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11/26/2002 - Regular Board Meetingf 'v.. THAMES VALLEY DISTRICT SCHOOL BOARD 1. 2. 3. 4. 5. 6. REGULAR BOARD MEETING,PUBLIC SESSION 2002 NOVEMBER 26,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA CALL TO ORDER O CANADA SPECIAL MUSICAL PRESENTATION Woodstock Collegiate Institute APPROVAL OF AGENDA OFFICIAL RECORD RECOGNITIONS a.CIBC Youth Vision Scholarship 7.CONFLICTS OF INTEREST 8.DIRECTOR'S ANNOUNCEMENTS 9.CONFIRMATION OF MINUTES a.Regular Board Meeting,2002 October 22 V-verbal M -material V V M M V V V M 10.REPORTS OF COMMITTEES a.Professional Development Committee,2002 October 24 M b.Special Education Advisory Committee,2002 November 05 M c.Committee of the Whole,2002 November 12 M d.Chairs'Committee,2002 November 20 M e.Committee of the Whole,In Camera,2002 November 26 V 11.REPORTS FROM THE ADMINISTRATION a.Departmental Updates b.2001-02 Final School Renewal c.2002-03 School Renewal Program M M M ( 12.MOTIONS -NOTICE OF WHICH HAS BEEN GIVEN -none 13.ADDITIONAL BUSINESS 14.COMMUNICATIONS a.MPP bianne Cunningham M b.Near North DSB M c.The Huron-Perth Catholic DSB M d.ETFO Thames Valley Local M e.Township of Malahide M f.Ontario Public School Boards'Association -Update V g.Student Trustee Update V 15.NOTICE OF MOTION -none 16.GOOD NEWS ITEMS -"Did you know..." 17.ADJOURNMENT THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING,PUBLIC SESSION 2002 NOVEMBER 26 The Board met in regularsession on2002 November 26inthe Board Room atthe Education Centre,meeting in Committee of the Whole, in camera,at 5:00 p.m. on motion of L.Stevenson and D.Anstead. TRUSTEES J.Bennett,Chair S.Deller J.Hunter D.Stewart D.Anstead S.Peters T.Roberts A.Cartier Regrets:T.Roberts,P.Schuyler ADMINISTRATION AND OTHERS B.Bryce K.Havelka P.Gryseels J.Empringham B.Greene D.Blair J.Thorpe B.Tucker M.Sereda S.Dawson G.Jazey - K.Bushell G.Hart P.Sattler P.Jaffe M.McTaggart C.Linsdell J.Neville C.Dennett S.Christie D.Bradford W.Scott 1./2.CALL TO ORDER 3.SPECIAL MUSICAL PRESENTATION The appreciation ofthe Board was extended to the Woodstock Collegiate Instituteand Central Public School,Music Theatre Chorus, and conductor Amanda McDonald for leading In the singing ofO Canada and performingmusical selections from the Anne of Green Gables production being held 2002 December 11 to 14. 4.APPROVAL OF AGENDA The agenda was approved on motion of L.Stevenson and S.Deller. 5.OFFICIAL RECORD The Executive Secretary read into the minutes the following recognitions: We regret to record the death of: Niegel Loehndorf,a 16 year-old student at .Glendale High School,Tillsonburg,on 2002 October 19;and,Basil Davison,a teacher at Thames Secondary School,London, on 2002 October 28. 6. 7. RECOGNITIONS CBIC Youth Vision Scholarship The congratulations of the Board was extended to Ijeoma Emesowum,a 16-year-old student at Arthur Voaden S.S.,St.Thomas,one of 30 students across Canada to receive the Canadian Imperial Bank of Commerce Youth Vision Scholarship.The award,valued at over $35,000,provides Ijeoma with $16,000 to cover four years of university tuition and up to $20,000 in summer work as an intern at the St.Thomas YMCA.. Ijeoma was recognized for her outstanding academic abilities,volunteering in the community and high personal aspirations. CONFLICTS OF INTEREST -Trustee Jaffe declared a conflict of interest as recorded in the in- camera meeting related to negotiations. 2002 November 26...2 8.DIRECTOR'S ANNOUNCEMENTS -None 9.CONFIRMATION OF MINUTES a. The minutes of the Regular Board Meeting of 2002 October 22 were adopted on motion of D. Anstead and L.Stevenson. 10.REPORT OF COMMITTEES a.REPORT OF THE PROFESSIONAL DEVELOPMENT COMMITTEE 2002 October 24 2:00 p.m. -3;30 p.m. MEMBERS ADMINISTRATION AND OTHERS Stewart Deller (Chair)S.Pullam Diana Anstead Art Cartier 1.10 out of 13 trustees used all or a portion of their PD funds to attend conferences and the like. Trustees took advantage of a variety of PD opportunities. All requests foradditionalfunds (afterApr.1)to assist theirfundingof conferences were granted. Surplus of PD funds amounted to $7122.00 The current 2002-2003 Budget is reduced to 60% of the total by Board Motion 2002-2003 PD Budget 19,760 With Reduction 11,856 Per Trustee (13)912 *Reminder -trustees should book/commit early for conferences The OPSBA June AGM will be in Niagara Falls,Ontario The CSBA July AGM will be in Winnipeg,Manitoba • 2.The recommendations from 2001 December 18 Board meeting related to trustee accounts was discussed. 3.The committee discussed the importance of trustees having the opportunityto meet ina casual setting as a group for PD purposes.Comments from other fellow trustees are invited. 4.The next meeting is scheduled for 2003 January,with a specific date yet to be determined. S.DELLER, Chairperson 2002 November 26...3 10.REPORT OF COMMITTEES,cont'd b.SPECIAL EDUCATION ADVISORY COMMITTEE Members 2002 November 05 12:12 p.m.3:30 p.m. J.Bennett,Trustee R.Hurwitz,Association for BrightChildren B.Duncan,(Ait)Thames Valley Children's A. Morse,Easter Seal Society Centre J. Ross, Epilepsy Support Centre . W.Dupuis,Ontario Association for Families P.Sattler.Trustee of Children with Communication Disorders D. Smith,(Alt)TVDAlliance of Home &School Councils C.Ekins,Learning Disabilities Association L.Stevenson,Trustee P.Gailin,AutismSociety J.Worthington,VOICE for Hearing-Impaired Children E.Hager,London Down Syndrome Association B.Hopkins,District School Council Administration and Others P. Cook, Principal -Elementary S. Lundrigan, Executive Secretary's Assistant J. Webb. Principal -Secondary ^G.Lyie,Secondary Developmental Class Teacher V.Corcoran, Learning Supervisor C.Murphy.Executive Superintendent of Program K.Heffernan,Learning-Coordinator Services C. Khan,Elementary Developmental Class J.Steele,(Alt)Learning Disabilities Association Teacher B.Tucker,Superintendent of Education Regrets:P. Gillis, L.Vince Absent:G.McGahey,J.Williamson 1.CHAIR'S OPENING REMARKS Vice-Chair L.Stevenson welcomed everyone to the meeting and noted that Chair P. Gillis sent her regrets.Linda informed the committee that the cost of lunch at the SEAC meeting is approximately $245.00.- 2.CONFLICTS OF INTEREST No conflicts of interest were declared. 3.CONFIRMATION OF AGENDA It was noted that item 5.3 Student Numbers by Exceptionality will be included under item 8.0.The agenda was confirmed as amended. 4.REPORT OF MEETING FROM 2002 OCTOBER 01 A.Morse noted that SEAC needs to sort out the communication process for letters.B.Tucker will check to see if the letter sent to the Board,addressed to Minister Witmer,was sent out Infuture, SEAC will be more specific when developing and distributing correspondence. It was noted that the report from 2002 October 01 should be signed by Vice-Chair Linda Stevenson. 5.BUSINESS ARISING 5.1 lEP Sub-Committee Report A.Morse distributed the Ad Hoc IEP Committee Meeting report of 2002 October 18. The following was moved by A.Morse and supported: That a section of the Special Education Plan be dedicated to the Individual Education Plan (lEP),and that development of a Parent Guide to the lEP be delayed untilthe section on the lEP has been drafted. 2002 November 26...4 10.REPORT OF COMMITTEES,cont'd b.SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd 5.BUSINESS ARISING -cont'd The report also detailed several suggestions regarding the development of the lEP section and noted that committee members were willing to assist In the process.V.Corcoran will take the lead responsibility on this initiative. The Ad Hoc lEP Committee Meeting reportof2002October 18 was accepted ona motion by A. Morse. 5.2 Program Reviews -Current and Proposed In her presentation,V.Corcoran detailed the status of program reviews currently occurring and discussed proposed reviews. The Administration provided information for clarification.' J. Worthington,C.Ekins and E. Hager requested a copy of the developmental portion of the presentation.V.Corcoran will email interested members copies ofthe table. Itisa fluid document with information constantly changing. J. Worthington requested a review of the Itinerant Hearing Program. 6.0THER BUSINESS 6.1 Developmental Class Report Card K.Heffernan, distributedcopies ofthe "Developmental Report Card Manual"and introducedtwo teachers;G.Lyie and C. Khan, who worked on the Development Report Card committee. This format is able to capture the wide range of student needs found in the developmental class program and provides consistency with the transitionto the secondary report card. Vice-Chair L.Stevensonextendedthe appreciation of SEAC to all ofthe people who worked on the committee:Kelly Austin,Teacher;Vicki Corcoran,Learning Supervisor; Greg Grondin, Learning Coordinator;Kyle Heffernan,Learning Coordinator;Corry Khan,Teacher;Gord Lyle, Teacher:Susan McDonald,Teacher; Barb McNeill,Teacher;Diarie Pugh, Teacher;Robin Richardson,Learning Coordinator;Vic Farrugia,Teacher; and Stewart Spence,information Technology. 6.2 Dates for SEAC 2002-2003 -Draft A table listing the dates and times for this year's SEAC meetings was discussed.R. Hurwitz suggested that in May orJune,SEAC consider a change ofday forSEACmeetingsforthe next year with theobject being toapprovethe report before it .is sent tothe Board.B.Tucker will bring this issue forward as an agenda Item In the spring. The list ofSEAC dates and times was supported on a motion by J.Bennett. 7.UPDATES B.Tucker noted that Learning Supervisor Brenda Martin is on a medical leave untilat least the end of December. Gwen Orr will be the Acting Learning Supervisor,Mike Vita will have responsibility forthe hearingprogram portfolio,Steve Campbell will be handling inquiries on the vision program and Dave Hilderley will be handling any ISA issues. Arequesttohavean updated listofstaff responsibilitieswas supported.(ATTACHED) •TVDSB currently has 373 vaulted files,although the portability process is notyet completed .Twenty-three files were approved in cycle 1,330 files In cycle 2, and 1174 files in cycle 3. An additional 315 files havebeen submitted for cycle 4. We presently receive funding for 1292 files. C.Murphy noted that,from a provincial perspective,the average number ofsubmissions has increased by approximately 25-30 percent. Based on currently approved orsubmitted files, TVDSB numbers have increased by 60 - 65 per cent. A 2002 November 26...5 10.REPORT OF COMMITTEES,cont'd i 0. b.SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd • 7.UPDATES -cont'd L.Stevenson offered a v\/ord of thanks on behalf of SEAC to all program staff who have worked on the ISA process. It was suggested that Associations approach MPPs to discuss the inadequacy of the ISA funding. 