10/26/2004 - Regular Board Meetingr
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR BOARD MEETING.PUBLIC SESSION
2004 OCTOBER 26,7:00 P.M.
BOARD ROOM,EDUCATION CENTRE
AGENDA
V-verbal
M -material
1.CALL TO ORDER V
2.O CANADA
3.SPECIAL MUSICAL PRESENTATION -ST.GEORGE'S P.S.
4.APPROVAL OF AGENDA M
5.OFFICIAL RECORD M
6.RECOGNITIONS
a.East Elgin S.S.-Ontario Communities in Bloom Award V
b. Ontario Association of School Business Officials(OASBO) V
-John Cuddle,OASBO President
c.OPHEA Award of Distinction V
-Wes'McConnell
7.CONFLICTS OF INTEREST V
8.CHAIR'S ANNOUNCEMENTS V
9.DIRECTOR'S ANNOUNCEMENTS V
10.CONFIRMATION OF MINUTES
a.Regular Board Meeting,2004 September 28 M
11.REPORTS FROM THE ADMINISTRATION
a.Motion of 2004 June 22 re Audit Committee M
b.Primary Class Size Reduction M
c.Distance Schools Grant,Good Schools Open Initiative M
d. Hiring of Additional Educational Assistants M
12.REPORTS OF COMMITTEES
a.Special Education Advisory Committee,2004 June 22 M
b.Committee of the Whole,2004 October 12 M
c.Chairs'Committee,2004 October 20 M
d.Committee of the Whole,In Camera,2004 October 26 V
r
Is
13.MOTIONS -NOTICE OF WHICH HAS BEEN GIVEN -none
14.ADDITIONAL BUSINESS
15.COMMUNICATIONS
a.Ontario Public School Boards'Association -Update V
b.Student Trustees'Update V
c.Kawartha Pine Ridge District School Board M
d. L.Doxtator,Onyota'a:ka Kalihuny'NIhtslaTehatilihutakwas M
e.Elementary Teachers'Federation of Ontario (ETFO)M
16.NOTICE OF MOTION
17.GOOD NEWS ITEMS -"Did you know..."
18.ADJOURNMENT
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING,PUBLIC SESSION
2004 OCTOBER 26
The Board met in regular session on 2004 October 26 inthe Board Room at the Education Centre,meeting
In Committee of the Whole, in camera at 5:00 p.m. on motion of D.Stewart and D.Anstead,followed by a
public session at 7:05 p.m. The following were in attendance:
TRUSTEES
D.Anstead
J.Bennett
A.Cartier
G. Hart (7:25)
ADMINISTRATION AND OTHERS
B.Bryce
P.Gryseels
B.Greene
C. Murphy
J.Thorpe
D.Blair
K.Dalton
J.Empringham
Regrets:P.Jaffe
Absent:8.Doxtator
J.Hunter
D.Mugford (-8:15)
S.Peters
K.Preston
T.Roberts (+7:03)
K.Havelka
L.Hutchlnson
G.Jazey
M.Sereda
B.Tucker
K.Wilkinson
K.Bushell
8.Christie
S.Ross
P.Sattler
J.Stewart
L.Stevenson
S.Dawson
C.Dennett
C.Linsdell
K.Meeson
J.Neville
J.Roth
W.Scott
1.CALL TO ORDER -Chair Hunter called the meeting to order at 7:05 p.m.
2./3.O'CANADA AND SPECIAL MUSICAL PRESENTATION
The appreciation ofthe Board was extended to St.George's P.S. (London)Grade 7and 8 Drumming
Group Thump"and conductor Karen Butlerfor leading In the singing of"O 'Canada"and performing
a musical number.
4.APPROVAL OF AGENDA
Items 10.a.and 15.d.were uncircied and the agenda,as amended,was approved on motion of L.
Stevenson and J.Bennett.
5.OFFICIAL RECORD
S. Christie,Supervisor,Corporate Services,read the following notice into the minutes:
"We regret to record the death of Jordan Somerville, a 17 year-old student at Parkslde
Collegiate Institute,St.Thomas,on 2004 September 26."
6.RECOGNITIONS
a ONTARIO ASSOCIATION OF SCHOOL BUSINESS OFFICIALS (OASBO)
John Cuddle,Manager,Human Resource Services,was recognized forhis leadership role as the
2003-04 President of the Ontario Association of School Business Officials (OASBO).Dick
Kearns,President,and Jeff May,Executive Director, OASBO,presented the Board with a
commemorative plaque in recognition of John's excellent leadership and acknowledgment of
Thames Valle/s support.
7.CONFLICTS OF INTEREST - No conflicts of Interest were declared.
8.CHAIRPERSON'S ANNOUNCEMENTS -none
2004 October 26...2
9.DIRECTOR'S ANNOUNCEMENTS
a. DirectorBryceadvised thatthe Thames ValleyBoardoffered assistance tothe French language
board following a recent fire that occurred at Ecole Marie Curie.
B.Greene,Executive Superintendent,Business Services,reported that after hearing of the
extensive fire damage at Ecole MarieCurie, he contacted officialsat the French language board
to offer assistance.As a result.Grades 4, 5 and 6 students have established their classrooms
in the Thames Room and the Elgin Room at the Education Centre for the next two weeks or until
repairs are completed at the MarieCurie building.Healso advised that Junior Kindergarten to
Grade 3 students have been moved to the neighbouring Academie de la Tamise.
b. DirectorBryceadvised that last week the Ministerof Education announced ina policyprogram
memorandum its Healthy School initiative banning junk food from vending machines in schools.
He noted that the Thames Valley District School Board was sited by the Minister as leading the
way inthis initiative.Exec. Supt.Greene highlighted several Initiativesthat were included inthe
vending contract recently renewed for the next three-year period.
