases thisinformation,
the Administration will provide Trustees with an oven/iew-and how to
access it.
The website will allowthe publicto search byboard name, location, and
an indexoftopics. Itwill alsoincludea glossary ofterms, and frequently-
asked questions.
The following informationis to be included in Board's profile:
Quick Information
- This section provides a quick overview of general information
including enrolment,class size,student achievement,financial
information.This is 1998/99 data.
Schools
•There will be basic information on each school.(A sample of one
elementary and one secondary school was provided.)
Directory
- Listof Chair and Trustees,Director and Supervisory Officers
Statistics
- Number of schools,enrolment, staffing and graduates
Test Results
-EQAO Grades 3 and 6 test results
Financial
-Revenue fund statement;
-Comparison of Board spending to Provincial allocation;
- Various reports on school board spending with comparisons to other
schools.
2001 March 27...1Q0
Samples of the Thames Valley District School Board profile were
demonstrated followed by a question and answer period.
Concerns were expressed with the accuracy of the profiles based on a
number of errors in the Thames Valley information.Superintendent
Greene reported that a process ofmonitoringthe accuracy together with
the recommendations being developed bythe Board's PublicAffairsand
Community Relations Committee are to be presented to Executive
Council in the near future.
c)RE6UATI0NS 612 AND 613 - STRUCTURE AND OPERATION OF
SCHOOL COUNCILS
Bill Bryce, Executive Superintendent of Human Resource Services,
presented a report ofthe significant aspects of Regulations 612 and 613,
,released by the Ministryof Education on 2000 December 09 regarding,
the structure and operations of School Councils.
The new regulations replace Policy/Program Memorandum No. 122
which had previously addressed the topic of School Board Policies on
School Councils and spelled out Membership and Terms of Office
requirements and the Roles and Responsibilities'of School Council
Members.
They set out a number of new requirements for boards,principals and
School Councils and clarifythe roles and responsibilities of Councils.The
Provincial School Council Handbook,to be issued by the Ministry of
Education later this spring,will provide additional information on the
duties of School Council Chairs and the operation of School Councils.
The Ministry hosted Regional Forums across the province in 2001
January to help School Council members.Trustees and Administrators
become familiar with the Regulations.The London forum was held on
2001 January 27 and was attended by Board Chair David Stewart;eight
School Council representatives;a Principal;Margaret Smith,School
Community Liaison Officer;and Superintendent Bryce.
A detailed information session on the new Regulations willbe provided
for all TVDSB School Council Chairs,Principals,Trustees and Superin
tendents on 2001 March 07 at the Education Centre.Presentations will
be made by a representative from the local Ministry office, a School
Council Chair and Superintendent Bryce.
A synopsis of the new Regulations organized by area of responsibility
and time lines for the development of policies,procedures and by-laws
was highlighted.
2001 March 27...101
While the Provincial School Council Handbook will assist in the
development ofthe required materialswhenitisreleased this fall,Boards
are responsibletohavetheir policies/procedures inplaceby 2001 June
30. Itis likely,therefore, that any measures adopted will require some
finetuning during the 2001-2002 school year.
The following timelinesforthe development ofthe Policies/Procedures
requiredby Regulation612 were presented:
2001 Feb.26'Review Draft Time lines -District School Council
Chair
2001 Feb.27 Review Draft Time lines •Executive Council
2001 f^ar.06 Time lines Presented to Trustees
2001 Mar.07 Time lines Presented to School Council Chairs
and Principals
2001 Mar.22 District School Council -review first draft of
proposed policies/procedures/guidelines on:
Parent Member Number
Reimbursement of Expenses
Conflict Resolution Process
Fundraising Activities
Dress Code Process
School Improvement Plans "
Selection/Placement Principals/Vice-
Principals
2001 Apr. 03
DraftPolicies to PolicyWorkingCommittee
2001 Apr. 06 -
2001 May 10
Input period for Draft Policies e-mail draft
policies to all School Councils with e-mail
addresses
Area Councils'Feedback
School Councils'Feedback
Principals'Feedback
2001 May 17 Review of Input by District School Council
2001 Jun.05 Policy Working Committee -revise
(if necessary)and approve draft policies
2001 Jun.26 Board Approval of Policies
2001 March 27...102
8.SAFE SCHOOLS ACT UPDATE
Gerty Treble,Superintendent of Education, provided an overview ofthe major
requirements of the Safe Schools Act and implementation activities to date.