8.FUTURE AGENDA ITEMS Extra SEAC Meeting -November 19,2002 -5:00 -7:00 p.m. -Dundas Room,Education Centre B.Tucker and V.Corcoran distributed red folders that included the following materials:a chart developed following the additional SEAC meeting on 2002 April 17;Special Education Portfolio - Issues for Consideration;TVDSB Special Education Programs and Services (presented at SEAC 2002 September);Special Learning Classes 2002-2003;Students on lEPs (based on statistics from the 2001-2002 school year);Comparison of School Boards 2001-2002;and 2002-2003 Preliminary Budget Review Sheets. V.Corcoran indicated that the material presented would provide background information for members and could be used as a starting point for the discussions taking place at the November 19th additional meeting of SEAC.Feedback was requested from SEAC regarding the focus and process of the meeting. It was moved by J.Bennett and supported that the meeting continue until 3:30 p.m. The committee discussed various elements of the development process for the Special Education Plan.The following points regarding the proposed content and format for the November 19 were raised. •Look at two subsections 9.3 and 9.4 • Talk philosophically,as Associations,about what is best for our students Bring your global perspective The focus question for the 19th could be,"Is there a comprehensive program/services package for each of the various exceptionalities for the duration of a child's school life?" 9.ASSOCIATION UPDATES Easter Seal Society TVDSB District School Council (handout distributed) 10.CORRESPONDENCE None 11.FORUM None 12.ADJOURNMENT The meeting adjourned at 3:30 p.m. on a motion by D.Smith. L.STEVENSON, Vice-Chairperson 2002 November 26...6 10.'REPORT OF COMMITTEES,cont'd 10.b.SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd RECOMMENDATION: 1.That a section of the Special Education Pian be dedicated to the Individual Education Plan (lEP),and that development ofa Parent Guide to the lEP be delayed until the section on the lEP has been drafted. The recommendation was adopted on motion of L.Stevenson and D.Stewart and carried. c.REPORT OF THE COMMITTEE OF THE WHOLE 2002 November 12 7:20 p.m.-9:20 p.m. MEMBERS PRESENT ADMINISTRATION AND OTHERS J.Bennett,Chair G.Hart D.Stewart P.Sattler A.Gartier S.Deller P.Jaffe S.Peters L.Stevenson T.Roberts P.Schuyler D.Anstead J.Hunter B.Bryce B.Greene P.Gryseels C.Murphy J.Thorpe M.Sereda K.Havelka K.Wilkinson L.Hutchinson K.Dalton J.Empringham B.Tucker D.Blair J.Roth S.Christie W.Scott K.Bushel! Regrets:M.McTaggart 1. APPROVALOF AGENDA - The agenda was approved on motion of T.Roberts. 2.CONFLICTS OF INTEREST - No conflicts of interest were declared. 3.DIRECTOR'S ANNOUNCEMENTS Director of Education Bill Bryce recognized Student Trustee Maggie McTaggart for her commitment to the UnitedWay campaign and outstanding efforts at Lucas S.S., that resulted in an increased student contribution over lastyearof $4,000.He also advised thatthe United Way Stair Climbing event held on November 07atOne London Place hosted over 1,000 high energy students climbing the572stairs.Mr.Brycedisplayedthe United Waytrophyawarded totheBoard in recognition and appreciation of its outstanding participation in the both the morning and afternoon stair climb events,which raised the highest corporate funds. He extended his congratulations to all the participants. Chairperson Bennett thanked all the members ofthestair climbing team for their efforts in support of the United Way. 4.MONTHLY FINANCIAL REPORTING B.Greene,Executive Superintendent,Business Services,advised that the Board's auditor's are presently working on the year-end reports.It is anticipatedthat actual budget projections will be slightly under projected figures. The Administration presentedthe Financial Statements for the month ending2002September30. The year-to-date activities are reflected in the reports and include a summary of revenues/expenditures byarea and type. The ApprovedBudgetfigures represented the 2002-03 Budget approved bythe Board.The Revised Budget figures facilitated financial activities during the year-partial allocations,increased revenues and budget transfers. The 2002 September 30 Revised Budget for supplies/services,furniture/equipment andstaffdevelopmentrepresented the allocation of 60% of the approved budget for 2002-03. The remaining 40% was included in Corporate and Treasury services supplies/services. 2002 November 26...7 10.REPORT OF COMMITTEES,cont'd 0.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 4.MONTHLY FINANCIAL REPORTING -cont'd The Administration responded to questions for clarification. Executive Superintendent Catharine Murphy reported that funding in the amount of $55,000 towards the purchase of French Immersion and French First Language textbooks was received from the Ministry.She.advised that the resources for the Early Years initiatives are in good shape,whilethe FormativeYears materials are not yet published and the secondary panel has mostresources in thecore subject areas.Following a discussion regarding thepresentstatusof curriculum resources (textbooks),the Administration was requested toprepare a statisticalreport of the actual number of textbooks available and the projected requirements. Clarification was requested regarding the shortage of student desks at Saunders S.S.,at the beginning ofthe 2002-03school year. Supt. Karen Dalton advised that a 2-3week delay bythe supplier resulted in a decision to provide additional chairs to allow students to share desks.Ms Dalton reported that the new desks have now been delivered to the classroom. Peter Gryseels,Executive Superintendent,Operations,advised that school-based funds have not been increasing substantially and that withthe escalating costs of photocopying,textbooks and furniture replacement,schools are relyingmore and more on fundraising initiativesto meet these demands. 5.REPORT OF THE NATIVE ADVISORY COMMITTEE 2002 October 08 3:15 p.m.-4:28 p.m. Members P.Schuyler,Trustee L.Doxtator,OKT D.Charles,OKT G.McGahey,Chippewas of the Thames C.Dolson,Munsee-Delaware T.Smith,Chippewas of the Thames Administration and Others J.Antone,Native Counsellor "M. Moniz, Vice .Principal,Thames J.Fitzsimmons,Principal,Westminster C. Murphy, Exec.Supt.Program Services Central T.Sillaby-Ramsey,Native Counsellor E.Good,Learning Coordinator D. Susi, Principal, M. B.McEachren C.Graves,Learning Supervisor J.Upsdell,Principal,Beal S.S. V.Hopkins,Native Counsellor S.Lundrigan,Recording Secretary Trustee Visitor:L.Stevenson Regrets:P.Jaffe Absent:A.Cartier 1.APPROVAL OF AGENDA The agenda was confirmed with the addition of a report from the Ad Hoc Subcommittee Looking at the Student Survey as item #7.1. 2.CONFLICTS OF INTEREST No conflicts of interest were declared. 2002 November 26...8 10.REPORT OF COMWIITTEES,cont'd c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 5.REPORT OF THE NATIVE ADVISORY COMMITTEE -cont'd 3.WELCOME AND INTRODUCTIONS P.Schuyler,Chairperson, welcomed everyone to the meeting and all present introduced themselves. 4.CONFIRMATION OF VOTING MEMBERS Trustees:P.Schuyler,L.Stevenson O. K. T.Representatives:D.Charles,L.Doxtator Chippewas of the Thames:G.McGahey,T. Smith Munsee-Delaware Nation:C.Dolson 5.REPORT OF MEETING -2002 September 10 Business Arising from the Minutes The Committee discussed ways in which to gather information on native students from provincial test results that would protect the students'privacy. In EQAO's response letter to P.Schuyler dealing with this issue,it was noted that there was no way EQAO could flag native student submissions and directed the Board to look at the ministry approved software "Fathom".C.Gravesstated thatthe "Fathom"software isnotyet available in all schools, itis not compatible with Board software and the time to compile a separate database for "Fathom"is enormous. J. Fitzsimmonsstated that ifgiven sufficient lead time,elementary school principals could probably pull together some information as the provincial testing results come in. J. Upsdell suggested that at the secondary level it should be left with the native counsellors to decide on the best strategy to gather this information.Committee members suggested breaking down the numbers by male/female and by band if possible.It was noted that the EQAO directive is specific;in youranalysis ofthe data, youcannot disclose the identity ofthe student. With respect to a request made at the September meeting, C.Murphy will follow up with Saunders'administration to remind themofthe Native Advisory Committeemeetingschedule. 6.MANDATE OF THE NATIVE ADVISORY COMMITTEE The mandate of the Native Advisory Committee has been requested by Executive Secretary S.Christie.C.Graves distributed a handout that outlined a draft mandate for use as a starting point for discussion.The Committee suggested changes to the draft.Charmaine will revise the mandate and email itto members for their approval. 7.SUGGESTIONS FOR PROFESSIONAL DEVELOPMENT 7.1 Ad Hoc Subcommittee Looking at the Native Student Survey G.McGahey provided a handout and overhead presentation detailing discussions that have taken place withthe AdHoc Subcommittee Looking intoa Native Student Survey.Additional areas to be covered on the survey were suggested.Another subcommittee meeting is scheduled for laterthis monthwhere the feedback fromthe Committee can be incorporated. Steve Killip and Rob Guthrie of Assessment Services will be consulted during the nextphase of survey development. 8.PRINCIPALS'UPDATES Thames S.S. Vice Principal M.Moniz reported that several Native students will be recognized at an awards ceremony for non-graduating students .The first School Council meeting was held last week 2002 November 26...9 10.REPORT OF COMMITTEES,cont'd c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 5.REPORT OF THE NATIVE ADVISORY COMMITTEE -cont'd 8.PRINCIPALS'UPDATES -cont'd and was well attended."Take Your Kids to Work"day for grade nine students will be held on November 6 and any placements on the reserves are welcome,information will be sent out' next week. Westminister Central P.8. Grade 4 to 6 students will be participating ina "Race Against Drugs"event held at Chippewa. The school is completing their grades 1 to 3 reading tests and students in grades 2 to 8 are involved with a "Reading Power"initiative.The soccer and cross country teams are well underway.Many of the First Nations'students are participating in extra-curricular activities. M.B.McEachren P.S. 'All 24 students entered artwork in the Oneida Fair and won prizes.The Oneida students are actively involved in school life at McEachren. One of the grade 7 boys is running in the regional Cross Country Meet along with the other 53 members of the team.Three of the Oneida boys are members of the Boys'Volleyball team.There was such a great interest in Girls'Volleyball this year that McEachren has two teams.One team will play inthe regular interschool league and the other will play in tournaments.Eight Oneida girls are members of the two teams. Beal S.S. Progress reports will be available on October 21 with parent-teacher interviews scheduled for October 29. The Grade 10 Provincial Literacy Test will be held on October 23 and 24 during the- mornings.Students are receiving twice weekly prep sessions and lessons to help familiarize them with the testing.Mid-term evaluations will be held from November 4-7.Beal administration will be meeting with Native staff and counsellors regarding the testing.The Native Students'Association is beginning to organize their fall ceremony and will be having their own assembly.There is a possibility that Beal,Thames and Saunders will organize a bus for students toattendthe Aboriginal Day at the Skydome.T.Sillaby-Ramsey has hada number of calls from colleges and universities interested in showing Native students the programs and services they have to offer. Saunders S.S. J.Antone reported that Mohawk College was invited to speak to 22 senior students,most of whom will graduate in June.Representatives from U.W.O.will be coming next Tuesday to speak to the students.Plans to go to the Skydome is still at the discussion stage.A fellow Native Counsellor from Ridgetown has extended an invitation to attend to a Career Fair. Sixty-three colleges and universities will be there.. G.McGahey noted that she was very happy to add a later bus run to transport the many Chippewa students who are on school teams. L.Stevenson thanked E. Good for all of the work she has done in helping to organize the subcommittee. 