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1/22/2002 - Regular Board MeetingJ THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING,PUBLIC SESSION 2002 JANUARY 22,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA V-verbal M-material 1.CALL TO ORDER 2.O CANADA 3.SPECIAL MUSICAL PRESENTATION - COLLEGE AVENUE SECONDARY SCHOOL,WOODSTOCK 4.APPROVAL OF AGENDA M 5.OFFICIAL RECORD M 6.RECOGNITIONS V 7.CONFLICTS OF INTEREST V 8.DIRECTOR'S ANNOUNCEMENTS V 9.CONFIRMATION OF MINUTES a.Regular Board Meeting,2001 December 18 M 10.REPORTS FROM THE ADMINISTRATION a.Departmental Updates M b.Resolution for Participation in OMERS M c.Playground Equipment Inspection,Repair,M Replacement and Removal Plan K - 11.REPORTS OF COMMITTEES a.Special Education Advisory Committee,M 2002 January 08 b.BudgetAdvlsoryCommittee,2002 January M 08 c.BudgetAdvisory Committee,2002 January M 11 d.BudgetAdvisory Committee,2002 January M 16 e.Chairs'Committee,2002 January 16 M f.ReportoftheCommitteeoftheWhole,2002 M January 15 g.Report of the Committee of the Whole,In V Camera,2002 January 22 12.MOTIONS -NOTICE OF WHICH HAS BEEN GIVEN -none f 13.ADDITIONAL BUSINESS r 14.COMMUNICATIONS a.Ontario Public School Boards'Association-V Update b.Student Trustee Update V c.Upper Canada District School Board M 15.NOTICE OF MOTIONS 16.GOOD NEWS ITEMS -"Did you know..." 17.ADJOURNMENT i/" THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING 2002 JANUARY 22 The Boardmet inregular session on 2002 January 22 inthe BoardRoomat the EducationCentre, meeting inCommittee of the Whole, in camera,at 5:00 p.m., on motion of T. Roberts and A. Cartier,followed by a public session at 7:00 p.m. The following were in attendance: TRUSTEES J.Bennett,Chair G. Hart (-8:30 +8:40) T.Roberts A.Cartier Regrets:S. Deller, J.Hunter ADMINISTRATION AND OTHERS B.Bryce P.Gryseels B.Greene J.Thorpe R.Murray M.Sereda G.Jazey J.Havelka D.Stewart P.Schuyler P.Battler P.Jaffe (+7:00) K.Dalton P.Mennill L.Robertson J.Empringham R.Murray K.Wilkinson L.Hutchinson S.Peters (+7:00) L.Stevenson D.Anstead M.Rhoden S.Dawson L.Crossley D.Bradford B.Hannah S.Christie W.Scott 1.12.CALL TO ORDER- Chairperson Bennettcalledthe meetingto order with the singingofO Canada. 3.SPECIAL MUSICAL PRESENTATION The appreciation ofthe Board wasextendedtothe College Avenue Secondary School (CASS)Band, Woodstock, and conductor Wayne Nickoli forleading inthe singingof0 Canada and performing two musical selections. 4.APPROVAL OF AGENDA The agenda was approved on motionofT. Roberts and A.Cartier. 5.OFFICIAL RECORD The Executive Secretary read the following recognition Intothe minutes: WeregrettorecordthedeathofstaffmemberJane Curry,ateacher at Woodstock Collegiate institute, Woodstock, on 2001 December 24;and Wayne Bell,an 16-year old student at Clarke Road Secondary School, London,on 2002 January 07. 2002 January 22...2 6.RECOGNITIONS \ Superintendent K.Dalton presented the following recognitions: Canadian Figure Skating Championship Lauren Wilson, a Grade 9 student at Oakridge S.S.,won the Junior Women's title at the Canadian Figure Skating Championships In Hamilton lastweekearning first place marks for her long program. Lauren skates withthe Forest CitySkating Cluband is the firstLondon- trained skater to wina Canadian junior title. Lauren will move on to the Senior Division next year and is also being considered for the Canadian team competing at the World Junior Figure Skating Championships in Norway in March. Essay Contest Lisa Nagy,a Grade 10 studentat Oakridge S.S.,wasone oftwoCanadiansto win thegrand prize of a 10-day trip to Korea In 2002 March sponsored by the Korean Culture and Information Service and the Embassy ofthe Republic ofKorea. The contest was opento all Canadian secondary school students and required participants to write an essay demonstrating a sound knowledge of an aspect of Korea. Lisa's essay centred on the introduction ofthe HANGUL scriptaround 1450bya benevolent king whichbroughtreading, writing and the access of knowledge and education to the populace.Lisa as an honoured guest ofthe Korean Government and Korean Press will have an opportunity tosamplethe customs and culture as she travels within Korea. The congratulations of the Board was extended to Lauren and Lisa for their outstanding accomplishments. Violence Prevention Programs The Board'sViolence Prevention programs have seen an enormous growth over.the past 18 months. The Stand ByMementor program began last year withone elementary school and ten mentors and today Involves22 schools.175 mentors, and partnerships with Fanshawe College,University of Western Ontario (UWO),parents,Big Brothers/Big Sisters,School Support Counsellors and Steps to Success Teams.Another factor of the Board's success has been the steady Increaseinthe numberof community partners Involved ina variety of program initiatives. A collaboration betweenelementaryteachers,administrators,theThames Valley Children's Centre and ventriloquistYvette Locke has allowed one elementary program, offered In 20 schools In the fall of2000,to become three different programs available to all elementary schools this school year. Secondaryschooldramaprogramswere initiated with one play,two high school performing groups and students of7 schools receivingthe program. This year, 7 theatre groups will perform 3 differentplays for students in27 highschools, and their respective grade 7 and 8 feeder school students.Acommittee of35 teacher volunteers organize these presentations, and train over 500 secondary school and 200 U.W.O student facilitators. Our partnership with the University of Western Ontario Centre for Research on Violence AgainstWomen and Children,andTheCentre for Children and Family intheJusticeSystem London FamilyCourt Clinic,has allowed us to pilot a Youth Relationship Project inthree of our secondary schools and has resulted In the Board'sViolencePreventionprogramsbeing featured as a chapter ina textbook published by the University of Toronto Press. IIIIIII II^Ml I r IJ I II I II Mil 11 iiiliii III r" I 2002 January 22...3 6.RECOGNITIONS,cont'd This steady growth In student programs,the accumulation of Individuals Involved, and the Increase In the number of community partnerships does notsimplyhappen because there Isa demand for such programs.ItIsthe result ofmany committed and dedicated Individuals and the coordination of Ray Hughes,Learning Coordinator. Ray Hughes was thanked for his Initiative and beliefthat together we can teach youth to respect each other and to resolve conflict positively.The many stakeholders who have allowed the Board to offer such a variety of programs for our youth were also thanked. 7.CONFLICTS OF INTEREST -No conflicts of Interest were declared. 8.DIRECTOR'S ANNOUNCEMENTS Director of Education Bill Bryce advisedthatthecurrentedition of Education Torfay containsan article regarding Trustee Joyce Bennett winning the 2001 Ontario Public School Board Associations' (OPSBA)Dr. Harry Paikin Award of Merit. The Director also advised that the Thames Valley Librarians'Association has been awarded the Ontario Library Associations' annual Exceptional AchievementAward. An official recognition is to held at the Ontario Library Associations' Conference inToronto on 2002 February02. 9.CONFIRMATION OF MINUTES a. The minutes ofthe Regular Board Meeting,2001 December 18 were adopted on motion of D.Stewart and S.Peters. 10.REPORTS FROM THE ADMINISTRATION a.Departmental Updates Business Services -Superintendent Greene attended the following meetings:Budget Advisory Committee, Chartwells Food Servicesand London District Catholic School Board;Northridge Library Steering Committee;Superintendents re:2002-03 budget process and Interviews for the Secretarial Assistant to the Superintendent of Business; -Facility Services and Maintenanceprojects provided;StrathroySecondary School Multi-Use Project highlighted; - Departmentprojectswere presented by:Finance,Payroll,Distribution Centre.Transportation Services and Supply Management; Director's Services - Director of Education Bryce visited several schools during the month. He participated/attended the following events:Thames Secondary School Christmas Lunch, Principal and Vice Principal Christmas Gathering,Jesse's Journey VolunteerOpen House, Education Centre Christmas Luncheon,Murphy Bus Lines Staff Christmas Dinner, London Council of Home and School Association Pot-Luck,Supervisory Officers' Retreat, Bantlng/Oakridge and Saunders Families ofSchools,Executive ofthe Ontario Principals' Council,Leadership Committee,and Pat Dunne,Director of Education of the London Catholic District School Boardand Bill Brock,Childrens'Safety Village to discuss joint fund-raising efforts for the Village; 2002 January 22...4 ^10.REPORTS FROM THE ADMINISTRATION -cont'd I - Staff Development Initiatives included; Leadership Courses,Leadership 2002 Conference, New Teacher Program,Wellness,Reading Groups,Planning and Initiatives,and Attainment of Our Vision Inservlce; - Public Affairs and CommunityRelationsupdate Included:New brochures,fact sheets,system bookletrevisions,LINKS newsletter,Education Week,Award of Distinction,Thames Valley Education Foundation. Human Resources Services •Collection of Personal Information Regulation requirements commenced 2002 Jan.01; -Review of quarterly OSSTF and ETFO benefits; - Accommodation procedure for teaching staff returningto work has been developed; -Occaslonai teachers (elementary/secondary)numbers provided; -Faculties of education visits are continuing; - Pool hiring procedures are being developed; -School