The Safe Schools Act was passed on 2000 June 14 and is being implemented
In stages by the government.The following major parts ofthe Act are now in
effect:
- The standards of behaviour are as set out in the province-wide Code of
Conduct for Ontario schools.
- Authorityfor principals or other designated school officialsis in effect to
deny access to school premises to anyone who poses a threat to safety.
>.- Any unauthorized person trespassing on school premises may be fined up
to $5,000 on conviction.,
-School boards are to develop their own codes of conduct and ensure these
are consistent with the provincial Code of Conduct.
Current authority forsuspension byprincipalsand expulsion byBoards remains
in effect.
TVDSB ACTIVITIES TO DATE
IVIinlstry Symposium
The first Safe Schools Symposium sponsored bythe Ministry of Education
was held on 2000 December 19.The following persons formed the team
which attended on behalf of Thames Valley OSB:
Geny Treble,Superintendent of Education
Doug Bryant,School Councils
Ray Hughes,Learning Coordinator-Violence Prevention
John VanKessel,Principal, W.D.Sutton
Fran Wren, Principal, Elgin Court P.S.
Nancy Brown,Teacher,Clarice Road SS ,
Barb Seaton,Teacher,Zorra Highland Paric P.S.
Constable Doug Graham,O.P.P.
OPSBA WORKING GROUP
The Ontario PublicSchool Boards'-Association Isdeveloping policy templates
and procedures forthe Safe Schools Actby supervisory officer woric groups
which includes TVDSB representation.The templates will be available for
adaptation by boards.
2001 March 27...103
District Safe Schools Committee ,
The TVDSBSafe Schools Committee meets monthlyand is actively reviewing
current procedures in light of requirements of the Safe Schools Act.
Representation on this committee includes TVDSB staff, unions,Centre for
Children &FamiliesInthe Justice System ofthe LondonFamilyCourt Clinic,
School Councils,Sexual Assault Centre, policeand Children's AidSociety.The
advice and recommendations of the committee are brought forward to the
Board's Operations Council.
Police/Board Protocol
TVDSBstaff are activelyworkingwith police services to writethe Local
Police/School Board Protocol required by the Ministry.
z'
2001 March 27...104
Other Activities ,
Code of Conduct
Each TVDSB school currently has a Code of Student Behaviour consistentwith
the TVDSBSafe Schools Procedure.The newprovincial Code of Conduct sets
clear,consistent,minimum standards of expected behaviour for students,
teachers,staff,parents and volunteers in Ontario schools.
- --The standards of behaviour in school board codes of conduct.must be
appropriate for the boards'communities and must be consistent with the
requirements set out bythe Ministry.In developing codes ofconduct, views of
School Councils must be considered with respect to the contents ofthe policies
and guidelines.
The Ministry notes that boards should also ensure that their codes of conduct:
include the standards stated in the provincial code of conduct;
set out standards of behaviour for ^1 members of the school community
(e.g.,students,staff,visitors,volunteers);
indicate where and/or when these standards will apply (e.g., in school
sports activities, on school buses,inoff-site school-sponsored activities);
include procedures and time lines for review(reviews must be conducted
at least every three years).
School boards may require principals to develop additional codes of conduct
tailored for their schools.These codes must set out cleariy what is acceptable
and what is unacceptable behaviour for all members of Uie elementary or
secondary school community (e.g.,students,staff, visitors,volunteers).They
must be consistent with the provincial and school board codes of conduct and
be communicated to all members qf the school community.
Indeveloping these iocai standards of behaviour, the principal must take into
consideration the views of the school council.In addition,he or she should:
seek input from students,staff,parents or guardians,and members ofthe
community;
include procedures and time lines for review, in accordance with school
board policy;
develop a communications plan tfiat outlines how these standards will be
made clear to everyone,including parents and guardians whose first
language is not English or French.
2001 March 27...10S
Provindal Modelfora Local Police/School Board Protocol ,
It is the policy directionof the Ministry of Education and the Ministry of the
SolicitorGeneral that school boards and police services establish a protocolfor
-the investigation ofschool-related occurrences. Such a protocolis to outline
howschools are toworkwithpoliceto prevent and respond to serious incidents.