9.ADJOURNMENT The meeting was adjourned at 4:28 p.m.on a motion by D.Charles. Next Committee Meeting Date: Tuesday,2002 November 12 3:00 p.m. Elgin Room P.SCHUYLER, Chairperson RECOMMENDATIONS:None 2002 November 26...10 10.REPORT OF COMWIITTEES,cont'd 10.c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 6.REPORT OF THE BYLAW REVIEW COMMITTEE 2002 October 18 1:10 p.m.-3:07 p.m. MEMBERS ADMINISTRATION AND OTHERS T.Roberts (Chair) J.Hunter B. Bryce D.Anstead J.Bennett S.Christie Regrets:P.Jaffe Absent:D.Stewart 1.APPROVAL OF AGENDA -The agenda was approved on motion of D.Anstead. 2.CONFLICTS OF INTEREST-none declared 3.FURTHER REVISIONS FOR CONSIDERATION Additionalbylawrevisions were considered.The following motion was moved by D.Anstead and carried: That the following additional revisions to the Bylaws be referred to the Board at the November 26,2002,meeting for approval. 10.0 Information Committee of the Whole Process to appoint Chair of the Information Committee of the Whole in the absence of the information Committee of the Whole Chair and Vice-Chair 10.4 In the event of illness or unforseen circumstances by the Chair of the Information Committee of the Whole,the committee shouid be chaired in the order of the Vice Chair, Chair ofthe Board or selection ofa chair pro tempore,ifa quorum still exists. 11.0 Board Standing and Ad Hoc Committees The following revisions were considered for referral to the Board at the November 26,2002 meeting. Role of trustees on Administrative committees 11.0 NOTE in block as first item Trustees named to participate on an Administrative committee shall be responsible to reporting to the Board as appropriate. Only trustees appointed to Administrative committees may attend and participate in such meetings. Process to appoint a standing committee chair 11.3 Committee Chairs shall request a committee member to act as chair in their absence and shall advise the Executive Secretary of the Board of this action prior to the meeting. Absence of trustees from 3 meetings 11.5 On the sequential absence fromthree meetings ofa Standing or Adhoc committee, the Member shall be withdrawn from that committee. Action of a committee in the absence of a quorum 2002 November 26...11 10.REPORT OF COMMITTEES,cont'd c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 6.REPORT OF THE BYLAW REVIEW COMMITTEE -cont'd 3.FURTHER REVISIONS FOR CONSIDERATION,cont'd 11.7 Standingand Ad hoc committees must maintain a quorumto record an official meeting. In the absence ofa quorum, an informal discussion may take place with no action to be taken. After30 minutes, the discussion will be terminated. The Chairs ofStanding orAd hoc committees shall be responsible for calling each member of the comrnittee to confirm their attendance. 11.9 The role ofthe Chair of the Board as ex officio of all standing committees The Chairofthe Boardshallbe considered an ex officio member of all Standingand Ad hoc committees of the Board. The Chair, when In attendance at such meetings, shall have all privileges of a committee member and shall be counted as a member when determining the status of a quorum.The absence of the Chair shall not be counted in establishing a quorum at that meeting. 12.2 The make-up of Chairs'Committee,if the Chair of the Board is re-elected In the event the Chair of the.Board is re-elected,the Chairs'Committee shall be comprised of the Chair,the immediate Past Chair,the Vice-Chair and the Chair of the Information Committee of the Whole. Should the immediate Past Chair relinquish this position,the moM recent Past Chair will assume the seat.Failing that, a Memberat large will be invited to sit on the Chairs'Committee for that year. 12.5.2.8 Review standing committee mandates as appropriate The following,motion was moved by J.Hunter and carried: That the approved Standing Committee mandates be included in the Trustee Handbook. Teleconferencing -It was agreed that the provisions for teleconferencing Board meetings would be referred to the Policy Working Committee for review. Voting by Proxy -Following a lengthy discussion, itwas agreed that provisionfor voting by proxy would not be recommended for Inclusion in the Bylaws. 11.TRUSTEE IN-SERVICE SESSION It was agreed that the trustee in-service session related to the revised Board Bylaws will be rescheduled to 2003 January 21,from 4:00 p.m. to 6:00 p.m. 12.ADJOURNMENT-3:07 p.m. RECOMMENDATIONS: 1.That the approved Standing Committee mandates be included In the Trustee Handbook. 2. That the following revisions to the Bylaws be referred to the Board at the November 26 meeting for approval; 10.4 In the event of illness or unforseen circumstances by the Chair of the Information Committee of the Whole,the committee should be chaired in the order of the Vice Chair, Chair of the Board or selection of a chair pro tempore,if a quorum still exists. 2002 November 26...12 10.REPORT OF COMMITTEES,cont'd c.REPORT OF THE COMMITTEE OF THE WHOLE 6.REPORT OF THE BYLAW REVIEW COMMITTEE -cont'd RECOMMENDATIONS,cont'd: 11.0 NOTE in block as first item Trustees named to participate on an Administrative committee shall be responsible to reporting to the Board as appropriate.Only trustees appointed to Administrative committees may attend and participate in such meetings. 11.3 Committee Chairs shall request a committee member to act as chair in their absence and shall advise the Executive Secretary of the Board of this action prior to the meeting. 11.5 On the sequential absence from three meetings of a Standing or Ad hoc committee,the Member shall be withdrawn from that committee. 11.7 Standing and.Ad hoc committees must maintain a quorum to record an official meeting. In the absence of a quorum,an informal discussion may take place with no action to be taken.After30 minutes, the discussion will be terminated.The Chairs of Standing or Ad hoc committees shall be responsible for calling each member of the committee to confirm their attendance. 11.9 The Chair of the Board shall be considered an ex officio member ofall Standing and Ad hoc committees of the Board. The Chair, when In attendance at such meetings,shall have all privileges of a committee member and shall be counted as a member when determining the status of a quorum.The absence of the Chair shall not be counted in establishing a quorum at that meeting. 12.2 In the event the Chair of the Board is re-elected,the Chairs'Committee shall be comprised of the Chair,the immediate Past Chair,the Vice-Chair and the Chair of the Information Committee of the Whole. Should the immediate Past Chair relinquish this position,the most recent Past Chair will assume the seat.Failing that, a Memberat large will be invited to sit on the Chairs'Committee for that year. 12.5.2.8 Review standing committee mandates as appropriate' T.ROBERTS, Chairperson Recommendation 1 was moved by Trustee Roberts and carried. Recommendation 2: 10.4 - In the event of illness or unforseen circumstances by the Chair of the Information Committee of the Whole,the committee should be chaired in the order of the Vice Chair,Chair of the Board or selection of a chair pro tempore,if a quorum still exists. The following amendment was moved by Trustee Jaffe and carried: That the words "Information Committee of the Whole"Vice Chair be included. The amended recommendation to read: In the event of illness or unforseen circumstances by the Chair of the Information Committee of the Whole,this committee should be chaired in the order of the Information Committee of the Whole Vice-Chair,Chair of the Board or selection of a chair pro tempore,ifa quorum still exists. 2002 November 26...13 10.REPORT OF COMMITTEES c.REPORT OF THE COMMITTEE OF THE WHOLE 6.REPORT OF THE BYLAW REVIEW COMMITTEE -cont'd RECOMMENDATIONS,cont'd: 11.0 - NOTE in block as first item Trustees named to participate on an Administrative committee shall be responsible to reporting to the Board as appropriate.Only trustees appointed to Administrative committees may attend and participate in such meetings. Concern was expressed that onlythe trustees appointedto Administrative Committeesmay attend the meetings.The Director explained that trustee representation on Administrative Committees is by invitation and that the Chairs' Committee recommends the trustee(s)to participate onsuch committees.Headvisedthatthe limited committee structureisnecessary to ensure that meetings are kept to a manageable size. The following recommendation was moved by D.Anstead and carried: That Recommendation 11.0 be deleted. 11.3 was moved by T.Roberts and carried. 11.5 On the sequential absence from three meetings of a Standing or Ad hoc committee,the Member shall be withdrawn from that committee. The following amendment was moved by P.Jaffe and carried: That the wording be amended to "On the absence from three sequential meetings"..., and "without approval of the Board" The amended recommendation to read: On the absence from three sequential meetings of a Standing or Ad hoc committee,without the approval of the Board,the Member shall be withdrawn from that committee. 11.7 Standing and Ad hoc committees rnust maintain a quorum to record an official meeting.In the absence of a quorum,an informal discussion may take place with no action to be taken.After 30 minutes,the discussion will be terminated.The Chairs of Standing or Ad hoc committees shall be responsible for calling each member of the committee to confirm their attendance. The following amendment was moved by D.Anstead and carried: That the sentence "After 30 minutes the discussion will be terminated"be deleted. The following amendment was moved by P.Sattler and defeated That the sentence "The Chairs of Standing or Ad hoc committees shall be responsible for calling each member of the committee to confirm their attendance"be deleted. The amended recommendation to read: Standing and Ad hoc committees must maintain a quorum to record an official meeting.Inthe absence of a quorum,an informal discussion may take place with no action to be taken.The Chairs of Standing or Ad hoc committees shall be responsible for calling each member of the committee to confirm their attendance. 2002 November 26...14 ^ 10.REPORT OF COMMITTEES C.REPORT OF THE COMMITTEE OF THE WHOLE 6.REPORT OF THE BYLAW REVIEW COMMITTEE -cont'd RECOMMENDATIONS,cont'd; Items 11.9,-12.2,12.5.2.8 were moved by T.Roberts and carried. 8.56 The request for a recorded vote shall require all members including the Chair to participate in the.vote. The following amendment was moved by Trustee Hart and carried: That the words "indicating yea,nay or abstention"be added. The amended recommendation to read: The request for a recorded vote shall require all members including the Chair to participate in the vote indicating a yea,nay or abstention. The following motion was moved by T.Roberts and carried: That the word "Standing"replace the word "Board"In the following Items: 11.1 The membership of Standing and Ad hoc Committees shall be the mandate of the Chairs' Committee.