Councils/Association Partnership Initiativeshighlighted; -Display preparations underway for annual New Teacher Conference. Operations Services -Community of Schools major emphasis In school Improvement continues; - Board reports are being finalized with respect to elementary/secondary enrolment; -Research and Assessment Is completing Gr. 9 EQAO Math assessment,Partnerships for Excellence data collection initiatives continuing; -Student populatlons/grants/accommodatlon report is being finalizedfor 2002 Mar.26. -Mid-February completion for system projections for staffing and budgeting processes; -Semester 2 dramatic presentations planning has been completed. Twenty forum theatre presentations are scheduled during February and March; - A musical CD teacher resource,entitled Think Talk Walk is now available to schools; - AlternativeEducation sites located throughout the Valleycontinue to growwith 120 over age 16 students and 108 under age 16 registered Infull-time stand alone programs and does not include students who are programmed for In our part-time locations. Program Services -Environmental Education and Management update provided; - An Evening With Rex Murphy,Education in Canada,scheduled for 2002 March 27th. Operations Services/Program Services Planning for Double Cohort -Inthe school year 2002/2003,students frombothdouble cohort sections graduate resulting in increased numbers of students lookingfor post secondary placement.Programming for senior and finaltwo year students has created a numberof challenges;Initiatives are ongoing to ensure that students in both cohorts receive equitably treatment during in the post secondary selection process.Linda Crossley and Paul Mennlll are members ofthe Ministry of Education Regional District Steering Committee for Secondary School Reform and attend Provincial Steering Committee meetings twice a year In Toronto ensuring that pertinent Information is reported expediently.To facilitate shared planning and decision making, discussions with school Principals are ongoing.In 2000 and 2001 November, a two-day program planning symposiums was held to provide opportunities for Principals, Superintendents,Ministry personnel,and University of Western Ontario and Fanshawe College representatives discuss programming options.School calendars for2002/2003 are now being completed. 2002 January 22...5 I • 10.REPORTS FROM THE ADMINISTRATION -cont'd ThroughoutJanuary and February,Principals will communicatetheirschool's programplanfor doublecohortstudents during assembliesand atParent Information Nights.On2002January 28,school administrators.Student Services personnel and Superintendents will attend a fuli day session with Ministry representatives regarding counselling Issues for these students. -The school year calendars currently being released to students in preparation for the next school year are the result oftwo years ofintense work. Administrators have worked together and collaboratlvelywithstaffs,communities to find the appropriate balance of course choices for students. b.Resolution for Participation In OMERS The Administration Introduced a resolution that recognizes Ontario Municipal Employees Retirement System (OMERS)as the pension providerforall permanent employees other than those employees who contribute under the Teachers'Pension Act. The four predecessor boards had resolutions with OMERS and this resolution recognizes the continuation of membership entitlement under the Thames ValleyDistrict School Board. Italso provides the conditionsforfuture employees under Thames Valleyto become members. This resolution is being presented because most of the employee groups now have a collective agreement or terms and conditions under Thames Valley.There are no new costs associated withthis resolutionwhich simply recognizes the Board as the employer. Recommendation: Whereas pursuant to section 15(1) ofthe Ontario Municipal Employees RetirementSystem (OMERS)Act R.S.0.1990,Chapter0.29and Regulation 890as amended, a local boardmay byresolution participate inOMERSon behalfofits employees and pay to the Fund the totalof the employer and member contributions,and has all the powers necessary and incidental thereto: Now therefore the Thames Valley District School Board (the Employer)enacts as follows: (Election)1.The Employer hereby elects to participate in OMERS in respect of its employees as ofthe firstday of January 1998 and authorizes the Chair to submit forthwith a certified copy of this resolution to the President of the Ontario Municipal Employees Retirement Board. 2. Every employee of the Employer who on 1997 December 31 was employed by the: 179501 - Elgin County Board of Education 371501 -Middlesex County Board of Education 431001 - Oxford County Board of Education 324001 - The Board of Education for the City of London And who was or was entitled to become a member of OMERS on 1997 December 31shallcontinue such membership ormembership entitlement from 1998 January 01, while employed by the Employer.All terms and conditions as outlined in the four former Boards'resolution for Participation in OMERS shall remain in effect (^until August 31,2000. ^, I > 2002 January 22...6 10.REPORTS FROM THE ADMINISTRATION -cont'd b.Resolution for Participation in OMERS -cont'd (Continuous Full-Time 3.Every person w/ho becomes an employee of the Employer on or Employees)after the effective date,Ifsuch person is employed on a continuous full-time basis,shall,as a condition of employment,become a member of OiVIERS,or Ifsuch person Is already a member,resume contributions to OMERS on the date so employed. (Contributions) 4. The Executive Superintendent and Treasurer of the Employeris hereby authorized to deduct from the earnings of each employee who Is a member of OMERS,the contribution required to be made by the member,and to remit such contributions together with the amounts required under the OI\/lERS Act to be paid by the Employer to the Ontario Municipal Employees Retirement Fund. (Agent)5. The Manager,Payroll Services (the Agent) Is hereby authorized to execute all necessary documents and to do all such things as are necessary to carry out the intent of this resolution.In accordance with section 6 of the OMERS Regulation. (Other Than 6. Effective on or after September 1,2000,every person who be- Contlnuous Full-comes an employee of the Employer,if such person is employed Time Employees)on a permanent part-time basis,shall,as a condition of employment become a member of OMERS. The recommendation was adopted on motion of T.Roberts and G. Hart. c.Playground Equipment Inspection,Repair,Replacement and Removal Plan The Administration reported the results of the Playground Equipment Inspection,Repair, Replacement and Removal Pian recently completed for all elementary schools In Thames Valley. The Board approved the Pian at its meeting of 2000 November 14, which detailed the pian to have allTVDSB playground equipment meet CAN-CSA-2614-98 standards.With the recently completed repairs,removals and installation of CSA approved equipment,the Board Isnow in compliance with Provincial Regulations with respect to playground equipment which is deemed safe for ail children within Thames Valley to use. Manager Kevin Bushell advised that this was accomplished by either repairing or removing existing equipment.The Board also made Interest free loans available to schools which had equipment removed to purchase new replacement equipment.If the school chose to do so.The decision to repair or remove playground equipment was made by the school in consultation with the School Council and the Home and School Association. The Board approved a partnership with respect to the repair costs for equipment by splitting the cost 50/50 with the school for any repairs,covering 100%of the cost for total removals,but schools were responsible for total cost of playground equipment component replacement and/or new playground equipment. In all,128 schools had equipment repaired or removed which encompassed approximately 500 playground structures.The worl<commenced late last winter and was completed In Fall 2001. "I iiiaT II III in m iMimi I Mnii -J. L 2002 January 22...7 10.REPORTS FROM THE ADMINISTRATION -cont'd c.Playground Equipment Inspection,Repair,Replacement and Removal Plan -cont'd This was an extremely complex project because of scheduling,complexity of retrofitting equipment, and having numerous School Councils and Home &School Associations involved in the decision making process.A cost breakdown of the Playground Equipment Repair and Removal was also provided. 11.REPORTS OF COMMITTEES a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE 2002 January 08 12:15 p.m. -3:17 p.m. Members Present P. Gillis,Chairperson J.Bennett P. Gallin (-1:10 p.m.) S.Watt E.Hager L.VInce P.Sattler L.Stevenson R.Hurwitz M.Secco W.Graham M.Tucker L. Phillip A.Morse J.Worthlngton Administration and Others C.Murphy V.Corcoran P.Cook L.Pressey J.Tyler W.Scott Guest Trustee D.Anstead Regrets:C.Ekins,C.Hawthorne,G. McGahey, B. Hopkins Absent:J.Williamson 1.ELECTION OF CHAIR AND VICE CHAIR Cathy Murphy,Executive Superintendent of Program Services served as chair for the initial part of the meeting pending the election of the 2002 Committee Chairperson and Vice Chairperson. Executive Superintendent Murphy explained the process confirmed in the Board bylaws for nomination ofthe Chairperson.PattI Gillis,Integration Action Group,was elected Chairperson ofthe Special Education Advisory Committee for 2002.Trustee Linda Stevenson was elected Vice Chairperson for 2002.A motion by Trustee Bennett to destroy the ballots was carried.Chairperson Gillis assumed the chair. 