The Board's elementary school vending machines presently do not supply junk food and a
commitment towards eliminating carbonated beverages has also been established.Vending
machines now supply bottled water, fruit juices and sports drinks as well as milk products in
compliance withthe Ministry'sdirective. Mr.Greene advised that itmay be necessary to make
a few more changes to products to ensure that vending machine contents fitwithin the program
parameters.
The Premier and Ministerof Education announced yesterday a sum of $125 000 for Improving
gymnasium classes In the Toronto area emphasizing that the current government is promoting
mandatory dallyphysical activities in schools.The Director advised that the Thames Valley Board
presently has had a Quality DailyPhysical Education Program (QDPA) In place.for some time.
Premier McGuinty has Inquired about Thames Valley's physical education programs and has
recognized the Board as a model for the province.The Director applauded the outstanding
leadership of Jayne McCullough,Learning Co-ordlnator,and Mark Seaton,Principal,for co
ordinating the training of elementary teachers In the effective implementation of QDPA across
Thames Valley.
10.CONFIRMATION OF MINUTES
a.The second sentence of Item 12.b.6. of the September 28,2004 minutes was amended to read;
"Superintendent Greene advised that accounting irregularities across the province have
necessitated a reviewof Parent Groups (School Councils, Home and School Assoclations.-etc)
finances by the Ministry of Education."The minutes,as amended,were adopted on motion
of L.Stevenson and J.Bennett.
11.REPORTS FROM THE ADMINISTRATION
a.MOTION OF 2004 JUNE 22 RE AUDIT COMMITTEE
Executive Superintendent Greene,provided opening remarks regarding the Audit Committee
report. He welcomed David Gurnham,Deloitte &Touche,and thanked Judy Berkin,Business
Services,for assisting in the presentation.
BACKGROUND
At the 2004 June 22 Board meeting, the following motion was passed (Item 12.c):
That the matter of establishing an audit committee be referred to the Director to determine
how other boards handle a similar concept and framework and that a report be brought back
to the Board.
The Director asked Superintendent Greene and Deloitte &Touche to prepare information in
response to this motion.The motion is to be brought to the Board at the 2004 November 23
meeting for discussion and resolution.
2004 October 26...3
11.REPORTS FROM THE ADMINISTRATION -cont'd
a.MOTION OF 2004 JUNE 22 RE AUDIT COMMITTEE -cont'd
David Gurnham,partner with Deioitte &Touche,provided a presentation on audit committees.
Exec.Supt.Greene discussed how other boards handle a similar concept and framework.
Deioitte has provided access to their client web site Audit Committee Online -Canada.The
information from that site was presented.Trustee Hart previously advised the Administration of
a web site for KPMG re Shaping the Canadian Audit Committee Agenda - Audit Committee
Responsibilities.The information from that site was also provided. Both these web sites,and
other information related to audit committees,tend to focus on pubiically traded corporations and
the private sector.However,many of the principles are pertinent to the public sector.
PROFILE OF AN AUDIT COMMITTEE
Audit committee members should be financially literate possessing the ability to read a set of
financial statements and understand the financial issues affecting the Board. Audit Committee
members should be Independent of management and are generally made up of three or more
members.
ROLE OF THE AUDIT COMMITTEE
The Audit Committee will develop a written charter setting out its mandates and responsibilities
subject to Board approval.It will recommend the appointment of external auditors,the
compensation package and review their performance.It will oversee the work of external and
internal auditors and approve the guidelines to be applied to the purchase of non-audit services
from the external auditor.Prior to public release,the committee will review financial statements
and any related communications. A review of control procedures around any other financial
disclosure to ensure a consistent and accurate messages will be conducted.Policies will be
established with respect to hiring either employees or partners of external auditors.External and
internal audit plans will be reviewed and approved thus providing another vehicle for overseeing
the integrityof the Board's financial statements.The Committee will oversee the meetlng(s)
which will be held with management and auditors to discuss annual financial statements and
other financial information and reports.
The AuditCommittee will review with the auditorany problems or difficulties encountered during
the audit.Critical accounting policies and any changes as well as accounting policies,
management estimates,and unadjusted errors will be considered.The Committee will
recommend to the Board the acceptance of the annual financial statements.
POINTS TO BE CONSIDERED
The establishment of an Audit Committee provides a vehicle for a more in depth review and
understanding of the intemai and external audit and enhances the financial abilities of trustees
ifitis possible to include a financial expert.Itprovides more opportunityfor trustee input intothe
audit plan.It provides a forum to review controls over financial reporting while not increasing the
ability to understand and question line items which is a function of the budget process.It Is
anticipated that 12 meetings will be required to review monthly financial data;with an
external/internal audit only four meetings are necessary.
Supt,Greene advised that if the Board approved the establishment of an audit committee,
additional costs would depend on the structure and mandate of such a committee and could
include the following;
External auditor,based on additional work beyond annual audit;
Meeting expenses including travel costs;
Training and professional development for committee members.
2004 October 26...4
11.REPORTS FROM THE ADMINISTRATION -cont'd
b.PRIMARY CLASS SIZE REDUCTION
P.Gryseeis,Executive Superintendent,Operation Services,introduced a report that providedan
accounting of how the funds received with respect to the Primary Class Size Reduction have
been used.
He advised that the Board received $3 383 827 with respect to the Primary Class Size Reduction.