(See 12.4.2) 11.2 Chairs of Standing and Ad hoc Committees shall be elected by their respective memberships at the first meeting. Any Member may request election by secret ballot. 11.4 If any vacancy shall occur in a Standing or Ad hoc committee,the Board shall fill the vacancy at its next regular meeting. 11.6 In a meeting of a Standing or Ad hoc committee, a majority of the membership shall constitute a quorum. 11.8 Meetings ofStanding and Adhoc committees shall be open tothe publicexcept when the subject matter under consideration is covered by Section 207 (2) ofthe Education Act,or Its successors. 11.10 Action ofanyStandingor Ad hoc committeeshall notbe binding until formally approved by the Board,unless the Board gives the committee power to act with reference to a particular matter or matters.Inall cases,the committee shall make a writtenreport to the Board. 11.11 The Chair of the Board, Director of Education, and administrative officialsshall keep the Chair of each Standing and Ad hoc committee informed of matters within the terms of reference of the committee. 11.12 Any Member of the Board may attend meetings of a Standing or Ad hoc committee and mayparticipateinthe discussion, butonlyappointed Members ofthe committee mayvote and propose motions. 11.15 Standing and Ad hoc committees shall report to the Board through the Committee of the Whole unless otherwise specified in the mandate of the committee. 2002 November 26...15 10.REPORTS OF COMMITTEES,cont'd c.REPORT OF THE COMMITTEE OF THE WHOLE 6.REPORT OF THE BYLAW REVIEW COMMITTEE -cont'd RECOMMENDATIONS,cont'd: The following motion was moved by D.Anstead: That the wording,"There shall be no voting by proxy"be added as Item 8.5.8. Following discussion,the motion: "That the issue of voting by proxy be referred to the Bylaw Review Committee for consideration." was moved by Trustee Anstead and carried. Trustee Roberts reminded trustees ofthe By-lawin-service session planned for2003 January 21,from 4:00 p.m. to 6:00 p.m. in the London Room. He asked for their commitment to attend this important session. 7.REPORT OF THE POLICY WORKING COMMITTEE 2002 November 05 4:00 p.m. -5:27 p.m. MEMBERS ADMINISTRATION AND OTHERS D.Anstead (Chair)T.Roberts (4:10)B.Bryce J.Neville P.Jaffe P.Sattler S.Christie C.Graves S.Peters C.Murphy Trustee Visitor:L.Stevenson 1.APPROVAL OF AGENDA The agenda was approved as printed on motion of S.Peters. 2.CONFLICTS OF INTEREST-none declared 3.COMMITTEE REPORT OF 2002 OCTOBER 01 -provided for information and reference as required 4.INTRODUCTION OF DRAFT POLICY/PROCEDURE-none 5.CONSIDERATION OF POLICY/PROCEDURE FOLLOWING PUBLIC INPUT a.IP:Pesticide and Herbicide Use John Neville joined the meeting to describe the following input received from the public: -Board was requested to consider providing additional notification to the schools of between 5 to 7 days to allow sufficient time for school administrators to notify parents and students of the planned application of herbicides.This has been reflected in the procedure. -concern was raised over the risks to children when applying chemicals.Mr. Neville advised that the comments have been considered in the procedure and investigation is underway regarding organic method of grounds care.Section 2.1 was amended to include "Herbicides will not be applied... be eliminated or controlled by non-chemical or organic means;..." 2002 November 26...16 10.REPORTS OF COMMITTEES,cont'd c.REPORT OF THE COMMITTEE OF THE WHOLE 7.REPORT OF THE POLICY WORKING COMMITTEE -cont'd 5.CONSiDERATlON OF POLICY/PROCEDURE FOLLOWING PUBLIC INPUT,cont'd a. IP:Pesticide and Herbicide Use,cont'd -concern was raised about over spray from neighbouring properties and consideration of setback distances. It was agreed that an opening statement of philosophy regarding the effects of pesticide and herbicide use on human health will be included inthe document. Further wording amendments were suggested and considered. The amended document will be brought back to the.Policy Working Committee at its December 03 meeting for further consideration. b. IP:Recognitions:Students,Staff,System Director Bryceadvisedthattheone response received from the public regarding the Recognitions independent procedure concurred with the document. The following motion was moved by T.Roberts and carried: That the Recognitions:Students,Staff,System independent procedure be forwarded to the November 26 Board meeting for trustees'information. 6.DRAFT POLICY/PROCEDURE REQUIRING FURTHER CONSIDERATION a. IP: French as a Second Language - Extended French Grades 4-8, French Immersion, Grades 1-8 ExecutiveSuperintendent Cathy Murphy and Learning SupervisorCharmaine Graves joinedthe meeting todiscuss the draft independent procedure regarding French as a Second Language - Extended French Grades 4-8,French Immersion,Grades 1-8. The document addresses the need for consistent practice and harmonizes the procedures for declining enrolments and re-entry, and assists principals in hiring staff as it outlines teacher qualifications.Section 3ofthe document,following recommendations from the 2002-03 budget process,outlines proceduresfor entryto French Immersion (SK,Gradeone)were registration fails below 24 students. The following motion was moved by S.Peters and carried: That the draft French as a Second Language -Extended French Grades 4-8,French Immersion,Grades 1-8independent procedure be posted on the Board'sweb site for public input for a period of 30 days. 7.SUGGESTED POLICY/PROCEDURE REVISIONS -none 2002 November 26...17 10.REPORT OF COMMITTEES,cont'd c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 7.REPORT OF THE POLICY WORKING COMMITTEE -cont'd 8.OTHER BUSINESS a.Revised Operative Norms for the Policy Working Committee Director Bryce described amendments to the Operative Norms for the Committee v^/hich further clarify the procedure and responsibilities for routing draft and revised documents through the approvalprocess. Whereverpossible,the Executive Superintendentofthe originating department will attend to speak to the material. The revised document will be fonwarded to supervisory officers,managers and their assistants for information. b.Revisions to Web Page Adraft revision to the Policies/Procedures web page was discussed.The revised document will be forwarded tothe Board for information and will replacethe currentweb page. Acopyofthe revised web page Is attached for trustees'information. 9.ADJOURNMENT - The Committee adjourned at 5:27p.m.,on motion ofS. Peters. RECOMMENDATIONS:none Next Committee Meeting Date:2002 December 03 D.ANSTEAD, Chairperson 8.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE 2002 November 05 MEMBERS J.Hunter (Chair) J.Bennett. 8.Deller (7:10) D.Anstead T.Roberts L.Stevenson Regrets:S.Peters, Absent:P.Schuyler ADMINISTRATION AND OTHERS A.Cartier P.Sattler P.Jaffe M.McTaggart D.Stewart (7:10) G.Hart (8:20) B.Bryce P.Gryseels C.Murphy J.Thorpe M.Sereda G.Jazey K.Havelka J.Empringham K.Wilkinson D.Blair B.Tucker L Hutchinson K.Dalton - J.Roth C.Linsdeli J.Tiiley S.Christie D.Bradford C.Dennett W.Scott 1. APPROVAL OF AGENDA -Agendas items were renumbered.The agenda,as amended, was approved on motion J.Bennett. 2.CONFLICTS OF INTEREST -No conflicts of interest were declared. 2002 November 26...18 10.REPORTS OF COMMITTEES,cont'd c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 8.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd 3.OlSE/UT QUALITATIVE DATA RESEARCH:ATTAINMENT OF OUR VISION Bill Bryce, Director of Education, introduced Dr. Lynne Hannay, Midwestern Centre,OlSE/UT, and providedopeningremarks regardingthe qualitativedata research conducted by Dr.Hannay, Carol Telford and Connie Bray related to the Board's Attainment of Our Vision initiative. He advised that Dr.Hannay's analysis of the research findings confirms that the initiative is achieving significant success in its goal of facilitating system-wide school improvement while creating a common culture for the Board. Dr.Hannay presented an overview of the 2001-2002 qualitative data research on the implementationofthe Vision Initiative.The report has been presented to Supervisory Officers' Council and is to be presented to Principals and Managers on 2002 November 17. FINDINGS Dr.Hannaynotedthatthe increase in large-scale reform isclearly visible internationally and yet very little research has been conducted on the role of a school district in both promoting and facilitating reform efforts in schools.Consequently,there is little research available on the actions of school districts and the effects of these actions on the improvement efforts at the school level. In the second year of the study in the Thames Valley District School Board (TVDSB),research continues in order to address this deficit and to assist school personnel in improving student learning. She advised that there is no doubt that the changes and reforms being experienced are incredibly complex.In essence, there are two major change thrusts being experienced concurrently-the myriad of provincially-mandated reforms inundating schools such as prescriptive curricular expectationsand provincial testing;as well as District-level,provincially- mandated reforms emanating from the forced amalgamation ofschool boards,and changes to governance procedures and jurisdiction;Separately, buteven moreso collectively,thechange agenda is huge,complicated and complex. Dr.Hannay explained that change is often represented as a journey and the nature of this journeyhas changed in Ontario from those experienced in earlier decades,inpreviouschange efforts, the destination was not clearly defined,prescribed or assessed.Thus,individuals at a schoolorschool district level could re-interpret the path or the destination,ortheycouldoptout ofthe journey.In the current large-scale reform efforts,this is less possible because of clearly prescribed curricular destinations and EQAO testing and reporting.Not surprisingly,the very nature of understanding the change process has profoundly shifted in Ontario over the last several years. Change is always represented as a process not an event.As noted earlier in the literature review,the change process isoftenportrayedas athree stage process-initiation,implementation and institutionalization (Fullan,1991)TVDSB has gone through the initiation phrase and is deeper into the implementation phrase than it was in the 2000-2001 data collection. - In 2002 April,12 schools deemed as representative of the various families of schools within the board were visited.Through intense personal interviews with teachers,principals,focus groups, system personnel and vision facilitators,a glimpse intothe change process being experienced in TVDSB was captured. Butperhaps more importantly,the various elements, both impacting on and interacting inthe process,were understood.The data clearly documents that the role of the TVDSB was powerful because it was deliberate and intentional.This differs from other experiences cited in the research literature with the school district being a mere contextual variable (Watson, Fullan,&Kiicher,2000) and school districtefforts 'loosely coupled'(Weick, 1976)to schools. 2002 November 26...19 10.REPORTS OF COMMITTEES,cont'd c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 8.