2.CONFLICT OF INTEREST No conflicts of interest were declared. 3.CONFIRMATION OF AGENDA The agenda was confinned with the addition of Ministry Visit,Developmental Report Card and Auditor's Report under item 6.0;Special Education Program Review process,Budget Committee meeting process and two correspondence items were under 9.0. 4.REPORT OF MEETING FROM 2001 DECEMBER 04 The report of the 2001 December 04 meeting was reviewed.The spelling of Alex Bezzina's name was amended. 2002 January 22...8 11.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd 4.REPORT OF MEETING FROM 2001 DECEMBER 04,cont'd It was confirmed that the letter to the Minister of Education from the Chairperson of SEAC and the Chairperson of the Board regarding the Intensive Support Allocation (ISA)comprehensive review process should go forward to the Ministry without a finalapproval bySEAC. A copy isto be attached to the February agenda for information. 5.BUSINESS ARISING 5.1 Communication Sub-Committee Report A. Morse,Easter Seal Society,provided a verbal update of the Communication Sub-Committee meeting held 2002 January 08. Alison advised that a response has not been received from Alex Bezzina,Project Leader,Special Education Policy Unit,Ministry of Education,regarding a forum for SEAC.Vicki Corcoran,Learning Supervisor,is to contact Mr.Bezzina to arrange a visitfor sometime following the mid-winter break (2002 March 11-15).Alison reported that resources on Parent Education are still being collected for the review. The three Key Messages are being refined and will be attached to the January SEAC minutes.Feedback to this written report as well as suggestions for components/links on the Board's Special Education webpage may be submitted to Alison before the next meeting of the Sub-Committee. 5.2 Private Members Bill Vicki Corcoran advised that Bill 114 regarding special education advocacy was defeated in Parliament on the basis that special education standards are available through The Office of Childand Family Service Advocacy (Advocacy Office). Itwas noted that the Special Education Handbook references as a resource The Advocacy Office. LindaVince, Community Living Education Committee, advised that her Association had previouslyinvestigated the possibility of establishing a local advocacy group and that Bruce Drewett may be a contact person.Itwas suggested thatV.Corcoran investigate the matter forfurther discussion at the Febnjary SEAC meeting. 5.3 Ministry Visits Becky Hurwitz,Association for Bright Children (ABC),suggested a need to revisit how SEAC Interacts withthe local Ministry of Education District OfficeinLondon.Concern was expressed that at the December 04 meeting the visiting Education Officers were not able to respond to some of SEAC's questions although some new information was provided.Executive Superintendent Murphy advised that V.Corcoran speaks withthe Ministry often on a daily basis regarding various Issues (le:ISA,etc.)The administration also attends the Regional meetings on a monthly basis and has an effective working relationship with Ministry staff. It was suggested that subsequent questions submitted by SEAC for a Ministry response be focussed to ensure clarification of issues and Information. 5.4 Developmental Report Card B.Hurwitz asked if different report cards are used for developmental classes.V.Corcoran advised that a different and alternative developmental report card containing specific categories to meet individual program needs with a focus on basic and lifeskills has always been used.Presently,Program Services staff are reviewing the Developmental report card, based on the recommendations contained in the Development Class Program Review, completed last year.Vicki advised that the elementary development report cards are similar and consistent.In response to the questions;Do congregated classrooms in other boards have different report cards?,and.Who has to have a provincial report card?,Vicki agreed to take the matters under advisement and report back at the February meeting. -iT-^n iir •n^.Ti 2002 January 22...9 11.REPORTS OF COMWIITTEES -cont'd а.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd 5.5 Auditor's Report B.Hurwitz requested clarification related to the process for addressing the issues raised in the Provincial Auditor's Report on Special Education.Executive Superintendent Murphy advised that the Auditor's Report was not received by the Board until late in 2001 December and that the Administration plans to review and compare the provincial report with the Board's report and provide a report including future plans at the 2002 February 05 meeting. The Provincial Auditor's Report was also referred to the SEAC Communication Sub Committee for a review of the relevant areas and key points requiring action and response by SEAC.It was noted that this year a major review of the Special Education Plan will be required by the Ministry and that consideration of program standards for the Identification of student and Individual Education Plans should also be considered. б.UPDATES 6.1 ISA Update Gwen Orr,Learning Coordinator,joined the meeting and provided an update regarding the intensive Support Allocation (ISA)Comprehensive Review,action plans for managing the process and the Impact on the delivery of programs and services. It was reported that the ISA funding dollars amounted to $22 600 000 based on 1292 files submitted for 2000-01.However,the audited results proved to be only 70.3%accurate which would have funded an amount of $15 868 000;and low validation would have meant $6 712 000 less. For 2001-02,funding will hold at $22 600 000 and 2002-03 probably will hold at the same amount unless the first cycle submission claims are audited and generate funds above the level.For 2003-04,"Live"funding is to commence based on the total files validated from 2001 - 2002 November. Aformula for "grandparenting"files from the 2000-01 claims Is in place which will allow existing files to be eligible without re-submission with the intent to reduce the administrative burden. Files gathered,submitted and approved during the Comprehensive Review period together with the "grandparented"files willform the baseline for future funding and only new or changed files will require future submission. Each member of the ISA file collection/submission team will be trained and all expectations clearly laid out In order to facilitate the task.The commitment and support of administrators and staff will be vital In order to maximize student -focussed funding for the Board. A question-and-answer period was held. 6.2 (NECTAR)Network for the Education,Care and Treatment of At-risk Children V.Corcoran advised that NECTAR will be meeting again on 2002January 15.A collaborative effort towards understanding and considering the various roles and responsibilities of all NECTAR partner is required with a focus on professional growth activities,training,and pilot project implementation towards improving the service model.Consideration will being given to updating all community partners and inviting the larger stakeholder group back together to look at its recommendations and action plan. 2002 January 22...10 11.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd 7.PRESENTATION BY ASSOCIATION Wilf Graham,Blue Water Family Support Services,provided a comprehensive overview of his Association's roieand responsibility in providing services to children through the foster parents program. 8.OTHER BUSINESS 8.1 Grade 9 EQAO Results Doug Duff,Learning Supervisor, Program Services,presented a report of the Grade 9 Assessment of Mathematics as it relates to the achievement for academic and applied students.A sample of a question asked on the EQAO test was distributed and discussed. Doug advised that MathematicsDepartment Heads are meeting to look at strategies and a student action planfor improvement.The plan providesforstrategy sharing with grades 7-8 teachers.C.Murphy advised that the Ministry's directions with respect to Itsexpectations/ requirements for all boards is still pending. A question and answer session was held. 8.2 Professional Development - Dave LeConte,Learning Coordinator,provided an overview ofthe Professional Development Conference for Educational and instmctional Assistants entitled,"Making A Difference",to be held2002 February 01at Saunders Secondary School, London. Registration forthis new P.D. initiative developed by the Board and CUPE Local 4222 was held 2001 December 10 to 20. A question and answer session was held. 8.3 Stand By Me Program RayHughes,LearningCoordinator,reportedontheStand ByMeViolencePreventionProgram that provides a caring adult mentor for children who have witnessed and or experienced violence. The first pilot project began at Ealing PublicSchool,London,and Is now being conducted at 22 schools.The program occurs during scheduled school times and dovetails withthe behavioural team initiatives where direct counsellor support does not exist. 9.CORRESPONDENCE 9.1 VIcki Corcoranadvised thattheCollegeof Teachers iscurrentlymakingrevisionstoItsspecial education qualifications and course guideline criteria.V.Corcoran has submitted Input related to transitions issues contained in part 2 and 3 of the Special Education A.Q.course. Information regarding this matter is available on the College of Teacher website and Associations maymake a submission toPatricia Goldblatt (e-mail:aoldblatt@oct.on.ca) before 2002 January 31. 