While TVDSB already has a successful protocolin place, the new provincial
model will buildon these best practices and will help ensure that all schools and
policeservices respond toserious school-relatedincidentsina consistent and
effective manner.
The following are some ofthe elements considered essential components by
the Ministry for the local police/school board protocol:
Role and Mandate of Police Services
Role and Mandate of School Boards
Definitions/Explanationsof Terms
Occurrences RequiringPolice Involvementor Response
- .Other Occurrences Requiring Police Involvement or Response
Information Sharing and Disclosure
School Reporting Procedures
Initial Police Contact
Investigating School Incidents
Police Interviews of Students
Reporting of Children Suspected to Be in Need of Protection
Investigations Involving Students withSpecial Needs
Occurrences InvolvingChildren Under Age 12
School Board Communication Strategy
Protocol Evaluation Process
Non-Incident-Related Police Involvement
Violence Prevention Programs
Physical Safety Issues
Risk Assessment Services
Emergency and Crisis Response Plan
9.2001-2002 SCHOOL YEAR CALENDARS
Reports were presented by the Administration on the 2001 -2002 School Year
Calendars tocomplywith Ministry regulations inthe development and approval
of modified school year calendars.
(a)The calendars were developed In consideration of the following
priorities:^
2001 March 27...106
-adherence to Ministry ofEducationguidelines forthe 2001-2002 ,
schoolyear (i.e.,194 schooldays,including no morethanfour
professional activity days between Labour Day and June 27,
2002);
- An opportunity forone system-based professional activity day to
address Program Sen/ices curriculum initiatives earlyintheschool
year;
— - ' •• -'--maximizirig transportatron efficiencies by-having bothpanels oh a
common calendar.
Consultation has occurred with all stakeholder groups,as well as the
coterminous board to maximizetransportationefficiencies.
The following motion was moved by G. Hart and earned:
And resolved that the Board approve for referral to the Ministerof
Education the 2001-2002 Elementary School Year Calendar and
2001-2002 Secondary School Year C^endar
(b)Modified SchoolYearCalendarforSirGeorgeRossSecondarySchool
for the 2001-2002 School Year
The modified SchoolYearCalendarforSirGeorge Ross SS was presented
for review.Permission is required from the Minister to continueto operate on
a year-round basis as proposed.
^The following motion was moved by J.Bennett and carried:
And resolved that the Board approve for referral to the Ministerof
Education the 2001-2002SchoolYearCalendarforSirGeorge Ross
Secondary School.
2001 March 27...107
REPORT OF THE COMMITTEE OF THE WHOLE -
In-Camera
2001 February 13
5:00 p.m. - 6:40 p.m.
Members
J.Bennett,Chairperson
0.Stewart
L.Stevenson
P.Schuyler
"J.~Hunter
A.Cartier
D.Anstead
G.Hart (5:17)
P.Jaffe
P.Sattler
S.Deller
S.Peters
Administration and Others
J.Laughlin
P. Askey
P.Gryseels
B.Bryce
B;Greene'
G.Jazey
C.Murphy
M.Sereda
J.Empringham
J.Thorpe
P.Mennlll (5:15)
L.Robertson (6:10)
R.Murray
G.Treble
L.Peck (5:15)
D.Bradford
S.Christie
S.Galati
S.Dawson (-5:40)
G.Osinski (-5:40)
Regrets:T.Robert
The Committee met in camera from 5:10 p.m. to 6:40 p.m. and discussed confidential
personal,property and program matters.
No conflicts of interest were declared.
RECOMMENDATION:
1.That the motions approved at the in-camera session related to property,
program and personnel Issues be approved and that a program-related issue
be approved in principle.
D.STEWART
Chairperson
2001 March 21 Committee of the Whole Recommendations:
'1.That the Procedure for Respirator Protection Program be presented at
the March 27 Board meeting for information.
2. That the Procedure forthe Supen/ision of Teaching Staff be presented at
the March 27 Board meeting for information.
3. That the Procedure forthe Supen/ision of Principals and Vice-Principals
be presented at the March27 Board meeting forInformation.
2001 March 27...108
4.That $355,000 previously allocated but not utilized withinthe 1999->
2000 fiscal year, for portable repairs fromthe PupilAccommodation
Reserve Fund,be carried forward.