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd 3.OlSE/UT QUALITATIVE DATA RESEARCH:ATTAINMENT OF OUR VISION,cont'd FINDINGS,cont'd The deliberate actions documented meant that the District actions were more 'tightly-coupled' to schools while still respecting the contextual realities of individual schools.The focus on student learning/achievement, the TVDSB reform agenda,and-the Vision ofa Caring Learning Community provided the framework that allowed it to move forward with implementation. Additionally,the efforts of the District were coupled to the needs of individual schools through both foundation and process enablers operating to support the Implementation efforts of the District and the Ministry of Education's reform agenda.Allof these areas functioned within a developing learning organization. CONCEPTUAL OVERVIEW Capturing the dynamics of the change process is very difficultin a research -study due to the sheer number of nuances and the complexity involved. An attempt was made to display the dimensions and their interactions.Student learning and achievement was the core concern in the experiences documented. It was noted that participants had differing perceptions of the meaning of student learning and achievement.For some individuals,increasing student scores were paramount while others were more concerned with the wholechildand a broader definition of learning. Inmany ways, the Caring Learning Community Vision acted as a cocoon around the student-driven focus and yet there were tensions reported by the individuals interviewed.These tensions can be related to the perceptions of the interviewees that the school district was more concerned with the Learning component of the Vision and that learning was defined as improving test scores.This can be equated to the assumptions underlying Q1 (the external/control)perspective reported earlier in the literature review. In contrast,many teachers and principals interviewed were concerned about the "Caring" component of the Vision.They reported on the relationship between the cultural aspects of education in their schools and student learning.This was more reflective of the Q3 reform initiative perspective of internal/commitment. Surrounding the student.are both the Caring Learning Community Vision and the school district reform agenda interacting to support the change efforts inTVDSB. First, the Caring Learning Community Vision directed and guided participants as they travelled in the change journey. Similar to the data reported in 2001,the Vision provided a common language through which individualsindifferent parts ofthe organization could share a common meaning or understanding and also communicate with each other. Further,this common language and understanding allowed individuals to understand the change journey they were undertaking.The role performed by the Vision was even stronger in the 2002 data,but perhaps more subtle,as the Vision was perceived as the underpinning of other actions rather than being an action by itself.The framework was employed by teachers,principals and superintendents as they Identified the actions necessary to address the provincial reform agenda at the school and district levels.Additionally,the Vision was employed as a means to establish and support the creation of the new school district TVDSB.There was ample evidence in the data that the school district was well along the path to creating and sustaining the new organization with its own unique culture. The second influential driving force for school improvement was classified as the TVDSB school district reform agenda.The reform agenda emanated from the Ministry of Education (MOE) reform agenda.This Included the many curricular and policy changes that both individual schools and school districts were required to implement.The data suggests that the Board reform agenda focused on addressing provincial assessment and on literacy while incorporating a Thames Valley ambience. 2002 November 26...20 10.REPORTS OF COMMITTEES,cont'd 0.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 8.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd 3.OlSE/UT QUALITATIVE DATA RESEARCH:ATTAINMENTOF OUR VISION,cont'd CONCEPTUAL OVERVIEW,cont'd It was unlikely that focusing only on the student,the Vision, or school district reform agenda would generate change ais other actions were required.Understanding the many actions to facilitate school improvementand changes thatwere reported inthe interviewswas ofparticular interest.Action enablers were identifiedwhich contained two major sub-categories-foundation enablers and process enablers. Foundational enablers referto elements more related to organizational structures or expectations controlled by the Board or by the MOE reform agenda while process enablers were more representative of fine-tuned processes enacted at the school level in response tothe externally defined reform agendas.The foundational enablers includesupervisory officers'engagement, contextualadaptation, authentic school goals, data-driven change and school accountability. The process enablers include aligned resources,procedural adaptation, aligned professional development,team work and distributed leadership. The data suggests that the process enablers provided the energy to allow the Districtto drive the implementation of the external reform agenda.Resources were aligned with the reform focus and school needs,an emphasis on team work which led to higher levels ofcollaboration (Little 1990) at both the District and school level to ensure alignment,provision of aligned professional learning opportunities which increased professional dialogue, and distributing leadership to include students,teachers and school administrators.There was an indication in the data that the process enablers were becoming a renewable resource,something likea fuel cell,as the energy being created at the school level was feeding back into the system as continual and sustained professional learning. While reported as separate entitles, infact, the various action enablers interacted to create the dynamic change process documented. The student focus.Vision,school district reform agenda,and action enablers are embedded in a largercontext which is working tosupport school improvement.The additional layers include the District and school culture,learning community and firewall.Throughout this complex process,itwas clear that TVDSB effortswere deliberately intended to impact on allroles inthe system.As well,there was an overwhelming sense of the dellberateness of the Board's actions which lead to a strong sense of connectedness. The intent was to conceptually organize the experiences reported by the individual and focus group interviews so that others could capture a glimpse of the complex process being experienced in Thames Valley.Dr.Hannayadvised that,even so, a modelor figure can only symbolize reality andthat reality can vary bythe individual orschool context.Consequently, this model is more a mental representation than a set of instructions as to how to proceed with facilitating such complexchange.It does, however,further an understanding ofthe elements at work and perhaps more importantly,the interactions between the different elements. STUDENT LEARNING AS GORE In the data reported in 2001,concern with the students has been central.The focus on students remained the underlying concern in the 2002 data.Throughout the numerous 2002 interviews with teachers,principals and system personnel,individuals reported that their primary purpose was to improve student leaning and achievement.The focus on the student is central to all actions taken related to school improvementand reformimplementation. Principals echoed the concern with students as being the driving force for other actions. 2002 November 26...21 10.REPORTS OF COMMITTEES,cont'd c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 8.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd 3.OlSE/UT QUALITATIVE DATA RESEARCH:ATTAINMENT OF OUR VISION,cont'd STUDENT LEARNING AS A CORE,cont'd Dr.Hannay noted that teachers also placed the student as core to the implementation of both the Ministry and TVDSB reform agendas.For example,a teacher commented on how the District focus on literacyand numeracy was a directresult ofthe concern with student learning. Yetthere was,a sense that teachers were somewhat haunted bywhether the MOEreforms, inparticular, were focusing on learning for all students. She advised that student learning permeated most aspects of the experiences and concerns as reported in the 2002 interviews.While participants placed students at the core, the Caring Learning Community Vision and the District reform agenda provided a means to translate this concern from the esoterical tothe practicalrealm. TheVision providedthe philosophical mind-set for cKange whilethe reform agenda provided the concrete focus. The interaction between these two elements provided the basis for the dynamic change process documented in the research study. CONCLUSION Dr.Hannayreportedthatstrong evidenceexists thatthe actionstaken bythe Boardare providing the means tofacilitate system-wide school improvement.There was also strong evidence thatthe system is successfully navigating both of its change journeys:multitude of mandated school reforms and the creation of a new school district.One of the key actions was the dual concentration on the Vision and school district reform agenda with the student as central to all action.In turn,this intentional dual foci between school-based reforms and the Vision created a strong sense of connectedness. The sense of deliberativeness inthe actions of the Board was almost overwhelming inthe data. Itwas the constant and deliberate interactionsbetween all components represented that propelled school improvement.The research has attempted to represent the connectedness between the myriad of actions. As described earlier,participants reported that they perceived that the District defined school improvement as test scores.Such a definition is consistent with a focus on external/control.The quadrant,as noted-in the. literature review, is associated with a traditional approach to school effectiveness with an emphasis on large-scale testing.Additionally,this quadrant might be representative of provincial education policy. Yet the documented actions of the TVDSB were not representative of Q1 and might be more representative of Q2.Quadrant 2 does not recognize there is an external dimension while concurrently advocating a commitment approach to school improvement. Dr.Hannay noted that the commitment approach focuses on processes more attuned to change, internal capacity building,professional learning,and teacher empowerment.The actions of the TVDSB seem more congruent with commitment rather than a controlled school improvement approach because of the data pertaining to contextual adaptation,procedural adaptation, professional development,teamwork and distributed leadership. Chairperson Hunter extended appreciation to Dr.Hannay for the informative research presentation. 2002 November 26...22 10.REPORTS OF COMMITTEES,cont'd c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 8.