9.2 V.Corcoran advised that the Special Education correspondence entitled:Special Education: AGuide for Educators,has been received.Acopy was given to the Chair and the document is available on line. 9.3 A letter was received from Steve Peters,MPP,Elgin-Middlesex-London to the Minister of Education regarding a letter from DavidStewart, 2001 Chairperson of the Board and Joyce Bennett,2001 SEAC Chairperson concerning the new Intensive Support Amount Grant Profiles.A copy of the letter is attached to the minutes. / 2Q02 January 22...11 11.REPORTS OF COWIWinTEES -cont'd a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd 10.FORUM L.Vince,reminded everyone that Community Living London (CLL)will celebrate its50th Anniversary on Sunday,2002 February 03 from 2:00 to 5:00 p.m.,at the CLL Head Office located at 190 Adelaide Street,London. 11.ADJOURNMENT The meeting adjourned at 3:17 p.m.,on motion of L.Stevenson. P.GILLIS, Chairperson b.REPORT OF THE BUDGET ADVISORY COMMITTEE MEMBERS PRESENT P.Sattler (Chair) A.Cartier Trustee Visitors: D.Anstead G.Hart P.Jaffe L.Stevenson J.Bennett M.Rhoden S.Peters T.Roberts 2002 January 08 6:00 p.m.-7:00 p.m. ADMINISTRATION AND OTHERS B.Bryce B.Greene J.McKenzle K.Meeson S.Christie S.Galati 1.ELECTION OF COMMITTEE CHAIR FOR 2002 Executive Superintendent Brian Greene opened the meeting,provided an overview of the December 7 meeting and recommended a structure forfuture meetings.He advised that a report will be brought to the Committee with a proposed budget process and noted that a public input process and communication plan will be required.He distributed an article on zero-based budgeting and advised that budget processes used by other boards will be gathered for consideration. Following his Introductory comments,Mr.Greene conducted the election of the Committee Chairperson for 2002.Trustee Sattler was acclaimed to the position and chaired the balance of the meeting. 2.AGENDA It was agreed that the following items would form the agenda for the meeting. A.Development of Mandate/Public Input Document B Additional Membership on the Committee C.Future Meetings 2002 January 22...12 11.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE BUDGET ADVISORY COMMITTEE -cont'd 3.DEVELOPMENT OF MANDATE/PUBLIC INPUT DOCUMENT Trustee Hart described a public input document from another board used to get budget facts out to its community.He suggested a similar format be used and a comment on the frustration the Board feels in having to make decisions that significantly affect the Board's operations and services as a result of the funding formula. He recommended that comparisons not be made with the coterminous board but focus on the relationship with the government. Itwas agreed that the documentshould be readyfor distribution inFebruaryand publicmeetings In March. A presentation kit will be developed and include speaker notes,overheads,handouts,etc. Trustee Hartfurther commented thattheBoardneeds to help school councils andtheThames Valley community to see the greater picture and seek their assistance In lobbying the government for changes to the formula.To this end, publicmeetings should be information meetings that include questions,answers and an opportunity forcontroversy in orderto attractthe publictothe meetings. Trustee Anstead suggested that the informationIncludethe fact that 80% ofthe budget is salaries and that TVDSB teachers are inthe bottom third in relation to provincial salaries. Itwas noted that the documentshould cover 6-12 keypoints with 5 key messages per pointand be user-friendly, clear and understandable.Public Affairs and CommunityRelations staff were asked to attend futurecommitteemeetings to assist inthe developmentofthe communique. Tnjstee Jaffe commented that tnjstees need the public's assistance to identify TVDSB's core level ofservice, e.g. sports, music, technology, propertymaintenance, etc. or Its system needs,I.e.the services it feels It should provide beyond the core level. 4.ADDITIONAL MEMBERSHIP ON THE COMMITTEE Trustee Stevenson recommended that the committee membership be expanded to five.It was agreed thatthls recommendation wouldbe referred tothe BylawReview Committee for consideration. 5.FUTURE MEETINGS The next meeting was scheduled forFriday,January 11,2002,from 12:00 to2:30 p.m.with members providingtheir own lunches. Participants were asked to bring ideas for key areas to be included in the communication document. 6.ADJOURNMENT -7:00 p.m. P.SATTLER, Chairperson r 2002 January 22...13 c.REPORT OF THE BUDGET ADVISORY COMMITTEE 2002 January 11 12:06 p.m.-2:15 p.m. MEMBERS PRESENT P.Sattler (Chair) A.earlier ADMINISTRATION AND OTHERS L.Stevenson Trustee.Visitor:D.Anstead B.Greene J.McKenzie K.Meeson J.Tilley S.Christie S.Galati D.Bradford 1.APPROVAL OF AGENDA Item 4a was added to the agenda and approved on motion of A.Cartier. 2.CONFLICTS OF INTEREST-none declared 3.BUDGET PLANNING -JAFFE/SATTLER BOARD RECOMMENDATION Trustee Anstead raised the concern that the intentofthe motion passed at the 2001 December 18 Board meeting (below)should be discussed further with trustees.Itwas agreed that at the next Board meeting,the implications ofthe motion,the advantages, the purpose of public meetingsand system program needs will be defined. Trustee Stevenson suggested that the motionIspremature in the budget process. "Thatthe Boardprepare Its 2002-2003 budget based uponthe actual program needs ofallstudents, to enable the Boardto deliver the education TVDSB students need and deserve."(From 2002 December 18,Board meeting) Chair Sattler explained that the publicinputmeetings were Intended to provide a basic overviewof the budget process and determine the funding required to provide programsthat will adequately support Thames Valley students. A motion to table the Board motion was moved by L.Stevenson and carried. 4.BUDGET COMMUNICATION DOCUMENT PLANNING a.Sample Processes from Other Boards Sample public communiques from the Ottawa-Carleton and Toronto school boards,and OPSBA were distributed and discussed.Highlights of each sample were noted for consideration for the TVDSB document b.Communication Planning Itwas suggested that the firstdocument be factual including budget information as to how funds arespent,a description ofpressureareas,funds required to maintain thestatusquoand identifying the anticipated shortfall,and areas of concern to trustees.A fact format was recommended. At the next meeting,facts to be included will be identified.Committee members were asked to forward their suggestions to S. Christie prior to the meeting. A list of guidelines will be developed to prepare the high level projectionfor 2002-03 and will be approved by the Board. Lastyear's guidelineswere discussed.It was clarified that status quo wouldinclude programs and services and the cost to maintain present programs. A chart will be included outlining the MOE funding lines, figures to maintain the current level of service,and revenue guidelines of where we think we may be In an effort to show that the current level of funding does not meet system needs. an 2002 January 22...14 11.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE BUDGET ADVISORY COMMITTEE •cont'd It was suggested that 2-4 discussion questions be Included Inthe first communique in preparation fordiscussion at the publicmeetings inorder to get the public thinking ofwhat areas are important to them.Services that have been eliminated will also be included to show the amount of service the Board has already reduced along withthe date, time and location of the publicmeetings. Itwas agreed that the communique will be distributedto parents through students and to libraries, andschoolcouncils. Developmentofthefirstdraft will startatthe January 16 meetingand continue at the January 22 meeting. The second communique will be distributed after the draftbudget has been prepared. c.Trustee Public Meetings Itwas agreed that trustees will hold public meetings in London,Woodstock, Strathroy and St. Thomas.Business and Public Affairs & Community Relations (PA&CR)staff will attend the meetings.PA&CR staff will assume responsibility for the meeting logistics. d.Tlme Lines The following time lines were approved on motion of L.Stevenson and carried: Activity Time lines 1.Budget guidelines presented to Board 2002 January 22,in-camera 2.Budget projection 3.Communique presented to Board for input February 5 4.First communique distributed February 15 5.Regional public meetings held on the communication March 25 document 6.Second communique prepared after the To be determined draft budget Is completed 7.Second set of regional meetings to present To be determined the draft budget 5.DATE AND TIME OF FUTURE MEETINGS 9:00 a.m.-12:00 a.m.,January 16, Oxford Room; 3:00 p.m. -5:00 p.m.,January 22, Oxford Room 6.ADJOURNMENT The meeting adjourned at 2:15 on motion of A.Cartler. RECOMMENDATIONS: 1.That the following process be approved for the development of the communication documents: -develop an initial factual communique to include budget information as to how fundsare spent; a description of pressure areas; funds required to maintain the status quo and identifying the anticipated shortfall;areas ofconcerntotrustees; a chart outlining the MOE funding lines,figures to maintain the current levelofservice; revenue assumptions; services that have previously been eliminated;2-4 discussion questions; and the date, timeand locationsofthe public meetings; 2002 January 22...15 11.