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2/26/2002 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING,PUBLIC SESSION 2002 FEBRUARY 26,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA V-verbal M-material 1.CALL TO ORDER 2.O CANADA 3.APPROVAL OF AGENDA M 4.OFFICIAL RECORD 5.RECOGNITIONS a.Ontario Library Association V 6.CONFLICTS OF INTEREST V 7.DIRECTOR'S ANNOUNCEMENTS V 8.CONFIRMATION OF MINUTES a.Regular Board Meeting,2002 January 22 M b.Special Board Meeting,2002 February 12 M 9.REPORTS FROM THE ADMINISTRATION a.Departmental Updates M 10.REPORTS OF COMMITTEES a.Special Education Advisory Committee,M 2002 February 05 b.ReportoftheCommitteeoftheWhole,2002 M February 12 c.BudgetAdvisory Committee,2002 February M 12 d.BudgetAdvisory Committee,2002 February M 19 e.Bylaw Review Committee,2002 February M 19 f.Chairs'Committee,2002 February 20 g.Report of the Committee of the Whole,In V Camera,2002 February 26 11.MOTIONS -NOTICE OF WHICH HAS BEEN GIVEN -none 12.ADDITIONAL BUSINESS 13.COMMUNICATIONS a.Ontario Public School Boards'Association-V Update b.Ontario Public School Boards'Association V Symposium Report c.Student Trustee Update M d.Ontario Association for Families of Children M with Communication Disorders e.Peel District School Board M ^f.Ministry of Education M g.Ministry of Education Re:Steve Peters M r K h.Ministry of Education Open Letter to Paui M Martin,Minister of Finance i.Ministry of Agriculture,Food and Rural M Affairs j.Ministry of Education M 14.NOTICE OF MOTIONS 15.GOOD NEWS ITEMS -"Did you know..." 16.ADJOURNMENT I THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING 2002 FEBRUARY 26 The Board met inregular session on 2002 February 26 Inthe Board Room at the Education Centre, meeting in Committee of the Whole, in camera,at 4:00 p.m. followed by a public session at 7:00 p.m. The following were in attendance: TRUSTEES S.Delier J.Bennett,Chair D.Stewart G. Hart (-8:45 +8:49)P.Sattler J. Hunter (-10:55 +10:58 -10:59 -11:00)P.Jaffe T.Roberts ^8:43 +8:45) Regrets:A.Cartier Absent:P.Schuyler ADMINISTRATION AND OTHERS B.Bryce K.Daltoh P.Gryseels P.Mennill B.Greene L.Robertson J.Thorpe R. Murray R.Murray K. Wili<inson M.Sereda L.Hutchlnson G.Jazey K.Havelka S.Peters (-8:02) L.Stevenson D.Anstead M.Rhoden B.Beatty K.Bushell J.Roth D.Bradford S.Christie W.Scott 1.12.CALLTO ORDER•Chairperson Bennett called the meeting to order with the singing ofO Canada. 3. APPROVAL OF AGENDA -The agenda was approved on motion of T.Roberts and 8.Deller. 4.OFFICIAL RECORD -none 5.RECOGNITIONS Superintendent K.Wilkinson recognized the Thames ValleyDistrict School Board and its Libraryand Media Services staff on receiving the Ontario Library Association President's Award for Exceptional Achievement on February 2, 2002. She noted the award recognizes "the extraordinary leadership shown in meeting the challenge of amalgamation in school across the District and the significant enhancements to library services implemented in a newly-redefined system.The key accomplishments of the Board, senior administration,Library and Media Services staff and teacher-librarians,subsequent to amalgamation, were also highlighted. Ata the recent OLA awards ceremony held at the MetroToronto Convention Centre,the Board was represented by Chairperson Joyce Bennett, Director of Education Bill Bryce, Learning Coordinator Marlene Turklngton,Superintendent Wilkinson and several teacher-librarians. -2002 February 26—2 5.RECOGNITIONS -cont'd Chairperson Bennett extended congratulations tothe Media Services staif and the teacher-librarians in attendance and applauded their collective and collaborative efforts on behalf of the students and teachers In supporting literacy initiatives.Superintendent Will<inson presented the award to Chairperson Bennett and DirectorBrycefor display at the Education Centre. 6.CONFLICTS OF INTEREST -No conflicts of interest were declared. 7.DIRECTOR'S ANNOUNCEMENTS a.Director B.Brycenotedthatseveral itemsdesignedand created by Technological Studies students were on display in the Atrium of the Education Centre. The projects include a computer-controlled solarwater heater, an 18-foot Chesapeal<e Sea Kayak,a dollhouse,a garden bench,a golf putter, and decorative mirrors and accessories. b. The Director circulated a copy of a resource booklet containing.Kindergarten to Grade 8 lesson plans produced in partnership by the Local and Provincial Elementary Teachers' Federation ofOntario (ETFO)and TVDSB.Appreciation wasextendedto Nancy McCracken, President,ETFO,for this informative booklet. c.Director Bryceadvised thatTrustee PeterJaffe has been jointly nominated bythe OSSTF and Executive Council for the OSSTF Lamp of Leaning Award in recognition of his outstanding contribution in the field of Anti-Violence. d. A copy of a letter from l^ichel Serre,Chair of the Council of Ontario Directors of Education (CODE),toJanet Ecker,IWinister of Education was distributed.The letter requested thatthe dilemma of underfunding be madecleartothe governrnent during its current year budget discussions and that the necessary assistance be providedto allow boards to meet their responsibilities and to operate programs effectivelywithout Incurring a deficit. 8.CONFIRMATION OF MINUTES a. The minutes ofthe Regular Board Meeting,2002January 22were adoptedon motion ofD. Stewart and L.Stevenson b. The minutes ofthe SpecialBoard Meeting,2002 February 12 were adoptedon motion of D.Stewart and L.Stevenson. 9.REPORTS FROM THE ADMINISTRATION a.Departmental Updates Business Services - Superintendent Greene attended the following meetings: Senior Business Officials workshop In Toronto,In conjunction with the Directors/CEO meeting with the Minister of Education,Deputy Minister and Senior Ministry officials:Sale of Strathroy District Collegiate Institute;new Facility Services Centre adjacent to Centennial Central P.S., Director of Education and City Administrator for the City ofSt. Thomas,Facility Services CustodialStaffDevelopmentDay;Bus Operators*Association,Facility OperationsLeaders; lir i r--rrr 2002 February 26...3 9.REPORTS FROM THE ADMINISTRATION -cont'd a.Departmental Updates,cont'd Business Services -Judy Berkin has accepted the position of Secretariai Assistant to the Superintendent of Business; -Faciiity Services/Maintenance Projects updates included Strathroy S.S.Multi-Use Project, Schooi Renewai Program,Preventive Maintenance Program,Energy Management,Faciiity Operations; -Department projects were presented by the Finance,Payroll, Printing and Mail Services, and Supply Management departments. Director's Services -Director of Education Bryce visited several schoois during the month; he participated/ attended the following events:London Chiidren's Connection,OISE/University ofToronto Mid-western Field Study Office; London Chamber of Commerce Annual Breal^fast with the Mayor,London Free Press Editorial Board and Editor-in-Chief;Community Education Centre-East Community of Schools administrators,CEC-East area School Council,CEO Conference for Directors of Education,OPSBA Pubiic Education Symposium Trusteeship Awards Banquet,Leadership Committee;Thames Valley and London Catholic District School Board joint meeting of administrators,New Teachers'Conference,London Downtown Rotary,Byron Somerset Muiti-Use Pad Opening Ceremony,Chiidren's Hospital Foundation annual fundraising campaign.Educational Assistant Staff Development Conference,Custodian Staff Development Session,Ontario Library Association Awards Banquet in Toronto,City Administrator of St.Thomas,CEO of the London Pubiic Library, OlSE,University of Toronto; -Staff Development initiatives included the New Teacher Program,Distance Education, Attainment of Our Vision In-service,School Councils Chairperson in-service,Board Department In-service,and the Administrative Mentoring Program; -Public Affairs and Community Relations update included reports on Education Weel< promotions;a draft communications document for trustees regarding the 2002-03 financial pressures,the Board's newsletter "LINKS",the Thames Valley Education Foundation,and the Lawson Literacy Awards. Human Resources -The report Included an outline of collection requirements of personal information re Safe School Regulation; -Coverage Benefits plan services being streamlined; -Online employee data management system - MyTVDSB up and running for employees; - Rehabilitation Service providers resulte indicate employees are returning to work sooner; -Occasional teachers (elementary/secondary)numbers were provided; -Visits to allfaculties of education