It was noted that from the regular staffing and from provision funds additional teachers and
supplies were allocated Inorder to reduce the primary class size.The following figures were
presented and explained:
Total Amount Available:$ 3 383 827
Portable Relocation Cost (4):$ 42 717
Funds Provided for Supplies:34 378
#Teachers:40 @$73 341:2 933 640
Preparation Time (10%)293 364
Supply Teachers (10 supply days/teacher)79 728
TOTAL:$3 383 827
A list of the schools that received the additional teacher allocations as at 2004 October 01 was
provided.
c.DISTANCE SCHOOLS GRANT/GOOD SCHOOLS OPEN INITIATIVE
Executive Superintendent P.Gryseeis provided the background related to funds received In the
past with respect to the Small Schools Grant,and the Rural Education Strategy Grant.
The report provided information with respect tothe Distant Schools and the Good Schools Open
Initiative Grant for the 2003-04 fiscal year, and requested approval from the Board with respect
to the spending of these funds.
During the past two years,the Board has received funds under the Small Schools Grant and the
Rural Education Strategy Grant as follows:
2002-03 $386 000
2003-04 $954 000
During the 2003-04 budget year, the funds were used Inthe following manner:
Resource Centres $568 000
Salaries 386 OOP
TOTAL $954 000
There were 34 schools that qualifiedforthe Rural Education Strategy Grant funding and each of
those schools received some enhancements totheir resource centres.The salary funds helped
pay for the increase cost of maintaining the same number of schools.As noted inthe original
report, the salary cost for maintaining small schools exceeds the Board's grant revenue.
The Ministry memorandum describing the Good Schools Open Initiative and the amounts
provided to school boards as well as the amount received locallyby school was presented.
2004 October 26...5
11.REPORTS FROM THE ADMINISTRATION -confd
c.DISTANCE SCHOOLS GRANT,GOOD SCHOOLS OPEN INITIATIVE -cont'd
The Distant Schools Grant and Good Schools Initiative Grant for the 2004-05 fiscal year is as
follows:
Distant Schools Grant:
Good Schools Open Grant;
TOTAL:
$1 008 623
1 110 134
$2 118 757
Fifty-five schools were identified under the initiative.No secondary schools received funds.
Thirty-five schools received a Distant Schools Allocation; 29 schools received the Good Schools
Open Initiative;18 schools received both.
Under this initiative,the memorandum highlights that the funds were generated in order to
provide a full-time principal and secretary in each rural school.The memorandum does indicate
that the Board has fiexibiilty inusing these funds. The difference between the cost of providing
the current level of principal and secretarial time and the funds received under the funding
formula for the schools identified by the Ministry,was highlighted.
A summary of the results was presented as follows:
GOOD SCHOOLS OPEN INITIATIVE
(55 schools)
Cost Funding Difference
Elementary Principals:$4 551 519!$3196151.$1 355 378.
Secondary Principals:$569 260.$302 671.$266 584,
Elementary Secretaries:$2 062 704.$1 607 997.$454 707..
Secondary Secretaries:$682 511.$583 462.$149 049.
Presently, there is$2 225 723 more spent on these schools inthe above areas than received. This
does not include vice-principal salaries in the secondary schools nor additional teacher salaries to
assist in small schools.
Atthe present time,larger schools receive less administrative,secretarial and teacher time in order
to assist smaller schools.In addition,money from the Local Priorities Grant is used to maintain the
current number of schools.There are another 13 schools that do not have a full-time principal.
The Administration has Identified the following three areas as priorities in the use of these funds:
a.Resource Centres for the Elementary Schools Identified $650 000.
b.increasing all elementary Principals to full-time $557 392.
c.Secondary teacher staffing for small schools $400 000.
d.Offset Principal and Secretarial salaries In the schools identified $511 365.
TOTAL:$2118 757
2004 October 26...6
11.REPORTS FROM THE ADMINISTRATION -cont'd
c.DISTANCE SCHOOLS GRANT,GOOD SCHOOLS OPEN INITIATIVE-cont'd
a.Resource Centres:
With respect to the allocation for resource centres,this would allow the initiative,which was
identified last year to continue.In the report last year,the Administration Indicated that
upgrading these resource centres should continue for at least alwo year period.
b.Increasing Elementary Principals to Full-Tlme:
This is one ofthe prioritiesidentified under this initiative;the Administration agrees with this
initiative.There are thirty-eight(38)elementary principals who are less than full-time.
0.Secondarv Staffing:
.The Board in the budget approved $400 000 to assist with staffing in schools where the
student populationwas not large enough to providean adequate level of programming.
d.Offsetting Principal and Secretary Salarv Expenditures:
The allocation of these funds to current expenditures will allow funds to be returned to areas
previously reduced in the budget process.
Itshould be noted during the budget process fundswere shifted from paying downthe gratuity
shortfallinorder to balance the budget. Atthe same time,the BoardIndicatedthat itwas hopeful
ofreceiving funds under the Rural Schools Grant or similar grant and, Iffunds were received,the
original priorities could be reinstated.
RECOMMENDATION:
That the Board approve that the monies received under the Distant Schools grant and the
Good Schools Open Initiative Grant be allocated as follows:
Resource Centres for Elementary School identified:$ 650 000.
Increasing all elementary Principals to full-time:$557 392.
Secondary teacher staffing for small schools:$400 000.
-Offset principal and secretarial salaries in the schools identified: $ 511 365.
Total:$2 118 757.
The recommendation was adopted on motion of J.Bennett and G. Hart.
d.HIRING OF ADDITIONAL EDUCATIONAL ASSISTANTS
Executive Superintendent C.Murphy Introduced a reportseeking approvalforthe hiring of 18
additional Educational Assistants.
Supt.Murphy advised that more than 40 high needs students have moved or are about to move
intothe Thames ValleyDistrictSchool Board jurisdiction. Manyof these children were students
inother school boards across the province but because portability is no longerpart ofspecial
education funding,necessary supports will notbe financed by Intensive Support Amount (ISA)
2 or 3 funds.