5. That $350,000 be allocated from the Pupil Accommodation Reserve
Fund to cover the cost of repairs and improvements to portables as
required under the Repair,Replacement and Decommissioning Plan
for Portables.
•6. That the Thames Valley District School Board commit to a proactive
approach in educating parents, principalsand staff about the potential
health and safety issues involvingair quality in portables.This approach
would be operationalized through ongoing professional development
information sharing through brochures, school r}ewsletters,the Board's
web site and regular meetings of parent groups inconsultation withthe
public health unit.
7. That the Board approve for referral to the Ministerof Education the 2001-
2002 Elementary School Year Calendar and 2001-2002 Secondary
School Year Calendar.
8. That the Board approve for referral to the Ministerof Education the 2001-
2002 School Year Calendar for Sir George Ross Secondaiy School.
9.That the motions approved at the in-camera session related to property,
program and personnel issues be approved and that a program-related
issue be approved in principle.
D.STEWART
Chairperson
The recommendations were adopted on motion of L.Stevenson and D.
Anstead.
47-C.Reportofthe Chairs'Committee 2001 March 21
3:15 p.m.-6:15 p.m.
Members Administration and Others
D.Stewart,Chairperson J.Laughlin
j.Bennett "S.Christie
P.Jaffe
1.AGENDA REVIEW
2001 March 27...109
The public and in-camera agendas were reviewedand amended as required,t
2.DIRECTOR'S RETIREMENT CELEBRATION
Planning has begun to honour the Directoron his upcomingretirement. The
urgency of having to make preliminary planning to reserve accommodations
necessitated makingtentative arrangements pending trustee approval.Following
the March 27 Board meeting, the Chair will ask trustees to meet to discuss
arrangements and their participation on several planning committees for the
function.- -——
3.PROTOCOLS FOR CHAIRS*COMMITTEE
Adraft protocol forthe Chairs'Committee was presented based on items which
evolved from a discussion at «%n informal meeting with trustees.A report will be
prepared for the March 27 Board meeting for trustees'consideration.See
attached report and recommendations.
4.BOARD MINUTE BOOKS
Itwas agreed that the practice of the former London Board to prepare bound
copies of Board meetings will be discontinued. Signed copies of the official
minutes for Thames Valley Board meetings will be maintained Inthe Executive
Secretary's office as well as being posted to the Board's web site for public
reference.
5.FOUNDATION ISSUE
The Director will meet with representatives of the Foundation to clarify its
mandate.,..
6.NATIVE ADVISORY COMMITTEE -ALTERNATE REQUEST
it was agreed that an alternate is not required forthe NativeAdvisory Committee.
Chair Stewart will advise the trustee who offered to serve as alternate of the
Committee's decision.
7.RESPONSE FROM THE MINISTRY RE GRANT STRUCTURE FOR NEW
PUPIL PLACES/STRATHROY PROJECT/STUDENT TRANSPORTATION
FUNDING
The letter fromthe Ministry regarding the grant structure for new pupil places,the
Strathroy Project and student transportation funding will be Included with the
March 27 public Board material for trustees'Information.
8.CHILDREN'S SAFETV VILLAGE
2001 March 27...110
A letter from the Children's Safety Village detailing the progress being made on.
itsconstruction will be includedinthe March27 publicBoard agenda for trustees'
information.All trustees are invitedto attend the opening on Friday,May4.
9.RECOGNITION OF TVDSB WINNERS OF THE WOMEN OF DISTINCTION
AWARD
The Director will advise the organizers ofthe Women of DistinctionAwards that
the date of the presentations conflicts with a previously-scheduled Board
-Budget meeting.-Chair Stewart has sent a letter of-congratulations to the
'Thames Valley winners-Elizabeth Akano of Sir Frederick Banting SS and
Elizabeth Reilly of St.George's PS.
10.SAFETY CONCERNS ON COLONEL TALBOT ROAD -MB McEACHREN PS
A letter has been received frorn the City of London apprizing the Board of a
traffic safety concern on Colonel Talbpt Road inthe vicinityof MB McEachren
School.The letter will be referred to Exec.Supt.Brian Greene for Information.
Vice-Qhair Bennett.wili write the President of the MB McEachren Home and
School Association advising that she has been made aware ofthe letter.