completed at the end of 2002 January; -Interviews for pool hiring of French ES teachers scheduled for 2002 March 02; -School Council/Association Partnership initiatives were highlighted; -Safety training registration for employees now available on line through MyTVDSB. Operations Services -Community of Schools/Principals meeting re the impact on changes to classroom practices; -Demographic and student enrolment data preparation underway for budget process; -Grade 9 EQAO math assessment completed by Research and Assessment; ^-2002 February 26...4 9.REPORTS FROM THE ADMINISTRATION -cont'd a.Departmental Updates,cont'd Operations Services,cont'd -Research and Assessment supporting ongoing initiatives such as Grade 3 and 6 assessment communications,EQAO summaries on Board website,Partnerships for Excellence,Trillium implementation,data utilization,staffing and enrollment statistics,gifted screening,school improvement initiatives,external research and data requests,school- based assessments; -Accommodation and Planning report being presented for tabling by Board on Mar. 26; - Individual S.S.boundary maps to be completed by the end of 2002 May; - New Administrators Special Education session scheduled for 2002 February 28; -Safe Schools initiatives were provided; Student Fees Executive Superintendent P.Gryseels provided the followinginformationregarding Student Fees. He advised that the Education Act and related regulations requires that each student have the benefitof,and equal access to,programs In the regular day school. Section 32 ofthe Act indicates that "a pupil has a right to attend without a fee."A school may charge fees only where the student chooses to upgrade the material or where purchasing the material is optional. A school may charge fees or institute a textbook deposit ifthe student is on a continuing education register,an adult credit course student register,or an international language student register. Supt.Gryseels noted that ifa workbook Is used as a regular part of the program, then all students should have a copy of the workbook and it should be supplied In the same manner as a textbook.Students should not write in supplied workbooks and should return them at the end ofthe school year or semester.The Education Act,however,does allow for a students to purchase optional workbooks for their personal use.They may write in them and retain them at the end of the course.Schools should make effort to assist students who find it difficult to purchase these learning resources. Principals will be contacted to review their schools'practices and if requested,return funds . to students where charges have not been in accordance with the above. Followinga discussion ofthe matter, the following recommendation was moved byP.Jaffe and D.Anstead and carried: That an Ad Hoc Committee be established to review all student and school fees,and to research if similar practices are in place around the province in other boards,and that a report with recommendations be brought back to the Board for consideration. Program Services -SEAC infonmation sharing session with Alex Bezzlna to be held 2002 March 21; -Second Language Learning through the Arts calendar recently published; •School and Community Services update included: Kids Count Conference,Second Special Olympics, Eariy Years Challenge Fund Proposal,Child Abuse and Neglect reporting, Secondary Group Counselling,Northeast London Community Development Project, and Partnerships for Excellence Initiatives, 2002 February 26...5 9.REPORTS FROM THE ADMINISTRATION -cont'd a.Departmental Updates,cont'd Program Services,cont'd - Infonnationand Technology Services launched "My TVDSB"Employee Portal; -Student Portal being considered; - TVDSB selected to pilotOntario Skills Passport Project this Spring; -S.S.Cooperative Education In service for Dept.Heads/Teachers to be held Feb.27/28; - Mary Ellen Frauts,Learning Coordinator received Ambassador Award on Feb.05; - A second Industry Awareness Day being planned for 2002-2003; -Guidance counselor/administrators attended session on double cohort on Jan.28; -Grade 10 and 11 Exemplars update provided; -Technology Education project display in Education Centre Atrium during Feb./Mar.; -Elementary athletics activities were highlighted; - The Plan for the ProvisionofCo-Instructional/School Based Activities was provided. 10.REPORTS OF COMMITTEES a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE Members P. Gillis,Chairperson J.Bennett L.Stevenson P.Sattler (-3:00) P. Gallin (-3:10) R. Hun/vitz (-2:40) M.Stoop (-3:10) C.Ekins M.Secco A.Morse (-2:45) G.McGahey (+1:00) J. Tyler 2002 February 05 12:25 p.m.-3:17 p.m. Administration and Others C.Murphy V.Corcoran P.Cook L.Pressey G.Grondin S.Lundrlgan Guest Trustee D.Anstead Regrets:E.Hager,B.Hopkins,M.A.Tucker Absent: W.Gowers,L.Vlnce,J. Williamson, J. Worthington 1.CHAIR'S OPENING REMARKS Chairperson,P.Gillis welcomed everyone to the meeting and announced that the Executive Secretary's Office will nolongerpollfor SEAC meetings. SEAC members need to contact Shirley Lundrigan at s.lundriQan@tvdsb.on.ca or 452-2147 ifthey CANNOT attend. 2.CONFLICTS OF INTEREST No conflicts of interest were declared. 3.CONFIRMATION OF AGENDA The agenda was confirmed as distributed. -2002 February 26...6 10.REPORTS OF COMMITTEES -conrd. a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE,cont'd 4.REPORT OF MEETING FROM 2002 JANUARY 08 Thelettertothe Minister of Education from the Chairperson ofSEACandtheChairpersonofthe Board,regarding the Intensive Support Amount (ISA)comprehensive review process was distributed.C.Murphy,ExecutiveSuperintendentofProgramServices,will bemeeting with Peter Gooch in response to the letter. The Professional Development session,"Making a Difference",for Educationaland Instructional Assistants was wel!attended and the feedback surveys are currently being collated. 5.BUSINESS ARISING 6.1 Communication Sub-Committee Report Alison Morse,Easter Seal Society, had a written report from the January meeting and a verbal report fromthe February meeting. The sub-committee is looking for feedback on the key messages.Any suggestions on howto improvethe key messages can be submitted to Alison Morse. The sub-committeeis looking at March 28from4:00p.m.to6:00 p.m.forthe meeting with Alex Bezzina,Ministry Project Leaderat the Special Education Policy Unit.It was proposed that light refreshments be served.Ata previous meeting, dinner had been served at a cost of $10 per person. It was decided that light refreshments would be served at no cost,and it would be indicated in the invitation that dinner was not included.An invitation tootherSEACs with be forthcoming.Please bringany tentativequestions for Alex Bezzina to the next meeting. 'Itwas suggested by Linda Stevenson, Trustee, that a contact be made with the Amethyst school regarding resources theyhaveavailable. V.Corcoran,LearningSupervisor-Special Education Programs and Services,isto follow up with the Amethyst school regarding these resources and v/ith possibly inviting a representative to visit our SEAC infuture. The Auditor's report and recommendations were discussed.Administration has looked at the report and is ensuring that we are in compliance with the recommendations.The subcommittee would like an overview of the recommendations and would like to answer the questions put forward bythe Auditor.C. Murphy will compile the information and bringitto the March meeting. The subcommittee has looked at ways of improving the SEAC page on the website.Ifyou have any updates foryourorganization's link,please contact Lori Fraser at 452-2330.Ifyou have any other suggestions,contact A.Morse or R. Hurwitz,London &Middlesex Association for Bright Children. 5.2 invitation to A.Bezzina -Discussed under item 5.1 5.3 Information on the Roleofthe Child and Family Service Advocacy Office V.Corcoran distributed a copy of the information that she had obtained from the October 2001 Ministry publication,"Special Education:A Guide for Educators",that includes the contact numbers for Childand FamilyService Advocacy. 5.4 Developmental Report Card V.Corcoran stated that the committeeworkingon updating and refining the elementary and secondary report cards has drafted a template that is suitable to address the uniqueness of /each program while being consistent across the district. The group has begun draftinga ^_comprehensive handbook to accompany the reportcard template. 