The Special Education department has closely exam ined each case and has determined that 20
students fail under the heading of "neediest of the needy",meaning students who require
immediate support because of issues pertainingto mental health orfragile medical conditions.
The Government of Ontario, through the Ministry of Education, has yet to communicate the
process for accessing monies available in the Effectiveness Equity Fund (EEF).When the
process has been determined,the Special Education department wili applyfor $576 000 from the
EEF,the same amountofmoneybeingrequested from the Boardtosupporttheimmediate hiring
of 18 Educational Assistants.
A
2004 October 26...7
11.REPORTS FROM THE ADMINISTRATION -cont'd
d.HIRING OF ADDITIONAL EDUCATIONAL ASSISTANTS -cont'd
RECOMMENDATION:
That the Board approve the hiring of 18 additional Educational Assistants.
The recommendation was moved by L.Stevenson,seconded byJ. Bennett.Follovi/ing discussion,
D.Anstead moved an amendment,seconded by L.Stevenson that the number of educational
assistants to be hired be increased to 20.The amendment carried.
The folloviring motionas amended v/as moved byL.Stevenson,seconded by J. Bennettand carried.
That the Board approve the hiring of 20 additional Education Assistants.
12.REPORTS OF COMMITTEES
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE
Members
2004 June 22
12:20 p.m. -3:15 p.m.
W.Dupuis,Ontario Association for Families of P. Gillis,Integration Action for Inclusion London
Children with Communication Disorders (Chair)Chapter (lAI)
P.Sattler,Trustee J.Steele,(Alt)Learnlng Disabilities Association -
D.Anstead,Trustee London Region (LDA-LR)
L.Stevenson,Trustee M.Schnarr-Rice,Learning Disabilities Association
B. Hoffman,Autism Society Ontario London&DistrictLondon Region (LDA-LR)(+1:00)
B.Hurwitz,Association for BrightChildren E. Hager, LondonDownSyndrome Association
C.Oke,Children's Aid Society of London &Middlesex B. Montminy,Madame Vanier Children's Services
S. Wilson.Community Living London, Oxford, Elgin, B. Booking,Thames ValleyChildren's Centre
Middlesex R.Tisdale,Thames Valley DistrictSchool Council
A. Morse,Easter Seal Society (-1:30)J. Worthington, VOICE
J.Ross,Epilepsy Support Centre
Regrets:B. Hopkins, L.Manicom,P.Cook
Absent:R.Rowlands
Administration and Others:M. Hubert,Corporate Assistant
V.Corcoran,Learning Supervisor B.Tucker,Superintendent of Education
1.CALL TO ORDER
Chairperson Dupuis called the meeting to order at 12:20 p.m.in the London Room.
2.CONFIRMATION OF AGENDA
"Inclusion Statement"was added under item 4.0 Report of Meeting from 2004 May 25.The
amended agenda was confinmed on a motion by B. Booking.
3.CONFLICTS OF INTEREST -No conflicts of interest were declared.
2004 October 26...8
11.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd
4.REPORT OF MEETING FROM 2004 MAY 25
The report was amended to indicate regrets from B. Hopkins,Thames Vaiiey District School
Council and approved on a motion by B. Booking.
Trustee Stevenson requested support fromSEACforthe following Noticeof Motion to be brought
to the Board at the 2004 June 22 meeting:
Whereas the Thames Valley District School Board is a caring,learning community that
imparts the value of respect for diversity;
And whereas students with exceptionalities are an integral part of school communities
that support learning in a caring environment;
And whereas the Board is committed to offering a full spectrum of services;
Be it resolved that the Board ask the Senior Administration to explore initiatives to
enhance current opportunities forthe inclusionof students with exceptionalities in regular
classrooms.Administration will provide to SEAC an action plan and recommendations
to be considered inthe Special Education Plan Reviewfor tlie 2004 -2005 school year.
The content of the motion was discussed and concern was expressed that itdid not address the
lack of alternatives for gifted students.It was suggested that an action plan to examine
underlying philosophies as well as address current practices was needed.It was further
suggested that a reviewofcurrent"softpractices"be initiated to ensure that they consistently
conform to the intent of the action plan.
The following motion by J.Worthington was supported:
ThatSEACsupportthe "Notice of Motion"brought fonward atthe 2004 June 22meeting.
4.1 Forum:Association Uodates -Minoritv Report
The Minority Report regarding provisions for Gifted 'students as described in the 2004-2005
Special EducationPlanforthe Thames ValleyDistrict School Boardsubmitted byB.Hurwitz,
Association for Bright Children,was provided for information.
The process ofsubmitting minority reports tothe Boardwas discussed and itwas suggested
' • that time-lines be reviewedto avoid last-minute attachments to the Board agendas.Itwas
proposed thattimeforSEACinputintothefinishedPlan be incorporated inthe time-linechart
for Special Education Plan development.
The timingofSEAC meetings was discussed,it was suggested that the decision to move the
meeting dates to the fourth Tuesday of every month be re-visited and that the committee
consider moving the meetings to an evening time-frame,it was agreed that these issues
would be brought fon/\/ard at the 2004 September 28 meeting.
5.ASSOCIATION UPDATE:VIDEO -INTEGRATION ACTION FOR INCLUSION
P.Gillis,Integration Action for Inclusion,showed a videocalled"Credofor Support"produced by
NormKuncand dedicated tothe memoryofTracy Latimerwhowas profoundlydisabled and died
tragically at an early age.The video depicted the thoughts and feelings of children with
exceptionalities emphasizingthedesire ofall children tobe accepted and respected amongtheir
peers.Copies are available on the web site (www.integration-lnclusion.com) or from P.Gillis.