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE BUDGET ADVISORY COMMITTEE -cont'd - a list of guidelines be developed and approved by the Board; -communiques be distributed to parents through students,and to libraries and school councils; - public meetings be held in London,Woodstock,Strathroy and St.Thomas; - a second communiquebe prepared and includethe actual funding figuresonce the draftbudget is prepared. 2.That the following budget time lines be approved: Activity Time lines Budget guidelines presented to Board 2002 January 22,in-camera Budget projection prepared To be determined Firstcommunique presented to Board for Input February 5 Firstcommunique distributed to public February 15 Regional public meetings held on the communication March 25 document Second communique prepared after the To be determined draft budget Is completed Second set of regional meetings to present To be determined the draft budget 3. That the December 18 motion be discussed further with tnjstees at the 2002 January 22 Board meetingand its implications,advantages, the purpose ofthe public meetingsand system program needs be defined. P.SATTLER, Chairperson The recommendations were adopted on motion of P.Sattler and A.Cartler. .-y 2002 January 22...16 11.REPORTS OF COWIMITTEES -cont'd d.REPORT OF THE BUDGET ADVISORY COMMITTEE 2002 January 16 9:00 a.m.-12:00 NOON MEMBERS PRESENT ADMINISTRATION AND OTHERS P.Sattler (Chair)L.Stevenson J.McKenzie S.Christie K.Meeson D.Bradford Absent: A. Cartier J.Tllley Trustee Visitor: D.Anstead 1.APPROVAL OF AGENDA - L.Stevenson moved the addition of Item 3.b.to the agenda as in-camera item. 2.CONFLICTS OF INTEREST-none declared 3.a.BUDGET COMMUNICATION DOCUMENT PLANNING Content and layoutofthe initial communique tothe publicwas Initiated.Adraft will be prepared for consideration at the January 22 meeting. b.2002-03 BUDGET PROJECTION GUIDELINES L.Stevenson moved that the meeting move in-camera to discuss development of the 2002-03 budget projection guidelines. The 2002-03 draft budget projection guidelines was referred to the in-camera Board for approval at the 2002 January 22 meeting. 4.DATE.TIME AND LOCATION OF NEXT MEETING Thenext meeting was scheduled for Tuesday,2002January22,from 3:00 p.m.-5:00 p.m.in the Oxford Room. 5.ADJOURNMENT The meeting adjourned at 12:00 noon on motion of L.Stevenson. P.SATTLER, Chairperson e.REPORT OFTHE CHAIR'S COMMITTEE 2002 January 16 9:30 a.m.-12:00 noon MEMBERS PRESENT ADMINISTRATION AND OTHERS J. Bennett (Chair)B. Bryce G. Hart (10:08)S.Pullam/S.Christie D.Stewart 1.AGENDA REVIEW OF 2002 JANUARY 22.BOARD MEETING The in-camera and public agendas for the 2002 January 22,Board meeting were discussed and approved. >It was agreed that Recognitions will become a monthly acknowledgment of staff and student ^achievements,recognized by the appropriate supervisory officer or trustee.Recommendations for recognition should be submitted to the Executive Secretary for consideration by the Chairs' Committee. 2002 January 22...17 I 11.REPORTS OF COMMITTEES -cont'd d.REPORT OF THE CHAIRS'COMMITTEE -cont'd 2.CORRESPONDENCE The following Items of correspondence were received and are available In the Trustees'conference room: -Limestone District School Board re Trustee Compensation; - Trillium Lakelands District School Board re Formula Change for Full-time Librarians. The letter received from the Upper Canada District School Board re support for the Student Trustees' Association will be Included with the January 22 Board agenda under "Communications"with a motion of support. Aletterreceived from the Greater Essex County District School Board regardingthe Inadequacyin education funding was forwarded to the Budget Advisory Committee for information. A request from the St.Thomas Soccer Club to make a presentation to the Board was approved for the February 5 Information Committee of the Whole. 3. MIKE MOHER,WINDSOR/ESSEX COUNTY CATHOLIC DSB E-MAIL -deferred to next meeting for more Information 4.LETTER FROM VITO NOREJKO A letter received from Vlto Norejko regarding a curriculum and policy Issue was deferred to next meeting for more information. 5.PD COMMITTEE MANDATE Trustee Anstead joinedthe meetingto discuss the mandate ofthe PDcommittee following direction from the Board at the December 18 meeting.She felt that the Committee should maintain an awareness of the monies remaining in the budget,promote use of the funds,advise trustees of upcomingPDevents they maywantto attend, and plantrustee functions (training,networking,etc.) as required.It Is expected that a writtenor verbal report will be provided by trustees to the Board following their attendance at a professionaldevelopment event Administration will track the budget expenditures and individual allocations. Itwas suggested that planningof trustee functionsfromfunds not encumbered by April 1 be included inthe mandate.An amendment to Recommendation 6 ofthe Committee report, approved on 2001 December 18,will be taken back to the Board for approval. It was agreed that Trustee Anstead will discuss the suggested revisions to the mandate with the PD Committeebefore presenting ittothe Committeeofthe Wholeon February 12.The report will also Include the revised recommendation related to use of PD funds. 6.FUND-RAISING -FOR CHILDREN IN AFGHANISTAN A copy of a letter to principals regarding the "We Want to Help"campaign will be Included in the trustees'packages for their Information.Thames Valley schools have been forwarded Information on the fund-raising Initiativefor participation at their discretion. 7.PUBLIC EDUCATION FORUM II REPORT Chair Bennett noted that a copy of Public Education Forum 11 report will be available in the trustees' conference room for their Information. 2002 January 22...18 11.REPORTS OF COMMITTEES -cont'd e.REPORT OF THE CHAIR'S COMMITTEE -cont'd 8.SUGGESTED FUTURE MEETING DATES The following future meeting dates were tentatively established subject to confirmation by the Director: -Feb.20,1:00 p.m.-3:00 p.m. -Mar.13,1:00 p.m.-3:00 p.m. -Apr.17,1:00 p.m.-3:00 p.m. -May 22,1:00p.m.-3:00p.m. -June 19,1:00 p.m.-3:00 p.m. Next Committee Meeting Date: 2002 February 20,1:00 p.m.,Governor Simcoe Room. RECOMMENDATION:none f.REPORT OF THE COMMITTEE OF THE WHOLE Members Present J.Bennett,Vice Chairperson G.Hart J.Hunter P.Battler P.Jaffe S.Peters L.Stevenson D.Anstead P.Schuyler J.BENNETT Chairperson 2002 January 15 7:00 p.m. -8:25 p.m. Administration and Others B. Bryce P.Gryseels B.Greene J.Thorpe C. Murphy K.Havelka P.Mennill L.Robertson K.Wilkinson K.Dalton B.Beattie J.McKenzie K.Bushell D.Shippey D.Bradford S.Christie W.Scott Regrets:T.Roberts,D.Stewart,S.Deller,M.Rhoden Absent:A.Cartler 1.APPROVAL OF AGENDA The 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 monthlyfinancial statements as at 2001 November 30 were presented.The Administration Is meeting with theBudgetAdvisory Committee regarding budget communication planning.Information pertaining tothe2002-03Budget Projection Developmentistobeingprepared forpresentation tothe Board at a subsequent meeting. 4.EXPANDING THE SCHOOL FOR THE ARTS The Administration provided Information regarding the cost of expanding the School for the Arts through additional sites in Woodstock and St.Thomas. 2002 January 22...19 11.REPORTS OF COMMITTEES -cont'd f.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd At the 2001 November meeting of the Information Committee of the Whole,Trustee Jaffe requested the status ofa 2000 June 27 motion directing the Administration to undertake a feasibility study to expand the School for the Arts through additional sites.Action on this motion was deferred In light of other program priorities resulting from amalgamation,as well as current budget considerations. Subsequent to Trustee Jaffe's request,the Administration prepared a report outlining the cost of creating additional sites in Woodstock (VictoriaPublic School and Woodstock Collegiate Institute)and St.Thomas (Early Childhood Education Centre and Arthur Voaden Secondary School).The report is based on a school enrolment of approximately 125 full-time equivalent (PTE)students (one class of 25 students for each of grades four to eight),although there is potential for additional classes at the ECE Centre. The following baseline criteria was established regarding school facilities: 5 instructional classrooms 1 drama area 1 dance studio 1 library/computer resource area 1 visual arts room 1 gymnasium/performing space area 1 music room (keyboard lab plus strings or winds) A chart showing a comparison of costs for the purchase of furniture,equipment and Instructional resources,for facility renovations and for non-teaching staff was discussed.Specific detailed information was contained In the appendices.It was noted that there is no provision for transportation to this program. As well, implications for program services and school operations were highlighted. The approximate cost/savings for the additional sites are as follows: Victoria P.S.Woodstock C.I.ECE Centre Arthur Voaden $1 905 701 $835 710 $ 2 310 043 $735 670 Executive Superintendent Cathy Murphy noted that the report was not intended to be a comprehensive one but to provide trustees with realistic cost estimates,according to the models presented.Costs will vary according to the quantity of instructional arts equipment,the extent of renovations and the degree of administrative support.A decision to expand the School for the Arts to additional site(s)would require a thorough,consultative study similartoan accommodation review. Given the current budget situation, the Administration recommended that the Board not proceed with an expansion of the School for the Arts program at this time. A question-and-answer period followed. During the discussion,concerns were again expressed with the lack of adequate funding from the Ministryof Education to support a full range of elementary and secondary Arts programs across the District.Research findings over the past decade confirm that improvement In student learning in the areas of writing,reading and reading comprehension are promoted through experiencing and participating in dance,drama,music and visual arts.A response has not been received regarding the Board's letter to the Ministry of Education lobbying for the necessary funding to support and enhance Arts culture as an integral component of the students'experience. 