5.6 NECTAR - Due to the last scheduled meeting being canceled,there is no report at this time. Tnr 2002 February 26...7 10.REPORTS OF COMMITTEES -cont'd. a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE,cont'd 6.UPDATES 6.1 lEP Audit Results Greg Grondin,Learning Coordinator -Speciai Education Strategies for Success,presented a series of overheads that showed the breakdown of lEPs submitted to the ministry for audit.In each instance,the section of the lEP was Identified,the ministry's assessment of its strengths and weaknesses was provided and Administration's corrective actions noted.In-depth training sessions for lEP writers wil!be provided beginning in the Fallto help clarify the process and make submissions more consistent.Many of the recommendations have already been addressed through the ISA (Intensive Support Amount) funding process. 6.2 Special Education Handbook V.Corcoran noted that this is a compilation ofall the other documentation and is a good resource for parents.ItIs available in every school and on the Ministry website. 7.PRESENTATION BY ASSOCIATION 7.1 Epilepsy London &Area Mary Secco,Executive Director, noted that the Epilepsy Support Centre is a non-medical program that supports people with epilepsy and seizure disorders (interchangeable terminology).Abrief video presentation was viewed that gave examples of different types of seizures people may experience and what first-aid steps should be taken.The predominant issue for people with epilepsy is the stigma attached to the disorder.An overview of the kinds of learning disabilities a child with epilepsy may encounter was discussed.Informational literature on epilepsy and seizure disorders was provided. 8.OTHER BUSINESS 8.1 Preliminary Budget Discussions G.Murphy provided a status report on budget discussions.Currently Administration is dealing with two things:embarking upon a process to develop next year's budget;and,dealing with the audited deficit of$2.4 million.Acomparison ofspeciai educationsupport staffforschool boards with similar enrolments was provided for information.The new transportation funding model was discussed. SEAC would liketo know what the ripple effects of budget cuts or expansions are on current services and programs and what are the priorities for Special Education. 9.ASSOCIATION UPDATES -None at this time. 10.CORRESPONDENCE 10.1 E-mail from Carol Hawthorne A letter from Genese Warr-Leeper,President,Ontario Association for Families of Children with Communication Disorders,announced that Carol Hawthorne has resigned from SEAC.This letter will be forwarded to the Board at their meeting on 2002 February 26. 10.2 Smart Funding for Special Education"- Article A letter from OPSBA to the Directors of Education,Chairs of OPSBA member boards and Chairs of f .OPSBA Member SEACswas distributed.TheSmart Funding coalition is looking forfunding for their 'media blitz.It was noted that this Is a "political hot potato"and that the Learning Disabilities Association of Ontario (LDAO)has decided not to support this group. 2002 February 26...8 10.REPORTS OF COMMITTEES -cont'd. a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE,cont'd 11.FORUM Everyone is Invited to attend the Autism Society's gathering at the Hilton Hotel on Wednesday, February 27 from 7:00 p.m. until9:00 p.m. Brenda Martin,Learning Supervisor-School/Community Services,and Tom Bonifen-o,Psychological Services Coordinator,are investigating partnership options with Madame Vanier regarding 27 initiativesfromthe Ministry forchildren 0 to 6 years ofage that have new dollars attached. 12. ADJOURNMENT -The meeting adjourned at 3:16 p.m. on motion of M.Secco. P.GILLIS, Chairperson b.REPORT OF THE COMMITTEE OF THE WHOLE 2002 February 12 7:00 p.m.-7:45 p.m. Members J.Bennett,Chairperson G.Hart J.Hunter P.Sattler S.Peters L.Stevenson D.Anstead P.Schuyler D.Stewart M.Rhoden Administration and Others B.Bryce B.Greene - J.Thorpe K.Wilkinson J.McKenzle K.Meeson J.Roth D.Bradford S.Christie W.Scott Regrets:T.Roberts,P.Jaffe,A.Cartler,S.Deiler Absent: 1.APPROVAL OF AGENDA Items 9was referred tothe AdHocCommitteeto ReviewBoard Bylaws,item 10 was deleted; and, the Reportofthe P. D.Committeewas added as Item 9.The amended agenda was approved on motion of L.Stevenson and carried. 2.CONFLICTS OF INTEREST -No conflicts of interest were declared. 3.MONTHLY FINANCIAL REPORTING The Administration presented Financial Statements as at 2001 December 31. B.Greene,Executive Superintendent,Business Services,and Jim McKenzle, Manager, Financial Services,reviewed the present $2.4M deficit and identified the following significant factors that contribute to the projected deficit of approximately $5.2M for 2002-2003: Significant Factors Collective Agreements Employee Benefits Utilities Transportation $2.5M $0.6M $1.5M $0.6M A number of cost efficient strategies are being considered by Executive Council. 2002 February 26...9 10.REPORTS OF COMMITTEES -cont'd. b.REPORT OF THE COMMITTEE OF THE WHOLE,cont'd 4.REPORT OF THE BUDGET ADVISORY COMMITTEE 2002 January 22 3:09 p.m. -5:00 p.m. MEMBERS PRESENT ADMINISTRATION AND OTHERS P.Sattler (Chair)L.Stevenson B.Greene K.Meeson A.Cartier J.Bennett J.McKenzie D.Bradford Trustee Visitors:D.Anstead,T.Roberts,M. Rhoden J.Tiiley 1.APPROVAL OF AGENDA -approved as written 2.CONFLICTS OF INTEREST-none declared 3.CONTINUED PLANNING OF BUDGET COMMUNICATION DOCUMENT The Committee reviewed the draft budget communication document to date.Planning of the communique continued.Itis expected that it will be ready for presentation to the Board by 2002 February 5. 4.OTHER BUSINESS -none 5.ADJOURNMENT:5:00 p.m. Next Committee Meeting Date:2002 January 29,11:00-1:00 p.m.,Southwold Room RECOMMENDATIONS -none P.SATTLER, Chairperson 5.REPORT OF THE BUDGET ADVISORY COMMITTEE 2002 January 29 11:00 a.m.-1:00 p.m. MEMBERS PRESENT ADMINISTRATION AND OTHERS P.Sattler (Chair)L.Stevenson J.McKenzie D.Bradford J.Bennett K.Meeson Regrets:A.Cartier Trustee Visitors:D.Anstead,S.Deller J.Tilley 1.APPROVAL OF AGENDA -approved as written 2.CONFLICTS OF INTEREST-none declared 2002 February 26...10 10.REPORTS OF COMMITTEES -cont'd. b.REPORT OF THE COMMITTEE OF THE WHOLE,cont'd 5.REPORT OF THE BUDGET ADVISORY COMMITTEE,cont'd 3.CONTINUED PLANNING OF BUDGET COMMUNICATION DOCUMENT Don Bradford presented the Committee withthe draft budget communication document to date.Planning ofthe communique continued.Itis expected to be ready to provide trustees with copies by 2002 February 5. 4.OTHER BUSINESS -none 5.ADJOURNMENT:1:00 p.m. Next Committee Meeting Date:2002 February 05,9:00 a.m.-11:00 a.m.,Southwold Room RECOMMENDATIONS -none P.SATTLER, Chairperson 6.REPORT OF THE BUDGET ADVISORY COMMITTEE 2002 February 05 9:00 a.m.-11:00 a.m. MEMBERS PRESENT ADMINISTRATION AND OTHERS P.Sattler (Chair)L.Stevenson J.McKenzie D.Bradford J.Bennett K.Meeson J.Tilley Regrets:A.Cartier Trustee Visitors:D.Anstead 1.APPROVAL OF AGENDA -approved as written 2.CONFLICTS OF INTEREST-none declared 3.CONTINUED PLANNING OF BUDGET COMMUNICATION DOCUMENT Don Bradford presented the next draft budget of the public communication document for review and discussion. Trustee Sattler will prepare a memo to Trustees requesting they meet in the Trustee Conference Room following the Committee of the Whole meeting to comment on the draft document. 4.OTHER BUSINESS -none ^2002 February 26...11 10.REPORTS OF COMMITTEES -cont'd. b.REPORT OF THE COMMITTEE OF THE WHOLE,cont'd 6.REPORT OF THE BUDGET ADVISORY COMMITTEE,cont'd 5.ADJOURNMENT:11:00 a.m. Next Committee Meeting Date: 2002 February 12,Trustee Conference Room following the Committee of the Whole meeting. RECOMMENDATIONS -none P.BATTLER, Chairperson 7.REPORT OF THE POLICY WORKING COMMITTEE 2002 February 05 4:00 p.m.-6:00 p.m. MEMBERS ADMINISTRATION AND OTHERS D.Anstead (Chair) S.Peters B.Bryce K. Dalton P.Sattler J.Bennett S.Christie P.Robinson T.Roberts J.Thorpe B.Beatty Trustee Visitor:M.Rhoden Regrets:P.Jaffe C. Murphy 1.APPROVAL OF AGENDA -approved 2.CONFLICTS OF INTEREST-none declared 3.COMMITTEE REPORT OF 2002 JANUARY 08, AND TRACKING SHEET -provided for information 4.INTRODUCTION OF DRAFT POLICY/PROCEDURE a.Procedure:Student Advisory Council Student Trustee Marlon Rhoden and Supt. Karen Daltonjoined the meeting to Introducethe draft Student Advisory Council procedure.The Council is intended to assist the student trustee with his/her responsibility to consult withand to keep student councils informed about Board issues of Interest and concern to students.Supt.Dalton noted the procedure's flexibility in being adaptable to the needs of each student trustee. Concern was raised over specifying a dollarfigure in Section 4 - Budget, inthe event that the funds listed ($2000)are not available infuture. It was clarified that the figure is a maximum rather than a definitive amount to be available for the student trustee's use.Following an extensive discussion,it was agreed that the first sentence will remain as written. The following motion was moved by Trustee Roberts and carried: That the draft ofthe Student Advisory Council procedure be approved forreferral to the Board at the February 26 meeting for information. 