2004 October 26...9
12.REPORTS OF COMMITTEES-cont'd
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd
6.COMMITTEE UPDATES
6.1 Communications
Trustee Stevenson,P. Giilis,and A.Morse formed an ad tioc committee in 2004 April to
gather input from Members and provide a report of suggested changes to the Speciai
Education web page.The ad hoc committee met with C.Dennett,Manager,Public Affairs&
Community Relations,on 2004 June 22 to present their proposals.A,Morse reported that
several changes Intended to make the site more user friendly had been discussed such as
.larger print,audio clips, a "Question &Answer" box, a "What's New"section and links to
parent associations and resources.A proposal outlining the suggested appearance and
functionality of the web page is to be brought forward at the 2004 September 28 SEAC
meeting.Further input from SEAC members was requested.
7.SPECIAL EDUCATION BUDGET
Executive Superintendent B.Greene and J. Roth,Manager,Financial Services,joined the
meeting to provide a status report on Special Education funding within the 2004-05 Preliminary
Budget. Mr.Greene stated that Special Education funding was projected to be $68185 590while
related expenditures based on the Special Education Plan approved by the Board on 2004 May
25 were projected at $71 467171 resulting ina deficitposition of$3 281 581. The balance inthe
Special Education reserve fund is $5 337 770.The budget provides for new staff,
increases/revisions to supplies and services,fumiture and equipment and mileage,and is
compliant with the enveloping provisionforSpecial Education.Superintendent Greene explained
that the provincial government has "parked"$102M ofCycle 5,ISA2 and 3 grants.The TVDSB's
share of this unallocated money Is$3 774 000.
The 2004-05 Preliminary Budget includes the following Special Education staffing and
expenditure increases:
FTE
-Educational Assistants 8.0
-Psychological Services 1.3
.Speech and Language Services 7.0
-Special Education teachers 12.8
Total Increases 29.1
Expenditures
2004-05 Preliminary budget $71 467 171
2003-04 Revised budget 67 043 541
Increases $ 4 423 630
J. Roth gave details of the revenues and expenditures stating that the preliminary budget had
been based on what was presented and approved in the Special Education Plan.
Details of the budget for the Partnerships For Excellence program for 2004-05 were presented
indicatinga total revenue of$6 107 487 and expenditures of$6 021 271 resulting ina projected
surplus of$86 216. Itwas explained that the revenue forthe program is generated by transfers
from the Special Education Per PupilAmount (SEPPA), the Learning Opportunities Grant (LOG)
and includes unallocated revenues from prior years.
Executive Superintendent Greene assured the Committee that in spite of the projected shortfall
indicated inthe preliminary budget,programs will start in September as per the approved Plan.
Itis expected that the temporary deficit will be eliminated when the balance ofthe funding grants
is released.
2004 October 26...10
12.REPORTS OF COMMITTEES-cont'd
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd
7.SPECIAL EDUCATION BUDGET-cont'd
Superintendent Tucker reported that a proposal for the Chlldrens' Learning Clinic, a multi-
disciplinary approach to supporting special needs children and theirfamilies,had been submitted
tothe IVIinister ofLabour, Chris Bentley,withthe assurance that it will be presented to the Minister
of Health and the Minister of Education.
Concern was expressed that, while it is not anticipated that the Ministry will control the
expenditure of reserve funds,the ISACycle 5 funds could be adjusted to reflect the amount held
in reserve.
Aftera brief discussion,the following motion was moved by R.Tisdale and supported.
That SEAC write a letter to the Minister of Education emphasizing the legitimate need of
both the ISA Cycle 5 funds and the Special Education resen/e fund.
8.ASSOCIATION PRESENTATION:EPILEPSY SUPPORT CENTRE
Jiiti Ross,Epilepsy Support Centre,introduced Barb Dowdy,Education Coordinator at the Centre.
Ms.Dowdy outlined the causes and nature of epileptic seizures and their impacton cognition,
learning and behaviour. The report included a discussion offactors that affect learning and
strategies to help people with epilepsy learn as well as they can.It stated that, while these
individuals are,in general,intellectually average, some mayshowsubtledisturbances of learning
functions thatcan cause challengesatschool.Treatmentoptions include medication or surgery.
Itwas notedthatseizure alertdogs, trainedbythe CanadianGuideAssociationto recognizethe
onset of a seizure, have been effectivefor children who suffer frequent seizures and require
constant supervision.
Ms.Dowdy explainedthatthe Epilepsy SupportCentreprovides information and supportas well
as social programming for children with epilepsy suchas a summerdaycamp which isopen to
siblings,other relatives and friends.
Ms.Dowdyindicated that the EpilepsySupport Centre staff will providetrainingfor teachers and
supportstaffinthe schools If requested.Approximately 900 peoplereceived training thisyear
including all Learning Support teachers entering the TVDSB.
Chairperson Dupuis thanked Ms. Dowdyfor her informative presentation.
9.SEAC UPDATES
Executive summaries of the survey results of the Gifted Program Review and the Pervasive
Developmental Disorder (PDD)Program Review were distributed.It was noted that the PDD
survey results indicated parallel thinking between the schools and parents whilethe results ofthe
Gifted Program survey offered no clear understanding of the needs of Gifted students.V.
Corcoran,Learning Co-ordinator,stated that two meetings have been held to analyze the
surveys.Both reviews will continue in 2004 September.
Ms.Corcoran indicated that professional development geared toward differentiated instruction
is planned inthe upcoming year. Debbie Silver,author of Drumming ToA Different Marcher has
been invited to speak on this subject in 2004 September.
10.SUMMARY OF MEETING EVALUATION SHEETS
Asummary of the evaluation sheets collected at previous SEAC meetings was distributed. The
format of the evaluation sheets and an analysis of the data will be discussed at the 2004
September 28 meeting.