2002 January 22...20 11.REPORTS OF COWIMiTTEES -cont'd 5.REPORT OF THE POLICY WORKING COMMITTEE -cont'd 5.REPORT OF THE POLICYWORKING COMMITTEE 2002 January 08 4:00 p.m.-6:00 p.m. MEMBERS ADMINISTRATION AND OTHERS D.Anstead (Chair) S.Peters B. Bryce C.Graves T.Roberts P.Battler S.Christie P.Martin P.Jaffe (4:22)J.Bennett J.Thorpe K.Erskine C.Murphy P.Gryseels Trustee Visitor:L.Stevenson ELECTION OF 2002 CHAIR Director Bryce conducted the election of the Committee Chair for 2002.Trustee Anstead was acclaimed to the position and chaired the balance of the meeting. Itwas agreed thatcommitteemeetings will be scheduled from 4:00to6:00p.m.with dinner provided forcommittee members priortothe 7:00 p.m.infomiation Committee ofthe Whole meetings. Onthe occasions where an in-camera session is planned priorto the Information Committee of the Whole meetingor the lengthofthe agenda requires it,the meeting will start at 3:00 p.m. (a) APPROVALOF AGENDA- 8b added:"Revised Operative Norms" (b)CONFLICTS OF INTEREST-none declared (c)COMMITTEE REPORT OF 2001 DECEMBER 4 -provided forreferenceas required (d) INTRODUCTION OF DRAFT POLICY/PROCEDURE a. Independent Procedure:Accommodation Procedure -Teaching Staff Returning to Work Exec.Supt.JohnThorpe,Peter Martin and Karen Erskine joinedthe meeting to clarify thepurpose ofthe independentprocedurerelatedto teaching staff who returntoworkafter having been absent dueto illness or injury.Thedocumentformalizes thepresentpracticeand addresses expectations the system has for providing appropriate ongoing supportand assistance tothese employees. Mr.Thorpe noted that its development stemmed in part from a grievance launched by the Elementary Teachers'Federation ofOntario.It has been reviewed and accepted bythe ETFOand its legal representatives.Both the elementary and secondary unions have been involvedin Its development. The following motion was moved by T.Roberts and carried: That the Independent procedure:Accommodation Procedure - Teaching Staff Returning to Work be posted on the web for public input. 2002 January 22...21 11.REPORTS OF COWIWIITTEES -cont'd 5.REPORT OF THE POLICY WORKING COMMITTEE -cont'd b;Independent Procedure:First Nations Language Instruction Exec.Supt. Cathy Murphy and Gharmalne Graves joined the meeting to discuss the independent procedure:FirstNations Language Instructionwhich addresses the need forconsistency ofpractice regarding Native Language instruction.In addition to identifyingthe procedure for distributing the language complement, it clarifiesthe supervision of staff and the procedure for accessing NSL instruction/program. Itwas noted that the draft document has been shared with members of the Native Advisory Committee for their information and a curriculum is now available. The following motion was moved by S.Peters and carried: That the independent procedure related to First Nations Language Instruction be posted on the web for public Input for three months. c.Independent Procedure: French as a Second Language - Core French - Elementary Exec. Supt. Murphynoted the independent procedure related to French as a Second Language - Core French - Elementary has been drafted from Ministry documents and regulations related to Core French. The document outlines a process to handle requests forexemption from French ,instruction and to ensure consistency when considering sucii requests.It also Identifies the necessary teacher qualifications to assist principals Inhiring staff. It was suggested and approved that an opening philosophical statement be drafted and Included inthe procedure regarding the benefits tostudents of learning morethanonelanguageatan early age.Aneed for consistency inthe format of how procedures are writtenwas also suggested. The following motion was moved by T.Roberts and carried: That the independent procedure related to French as a Second Language - Core French - Elementary be amended and posted on the web for public Inputfor three months. (f)CONSIDERATION OF POLICY/PROCEDURE FOLLOWING PUBLIC INPUT a.School Hours:Procedure for Changing Exec.Supt.Peter Gryseels joinedthe meeting to discuss the procedure forChanging School Hours and advised that responses to the request forpublicInput questioned the amount of parental support required to change school hours and ifItincludes an opportunityfor the school councilto provide inputintothe decision.Mr.Gryseels confirmedthat the procedure covers both issues (76% of parental support is required). The following motion was moved by P.Jaffe and carried: That the procedure related to School Hours:Procedure for Changing be forwarded to the Board at the January 22,2002 meeting for information. b.Twinning/Detwinning of Schools Procedure (>Supt.Gryseels noted the procedure related to twinnlng/detwinning of schools is the guideline the Board approved and has been written in a procedural format.No input was received from the community at large. 2002 January 22...22 11.REPORTS OF COMMITTEES -cont'd 5.REPORT OF THE POLICY WORKING COMMITTEE -cont'd b. Twlnning/Detwinning of Schools Procedure,cont'd The following motion was moved by 8.Peters and carried: That the procedure related to Twlnning/Detwinningof Schools be forwarded to the Board at the January 22, 2002 meeting for information. (g)DRAFT POLICY/PROCEDURE REQUIRING FURTHER CONSIDERATION - none (h)SUGGESTED POLICY/PROCEDURE REVISIONS-none (i)OTHER BUSINESS a.Committee Tracking Sheet Director Bryce advised that development of the draft policy on Community Partner Involvement has been delayed.He will ask Exec.Supt.Thorpe to bring the draft to the next meeting in order to continue moving it through the approval process. It was agreed that the Committee's tracking sheet will be posted on the web site for public information following each meeting. b.Revised Operative Norms Director Bryce distributed a revised Operative Norms for the Policy Working Committee.A section related to the process to amend an existing policy/procedure/independent procedure has been added a!ong with the expectation that a spokesperson for a document under discussion will attend the meeting to speak to it.The Importance of the Executive Superintendent responsible for the document attending the meeting to speak to it was emphasized.The revised copy is attached to the report. Q')ADJOURNIVIENT - The meeting adjourned at 6:00 p.m. (k) DATEANDTIMEOF NEXTCOMMITTEE MEETING:Tuesday,2002 February 5,4:00 p.m. RECOMMENDATIONS:none D.ANSTEAD, Chairperson 2002 January 22...23 11.REPORTS OF COMMITTEES -cont'd 6.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE 2002 January 08 7;10 p.m.-9:30 p.m. MEMBERS PRESENT J.Hunter,Chair G.Hart J.Hunter A.Cartier D.Stewart P.Sattler Regrets:8.Deller T.Roberts P.Jaffe S.Peters L.Stevenson D.Anstead P.Schuyler M.Rhoden ADMINISTRATION AND OTHERS B.Bryce P.Gryseels B.Greene C.Murphy J.Thorpe M.Sereda K.Havelka P.Mennill L.Robertson K.Wilkinson L.Hutchinson K.Dalton J.McKenzie J.Roth B.Beatty G.Orr V.Corcoran J.Neville S.Galati 8.Christie W.Scott (a)APPROVAL OF AGENDA -The agenda was approved on motion of L.Stevenson. (b)CONFLICTS OF INTEREST - No conflicts of interest were declared. (c)PUBLIC INPUT PRESENTATIONS Paris Meilleur, a student of Central Secondary School in London,presented her concems regarding the issue of Double Co-Hortand Accessibilityto Post-Secondary Education. Chair Hunter thanked Ms. Meilleurfor her presentation and commended her for bringing her concerns to the Board.A follow-up letter will be forwarded to her. (d) SPECIAL EDUCATION;INTENSIVE SUPPORT AMOUNT (ISA)COMPREHENSIVE REVIEW PROCESS C.Murphy,Executive Superintendent of Program Services;Vicki Corcoran, LearningSupervisor; and Gwen Orr,LearningCoordinator,described Special Education program and deliverymodels with specificreferencetothe Intensive Support Allocation (ISA)ComprehensiveReviewprocess. The following prioritiesforthe 2001-2002 school year have been identifiedby Program Services: Special Education -completion of the ISA Comprehensive Review;development and implementation ofaction plans to address the recommendations of 2000-2001 Developmental Class and Special. Learning Class reviews;an examination of the system Identification Placement and Review Committee (IPRC)process;and the continuance ofeffective partnerships withSEACand district community agencies. During a slide presentation,V.Corcoran and G. Orr discussed the ISAreview, action plans for managing the process and the impact on the delivery of programs and services.The current status of the review process as it relates to the fall implementation and the first audit results were also highlighted. The following overview of funding was provided. 