2002 February 26...12 10.REPORTS OF COMMITTEES -cont'd. b.REPORT OF THE COMMITTEE OF THE WHOLE,cont'd 7.REPORT OF THE POLICY WORKING COMMITTEE,cont'd 4.INTRODUCTION OF DRAFT POLICY/PROCEDURE,confd b.First Class Conferences and E-mail Procedures Exec.Supt.Cathy Murphy,Manager Bob Beatty and Group Leader Pat Robinson joined the meeting to describe the purpose ofthe First Class Conferences and E-mail procedures.Mr. Beatty highlighted the major components of the procedure and Indicated the role and responsibilities related to their use by individuals In the system.The procedure will not be posted for public input as it is a document for internal use. The following motion was moved by Trustee Roberts and carried: That the draft Independent procedure "First Class Conferences and First Class E- Mail Procedures"be approved for referral to the Board at the February 26 meeting for Information. c.Computer Security Procedures Exec. Supt. Murphy described the background tothe development ofthe revised Computer Security Independent procedure and Its content.Manager Beatty highlighted various sections of the procedure.Some wording suggestions to Section D were offered. The following motion was moved by Trustee Peters and carried: That the revised independent procedure "Computer Security Procedures"be approved for referral to the Board at the February 26 meeting for information. d.Use of Designated Substances Exec.Supt.John Thorpe joined the meeting to describe the draft procedure on the Use of Designated Substances written to ensure that,when ItIs necessary to use the substances identified,there Isa procedure inplace. The procedure codifiesthe current practice Inplace. The following motion was moved by Trustee Peters and carried: That the revised draft procedure "Use of Designated Substances"be approved for posting on the Board's web site for public input. 5.CONSIDERATION OF POLICY/PROCEDURE FOLLOWING PUBLIC INPUT a. Ministry of Labour Facility Visit Exec.Supt.Thorpe provided the background to the draft Ministryof Labour FacilityVisit. Public Input received has been Incorporated into the procedure,I.e change the wording in the first sentence to "may enter any workplace,and all part ofthat workplace..."and In paragraph 6,that in addition to the telephone call to the Safety Specialist advising that orders have been Issued, it also be followed up inwriting to the Safety Specialist. 2002 February 26...13 10.REPORTS OF COMMITTEES -cont'd. b.REPORT OF THE COMMITTEE OF THE WHOLE,cont'd 7.REPORT OF THE POLICY WORKING COMMITTEE,cont'd 5.CONSIDERATION OF POLICY/PROCEDURE FOLLOWING PUBLIC INPUT,cont'd a. Ministryof Labour Facility Visit,cont'd The following motion was moved by Trustee Roberts and carried: That the draft procedure "Ministryof Labour Facility Visif be forwarded to the Board at the February 26 meeting for information. b.Community Partner Involvement Policy Exec.Supt.Thorpe described the background to the development of the draft Community Partner Involvement policy written to recognize the active involvement of all community partners,similartothe policyon Home and Schools.It was initially introduced in2000 March along with draft policies on Home and School and Other Parent and Student Associations and School Councils.The latter two received approval from the committee In 2000 June and were approved by the Board at its 2000 June 27 meeting. The need for the Community Partner Involvement policy was questioned noting the content of the draft policy is included in the Board's mission statement.Mr.Thorpe was asked to research similar policies of other boards and bring a new draft to the Committee for its consideration at a future date.It was suggested that a broader policy statement be included referencing community relations as well. The following motion was moved by Trustee Roberts and carried: That the draft policy "Community Partner Involvemenf be withdrawn pending further research. 6.DRAFT POLICY/PROCEDURE REQUIRING FURTHER CONSIDERATION -none 7 SUGGESTED POLICY/PROCEDURE REVISIONS a.Proposed Changes to the Independent Procedure:Promotional Practices:Selection Procedures and Appointments of Pnncipals and Vice-Pnncipals Exec. Supt.Thorpe advised that the revised Independent procedure "Promotional Practices: Selection Procedures and AppointmentsofPrincipalsand Vice-Principals"allowsactingvice principals to come through the promotion process earlier than the hiring process outlines. It also provides a mechanism to have an acting vice-principal in a position a second year througii a leave of absence from their teaching role subject to agreement from the College of Teachers to do so.Clarification is presently being sought from the College inthis regard. It was agreed that public input will not be sought in order that current acting vice-principals may be included In the next round of interviews. The following motion was moved by Trustee Roberts and carried; That the revised independent procedure "Promotional Practices:Selection Procedures and Appointments of Principals and Vice-Principals"be forwarded to the Board at the February 26 meeting for Information. 2002 February 26...14 10.REPORTS OF COMMITTEES -cont'd. b.REPORT OF THE COMMITTEE OF THE WHOLE,cont'd 7.REPORT OF THE POLICY WORKING COMMITTEE,cont'd 7.SUGGESTED POLICY/PROCEDURE REVISIONS,cont'd b.Update on Safe Schools Documents: Supt.Dalton described housekeeping changes to the Safe Schools policy and procedure. I.Proposed Changes to the Policy:Safe Schools The policy was amended to reflect name and date changes consistent with the procedure. li Proposed Changes to the Procedure:Safe Schools The procedure was amended to reflect the date change of December,2001. iil Proposed Changes to the Procedure:Code of Conduct All references to Code of Behaviour have been updated to "Code of Conduct"as well as general housekeeping items consistent with the policy,e.g.,date changes.Various offences have been added to be consistent withthe legislation and protocol previously approved inthe policy. The following motion was moved by Trustee Sattler and earned: That the revised Safe Schools policybe referred to the Board at the February 26 meeting for approval along with the revised Safe Schools Procedure and Code of Conduct procedure for Information. 8.OTHER BUSINESS Trustee Peters requested that meeting material be printed double-sided Infuture. 9.ADJOURNMENT The meetingadjournedat 5:54p.m.on motion ofTrustee Peters.The nextmeetingisscheduled for Tuesday,March 5.The time to be determined. RECOMMENDATION: 1.That the revised Safe Schools policybe approved. 2002 February 26...15 10. b. REPORTS OF COMMITTEES -cont'd. REPORT OF THE COMMITTEE OF THE WHOLE,cont'd 8.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE 2002 February 05 7:05 p.m.-9:35 p.m. MEMBERS PRESENT ADMINISTRATION AND OTHERS J.Hunter,Chair G.Hart 8.Deller D.Stewart P.Sattler T.Roberts J.Bennett 8,Peters L.Stevenson D.Anstead P.Schuyler M.Rhoden B.Bryce P.Gryseels B.Greene C. Murphy J.Thorpe M.Sereda K.Have!l<a P.Mennlii L.Robertson K.Will<inson L.Hutchlnson K.Daiton B.Beatty D.Duff C.Kurucz D.Bradford S.Christie W.Scott Regrets:A.Cartier,P.Jaffe 1.APPROVAL OF AGENDA - The agenda was approved on motionofS. Deller. 2.CONFLICTS OF INTEREST -No conflicts of interest were declared. 