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd 4.MINISTRY OF EDUCATION -BOARD PROFILE Jane Roth.Finance Services Manager,and Joanne Tilley,Supervisor,Business Services, provided an overview of the financial data available on the Ministryof Education website.Ms. Tilley demonstrated the steps for accessing the various categories ofdata inthe Board profile. She advised that the Ministryof Education website contains significant financial information, which can be found at www.edu.Qov.on.ca The following data is available on the Ministry's website: -Elementary and Secondary Education Overview -Elementary and Secondary Schools -Other Learning Opportunities -School Boards -Curriculum and Policy -Work and Careers -Parental Involvement Included at this website are the DistrictSchool Board profiles with data provided under the following categories; -Quick Info -Schools -Directory -Statistics -Test Results -Financial The following financial data was provided for 2000-01 and 1999-00 actuals.The 1998-99 actuals are also available on the website: -Revenue Statement -Variance Report Summary Format In addition totheactualdata for thethree prior years, the Report on School Board Spending schedules include 2001-02 Estimates data for: -Grants and Property Taxes -Expenditures by Ministry Category (Classroom/Non Classroom) -Variance Report -Enrolment Data -Use of Reserve Funds Itwas noted that the data in the Board profile is at a very high level with no ability to access more detailed information.There is no ability for other boards to add anecdotal information, notes or messages.For example,there is no opportunity to explain the various reserve funds and purposes,restrictions and uses. Following the presentation J. Rothadvised that a more in-depth Variance Reportregarding the School Board Spending is to be presented at a subsequent meeting. A question-and- answer period followed. Trustee Jaffe suggested that a comparison report of classroom and administrative expendituresona province-wide,in-depth scale beprepared to assist Trustees in determining how the Board spends its money compared to other boards. 2002 November 26...23 10.REPORTS OF COMMITTEES,cont'd c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd 8.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd 5.DIRECTOR'S ANNOUNCEMENTS Director Bill Bryce advised that the results from the EQAO Grades 3 and 6 Testing,scheduled to be presented on November 05,have not been released.Itis anticipated that the Information will be available by 2003 January. He advised that,during the past week,concerns have been raised regarding student identification card fees.He reiterated that students have the right to use the school library without holding a student identification card. Executive Superintendent Gryseels advised that funds are available for students who do not have the financial means to procure a card.Students unable to purchase an identification card may contact their home room teacher,guidance counsellor or school administrator. Director Bryce updated trustees on the elementary work to rule sanctions. 9.REPORT OF THE COMMITTEE OF THE WHOLE,IN CAMERA MEMBERS PRESENT G. Hart (Chair) J.Bennett J.Hunter) S.Peters (5:55 D.Stewart (5:10)(- 9:20) P.Schuyler (-10:44) L.Stevenson D.Anstead T.Roberts S.Deller P.Sattler P.Jaffe A.Cartier 2002 November 12 ADMINISTRATION AND OTHERS B.Bryce P.Gryseels B.Greene J.Thorpe C.Murphy M.Sereda G.Jazey K.Havelka D.Blair W.Tucker J.Empringham K.Wilkinson L.Hutchinson K.Dalton S.Christie C.MacKenzie The Committee met in camera from 5:07 p.m. to 6:27 p.m.and from 9:30 p.m. to 10:58 p.m. 1.APPROVAL OF AGENDA The agenda was approved on motion of S. Deller. 2.CONFLICTS OF INTEREST -No conflicts of Interest were declared. 3.Confidential negotiation matters were discussed. 4.RISE AND REPORT A motion to rise and report was moved by J.Bennett and carried. RECOMMENDATIONS: 1.That approval be granted to enter intoa negotiated contract with e-College Academic Services to provide web development and hosting for the Thames Valley Virtual Academy; 2.That the motion approved at the in-camera session of 2002 November 12 related to negotiations be approved. G.HART, Chairperson 2002 November 26...24 10.REPORTS OF COMMITTEES,cont'd c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd The recommendations were moved by G. Hart,seconded by L.Stevenson and carried. Chairperson Bennett reminded trustees that the 2003 Committee Membership forms are to be completed and submittedtothe Executive Secretary's Office as soon as possible.She furtheradvised thata special SEAC meeting has beenscheduled for 2002 November 19 from 5:00 p.m.to7:00 p.m. .All trustees are welcome toattend to discuss proposed revisionstothe 2003 Special Education Plan. 10.ADJOURNMENT - The meeting adjourned at 9:20 p.m. on motion of J;Hunter. J.BENNETT, Chairperson The following electronicvotewas taken on 2002 November14and supported: Thatthe following trusteesbe appointed tothe Area Accommodation Study Committees approved at the October 22,2002 Board meeting: AREA Aldborough,Dunwich-Dutton West Elgin Senior Elliott Fairbairn,Maple Lane East Oxford,Sweaburg CHAIR D.Stewart G.Hart S.Deller TRUSTEE S.Peters L.Stevenson D.Anstead 2002 November 26...25 RECOMMENDATIONS FROM COMMITTEE OF THE WHOLE,2002 NOVEMBER 12 That the approved Standing Committee mandates be included in the Trustee Handbool<. That the following revisions to the Bylawsbe referred to the Board at the November 26 meeting for approval: 10.4 In the event of illness or unforseen circumstances by the Chair of the Information Committee of the Whole,this committee should be chaired in the order of Information Committee of the Whole Vice-Chair, Chair of the Board or selection of a chair pro tempore,ifa quorum still exists. 11.3 Committee Chairs shall request a committee member to act as chair in their absence and shall advise the Executive Secretary of the Board of this action priorto the meeting. 11.5 On the absence from three sequential meetings of a Standing or Ad hoc committee, without the approval of the Board,the Member shall be withdrawn from that committee. 11.7 Standing and Ad hoc committees must maintain a quorum to record an official meeting. In the absence of a quorum,an informal discussion may take place with no action to be taken. The Chairs of Standing orAdhoc committees shall be responsible forcalling each member of the committee to confirm their attendance. 11.9 The Chair of the Board shall be considered an ex officio member ofall Standing and Ad hoc committees of the Board.The Chair,when in attendance at such meetings,shall have all privileges of a committee member and shall be counted as a member when determining the status of a quorum.The absence of the Chair shall not be counted in establishing a quorum at that meeting. 12.2 In the event the Chair of the Board is re-elected,the Chairs'Committee shall be comprised of the Chair,the immediate Past Chair,the Vice-Chair and the Chair of the Information Committee of the Whole. Should the immediate Past Chair relinquish this position,the most recent Past Chair will assume the seat.Failing that,a Member at large will be invited to sit on the Chairs'Committee for that year. 12.5.2.8 Review standing committee mandates as appropriate. 8.5.6 The request for a recorded vote"shall require all members including the Chair to participate In the vote indicating yea,nay or abstention. That the word "Standing"replace the word "Board"in the following items: 11.1 The membership of Standing and Ad hoc Committees shall be the mandate of the Chairs'Committee.(See 12.4.2) 11.2 Chairs of Standing and Ad hoc Committees shall be elected by their respective memberships at the first meeting.Any Member may request election by secret ballot. 11.4 If any vacancy shall occur in a Standing or Ad hoc committee,the Board shall fill the vacancy at its next regular meeting. 11.6 In a meeting of a Standing or Ad hoc committee,a majority of the membership shall constitute a quorum. 11.8 Meetings of Standing and Ad hoc committees shall be open to the public except when the subject matter under consideration is covered by Section 207 (2)ofthe Education Act,or its successors. 2002 November 26...26 RECOMMENDATIONS FROM COMMITTEE OF THE WHOLE,2002 NOVEMBER 12,cont'd 11.10 Action ofany Standing or Ad hoc committee shall not be binding until formally approved by the Board,unless the Board gives the committee power to act with reference to a particular matterormatters.In all cases, the committee shallmakea written reporttothe Board. 11.11 The Chair ofthe Board,Director of Education,and administrative officials shall keepthe Chair of each Standing and Ad hoc committee informed of matters within the terms of reference of the committee. 11.12 Any Memberofthe Boardmayattend meetings ofa Standingor Ad hoc committeeand may participate in the discussion,but only appointed Members ofthe committee may vote and propose motions. 11.15 Standingand Ad hoc committeesshallreporttothe Boardthroughthe Committeeofthe Whole unless otherwise specified in the mandate of the committee. -That the issue of voting by proxy be referred to the Bylaw Review Committee for consideration. - Thatapprovalbe granted toenter into a negotiatedcontract with e-College AcademicServices to provide web development and hosting for the Thames Valley Virtual Academy; -Thatthe motion approved atthe in-camera session of2002 November 12 related to negotiations be approved. -That the following motion submitted by electronic vote on 2002 November 14be approved; That the following trustees be appointed to the Area Accommodation Study Committees approved at the 2002 October 22 Board meeting: AREA CHAIR TRUSTEE Aldborough,Dunwich-Dutton D.Stewart S.Peters West Elgin Senior Elliott Fairbairn,Maple Lane G. Hart L.Stevenson East Oxford,Sweaburg S.Deller D.Anstead ^The recommendations were adopted on motion of P. Jaffe and D.Anstead. 2002 November 26...27 10.REPORTS OF COMMITTEES,cont'd d.REPORT OF THE CHAIRS'COMMITTEE MEMBERS J.Bennett (Chair) G.Hart D.Stewart J.Hunter (-2:04) 2002 November 20 12:00-2:36 p.m. ADMINISTRATION AND OTHERS B.Bryce S.Christie 1.APPROVAL OF AGENDA OF NOVEMBER 26,2002 BOARD MEETING The in-camera and public agendas forthe 2002 November 26, Board meeting were discussed and approved. 2.CORRESPONDENCE The following correspondence of interest to trustees is available in the Trustee Conference Room: -Dr.Mordechai Rozahski, Education Equality Task Force; - MPP Steve Peters and Parent Jan Alien re Glencoe District High School. The following correspondence will be included in the November 26 Board agenda under "Communications": -MPP Dianne Cunningham re scholarships and the double cohort; -Eunice Sari,Near North DSB re the compulsory Grade 10 literacy test; -Mike Miller,Chair,The Huron-Perth Catholic DSB re the compulsory Grade 10literacytest; -ETFO Thames Valley Local re timing of potential recommendations from school accommodation study committees. -Tovyhship of Malahide re possible school closures.The Director will prepare a response. A letter to Gerri Gershon,President,OPSBA, from the Chair of the Peel DSB regarding a motion related to provincial bargaining was referred to the TVDSB OPSBA representatives. 3.REQUEST TO PRESENT TO BOARD The presentation material prepared by the London Coalition Against Pesticides was referred to the December 3 Policy Working Committee for consideration.The organization will be asked to present to the trustees at the 2003 January 07, Information Committee of the Whole meeting. 