2002 January 22...24 11.REPORTS OF COMMITTEES -cont'd (d) SPECIAL EDUCATION:INTENSIVE SUPPORT AMOUNT (ISA)COMPREHENSIVE REVIEW PROCESS -cont'd PURPOSE OF ISA The Ministryof Education's Special Education Grant has two components:the Special Education Per Pupil Amount (SEPPA)which is a standard per pupil amount based on each board's total enrolment,and the Intensive Support Amount (ISA),which Is a variable amount based on the proportion of each board's students with very high needs. The goal of the ISA is to provide boards with special education funding that responds to the proportion of their students who have very high needs that must be met with costly programs and supports.The ISA eligibility profiles,therefore,are not meant to be used for all children with special needs (approximately 10%ofthe total student population). They are specificallyintended to be used by boards for only a small subset of the special-needs student population. ISA funding does not determine programming for special-needs students.Although individual student files are reviewed to determine each board's proportion of high-needs students.ISA funding is not allocated on a student-specific basis. Boards are responsible for providing each special needs student with the program and support levels outlined in the student's Individual Education Plan.The ISA validation results and the SEPPA are vehicles that the Ministry uses to establish a board's overall allocation forspecial education.These and other allocationssuch as the Foundation Grant providespecial education programs and services for all special needs students. A COMPREHENSIVE REVIEW OVERVIEW The ISA funding dollars amounted to $22 600 000 based on 1292 files submitted for 2000-01. However,the audited results proved to be only 70.3%accurate which would have funded an amount of $15 888 000;and low validation would have meant $6 712 000 less. For2001-02,funding will holdat $22 600 000and 2002-03 probably will holdat the same amount unless the first cycle submission claims are audited and generate funds above the level. For 2003-04,"Live"funding is to commence based on the total files validated from.2001-2002 November. Aformulafor"grandparenting" filesfromthe 2000-01 claims Isinplace which will allowexisting files to be eligible without re-submission with the intent to reduce the administrative burden.Files gathered,submitted and approved during the Comprehensive Review period together with the "grandparented"files will form the baseline forfuture funding and only new or changed files will require future submission. TIMELINES Submission times have been established for2001 November 30,2002 February 15,May 10,and November 02.The files submitted and approved for the Comprehensive Review must meet a 90%threshold validation rate based upon the files that are audited.Submission expectations and Profile criteria have been refined and clarified,and information outlining the guidelines and process are available on the Ministry website at www.edu.qov.on.ca. ^2002 January 22...25 I 11.REPORTS OF COMMITTEES -cont'd (d)SPECIAL EDUCATION: INTENSIVE SUPPORT AMOUNT(ISA)COMPREHENSIVE REVIEW PROCESS -cont'd It was noted that some issues remain outstanding including the actual number of grandparented files,confidentiality as it relates to consent and notification,and parent communication. ACTION PLAN The Ministry recently provided training in preparation for the Comprehensive Review.Issues concerning confidentiality,profile criteria,submission requirements,recommended procedures and helpful hints for submission and validation were provided.A plan incorporating these suggestions was established. Each member of the ISA file collection/submission team will be trained and all expectations clearly laid out in order to facilitate the task.The commitment and support of administrators and staff will be vital In order to maximize student-focussed funding for the Board.It was noted that this is a funding exercise not a plan for student specific support. The Ministry has provided a clear message In all documents and unequivocally supports the concept that this allocation be combined with SEPPA and other funding and used to provide special education programs and services to all students with special needs. First Class conference folders have been established for access by Learning Support Teachers, Congregated Class Teachers,Principals and Vice-Principals to provide a forum for further questions/answers/discussion/information on special education issues. A question-and-answer period followed the presentation.Concern was expressed that the Ministry continues to preclude the necessity of a transportation component within its ISA and SEPPA funding formula. Chairperson Hunter extended appreciation to all staff for their participation and commitment towards the completion of a complex and comprehensive ISA Review. The Committee of the Whole meeting recessed from 8:28 p.m. to 8:40 p.m. to prepare for the next presentation. (e) FACILITY INFORMATION MANAGEMENT SYSTEM Brian Greene,Executive Superintendent of Business Services,Introduced John Neville,Manager of Facility Operations,who provided a geographical presentation and a comprehensive report on the current status of the Facility Information Management System (FIMS). On 2002 June 13,a report was presented to the Board requesting approval to award a contract to Vision Facility Management Limitedto provide software for a facilityinformation management system and room booking capabilities.To date,the modules are completed and fullyfunctional both on the client-based version and web applications as follows: -access to detailed floor plans -employee time sheet submissions and supervisor approval process -maintenance work requests -prepared reports for: -open work requests -closed work requests -work order status 2002 January 22...26 11.REPORTS OF COMMITTEES -cont'd 6.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE,cont'd (e)FACILITY INFORMATION MANAGEMENTSYSTEM -cont'd Additional reports and queries have been developed to provide information pertaining to staffing, work request costing analysis,work assignments and buildingInformation.These reports have become extremely useful for purposes of analyzing work load and providing necessary information for the accountability framework components.Additional data has been gathered and entered intoan Access data base that is being used fortracking employee absence and vacation. It was noted that all the components of FIMS are becoming an integral part of the day-to-day operations of Facility Services and has allowed the Board to make a huge step in the information technology area.Ongoing development and compilation of additional facility data will evolve as necessary.The costs incurred at this time are for additional customization of software as required. The following system-specific benefits were Identified: a provision for a broad-based electronic communication between frontlinestaff,school administrationand Facility Services pertainingto facility matters;development of a detailed database of all facility related information for the purposes of trending, reporting and assisting in current and long term planning;and,provides a record of the necessary data to generate Ministry reports with respect to the Accountability Framework. FUTURE DIRECTIONS The next steps in FIMS Implementation will include the testing stage for the Facility/Room bookingcomponent; legalsitesurvey and site service information;telecomand networkcabling information as additional networking occurs; preventatlve maintenance scheduling; ongoing process of building Interior details;integration of all Facilities databases to one system; and access to data bases available through upcoming Enterprise data management initiatives. A questlon-and-answer session followed.Chairperson Hunter extended appreciation to the Facility Services staffforthe informative presentation that will assist Trustees during this year's budget deliberations. (f) ADJOURNMENT- The meeting adjourned at 9:35 p.m. on motion of G. Hart. J.HUNTER, Chairperson 2002 January 22...27 11.REPORTS OF COMMITTEES -cont'd 7.REPORT OF THE BYLAW REVIEW COMMITTEE 2002 JANUARY 10 10:00a.m.-2:00 p.m. MEMBERS PRESENT ADMINISTRATION AND OTHERS T.Roberts (Chair)J.Hunter B.Bryce D.Anstead J.Bennett S.Christie D.Stewart Regrets:P.Jaffe (a) APPROVALOF AGENDA- The agenda was approved as printed. (b)CONFLICTS OF INTEREST-none declared (c)REPORT OF THE DECEMBER 12,2002 -provided for reference as required (d)REVIEW OF AMENDMENTS TO SECTION 4.0 -ELECTION OF CHAIR AND VICE CHAIR -provided for Committee Information (e) REVIEW OF AMENDMENTS TO SECTION 8.2 - DUTIES OF CHAIRPERSON -provided for Committee information (f) REVIEW OF AMENDMENTS TO SECTION 8.0 - RULES OF ORDER -provided for Committee information (g)REVIEW OF AMENDMENTS TO SECTION 11.0 - AD HOC COMMITTEES -provided for Committee Information (h)REVIEW OF SECTION 3.0 -MEETINGS OF THE BOARD Itwas agreed that the phrase "Astudent presentation ora significant event will follow the singing of O Canada."will be added. The section will be sub-divided to address general and specific meetings ofthe Board. Alegal opinion will be sought on the items covered in this section. (I) REVIEW OF SECTION 8.0 - RULES OF ORDER The following sub-sections of Section 8.0 were discussed and amended as required: 8.3 -Motions 8.4 -Debate 8.5 -Voting 8.6 -Reconsideration 8.7 -Petitions and Communications G)REVIEW OF SECTION 9.0-COMMITTEE OF THE WHOLE Section 9.1 was amended to reflect the process to fill the chair In the absence of the Chair and Vice-Chair per Section 8.1.2.Wording from Section 8.2.10 regarding members speaking to an Issue was added to Section 9.3. (k) REVIEWOF SECTION 13.0-LEAVE OF ABSENCE OF BOARDMEMBERS Section 13.0 