3.PRINCIPALA/ICE PRINCIPAL SHORTAGES Martha Foster, President.Ontario Principals'Council (OPC) described the results ofa study conducted by Professor Tom Williams,Queen's University School of Policy Studies on principal and vice-principal succession planning looking at anticipated shortages and contributing factors to those shortages. The report revealed that Ontario is facing a critical shortage of qualified principals and vice- principals.By 2005, over 1900 public schools will face the loss of their principals with an estimated 60 percent of current principals entering retirement The study was an alert for everyone Involved in education:government,schoolboards,parents and professionalassociations such as OPC. In addition totheir retirement plans,946elementaryandsecondary principals and vice-principals were asked to identify the factors that make the job difficult and/or unattractive. The highest ranked dissatisfiers of the role were: inadequacy of time to plan for provincially mandated changes;number of curriculum changes mandated bythe province;inadequacy oftimetowork with students; lack of in-schoo!supportstafffor principals giventhe workload requirements;and, the amountof time the job requires. These factors may discourage teachers from wanting to become principals and impacton currentschool leaders taking early retirement. OPC's PROVINCIAL KEY MESSAGES Ms.Fosteradvised trustees that OPCbelievesthat all partners must recognize that a shortage of principals and vice principals is imminent.The provincial governmentmustslowdownthe pace and the numberofchanges to the education system. Together, the Ministry and boards must ensure that principals havethe necessary resources toimplementthe mandated changes.There isan urgentneed todevelopmore mentoring programs,jobshadowingand leadership succession planning in all schoolboardstoattractnewschool administrators andensure thattheyare properiy prepared forthe job.Government funding administered through the profession would provide professional development courses for current and potential school leaders that are relevant, topical,accessible and affordable. 2002 February 26...16 10.REPORTS OF COMMITTEES -cont'd. b.REPORT OF THE COMMITTEE OF THE WHOLE,cont'd 8.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE,cont'd 3.PRINCIPALA/ICE PRINCIPAL SHORTAGES,cont'd OPC's LOCAL MESSAGES Ms.Foster noted that boards need to attract future leaders and encourage and promote professional development,individual principals and vice principals need to encourage teachers to learn more about their role and to consider becoming a school leader.Larger boards need toexamine the ways inwhichtheir geography mightbe broken into manageable placement regions. A review of salary and perquisites will be required. The selection processes withparticular attention to characteristics of the organization's culture (that may bias the process)will also need to be reviewed. Ms.Foster responded to questions for clarification.Chairperson Hunter thanked Ms.Foster for her Informative presentation. 4.PUBLIC INPUT PRESENTATIONS Robert Luft.Treasurer,St.Thomas Soccer Club,presented his dub's concerns regardingthe availability of school gymnasiums on a regular basis for soccer league play and the cost of rental rates. The Administration responded to trustees'questions of clarification.Chair Hunterthanked Mr. Luftfor his presentation.Afollow-up letter will be forwarded to him. 5.RECYCLING INITIATIVE Program Services staff presented a status report of recycling initiativeswithin the schools and Board administrative offices. Doug Duff,Learning Supervisor,Environmental Education and Catharine Kurucz, Environmental Education and Management Coordinator,provided an overhead presentation, entitled,"Thinking Outside the (Blue) Box".The presentation included recycling initiatives underway and provided as an example the before-and-after implementation that occurred at Southdale Public School,Strathroy.Procedures and programs pertaining to recycling specific to the Education Centre were also highlighted. The implementation of the Environmental Education and Management (EEM) policy is being communicated to all the stakeholders.Problems with the 2000-2001 recycling procedures were identified and appropriate changes were made.Schools using the new procedures will be given an opportunity to provided feedback.A summary of the amounts of recyclable materials collected during 2000-2001 resulted in a rebate to the Board of $17,835. The EEM Coordinator's role continues to be one of making the linkwith the community;and, building understanding of the connection between recycling procedures and environmental education opportunities to provide students with the "big picture". 2002 February 26...17 10.REPORTS OF COMMITTEES -cont'd. b.REPORT OF THE COMMITTEE OF THE WHOLE,cont'd 8.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE,cont'd 5.RECYCLING INITIATIVE .cont'd Presenters stressed that promoting understanding with students and staff regarding the "wh/' of environmental procedures is as important as the "how"in order to provide a connection with community resources and more opportunitiesfor students.The continualstreamliningofthe program withappropriate resource allocations while expanding community connections and programs will gain wide-spread commitment. It was noted that communicating the key messages will emphasize that environmental practices plus education achieve environmental literacy.Recycling procedures have made good progress and will continue to improve.Proper resource use (the 3Rs)is part of "environmental stewardship"where recycling is not sufficient on its own. During the question-and-answer session the next steps towards the implementation of the program were discussed. 6.STUDENT SUSPENSIONS AND EXPULSIONS P.Gryseels,Executive Superintendent of Operations,provided a comprehensive overview of the changes to the policy,procedures and administrative responsibilities for the Student Suspension and Student Expulsions resulting from the change in legislation.Copies of a Suspension Flowchart and the slide presentation were distributed. Mr.Gryseels noted that ItIs the policy of the Board to deal with suspensions and expulsions of students in accordance with the Education Act as amended by the Safe School Act 2000. the regulations,and the Board's procedures which have been set out in specific detail. The Education Act and Regulation 298 provide the necessary legislative framework for school administrators and teachers to deal with discipline matters.The importance of sharing the responsibility fora successful educational experience between students,teachers and parents was emphasized including the responsibility for effective discipline. A lengthy discussion followed with the Administration responding to questions raised by trustees. 7.ADJOURNMENT -The meeting adjourned at 9:35 p.m.,on motion of L.Stevenson. J.HUNTER, Chairperson In response to a question regarding the St.Thomas Soccer Club Treasurer's presentation.Director Bryce,advised that the Administration has met with representatives of the Cityof St.Thomas to begin the process of developing a formal joint use of facilities agreement. Trustee Hunter advised that a letter will be sent to Martha Foster,President,Ontario Principals' Council,thanking her for the informative presentation on 2002 February 05. 2002 February 26...18 10.REPORTS OF COMMITTEES -cont'd. b.REPORT OF THE COMMITTEE OF THE WHOLE,cont'd 9.REPORT OF THE PROFESSIONAL DEVELOPMENT COMMITTEE 2002 January 29 Menribers Present:Trustee Guest:Terry Roberts Diana Anstead Stewart Deller Staff:Sue Pullam Regrets:Art Cartier 1.Establish a Chairperson -Stewart Deller (acclaimed) 2.P.D.Committee Mandate - To promote external P.D.opportunities for all trustees; - To facilitate and promote internal P.D.opportunities for all trustees; - To make decisions re:the use of P.D.money not used after April 01 of each calendar year. N.B. -All financial transactions will be managed by the Secretarial Assistant to the Trustees. 3.Discussion Items: i)Trustees'Budget allocation -98 - 99 -$65 000 •99 -00 -$63 000 -00 - 01 -$59 000 -01 - 02 -$35 600 (40% hold back) -Funds available are much less than originally anticipated.Discussion. -While$2000 per trustee was the original amount considered forP.D. per trustee,all trustees should be aware that the actual money at present is much less ($1200 or 60%) -Trustees will have to govem themselves accordingly and will have to determine their P.D. needs up until 2002 June. il)Trustee Roberts has requested on behalf ofthe Bylaws Committee that a Bylaws Orientation and Development session be arranged whereby all trustees would be in attendance to develop,learn and understand the bylaws ill)Some future Ideas for discussion were considered 4.Adjournment (Minutes prepared by Stewart Deller) Recommendations: 1.That a "Bylaws Orientation and Development In-Service Workshop"be held for all trustees at a mutually convenient time to be determined at a later date. 2.That the following Professional Development Committee mandate be approved: - To promote external P.D.opportunities for all trustees - To ^cllitate and promote internal P.D.opportunities for all trustees - To make decisions re:the use of P.D.money not used after April 01 of each calendar year. S.DELLER, Chairperson 2002 February 26...19 10.REPORTS OF COMMITTEES -cont'd. b.REPORT OF THE COMMITTEE OF THE WHOLE,cont'd 10.ADJOURNMENT -The Committeeofthe Wholemeetingadjourned at 7:45 p.m.,on motion ofL. Stevenson. J.BENNETT, Chairperson RECOMMENDATIONS OF THE 2002 FEBRUARY 12 COMMITTEE OF THE WHOLE: 1.That the revised Safe Schools policy be approved. 