2004 October 26...11
12.REPORTS OF COMMITTEES-cont'd
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd
11.OCTOBER ELEMENTARY/SECONDARY ENROLMENT REPORT
The Elementary and Secondary October Special Education enrolment reports were discussed.
Data errors were noted and concern was expressed about the number of students with Individual
Education Plans (lEP's)who have not been Identifiedbyexceptionality.
It was noted that training sessions are planned for Learning Support teachers and Principals on
writing lEP's and implementing strategies.
A motion by B. Hoffman to extend the meeting for 10 minutes was supported.
12.SEAC WEBSITE
A request has been made to provide a linkto the SEAC web page on the TVDSB home page
(www.tvdsb.on.ca).
13.CORRESPONDENCE
13.1 Letter from Minister of Education
A letter from Minister of Education Gerard Kennedy dated 2004 June 08 regarding ISA
funding was received.
13.2 Letter from Ottawa-Carleton DSB
Acopy of a letter dated 2004 May 17 to Ministerof Education Gerard Kennedy from the
Ottawa-Carleton District School Board regarding students with a dual diagnosis of autism
and developmental disability was received.
14.FORUM;ASSOCIATION UPDATES
Megan Schnarr-Rice reported that the Paul Thompson is the new Executive Director of the
Learning Disabilities Association - London Region.
15.ADJOURNMENT -The meeting was adjourned at 3:15 p.m. on a motion by B. Hurwitz.
W.DUPUIS
Chairperson
b.REPORT OF THE COMMITTEE OF THE WHOLE
MEMBERS
J.Hunter,Chair
D.Anstead
J.Bennett
A.Cartier
S.Doxtator
G. Hart (+7:26 p.m.)
P.Jaffe
S.Peters
K.Preston
S.Ross
P.Sattler
L.Stevenson
J.Stewart
Regrets:D. Mugford, T.Roberts
2004 October 12
7:05 p.m.-7:52 p.m.
ADMINISTRATION AND OTHERS
B.Bryce
B.Greene
J.Thorpe
P.Gryseels
C.Murphy
K.Dalton
M.Sereda
D.Blair
B.Tucker
K.Havelka
G.Jazey
L.Hutchinson
J.Empringham
K.Wilkinson
S.Christie
C.Dennett
W.Scott
1.APPROVAL OF AGENDA- The agenda was approved on motion of L.Stevenson.
2.CONFLICTS OF INTEREST - No conflicts of interest were declared.
2004 October 26...12
12.REPORTS OF COMMITTEES-cont'd
b.REPORT OF THE COMMITTEE OF THE WHOLE •cont'd
3.DIRECTOR'S ANNOUNCEMENTS
B.Bryce,Director of Education,reported that Peter Mansbridge,CBC Newsworld Anchor,will be
visiting Saunders S.S.in London, on 2004 November 08 to film a Remembrance Day program
focusing on the Italian campaign of World War 11.The program is to Include World War II
veterans as well as a panel of senior history students and teachers.The Director will provide
subsequent updates regarding this event.
Mr.Bryceadvised that todayhe and other Directors and Children's Aid Societyrepresentatives
are wearing a purple ribbontoraise awareness ofthe importance ofpreventing child abuse and
neglect.
Hereportedthatthe Ontario Principals magazine (OPC)has publishedan.artlcle highlighting an
eight-week,pilot project underway at Strathroy District High Schoolrelated to improving literacy
skills.Heapplaudedthe principal,staff,students and community partnersfortheir outstanding
work.
4.CHAIRPERSON'S ANNOUNCEMENTS
Chairperson Hunter announced that the Elgin County Celebration of Learning will be held at
Southwold P.S., St. Thomas, on Monday,2004 October 18 at 7:00 p.m. She encouraged
Trustees and members of the publicto attend this special event.
5. USE OF LEARNING OPPORTUNITYGRANT(LOG)FUNDS:"STUDENTLITERACY'TO HIRE
A RESEARCH AND ASSESSMENT ASSOCIATE
C.Murphy,Executive Superintendent,Program Services, presented a request touse Learning
Opportunities Grant (LOG)'funds tohirea Research and Assessment Associate..
She Indicated that on 2003 December 03as partofthe government's commitment to Improve
student literacy,the Board received a LOG allocation of $1 885156.This funding is designed
to help students who have a higher riskof academic difficulty because ofsocial and economic
factors through the provision of literacy programsand other supports to help improve student
achievement.
In accordance with Ministry of Education direction thatboards report publicly on how the funding
is used, a presentation was made to Trustees at the 2004 June 08 meeting ofthe Committee of
the Whole.Acopyofthe reportwassubsequentlyforwarded toSchool Council Chairs,posted
on the Board's web site and filed withthe Ministry.
In 2004 August the government amended the funding regulations for 2004-2005 to increase
funding for the demographic component of the LOG resulting in an additional allocation for
Tharnes Valley of $1 296 582.By 2004 October 15,boardsare required to file a plan for theuse
of both grant allocations with the Ministry.
The majority of the LOG allocation is being used to sustain the Partnerships for Excellence
Program inIts47 schools and to place literacy teachers inan additional 11 schools.Funds also
support expansion ofthe Keys to Literacy program andthe hiring oftwo Reading Recovery Lead
Teacher trainers. Two Social Service workers have been added to the complement of staff
working withat-risk secondary school students and one Learning Co-ordinator has been hired
to co-ordinate literacy and at-risk programs and to ensure alignment with the Pathways for
Success Initiative.
Supt.Murphy advised that Senior Administration recommends using a portion of this money to
hire one Research and Assessment Associate.Such a position is consistent with the Ministry's
emphasis on data-driven organizations and measurements of effectiveness.