4.TRUSTEE INVOLVEMENT ON ADMINISTRATIVE COMMITTEES Trustee Terry Roberts attended to seek the Chairs'Committee input on trustees attending Administrative committees of which they are not a member.It was noted that administrative committees have representation from various groups and are developed to complete a specific task.Following discussion.It was agreed that attendance should be restricted to the trustee representative or the alternate assigned to the committee. it was agreed that this matter will be referred to the Bylaw Review Committee to consider recommending to the Board that the item be added to Section 11.0 (Standing and Ad Hoc Committees)of the revised Board bylaws as a boxed note.It was also agreed that Area Accommodation Study Committees will be identified as Ad hoc committees rather than Administrative. Trustee Roberts also sought input on Section 4.9 regarding the outgoing Chair of the Board presenting a valedictory address at the last Board meeting in November rather than at the first meeting in December as currently provided for in the Bylaws.The matter was referred to the • Bylaw Review Committee for consideration. 2002 November 26...28 10.REPORTS OF COMMITTEES,cont'd d.REPORT OF THE CHAIRS'COMMITTEE,cont'd 4.TRUSTEE INVOLVEMENT ON ADMINISTRATIVE COMMITTEES,cont'd He also discussed the issue of voting by proxy.It was agreed that this matter will be considered by the Bylaw Review Committee in accordance with provisions under Robert's Rules of Order. 5.CODE UPDATE DirectorBryce provided an update on the recent CODEmeeting.. 6.PROFESSIONAL LEARNING PROGRAM Mr.Bryce describedan article in a recentissueofthe ETFO newsletter regarding mandatory recertification. 7.OTHER BUSINESS a.Electronic Vote of 2002 November 14 It was noted thatthe electronic vote regarding appointment tothe Area Accommodation Study Committeeswas supported and will be referredtotheBoardforapprovalat the November 26, 2002 meeting. 8.FUTURE MEETINGS Meetingswere scheduled for2002 December 04at 3:30 p.m. and December 11,from 12:00 - 3:00 p.m.in the Governor Simcoe Room. 9.ADJOURNMENT-2:35 p.m. RECOMMENDATIONS:none J.BENNETT, Chairperson 11.REPORTS FROM THE ADMINISTRATION a.DEPARTMENTAL UPDATES Business Services -Executive Superintendent Greene reviewed data requirements to develop financial projections; •Mr.Greene met with Harrison Pensa to review utility purchase legal issues; -Updates were provided on Financial Services,Facility Services Projects and Maintenance,and Support Services:Printing Services and Transportation Services. Director's Services -Director of Education B.Bryce visited schools this month and met with staff,students, School Council,H & S,Parent's Assoc. and Student Councils;he also participated/attended the following events:United Way Stair Climb,Leadership Program System Staff Development, TVDSB 25 Year Recognition event,South S.S.Graduation Ceremony,Central S.s! Undergraduate Academic Awards Ceremony,Huron Park S.S.,Glendale and Glencoe High School's Commencement Exercises, Take Our Kids to Work Day,Investing in Children Roots of Empathy Conference, Reception Honouring Dr.Jaffe, Young Americans Performance Beal S.S.Education Centre Remembrance Day Service,andJuniorAchievement Board of Directors', Council ofPresidents,Regional Education Council,Council of Ontario Directors of Education, London Chief of Police, Publiclyfunded organization CEO in London-Middlesex area; -Staff Development Initiatives included:Leadership Courses,Attainment of Our Vision In-service and Vision Consultation Process,Vision Research; -Public Affairs &Community Relations update included:Electronic Publishing and Graphics, Communications,Thames valley Education Foundation and Take Our Kids to Work Day. 2002 November 26...29 11.REPORTS FROM THE ADMINISTRATION-cont'd a.DEPARTMENTAL UPDATES,cont'd Human Resource Services -2001-02 budget projections for employee benefits groups are being reconciled: -Priority Physiotherapy program recommendations being finalized; -Occasional Teachers and long terrh occasional teacher figures provided: -Statistical summary of hiring provided; - Visits to various Faculties of Education are planned; - D.Bradford,Public Affairs Officer,assumes liaison responsibility for School Councils,Home & Schools,and parents groups; -OPSBA Provincial Labour Relations Network meeting was held 2002 November 21; -TVARRIS launched with elementary teacher panel on 2002 November 04. Operation Services -2002 Nov. 21 School Administrators'session was postponed to 2003 March 04; -Attainment of the Vision activities cancelled due to strike sanctions by elementary teachers; -Update provided on the status of Elementary Area Accommodated Study Committees; -Collection of student data underway at schools; -New Administrator's next session to be held 2002 November 28; •Safe Schools Committee update provided; - EQAO assessment activities preparations are underway; -Research and Assessment initiatives include:EQAO Math Assessment and Inservice sessions for teachers,Partnerships for Excellence,classroom based group administered assessment. Neighbourhood Early Project,Trillium implementation and data utilization,violence prevention program review,school entry research project, staffing and enroimentstatistics,gifted screening, school-based assessments,school improvement initiatives,external research,data requests and ongoing data collection and analysis regarding system review projects; -Meetings are being held with Principals regarding Work to Rule Elementary Panel sanctions. Program Services -RFP issued for a consultant to analyze Information Technology Services. - First of five interactive Neighbourhood Eariy Learning Program sessions to enhance early learning and transition to schools began on 2002 November 05;the program links community early learning and parenting programs with transition to schools program maximizing eariy child development and readiness; -Partnerships for Excellence project continuing; -Roosevelt P.S.initiative Families and Schools Together Program was highlighted; - An update was provided on Investing in Children initiatives re: Kid's Count,Youth Drop Ins, Homework Clubs,and Roots of Empathy; - Mobile Young Parent Program to commence on 2003 January. b.2001-02 FINAL SCHOOL RENEWAL K. Bushell,Manager,Projects and Maintenance,Facility Services,presented a report outlining the projects completed under the 2001-02 School Renewal Program.A list was provided of the costing of the projects completed. The following sections were reviewed: Fire &Life Safety Upgrades,Program Enhancements,Health and Safety Allowance,Special Needs Alterations,Septic Systems and Municipal Services,Roof Restoration and Replacement,Boilerand Heating System Replacement,Heating, Fire Alarm Replacement, Ventilation and Air Conditioning Systems,Electrical Services and Equipment Replacement, School Renewal Program,Intercom and Security System Replacement,Window Replacement,Grounds and Asphalt Repair,Masonry and Concrete Restoration,Energy Management Allowance,Portable Classroom Replacement,Portable Repairs and Contingency Allowance. 2002 November 26...30 -^ 11.REPORTS FROM THE ADMINISTRATION -cont'd c.2002-03 SCHOOL RENEWAL PROGRAM B.Greene,Executive Superintendent,Business Services,introduced the 2002-03 School Renewal Program report. The Administration discussed the following proposed revisions to the annual School Renewal Program and requested the use of surplus funds in the Pupil Accommodation Reserve Fund generated from unused School Renewal Grantfromprevious years to restructure the Capitaldebt repayment and outstanding financial commitments on the annual School Renewal Grant. The School Renewal Grant is an annual grant received by the Board to make major repairs or replacements to building components inour schools.The grant may also be used for construction of New Pupil Places and Additions.The estimated School Renewal Grant listed in the 2002 June budget for 2002-03 was $9 493 783.The Board has also received an additional $468 619 in School Renewal Grant in2002 Julyto increase the 2002-03 School renewal grant to $9 962 402. In 2000 May,Trustees approved the maximum debt level for the Board at $31 696 009.These funds were used to construct the school additions.This fund was also to be used to construct the new Strathroy DistrictCollegiate Institute. The Board also approved an annual contribution of $2200000 from the School renewal Granttocover principal and interestpaymentsonthisdebt. Since the Boardhas received full funding forthe newSDCE from the Ministry,itis nowpossible to reduce the established debt level to $15 541 172.A further reduction of $1 500 000 is also possibleduetothefactthatthe$2200000annualdebtcharge from the school renewal program has been deposited in the Pupil Accommodation Reserve Fund for the last two years,but only interestpaymentshave been made todate.It is now possibleto use a portion ofthissurplus in the Pupil Accommodation reserve Fund to pay down the capital debt amount apd reduce .the \ annual repayment of the capital debt to $1 265 994 from the School Renewal Grant.Itwasnoted that all future New Pupil Places or school construction may be funded from the Enrolment Pressure Grant. The Board currently has 1,174 New Pupil Places unassigned. In 2001 April,the Board approved the Fire and Life Safety Upgrade to Woodstock Collegiate Institute for $4 400 000 and that 4 annual installments of $1 100 000 be taken from the School Renewal Granttopay for this renovation.Todate$2200000has been directed tothe repayment of this project with a current balance of $1 774 145.itis proposed thata portion ofthe surplus in the Pupil Accommodation Reserve Fund be used to pay offthe project. The yearly contribution to this project of$1 100 000 wouldbe returned to the School Renewal Program and be used on projects throughout the Board. With the above adjustments tothe capitaldebt and the W.C.I,repayment plan,the 2002-03 School Renewal Program canbe increased by$2502 625.These additional funds will allow for budget increasesneeded in mostareas ofthe program including Ventilation,Barrier FreeNeeds.Program Enhancements and Roofing. The current balance as of 2002 August 31 in the Pupil Accommodation Reserve Fund is $3 632 047 and with the above noted contributions,the fund would be reduced to $357 902. The following figures were presented: 2001-2002 School Renewal program $6 193 783 Additional Funding for 2002-2003 School renewal Program Elimination of the W.C.I,payment 1 100 000 Reduction of capital 934 006 Additional school Renewal grant Received 2002 July 468 619 Sub Total $2 502 625 2002-2003 SCHOOL RENEWAL PROGRAM TOTAL $8 696 408 2002 November 26...31 r\• 11.REPORTS FROM THE ADMINISTRATION,cont'd c.2002-03 SCHOOL RENEWAL PROGRAM -cont'd RECOMMENDATIONS: 1.That the following amounts be transferred from the Pupil Accommodation Reserve Fund. i)$1 774 145 for the remaining portion of the cost for Fire and Life Safety Upgrades completed at Woodstock Collegiate Institute in 2001. ii)$1 500 000 be paid as a lump sum payment toward the outstanding debt from previous capital building projects to reduce the debt level to $15 541 172 and reduce the annual contribution from the School Renewal Grant to $1 265 994 from $2 200 000. 2.That the 2002-03 School Renewal Program be approved at $8 691 123 which is an increase of $2 502 625 from 2001-02.This increase is possible due to the elimination of the WCI payment,the reduction of capital debt repayment and the additional School Renewal Grant received in 2002 July. 3.That the 2002-03 School Renewal Program be approved. The recommendations were adopted on motion of L.Stevenson and S.Peters. 