2. Thata "Bylaws Orientation and Development In-Service Workshop"be held for all trusteesata mutually convenient time to be determined at a later date. 3. That the following Professional Development Committee mandate be approved: - To promote external P.D.opportunities for all trustees; I - To facilitate and promote internal P.D.opportunities for all trustees; ill - To make decisions re: the use of P.D.money not used after April 01 ofeach calendar year. Amendment - The following amendment to Recommendation 3 ill was moved by S.Deller, seconded by D.Anstead and carried: That the word "decisions" be replaced with "recommendations",and the phrase "not used or encumbered"be added.,as follows: To make recommendations to the Board re: the use of P.D. money not used or encumbered after April 01 of each calendar year. Recommendations 1 and 2 were adopted on motion of G. Hart and J.Hunter. Recommendation 3,as amended,was adopted on motion of G. Hart and J. Hunter. c.REPORT OF THE BUDGET ADVISORY COMMITTEE 2002 February 12 8:15 p.m.-9:45 p.m. MEMBERS PRESENT ADMINISTRATION AND OTHERS P.Sattler (Chair) L.Stevenson B. Bryce K.Meeson J.Bennett B.Greene D.Bradford J.McKenzie Regrets:A.Cartier J. Tilley Trustee Visitors: D.Anstead,P.Schuyler,G. Hart, S.Peters An informal meeting of the committee was held with trustees and Administration to discuss the draft budget communication document.Suggestions for amendment were offered. A revised draft will be prepared and faxed to trustees on Friday, February 15,for input prior to distribution throughoutthe system the lastweek of February. Copies will also be made availableto the supervisory officers for comment. Next Meeting -Tuesday,February 19,1:30 p.m.P. SATTLER, Chairperson 2002 February 26...20 10.REPORTS OF COMMITTEES -cont'd. d.REPORT OF THE BUDGET ADVISORY COMMITTEE 2002 February 19 1:20 p.m.-4:45 p.m. MEMBERS PRESENT ADMINISTRATION AND OTHERS P.Sattler (Chair) L.Stevenson B. Bryce K.Meeson J.Bennett J.McKenzie D.Bradford Regrets:A.Cartier Trustee Visitors:D.Anstead,T.Roberts J.Tilley An informal meeting of the committee was held with trustees and Administration to discuss the revised draft budget communication document.Suggestions for amendment were offered. A revised draft will be prepared and sent to trustees on Thursday,February 21,for final input. A series of questions were developed to assist In providing further information for questions arising from the Discussion Paper.Staff will prepare background information In response to these questions. Next Meeting •Tuesday,February 26,1:00 p.m. P.SATTLER, Chairperson e.REPORT OF THE BYLAW REVIEW COMMITTEE 2002 February 19 1:20 p.m.-2:20 p.m. MEMBERS ADMINISTRATION AND OTHERS T.Roberts (Chair) J. Hunter (1:20)B. Bryce B.Greene J.Bennett D.Anstead S.Christie J.McKenzie Regrets:P.Jaffe,D.Stewart 1.APPROVAL OF AGENDA -The agenda was approved as written. 2.CONFLICTS OF INTEREST-none declared 3.BANKING BYLAW REVIEW Exec.Supt.Brian Greene and Manager Jim McKenzie attended to discuss any revisions necessary to the Banking bylaws.Mr.Greene noted that the Education Act reflects the content to be included in the bylaws. The Banking and Security bylaw outlines the day-to-day operating of Board accounts.The bylaw "Bankers and Signing Officers"outlines who is authorized to sign on behalf of the Board.The wording used Iscongruentwith that used by the banks.The issue of whether the Chair and Vice Chair are officers of the board will be investigated as the Education Act \der\i\T\es the Secretary of the Board and the Treasurer as the only officers of the board.Brian Greene will investigate this Issue and report back. 2002 February 26...21 10.REPORTS OF COMMITTEES -cont'd. e.REPORT OF THE BYLAW REVIEW COMMITTEE,cont'd 3.BANKING BYLAW REVIEW,cont'd Thebylaw,"Borrowingfor Current Expenditures", is mandated bythe Etfucafton/Acfallowingshort- term borrowing.The wording is also consistent with the borrowing bylaw of the bank although some of the wording has been substituted to reflect Chair and VIce-Chalr. Nowording changes to any ofthe banking bylaws were recommended by Business Services staff. 4.FEEDBACK FROM SOLICITOR RE PROPOSED AMENDMENTS Suggested amendments on the revised draft bylaws from the Board's solicitor were discussed and accepted. The make-up and purpose offocus groups referenced in Bylawitem 3.15 was discussed,it was agreed that the followingwording would be Incorporated Intothis section:"A focus group will allow trustees to discuss topics of mutual concern or provide an opportunity to exchange ideas on a current Issue which may not appear on a formal agenda of the Board." It was agreed that Sections 5.6 and 6.4 would be amended to include the annual confirmation by resolution of the Secretary of the Board,the Treasurer,the Chair and Vice-Chair named to carry out the official business and have signing authority on behalf of the board. 5.ADDITIONAL SUGGESTED REVISIONS Additional revisions were approved on the following sections: a.Meetings of the Board,Section 3.0; b.Committee of the Whole Meetings,Section 9.0; c.Board and Ad Hoc Committees,Section 11.0;and d.Rules of Order,Section 8.3. 6.ROUTING PROCESS FOR BYLAW REVIEW Itwas agreed that Chair Roberts will attend the Chairs' Committee on February 20 to present the draft bylaws and discuss a routing proposal. He will request that the package be distributedto trustees on March28for information at the April 2 Information Committee ofthe Whole meeting highlightingthe proposed changes along with an executive overview. He will suggest that any questions related to the draft be referred to himfor discussion at the April 2 meeting. Concern was raised over posting the draft document to the web for public input. After a lengthy discussion.It was agreed that it will be posted following presentation to the April 2 Information Committee of the Whole meeting.If substantial input is received,the committee will meet again to discuss the issues raised.It is intended that the draft will be discussed/debated at the May14 Committee ofthe Whole meeting. Following approval by the Board, an in-service session regarding implementation of the bylaws will be planned for late summer with the Trustee PD Committee. ^^2002 February 26...22 I , 'V 10.REPORTS OF COMMITTEES -cont'd. e.REPORT OF THE BYLAW REVIEW COMMITTEE,cont'd 6.ROUTING PROCESS FOR BYLAW REVIEW The following motion was moved by Trustee Hunter and carried: That the following routing process forthe draft revised bylaws be approved: Presented to the April 2 Information Committee of the Whole witli an executive overview Posted to the web site following April 2 Committee to meet after May 2 to discuss public input received To May 14 Committee of the Whole meeting for discussion and debate Trustee in-service re implementationofthe approved bylaws planned for late August 7.ADDITIONAL ITEMS -none 8.NEXT MEETING DATE -none 9.ADJOURNMENT-2:15 p.m. T.ROBERTS. Chairperson RECOMMENDATION: '^1.That the following routing process for the draft revised bylaws be approved: Presented to the April 2 Information Committee of the Whole with an executive overview Posted to the web site following April2 Committee to meet after May 2 to discuss public input received To May 14 Committee of the Whole meeting for discussion and debate Trustee in-service re implementation of the approved bylaws planned for late August The recommendation was adopted on motion of T.Roberts and D.Stewart. f.REPORT OF THE CHAIRS'COMMITTEE 2002 February 20 1:00 p.m.-4:20 p.m. PRESENT:ADMINISTRATION AND OTHERS J.Bennett,Chair B.Bryce D.Stewart S.Pullam G.Hart 1.PLAN FOR PROVISIONS OF CO-INSTRUCTIONAL Linda Crossiey joined the meeting to discuss an update on the Ministry's mandate for a plan for provisions of co-instructionai.Linda provided an overview of the draft document.Information will be included in the Departmental Updates at the 2002 February 26 Board meeting. 2002 February 26...23 10.REPORTS OF COMMITTEES -cont'd. f.REPORT OF THE CHAIRS'COMMITTEE,cont'd 2.ENROLMENT AT STRATHROY DISTRICT COLLEGIATE INSTITUTE Peter Gryseels and Brian Greene joinedthe meetingtoprovidean update on the issues of shared busing at S.D.C.i./Holy Cross S.S. and the opening enrolment on 2002 September 01. A recommendation will be taken to the Policy Committee to make amendments to the Transportation Policy. 