11.SCHOOL BOARD APPROPRIATE DRESS POLICIES
A memorandum has been received from the Ministryof Education regarding its
direction to Boards to develop a policy on appropriate school dress by June,
2001.The Director noted that development of the draft policy is underway.
The draft will come to the PolicyWorkingCommittee at the April 3 meeting for
consideration.
12.PARLIAMENTARY PROCEDURE REVIEW
The practice of receiving reports at Board meetings based on Robert's Rules
of Order was discussed.It was agreed that the topic willbe added to the April
10 Committee of the Whole meeting with samples of a revised report form
included for trustees'information.
2001 March 27...111
13.EFFECTIVE SCHOOL TASK FORCE
The Directornoted that consultation for Thames Valleyto the EffectiveSchool
Task Force will be InWaterlooon April 23from 1:00 p.m.to4:00 p.m. The Task
Forceis looking forthreetrustees from Thames Valley to participate ina focus
group discussion.
RECOMMENDATION:
-1 -Thatthe suggested amendments be incorporated intothe existingChairs'
Committee Mandate.
D.STEWART
Chairperson
THAMES VALLEY DISTRICT SCHOOL BOARD .2001 March 27
CHAIRS'COMIMITTEE APPROVED PROTOCOLS
BACKGROUND
The Chairs'Committee of the Thames Valley District School Board is one of three
Woildng Committees established in 1998 as part of the new Board's Governance
Structure. Itwas developed on recommendation of ti^e Local Education Improvement
Committee compnsed oftwo trustees (including the Board Chair)and the Directors of
the predecessor boards and approved by the TVDSB.
MEMBERSHIP
Membership inthe Chairs' Committee includes the Chair ofthe Board, the Vice-Chair
and the Past Chair,benefitingfrom leadership inherent in these positions, and the trust
and respect demonstrated by the Board through the election of these individuals.The
Director of Education serves as staff resource on the Committee.
The Committee meets the week priorto the regularly-scheduled Board meeting and as
often as required.
MANDATE
The Chairs'Committee is designed to provide a focus for matters to be considered by
the Board and to ensure the effective wotldng of the Board.
The Governance Structure outlines the following responsibilities of the Committee:
J
2001 March 27...112
development ofad hoc committees withspecific outcomes and time-defineci
tasl(s;
appointment of members to ad hoc committees;
appointment of members to Board committees based on need and interest
shown.
SUGGESTED AMENDMENTS TO THE CHAIRS*COMMITTEE MANDATE
Appointment to ad hoc committees,mandates and time lines will be done
by Board approval followinga recommendation by the Chairs'Committee.
Priorto a recommendation by the Chairs'Committee for membership on ad
hoc committees,the Chair ofthe Thames ValleyDistrictSchool Board will
invite interested tmstees to indicate their interest.When appropriate.
Individual and group consultation to clarify trustees'wishes will be
conducted.
- • Awritten and,if applicable,a vettal report from the Chairs'Committee will
be part of the monthly Board and/or Committee of the Whole meeting
agendas.
Co-ordinate trustee activitiesand professional development.
- . Review of Board agenda items and determine routing.process and in-
camera status.
Add the Board's Governance Principles;
Governance Principles
Principle #1
The Board of Trustees exists to govern the school system inthe best interests of its
students.
Principle #2
The Board of Trustees is accountable to its public school supporters.
Principle #3
The Board of Trustees represents the interests of its students,parents and the
community.
Principle #4
The Board of Trustees speaks with one voice through its policies and decisions.
2001 March 27...113
Principle #5 ,
The Board of Trustees is responsible fordefiningthe expected outcomes and policies
essential to meeting the organization's mission and beliefs.
Principle#6
The Board of Trustees holds the Director of Education accountable for implementation
of Board policies and Board decisions.
RECOMMENDATION:.__
1.That the suggested amendments be incorporated intothe existing Chairs'
Committee mandate.
The recommendation was adopted on motion of P.Jaffa and D.Anstead.