12.MOTIONS -NOTICE OF WHICH HAS BEEN GIVEN -none 13.ADDITIONAL BUSINESS -none 14.COMMUNICATIONS a.MINISTRY OF TRAINING A letter was received from Diane Cunningham,Minister of Training,in response to Director Bryce's letter of 2002 September 16 regarding the Ministry's measures to address the double cohort issue. b.NEAR NORTH DISTRICT SCHOOL BOARD A copy of a letter was received from Eunice Saari,Chairperson,Near North District School Board, to the Minister of Education,regarding Grade 10 literacy testing for at-risk students. c.THE HURON-PERTH CATHOLIC DISTRICT SCHOOL BOARD A copy of a letter was received from Mike Miller,Chairperson,Huron Perth Catholic District School Board,to the Minister of Education,regarding the Grade 10 literacy testing for exceptional students. d.ETFO THAMES VALLEY LOCAL A letter was received from Kelli Gough,President,ETFO Thames Valley Local,expressing concerns with the impact on ETFO collective agreements with the Board's decision to delay school closures and reorganization. e.TOWNSHIP OF MALAHIDE A letter was received from R. Millard,Clerk,Township of Malahide,regarding a motion passed by the Malahide Township Council on 2002 October 17 regarding the possible closure of Springfield Public School. 2002 November 26...32 14.COMMUNICATIONS -cont'd f.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION (OPSBA) Trustee Hart advised that the OPSBA Board of Directors will be meeting on 2002 November 29 and 30 at the Sheraton Centre Hotel in Toronto.Mr.Hart referred Trustees to the articles contained in the 2002 November 25 (Vol 14, No.26)issue of Fast Reports.He noted that the results have been released on the study entitled,"Secondary School Reform: The Experiences and Interpretations of Teachers and Administrators in Six OntarioSecondary Schools. g.STUDENT TRUSTEE UPDATE Student Trustee Maggie McTaggart advised that this year secondary students set their United Way fundraising goal at $45,000. Maggiereported that activities including the One London Placestair climb,Red Featherfootball gameandmany individual school activities will probably bring the total significantly above the projected amount. Maggie advised that a Youth Issues Nightwas held at Dayspring United Church with several parents,grandparents and youth attending to discuss several significant topics (i.e. double cohort,student fees,gay/lesbian committee,United Way) Directorof Education B. Bryce advised that at the UnitedWay Cabinet meetings Student Trustee Maggie McTaggart has been highly recognized and praised for her leadership qualities during this year's campaign. 15.NOTICE OF MOTIONS -none 16.GOOD NEWS ITEMS The following good news items were offered by trustees: -Trustee Hunter recognized Ross Secondary School's community resourceprojectas an inspiring testimonyofitssupportservices.Trustee Hunterattended Medway Secondary School'stheatre Violence Prevention presentation and congratulated the students involved in this Initiative. - Trustee Hart advisedthathehadan opportunity toattenda model United Nations assembly held at the Woodstock District Community Centre on 2002 November 21 and 22. - TrusteeAnsteadadvisedthatshe attendedthe Aberdeen P.S. Remembrance Day serviceand wasimpressed with the children's attentive and respectful behaviour.TrusteeAnstead provided highlights ofthe SAVE Conferenceheldat Althouse Collegewhereseveral community agencies participating and every school with a Grade 7/8 component was inyited to send two or three students. -Trustee Deller applauded Ingersoll students for their participation in the annual Christmas parade.Congratulations was extended to the students and staff ofVictoryMemorialSchool for winning the best Christmas float contest. -Trustee Jaffe requested an update on the Toronto school board's announcement of a $90 Million cut to education spending that does not effect the classroom.Director Bryce advised that the Ministry's supervisor Mr.Christie released a revised budget that impliesmore spending in the classroom. However,itwas noted that the budget reductions are inrelationto mitigation dollars received by Metro at amalgamation;a consideration that was not allotted to the TVDSB. The meeting recessed and moved in-camera on motion of D.Anstead,seconded by J. Hunter at 9:40 p.m. it reconvened as the Thames Valley District School Board at 10:35 p.m.. I- 2002 November 26...33 10 e.REPORT OF THE COWIWIITTEE OF THE WHOLE • IN CAMERA MEMBERS PRESENT G. Hart (Chair) J.Bennett J.Hunter (5:20) S.Peters (5:40) D.Stewart D.Anstead L.Stevenson S.Deller (5:13) P.Sattler P.Jaffe A.Cartier 2002 November 26 ADMINISTRATION AND OTHERS B.Bryce B.Greene P.Gryseels J.Thorpe M.Sereda G.Jazey K.Havelka D.Blair W.Tucker K.Wilkinson J.Empringham S.Christie D.Bradford K.Bushel! J.Cuddie P.Martin C.Dennett Regrets:T.Roberts,P.Schuyler The Committee met in camera from 5:05 p.m. to 6:30 p.m. and from 9:53 p.m. to 10:45 p.m. 1.APPROVAL OF AGENDA The agenda was approved on motion of D.Stewart. 2.CONFLICTS OF INTEREST -No conflicts of interest were declared. 3.Confidential personal,property and negotiation matters were discussed. 4.RISE AND REPORT A motion to rise and report was moved by J. Hunter at 10:45 p.m.and carried. RECOMMENDATION: 1.That the motions approved at the in-camera session of2002 November 26 related to personal, property and negotiation matters be approved. G.HART, Chairperson 17.ADJOURNMENT The meeting adjourned at 10:46 p.m. on motion of P.Sattler and A.Cartier. CONFIRMED:a.^ Chairperson 2002 November 26...34 SUMMARY OF APPROVED RECOMMENDATIONS OF 2002 NOVEMBER 26 That a section ofthe Special Education Plan be dedicated to the Individual Education Plan (lEP), and that development of a Parent Guide to the lEP be delayed until the section on the lEP has been drafted. That the approved Standing Committee mandates be included in the Trustee Handbook. That the following revisions to the Bylawsbe referred to the Board at the November 26 meeting for approval: 10.4 In the event of illness or unforseen circumstances by the Chair of the Information Committee of the Whole,this committee should be chaired in the order of Information Committee of the Whole Vice-Chair,Chair of the Board or selection of a chair pro tempore,ifa quorum still exists. 11.3 Committee Chairs shall request a committee member to act as chair in their absence and shall advise the Executive Secretary of the Board of this action prior to the meeting. 11.5 On the absence from three sequential meetings of a Standing or Ad hoc committee, without the approval of the Board,the Member shall be withdrawn from that committee. 11.7 Standing and Ad hoc committees must maintain a quorumto record an official meeting. In the absence of a quorum,an informal discussion may take place with no action to be taken. The ChairsofStanding orAdhoccommittees shallbe responsible for calling each member of the committee to confirm their attendance. 11.9 The Chairofthe Boardshall be considered an ex officio member of all Standingand Ad hoc committees of the Board. The Chair, when in attendance at such meetings, shall have all privileges of a committee member and shall be counted as a member when determining the status of a quorum.The absence of the Chair shall not be counted in establishing a quorum at that meeting. 12.2 In the event the Chair of the Board is re-elected,the Chairs'Committee shall be comprised of the Chair,the immediate Past Chair,the Vice-Chair and the Chair of the Information Committee ofthe Whole. Should the immediate Past Chair relinquish this position,themostrecentPast Chairwill assume theseat.Failing that,a Member atlarge will be invitedto sit on the Chairs' Committee for that year. 12.5.2.8 Review standing committee mandates as appropriate." 8.5.6 The request for a recorded vote shall require all members including the Chair to participate in the vote indicating yea,nay or abstention. That the word"Standing"replace the word "Board"inthe following items: 11.1 The membership of Standing and Ad hoc Committees shall be the mandate of the Chairs' Committee.(See 12.4.2) 11.2 Chairs of Standing and Ad hoc Committees shall be elected by their respective memberships at the first meeting. Any Member may request election by secret ballot. 11.4 If any vacancy shall occur in a Standing or Ad hoc committee,the Board shall fill the vacancy at its next regular meeting. 2002 November 26...35 SUMMARY OF APPROVED RECOMMENDATIONS OF 2002 NOVEMBER 26 -cont'd 11;6 In a meeting ofa Standing or Ad hoc committee,a majority ofthe membership shall constitute a quorum. 11.8 IVleetings ofStanding and Ad hoc committees shall be open tothe public except when the subjectmatterunder consideration iscoveredby Section 207(2)ofthe Education Act,or its successors. 11.10 Action of any Standing or Ad hoc committee shall not be binding until formally approved by the Board,unless the Board gives the committee power to act with reference to a particular matter or matters.In all cases, the committee shall makea written report tothe Board. 11.11 The Chair ofthe Board,Director of Education,and administrative officials shall keep the Chair of each Standing and Ad hoc committee informed of matters within the terms of reference of the committee.' 11.12 Any Member ofthe Board may attend meetings ofa Standing or Ad hoc committee and may participate in the discussion,but only appointed Members ofthe committee may vote and propose motions. 11.15 Standingand Ad hoccommitteesshallreporttothe Boardthroughthe Committee ofthe Whole unless otherwise specified in the mandate of the committee. That the issue of votingby proxybe referred to the Bylaw Review Committee forconsideration. Thatapprovalbe granted toenter into a negotiatedcontract with e-College AcademicServices to provideweb developmentand hostingforthe Thames Valley Virtual Academy; Thatthe motion approvedatthe in-camera session of2002 November 12 relatedto negotiations be approved. Thatthe following motion submitted by electronic voteon2002 November 14 be approved: That the following trustees be appointed to the Area Accommodation Study Committees approved at the'2002 October 22 Board meeting: AREA CHAIR TRUSTEE Aldborough,Dunwich-Dutton D.Stewart S.Peters West Elgin Senior Elliott Fairbairn,Maple Lane G. Hart L.Stevenson East Oxford,Sweaburg S.Delier D.Anstead That the motionsapproved at the in-camerasession of2002 November26 related to personal, property and negotiation matters be approved. 2002 November 26...36 SUMMARY OF APPROVED RECOMMENDATIONS OF 2002 NOVEMBER 26 -cont'd That the following amounts be transferred from the Pupil Accommodation Reserve Fund. i)$1 774 145 for the remaining portion of the cost for Fire and Life Safety Upgrades completed at Woodstock Collegiate Institute in 2001. ii)$1 500 000 be paid as a lump sum payment toward the outstanding debt from previous capital building projects to reduce the debt level to $15 541 172 and reduce the annual contribution from the School Renewal Grant to $1 265 994 from $2 200 000. - That the 2002-03 School Renewal Program be approved at $8 691 123 which is an increase of $2 502 625 from 2001-02.This increase is possible due to the elimination ofthe WCI payment, the reduction ofcapital debt repayment and the additional School Renewal Grant received in2002 July. That the 2002-03 School Renewal Program be approved. •V