3.BYLAW REVIEW PROCESS Teny Roberts joined the meeting to report on the Bylaw ReviewCommittee's workon refining the Board's Bylaws and provided an overview ofa draft of the TVDSB Bylaws. Trustee Roberts asked that the draft be introduced to Trustees at the 2002 April02. Information Committee of the Whole meeting with debate to followat a subsequent Committee of the Whole meeting.He also made suggestions on the routing process. 4.SCHOOL FACILITY SURVEY RESULT Brian Greene and Kevin Bushel]joined the meeting to review and discuss the school facility survey results. 5.AGENDA REVIEW The in-camera and public agendas for the 2002 February 26 Board meeting were discussed and approved. 6.CORRESPONDENCE The following items of correspondence were received and are available in the Trustees' Conference Room: Waterloo D.S.B.Re: New funding for student transportation Greater Essex County D.S.B. Re:inadequacies in funding (dated 2002 January 18 and 2002 February 08) Waterloo D.S.B.Re:Concern with EQAO delayed assessment results Waterloo D.S.B.Re:Tax credit Ministry of Education Re:acknowledgement of our letter of 2002,January 28 Trillium Lakelands D.S.B.Re:support for present ISA process Letters received from Peel D.S.B.and from the Ministryof Education will be included with the 2002 February 26 Board agenda under "Communications''as Items "e",T and "g"respectively. An Open letter to the Honourable Paul Martin from Janet Ecker,Minister of Education was received and will be included with the 2002 February 26 Board agenda under Communications item "h"with a motion that we respond to the Honourable Paul Martin regarding the GST Court decision such that the Board receive its share of the GST rebate on our transportation costs. 7.WINDSOR/ESSEX CATHOLIC DSB E-MAIL An e-mail was received from Mike Moher,Director of Education of the Windsor-Essex County Catholic School Board re:the Minister of Agriculture,Food and Rural Affairs intention to discontinue transportation funding for youth inrural areas participating in co-op and like programs. The correspondence will be Included under "Communications"of the 2002 February 26 Board meeting item "I".A response has been sent to the Minister of Agriculture from Superintendent C. Murphy.It was recommended that a motion be put forward that a letter be sent to the Minister of Agriculture indicating our concern as a Board. r 2002 February 26...24 10.REPORTS OF COMMITTEES -cont'd, f.REPORT OF THE CHAIRS'COMMITTEE,cont'd 8.VITO NOREJKO LETTER A letter was received from Vito Norejl<o regarding a curriculum and poiicy issue.A response will be forwarded. 9.IVIINISTRY OF EDUCATION LETTER A letter was received from tlie l\/Iinister of Education's office regarding our request for a meeting to discuss our budget concerns.It will be put on the 2002 February 26 agenda under Con-espondence item "j"with a motion that we send a response to the letter. 10.ETFO LETTER A letter from ETFO Thames Valley Local President Nancy McCracken was received for Information. 11.DAVID HERBERT LETTER A request from David Herbert to make a presentation to the Board was received.The Chair will fonward a response to Mr.Herbert. 12.BYLAW RECOMMENDATION RE BUDGET ADVISORY COMMITTEE It was agreed that there is no need to increase the number of trustees on the Budget Advisory Committee at this time. 13.USE OF BOARD ROOM The Board Room will be available for in-house use.Security procedures will be enforced. 14.NEXT MEETING -2002 March 20 1:00 p.m.Governor Simcoe Room J.BENNETT Chairperson RECOMMENDATIONS OF THE CHAIRS'COMMITTEE: 1.Resolved that a letter be forwarded to the Honourable Paul Martin requesting that the Thames Valley DistrictSchool Board receive its share of the GST rebate on its transportation costs. 2.Resolved that a letter be forwarded tothe MinisterofAgriculture, Food and RuralAffairsindicating the Board's concern regarding the Minister's Intention to discontinue transportation funding for youth in rural areas participating inco-op and like programs. 3.Resolved that a letter be forwarded to Janet Ecker, Minister of Education,to express disappointment that she could not meet with TVDSB representatives to discuss our budget concerns. Recommendation 1 was adopted on motion of G. Hart and S.Peters Recommendation 2 was adopted on motion of D.Stewart and P.Jaffe Recommendation 3 was adopted on motion of J.Hunter and L.Stevenson. 2002 February 26...25 10.REPORTS OF COMMITTEES -cont'd. f.REPORT OF THE CHAIRS'COMMITTEE,cont'd The following motion was moved by P.Jaffe,seconded by L.Stevenson and carried: That the Board write the five candidates for the Premier's position requesting an opportunity to meet with them to discuss budget concems,was carried. REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA 2002 February 26 4:07 p.m.-6:05 p.m. MEMBERS PRESENT G. Hart (Chair) J.Bennett J.Hunter D.Anstead S.Peters (5:53) S.Deller (4:15) Regrets:A.Cartier Absent:P.Schuyier L.Stevenson T.Roberts D.Stewart P.Sattier P.Jaffe ADMINISTRATION AND OTHERS B.Bryce P.Gryseels (5:15) B.Greene (5:15) 0.Murphy (5:15) J.Thorpe M.Sereda (5:15) G.Jazey (5:15) K.Havelka P.Mennlll (5:15) L.Hutchinson (5:15) K. Dalton (5:15) S.Christie L Robertson (5:15)D.Bradford (5:15) R.Murray K.Wilkinson (5:15) The Committee met in camera from4:07p.m. to 6:05 p.m. 1.APPROVAL OF AGENDA The following amendments were made to the agenda and approved on motion ofT. Roberts: 8.b.added -"Teacher Resignation - Mutual Consent" 9.a.deleted -"Budget Consultation Paper". 2.CONFLICTS OF INTEREST Trustee Jaffe Inquired re a possible discussion ofelementary negotiationsunder 7.a. 3.Confidential personal matters were discussed. 4.RISE AND REPORT A motionto rise and report was moved by L.Stevenson and carried. G.HART. Chairperson RECOMMENDATION: 1.Thatthe motions relatedtopersonnelitemsbeapprovedatthe2002February26,Board meeting. The recommendation was adopted on motion of G. Hart and J. Hunter. 11.MOTIONS -NOTICE OF WHICH HAS BEEN GIVEN -none A motion by T. Roberts and S. Dellerto sit past 11:00 p.m.,was adopted bya two-thirds majority. 2002 February 26...26 I 12.ADDITIONAL BUSINESS a.International Field Trips Trustee Roberts requested clarificationofthe Administration's philosophy regarding the postponement of international field trips following the events of September 11 and specifically as it related to the Banting S.S.student trip to Boston. The Director provided background information regarding the Board's Field Trip Policy and Procedures.Superintendent Dalton described the background to the cancellation of the Boston trip. It was noted that the majorityof boards across the province are not endorsing international field trips at this time. b.Public Information Document The electronic vote confirming approval of the Board's public information document was confirmed as follows: That the draft public information document regarding financial pressures facing the Board be approved for publication. 13.COMMUNICATIONS a.ONTARIO PUBLICSCHOOL BOARDS'ASSOCIATION (OPSBA) Trustees Anstead and Hart presented a report on the OPSBA Board of Directors and Executive Council meetings held on 2002 February 15 and 16.They noted that OPSBA is lobbying the Federal Government regarding the equity issue surrounding the Goods and Services Tax exemptions currently applicable in Quebec but not the other provinces. OPSBA discussions continue as the number of school boards across the province facing a funding crisis withmore than 50% ofthe boards Ina deficitposition. OPSBA has endorsed a motionfromthe Avon-Maitland DistrictSchool Board authorizing the Board Chairto write the Minister of Education andthe appropriate Federal authority torequest funding forthe retroactivecosts ofthe new pay equityplan. These costs are not recognized bythe funding formula and are borne onlyby boards that were amalgamated. Trustees Hart,Stevenson,Sattler,and Deller described highlights ofthe workshopsthey attended at the OPSBA Symposium held 2002 January 24 to 26. b.STUDENT TRUSTEE UPDATE Marlon Rhoden,Student Trustee presented the following update: The student trustee attended the 2002 Education Symposium where he took part inthe Student Trustee sessions.Many topics were discussed namely the EQAO testing,and the education funding formula. From this round of meetings the Ontario Student Trustees'Association released the report "A Road Map for Success -Testing in our Schools". Hemet with Annie KIdder and Gay Stevenson ofPeopleforEducation,and the upcoming