47-D.Report ofthe Committee ofthe Whole -In-Camera 2001 March 27
5:05 p.m.-10:40
Members
D.Stewart
J.Bennett (Chairperson)
S.Deller
J.Hunter
D.Anstead
S.Peters
L.Stevenson
A.Cartier
P.Sattler
G.Hart
P.Jaffe
Regrets:T.Roberts
Absent:P.Schuyler
Administration and Others
J.Laughlin
'P.Askey (-6:15)'
P.Gryseels (-6:15)
J. Empringham (-6:15)
B.Greene (-6:15)
C. Murphy (-6:15)
J.Thorpe
P.Mennili
L.Robertson
G.Treble
R. Murray
K.Busheil
Sereda (-6:15)S.Christie
G.Jazey
B. Bryce
L.Peck
S.Dawson
G.Osinski
S.Galati
D.Bradford
(-6:15)
(-6:15,10:10-10:19)
(-6:15,10:10-10:19)
(5:40-5:53)
(10:19)
(535-6:15)
(5:35-6:15)
(-6:15)
(-6:15)
(-6:15)
(-6:15)
(-6:15)
(6:40-5:53)M.
The CommitteemetIn camera from 5:05 p.m.to '6:15 p.m. and from 10:10 p.m.to
10:40 p.m. to discuss confidential personnel,property and legal matters.
CONFLICTS OF lf<JTEREST •No conflicts of interest were declared.
2001 March 27...114
The following recommendations wereapprovedon motion ofL.Stevenson and 0. .
Anstead and carried.
Recommendations:
1. That the motions approved at the in-camera session related to personnel,
property and legal matters be approved
2. That, in accordance withthe Independent Procedure - Promotional Practices:
Selection Procedures and Appointment of Principals and Vice*Principals,the
following "poor of candidates be approved for appointment to the position,
Principal,Secondary Schools:
Candidates Present Assignment
Christine Stewart Strathroy District Collegiate institute
PattiThompson ,SirGeorge Ross SecondarySchool
John Verbakel 'Delhi District Secondary School
3. That John Thorpe be appointed to the position of Executive Superintendent •
Program Services,effective July 1,2001.
J.BENNETT,
Chairperson
47-E.Trustee Bennett,liaisononthe Children'sSafety Village ofLondonand Area,
advised that the construction of the Children's Safety Village is almost
complete.Trustees were encouraged to attend the Grand Opening ceremony
scheduled to be held at the Village,Fanshawe Conservation Area, London,
at 1:00 p.m. on Friday 2001 May 04.
MOTIONS -NOTICE OF WHICH HAS BEEN GIVEN
48.None
ADDITIONAL BUSINESS
49.None
COMMUNICATION
The following resolutions were adopted on motion of L.Stevenson and P. Sattler:
2001 March 27...115
And resolved that Rhonda Teichrob be appointed the aiternate
representative forthe Easter Seal Society ofOntarioon the Thames
Valley District School Board's Special Education Advisory
Committee.
And resolved that the letter from the White Oai<s School Advisory
Council be referred to the Board's Transportation Services
department for consideration.
And resolved that the Thames ValleyDistrictSchool Board nominate
the following Board representatives to serve on The Corporation of
the Cityof London committees:
Child Care AdvisoryCommittee •Trustee
Community Safety and Crime -Trustee
Prevention Advisory Committee . ,. ..
And resolved that Brenda Hopkins be appointed the representative
of the Thames ValleyDistrictSchool Board DistrictSchool Council
and LortiPhillipsthe alternate representative on the Board's Special
Education Advisory Committee.
The letter from the Minister of Education in response to Thames
Valley's inquiries regarding new pupil places,transportation issues
and the Strathroy Multi-Use Project was distributed for trustees'
information.
50.Ontario Public School Boards'Association -none
51.NOTICE OF MOTIONS-None
52.GOOD NEWS ITEMS
Trustee Stevenson advised that she recently toured schools with
SuperintendentofEducationR.Murray.Aletterofthanks was sent on behalf
ofthe Boardtothe Grade 1 class at Springfield Public School forsharing their
writing books with trustees.
Trustee Hunter congratulated Medway High School students on an
impressive OAC drama production which focussed on anti violence and
bullying.
r
2001 March 27...116
The MiddlesexCounty Effective Speaking contest finals will be heldon2001
March 28.
Trustee Sattler noted she will be facilitating a .workshop on women's issues
at the upcomingSocialJustice Nowconference.
Trustee Dellarannounced inhiscapacityas HeadCoach at Victory Memorial
Schoolthatthe floor hockeyteam reached the regional championshipsfinals.
ADJOURNMENT
The meeting adjournedat midnight on motion ofP.Jaffeand D.Anstead.
N
CONFIRMED:
Chairperson