remained unchanged. N 'V. r" 2002 January 22...28 11.REPORTS OF COMMITTEES •cont'd 7.REPORT OF THE BYLAW REVIEW COMMITTEE (I)REVIEW OF SECTION 14.0-CODE OF CONDUCT FOR TRUSTEES Section 14.0 was discussed and amended pertinent to the Chair of the Board as official spokesperson. (m)ADDITIONAL ITEMS i.Requests to Increase Committee Membership Following a referral from the Budget Advisory Committee, a lengthy discussion centred around amending Section 11.0 (Board and Ad Hoc Committees)to address requests to increase membership on Boardcommittees fromtimetotime. Itwas noted that under Bylaw 12.0, committee membej-ship is the responsibilityof the Chairs Committee. Itwas agreed that the matter should be referred on to the Chairs'Committee for consideration and the following sentence added to Item 11.1.:'The numberof trustees oneach committeeshould be determined priorto committee selection." ii Next Steps Exec. Supt. Brian Greene will be asked to reviewthe Business byiaws- Bankingand Security, Bankers and Signing Officers and Borrowing for Current Expenditures -and provide any recommendations for amendment to the Director, following which the revised bylaw package will be forwarded to the Board's solicitor for comment regarding its practicality and any legal ramifications. (n) NEXT MEETING DATE The 2002 January 15,meeting was cancelled pending inputfromthe Board's solicitor. Following receipt of the solicitor's comments,a meeting will be scheduled for the committee to discuss the recommendations and make any further amendments.The draft revised package will then be distributed to trustees for their consideration and comment at a special focus gathering. (0)ADJOURNMENT-2:25 p.m. T.ROBERTS, Chairperson 8. ADJOURNMENT-The meeting adjourned at 8:25 p.m. on motion of J. Hunter. J.HUNTER, Chairperson n 2002 January 22...29 11.REPORTS OF COMMITTEES -cont'd g.REPORT OF THE COMMITTEE OF THE WHOLE, In Camera 2002 January 22 MEMBERS PRESENT ADMINISTRATION AND OTHERS G. Hart. (Chair) J.Bennett D.Anstead D.Stewart T.Roberts L.Stevenson P.Schuyler A.Cartier P.Sattler B.Bryce P.Gryseels B.Greene J.Thorpe 0.Murphy M.Sereda K.Wilkinson Regrets:J.Hunter,S.Deiier,P.Jaffe,8.Peters G.Jazey K.Havello P.Menniii L.Robertson R.Murray J.Empringham K..Dalton L.Hutchinson 8.Christie D.Bradford J.McKenzie K.Meeson The Committee met In camera from 5:00 to 5:45 p.m. 1 .APPROVAL OF AGENDA -The agenda was approved. 2.CONFLICTS OF INTEREST -No conflicts of interest were declared. 3.Confidential personnel matters were discussed. 4.A motion to rise and report was moved by D.Stewart and carried. RECOMMENDATION: I.That the motions approved at the in-camera session related to a teacher resignation by mutual consent and 2002-03 Budget Projection Guidelines for developing a public communication document be approved. The recommendation was adopted on motion of G. Hart and L.Stevenson. 12.MOTIONS -NOTICE OF WHICH HAS BEEN GIVEN -none 13.ADDITIONAL BUSINESS -none 14.COMMUNICATIONS a. ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION (OPSBA) Trustee Hart advised that the OPSBA Public Education Symposium is being held on 2002 January 24 to 26 at the Sheraton Centre, Toronto. The Board of Directors will be meeting on 2002 February 15 and 16 at the Sheraton Centre inToronto. An update regarding both events is to be provided at a subsequent meeting. b.STUDENT TRUSTEE UPDATE Marlon Rhoden,Student Trustee,advised that he has met with the Canadian Cancer Society (CCS) for discussion regarding his role as liaison between the Board's student body and the Society. ^^2002 January 22...30 14.COMMUNICATIONS,cont'd b.STUDENT TRUSTEE UPDATE,cont'd Trustee Rhoden, advised that he along with other members of the OntarioStudent Trustees' Association (OSTA)v/iii be visiting schools speaking to students regarding their concerns contained in OSTA'sreporttothe Minister of Education,entitled,Investing in Education,Investing in Ontario's Future. Trustee Rhoden advised that a Student Trustee election committee has been established and requested that Trustees provide himwithspecific Issues for discussion. 0.The following resolution was adopted on motion of D.Stewart and S.Peters: And resolved that a letter of support for the Ontario Student Trustees'Association report entitled, "Investingin Education, InvestinginOntario's Future" be forwarded to the Minister of Education itemizing how the Thames ValleyDistrict School Board is affected by the three sections -Classroom Resources,Special Education and Transportation budgets. 15.NOTICE OF MOTIONS -none 16.GOOD NEWS ITEMS a.Trustee Roberts displayed a copy of this year's National poster for Project Love that features Grade 2 students at Wilfrid Jury Public School,London.Project Love is coordinated by Robin N Richardson,Learning Coordinator and is in its eighth year of implementation. I ; 17.ADJOURNMENT -the meeting adjourned at 9:40 p.m.,on motion of L.Stevenson andP.Sattler. CONFIRMED: Chairperson t 2002 January 22...31 SUMMARY OF RECOMMENDATIONS OF 2002 JANUARY 22 BOARD MEETING Whereas pursuant to section 15(1)of the Ontario Municipal Employees retirement System (OMERS)Act R.S.0.1990,Chapter 0.29 and regulation 890 as amended,a local board may by resolution participate In OMERS on behalf ofits employees and pay to the Fund the total of the employer and member contributions, and has all the powers necessary and Incidental thereto: Now,therefore,the Thames Valley District School Board (the Employer)enacts as follows: (Election)1. (Membership 2. Guarantee) (Continuous Full- 3. Time Employees) (Contributions) 4. (Agent) (Other Than Continuous Full- Time Employees) The Employer hereby elects to participate in OMERS in respect of its employees as of the first day of January 1998 and authorizes the Chair to submit forthwith a certified copy of this resolution to the President of the Ontario Municipal Employees Retirement Board. Every employee of the Employer who on 1997 December 31 was employed by the: 179501-Elgin County Board of Education 371501 -Middlesex County Board of Education 431001 - Oxford County Board of Education 324001 -Board of Education for the City of London and who was or was entitled to become a member of OMERS on 1997 December 31 shall continue such membership or membership entitlement from 1998 January 01,while employed by the Employer.All terms and conditions as outlined In the four former Boards'resolution for Participation in OMERS shall remain in effect until August 31,2000. Every person who becomes an employee of the Employer on or after the effective date,if such person Is employed on a continuous full-time basis,shall,as a condition of employment,become a member of OMERS, or if such person is already a member,resume contributions to OMERS on the date so employed. The Executive Superintendent and Treasurer of the Employer Is hereby authorized to deduct from the earnings of each employee who Isa member of OMERS,the contribution required to be made by the member,and to remit such contributions together with the amounts required under the OMERS Actto be paid bythe Employer to the Ontario Municipal Employees Retirement Fund. The Manager,Payroll Services (the Agent)is hereby authorized to execute all necessary documents and to do all such things as are necessary to carry out the intent of this resolution,in accordance with section 6 of the OMERS Regulation. Effective on or after September 1,2000,every person who becomes an employee of the Employer,if such person is employed on a permanent part- time basis,shall,as a condition of employment iDecome a member of OMERS. 2002 January 22...Z2 SUMMARY OF RECOMMENDATIONS OF 2002 JANUARY 22 -cont'd • That the following process be approved for the development of the communication documents: develop an initial factual communique to include budget information as to how funds are spent; a descriptionof pressure areas; fundsrequiredtomaintainthe status quoand identifying the anticipated shortfall;areas of concern to trustees;a chart outliningthe MOEfunding lines,figures to maintainthe current level of service;revenue assumptions;services that have previously been eliminated;2-4 discussion questions;and the date,time and locations of the public meetings; a list of guidelines be developed and approved by the Board; communiques be distributed to parents through students,and to libraries and school councils; public meetings be held in London,Woodstock,Strathroy and St.Thomas; a second communique be prepared and include the actual funding figures once the draft budget is prepared. •That the following budget time lines be approved: Activity Time lines Budget guidelines presented to Board 2002 January 22,in-camera Budget projection prepared To be determined First communique presented to Board for input February 5 First communique distributed to public February 15 Regional public meetings held on the communication March 25 document Second communique prepared after the To be determined draft budget is completed Second set of regional meetings to present To be determined the draft budget •ThataletterofsupportfortheOntarioStudentTrustees'Association report entitled,"Investing inEducation, Investing In Ontario's Future" be forwarded to the Ministerof Education Itemizing how the Thames Valley District School Board is affected by the three sections -Classroom Resources,Special Education and Transportation budgets. •That the motions approved at the in-camera session related to a teacher resignation by mutual consent and 2002-03 Budget Projection Guidelines for developing a public communication document be approved.