2004 October 26...13
12.REPORTS OF COMMITTEES -cont'd
b.REPORT OF THE COMMITTEE OF THE WHOLE •cont'd
5.USE OF LEARNING OPPORTUNITY GRANT FUNDS:"STUDENT LITERACV TO HIRE A
RESEARCH AND ASSESSMENT ASSOCIATE -cont'd
The Research and Assessment Associate will assist Research and Assessment Services to
reporton key Indicators ofstudent success (DRA,phonemic awareness,EQAO,OSSLC,drop
out statistics,etc.)as well as evaluate the effectiveness of current programs to support at-risk
learners,forexample,Partnerships forExcellence, Keysto Literacy,Reading Recovery, school-
based projects.
The remaining funds are to be used to support TVNELP, to enable short-term,school and
community projects,to provide professional development,to purchase learning resources and
to cover operational expenses.
Executive Superintendent Murphy responded to questions posed by trustees.
Director Bryce stated that the present government is focusing on education and that the levels
of achievement have an accountability component builtin.The Board has 10 to 12 initiatives that
have a comprehensive reporting requirement and evaluation of outcomes.He advised that the
Board needs to accumulate a significant amount of data that measures the effectiveness of the
grant allocations,necessitating the Increase In accountability functions to meet the government
requirements.
The following recommendation was moved by J.Bennett and carried:
That the TVDSB hire a 1.0 Research and Assessment Associate and pay for this position
withfundingfromthe LearningOpportunitiesGrant allocationto Improve student literacy.
6.EAST ELGIN AREA ELEMENTARY SCHOOL ACCOMMODATION STUDY COMMITTEE
Trustee L.Stevenson provided opening remarks and Introduced East Elgin Area Study
Committee member D.Carlson.
G.Jazey,Superintendent of Education,presented the report ofthe East Elgin Area Elementary
School Accommodation Study. He extended appreciation to G.Owens,Planning Officer,for his
significant contribution inproviding data forthe committee's consideration.Supt.Jazey advised
that the report responds to the Board's motion dated
2004 June 22 In which a recommendation was brought forward bythe Committee requesting an
extension to 2004 December 14 to report to the Board.An amendment to the original motion was
made to extend the reporting date to 2004 October 12. He provided the following highlights of
the report.
The Board approved the following motion on 2003 April 22:
'That,consistent withthe Board Policyand Procedures,"School Accommodation and Facility
Organization,"the following Area Accommodation Study Committees be established:
-~Davenport,McGregor, South Dorchester,Springfield,Summers'Corners;
Princess Anne, Victory Memorial,Westfield;
Northdale,Northridge;
Annandale,College Avenue S.S.,Norwich D.H.S.,Glendale H.S.;
Glencoe DHS, North Middlesex DHS,Glendale,Strathroy DCI,West Elgin S.S.
iir-ii-iT'}
2004 October 26...14
12.REPORTS OF COMMITTEES -cont'd
b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
6.EAST ELGIN AREA ELEMENTARY SCHOOL ACCOMMODATION STUDY COMMITTEE -
cont'd
The Committee first met on 2003 June 12 at South Dorchester P.S.The Committee reviewed
the Board's motion for establishing the Committee,Board Policy and Procedures,discussed the
membership of the Committee and roles,the rules of procedures,the communication
procedures,aims of the study committee and guiding principles.Initial data was reviewed.
The Committee met on 2003 September 10 and toured South Dorchester P.S.G.Owens
reviewed demographic data,enrolment and population statistics,future development plans for
the area,a summary ofsystem statistics withregard toenrolment and the available pupilplaces
in the System.
The Committee met on 2003 October 08 at Davenport P.S.Following a tour of the school,B.
Woodley,Supervisor,Transportation Services,and K. Bushell,Manager,Projects and
Maintenance,Facility Services,shared Infonnation Including an overviewofphysicalproperties,
enrolment information,operating costs,pupil accommodation grants, school renewal grants,
overview of the Ministry's funding formula as well as how grants are calculated.
The Committee met on 2003 December 03at Summers'Corners P.S.Mr.Owens presented an
overviewof the Board's Edulog program.Enrolment numbers in the east of Elgin County
fluctuate. A. Enns, Attendance Counsellor,presented an overview of Mennonite population
trends and migration patterns. Eachofthe principals ofthe five schools involved inthe study
presented an overview of their schools.
The Committee met on 2004 January-28.,at Springfield P.S...P. Gryseels, Executive
Superintendent,Operations Services,reviewed the provincial moratorium on schoolclosures and
theissueof funding for rural schools vyas discussed.Under the current student funding model
guidelines,TVDSB does notqualify.The schools do notqualifyforthe Enrolment Pressure Grant
as funding is based on enrolmentexceeding the capacityofthe permanent facilities byat least
100 pupils ineach ofthe past two years and there isnotsurpluscapacityat nearbyschools(8
km) to accommodate the excess enrolment at the school.South Dorchester P.S.has started to
become overcrowded.If thingsare left as theyare,there will continue tobeenrolmentpressure
at South Dorchester and portables will need to be added.
The Committee met on 2004 February 18 at Davenport P.S. The five options forthe Committee's
consideration were presented byG. Owensas follows:leaving everything as is - status quo;
various reconfigurations but noboundarychanges; and boundary changes only.
South Dorchester P.S.
- No action (Status Quo)-continued use of portables
- JK - 8 -Portables and potential addition
- JK - 6 -Relocate rural students to Springfield
-Relocate 7 & 8 -Relocate Grades 7 & 8 to Summers'Comers
Springfield P.S.