literacy testing and attended several meetings with Budget Advisory Committee, Policy Working Committee,and Communications Committee. ^2002 February 26...27 r 13.COMMUNICATIONS -cont'd b..STUDENT TRUSTEE UPDATE,cont'd He continues to worlt onthe upcoming Student Trustee Election Day with Margaret Smith,Sue Pullam, and Superintendent Karen Dalton. TheStudentTrustee has been working with the organizersofthe "WeWantto Help"campaign. The campaign has now wrapped up In the elementary schools,but will continue in Secondary Schools until the end of February. Marlon met with Steve Hickson organizer of the Cancer Campaign with the Canadian Cancer Society.Theydiscussed several initiatives thathe would undertakeforthe upcoming campaign. He met with Gary Dailner,Co-Chair of the Jesse's Journey School Committee planning 'FUNdraising Friday'.Hewas presented with a promotions package andtheydiscussed methods of getting students involved across the system. The Student Trustee has requested a meeting with Minister DIanne Cunningham regarding concems expressed by students from the recent report of the Ontario Student Trustees' Association "investing in Education, Investing In Ontario's Future". Organizingthe firsttentative meetingofthe Student Advisory Council forsometime after March Break. 14.NOTICE OF MOTIONS -none 15.GOOD NEWS ITEMS The following good news Items were reported: 'Trustee Hunter advised that EffectiveSpeaking Contests are being held on March27 at Oxbow P.S.,Ilderton,and on March 28 at BIddulph Central School,Lucan. -Tnjstee Deller extended his congratulations tothe athletes of the Olympic Canadian Team fortheir outstanding performance at the 2002 Winter Olympic Games held in Salt Lake City. -Trustee Deller attended a Ingersoll DistrictCollegiate Institute pancake supper held during the week of February 11. -Trustee Anstead advised that she was a guest at the Citizenship Court held at White Oaks P.S., London,where 25 adults became Canadian citizens.Trustee Anstead advised that approximately 1,100 children were in attendance as observers at the ceremony.Trustee Anstead advised that each child held a small Canadian Flag during the ceremony and commended them for remaining quiet and still throughout the lengthyservice.Following the ceremony guests enjoyed a reception that included 32 cakes decorated with the Canadian Flag. -Trustee Peters advised that several events including a golf tournament and a school dance are being organized to commemorate this year's closing ofthe Strathroy District Collegiate Institute, Strathroy. \ 2002 February 26...28 16.ADJOURNMENT - The meeting adjoumed at 11:15 p.m.,on motionof J. Hunter and P. Sattier. CONFIRMED: Chairperson SUMMARY OF RECOMMENDATIONS OF 2002 FEBRUARY 26 BOARD MEETING -That an Ad Hoc Committee be established to review all student and school fees,and to research if similar practices are in place around the province in other boards, and that a report with recommendations,be brought back to the Board for consideration. -That the revised Safe Schools policy be approved. - That a "BylawsOrientation and Development In-Service Workshop" be held for all trustees at a mutually convenient time to be determined at a later date. -That the following Professional Development Committee mandate be approved: - To promote external P.D.opportunities for all trustees; - To facilitate and promote internal P.D.opportunities for all trustees; - To make recommendations to the Board re:the use of P.D.money not used or encumbered after April01 of each calendar year. -That the following routing process for the draft revised bylaws be approved: -Presented to the April2 Information Committee of the Whole with an executive overview -Posted to the web site following April 2 -Committee to meet after May 2 to discuss public input received - To May 14 Committee of the Whole meeting for discussion and debate -Trustee In-service re implementation of the approved bylaws planned for late August. -Resolved that a letter be fonvarded tothe Honourable Paul Martin requesting that the Thames ValleyDistrict School Board receive its share of the GST rebate on its transportation costs. -Resolved that a letter be forwarded to the Minister of Agriculture, Food and Rural Affairs indicating the Board's concern regarding the Minister's intention to discontinue transportation funding for youth in rural areas participating In co-op and like programs. -Resolved that a letter be forwarded to Janet Ecker, MinisterofEducation, to express disappointment that she could not meet with TVDSB representatives to discuss our budget concerns. -That the Board write the five candidates for the Premier's position requesting an opportunity to meet with them to discuss budget concerns. - That the motions related to personnel items be approved at the 2002 February 26, Board meeting. -That the draft public information document regarding financial pressures facing the Board be approved for publication. r 2002 February 26...29 Thames Valley District School Board POLIGY Title SAFE SCHOOLS Policy No. Department OPERATIONS SERVICES Status Reference(s)MINISTRY OF EDUCATION VIOLENCE FREE Effective Date December SCHOOLS POLICY 1994 2001 The Board is committed to supporting a system strategy for fostering and maintaining positive learning environments and safe schools,and to that end expects schools to develop and maintain safe,positive learning environments that are free from violence. The Board further recognizes its responsibility to meet the expectations of the IVIinistry of Education Violence Free Schools Policy. 1.0 The Board's System Strategy shall include: •the Board Policy •School Plans to ensure safe,positive learning environments •Programs to support safe,positive learning environments and the development of appropriate student behaviours "Support Services to assist schools to maintain safe,positive learning environments 2.0 The Board further commits to ensuring that: 2.1 parents will be encouraged to work in partnership with the school to develop safe school environments,recognizing that the implementation of any Safe Schools Policy must be an ongoing process involving all partners within the broader school community,and that such involvement of the outside school community at large results in policies and practices that are acceptable to the school community, 2.2 the school environment is safe and welcoming in order that learning can take place, 2.3 violence prevention is included in all aspects of the curriculum from junior kindergarten to the end of secondary school, 2.4 the system strategy will include both early and ongoing identification of students at risk and the establishment of appropriate forms of prevention and Intervention,recognizing that eariy Identification of at risk factors that may predispose a child to violent acts,will allow child, family and school an opportunity to prevent violence at its earliest stage, 2.5 every elementary and secondary school has a Code of Behaviour approved by the Superintendent of Education that communicates to all members of the school community the types of behaviour expected of them, 2.6 procedures are in place for dealing with the range of violent Incidents that could occur in the school environment,and that these procedures are applicable to all students,staff,and visitors,and that they are expected to help to prevent recurrence,thus making the school safer, 2.7 short and long term strategies for victim/witness support,as well as perpetrator re-entry f 2002 February 26...30 procedures following the occurrences of a violent incident are in place,reflecting consultation with administration,staff and the school community, 2.8 opportunities for all staff shall be provided to acquire the knowledge,skills and values necessary to develop and maintain a violence-free school environment, 2.9 parents/guardians,students,staff and the community shall be involved in the development and implementation of the Safe Schools Policy at both the system and school levels, recognizing that preventing and dealing with violent and inappropriate behaviour must be a cooperative partnership,and that everyone must communicate that violence of any description will not be tolerated in the communities and schools. 3.0 The following documents should be read in conjunction with the Safe Schools Policy. •Suspension Procedure •Expulsion Procedure •Police/School Board Protocol •Record Keeping of Violent Incidents Leading to Suspension or Expulsion Administered by Superintendent of Operations Services Date of Last Amendment 2001 December "rf"