- No action (Status Quo)
-JK • 8 -Return the Grades 7 & 8 from Summers'Corners
Aylmer Schools (Davenport and McGregor)
- No action (Status Quo)
-JK • 6 and 7 and 8 -Reconfigure schools
- JK - 8 and JK - 8 -Reconfigure schools
- JK - 3 and 4 - 8 -Reconfigure schools
2004 October 26...15
12.REPORTS OF COMMITTEES -cont'd
b.REPORT OF THE COMMITTEE OF THE WHOLE •cont'd
6.EAST ELGIN AREA ELEMENTARY SCHOOL ACCOMMODATION STUDY COMMITTEE -
cont'd
Mr.Owens agreed to provide information on tlie following scenarios and the Transportation
Department wouldbe contacted to investigate the impact of these changes:
#1.South Dorchester becomes a JK - 4 school.
The Grade 5's -8's at South Dorchester wouid go to Summers'Comers.Springfield would
bring bacV,the Grade 7's and 8's from Summers'Corners and become a JK - 8 school.
Summers'Corners would lose their Grade 7's and 8's from Springfield
Davenport would lose Grade 7's and 8's from South Dorchester.
#2.Move Grade 7's and 8's from Summers*Comers back to Springfield.Move Grade 5's and
6's from South Dorchester to Summers'Corners.
#3. Move Grade 6's at South Dorchester to Davenport.These students would then stay at
Davenport for Grades 7 and 8.
The Committee met on 2004 March 08 at McGregor P.S,and toured the school.Gil Owens
provided an overview of the impact of various scenarios:
-South Dorchester becomes a JK - 5 school with Grades 6-8 going to Davenport - no other
changes.
-Springfield becomes a JK - 8 school,South Dorchester becomes a JK - 4 school with Grades
5 and 6 going to Summers'Corners and Grades 7 and 8 going to Davenport.
•Springfield becomes a JK - 8 school and South Dorchester becomes a JK - 4 school with
Grades 5 to 8 to Summers'Corners.
-South Dorchester and McGregor become JK -5 schools,Davenport Grades 6 - 8 (requested
after the meeting).
-Possible concerns were expressed about how restructuring might impact on EQAO
preparation.Busing costs appear to be prohibitive.The use of portables and their costs were
discussed.The impact of declining enrolment was recognized.The cultures within schools
were discussed and how various configurations would affect the existing cultures.The running
of sports programs could be an Issue.
Additional options included:
-South Dorchester would become a JK -4 school with their Grades 5,6,7 and 8 students going
to Summers'Comers.
-Summers'Corners - JK - 8 school but losing Springfield Grades 7 and 8 students but gaining
the Grade 5, 6, 7 and 8 students from South Dorchester.
-South Dorchester would become a JK -4 school with their Grades 5,6,7 and 8 students going
to Davenport.
-McGregor keep their Grade 5 and 6 students and become a JK - 6 school
- Davenportcontinueas a Grade 5-8 school - lose Grade 5 and 6 students from McGregor,
receive the Grade 5 & 6 students from South Dorchester.
The Committee met on 2004 April 28 at Springfield P.S. The following options were selected to
be brought forward to the communities for input:
2004 October 26.»16
12.REPORTS OF COMMITTEES-cont'd
b.REPORT OF THE COMMITTEE OF THE WHOLE •cont'd
6.EAST ELGIN AREA ELEMENTARY SCHOOL ACCOMMODATION STUDY COMMITTEE -
cont'd
Option 1:
-South Dorchester would become a JK-4 school with Grades 5,6,7 and 8 attending Summers*
Corners.
-Springfield would remain a JK -6 school.
-McGregor wouid remain a JK-4 school.
-Davenport would continue as a Grade 5-8 school.
-Summers*Comers would remain a JK - 8 school.
Option 2:
- South Dorchester's Grade 5 and 6 students go to Davenport buteverything else wouldremain
as Is.
Option 3:
-Status quo -leave everything the same
The Committee noted that If Springfield was ever considered for dosing, the Springfield
community would recommend moving the Grade 7 and Grade 8 students back from Summers'
Corners to Springfield.
The issue of how community Input would be received was discussed.After looking at several
options, the Committee agreed to go forward with a survey of individual school communities.
Atthe Committee meting of 2004 June 09 at South Dorchester P.S.,results of surveys and
community meetings were shared.
D.Carlson submitted results of the community meeting held for Belmont:
-pursue the enrolment pressure grant; bring back Grades 7 and 8;
-Utilize Westminster Centrai to lessen South Dorchester's over population,until the school
building is constructed;
- boundary change so that other schools that are not In our groupof schools can be included In
an accommodation study,such as Westminster Central and New Sarum;
-combine with the Catholic Board to build a new school;
-purchase church in Belmontfor schooling our Grade 7's and 8's. Keep the children Inour
community;
-Change the enrolment capacity grant to a percentage as opposed to a number;
- boundary changes for holding school; why does Westminster count as holding school for
Lambeth and Davenport Is not considered the same for Belmont.
Mr.Carlson presented recommendations from the parents of the South Dorchester School
Community:
-some parents do not feel that the parameters of this study have allowedfor discussion ofall
the options that should be considered at this time;
- some of the options may include the possible revision of boundary lines to accommodate
students from north of Belmontto ease the burden on the Dorchester schools; an addition
madeto South Dorchester P.S.and a possible new school to be built in the community of
Belmont to accommodate its future growth;
- any addition or new building would need to be largeenough to accommodate allstudents up
to and including Grade 8;
2004 October 26...17
12.REPORTS OF COMMITTEES-cont'd
b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
6.EAST ELGIN AREA ELEMENTARY SCHOOL ACCOMMODATION STUDY COMMITTEE -
cont'd
- It is reported that there are 300 lots in Belmont that are approved contingent upon the
completion of the services required for them -these services will be available by October ofthis
year:
-another development of 49 lots is pending,approval of rezoning;
-this new building needs to be taken into consideration when decisions for the future of our
students are being made;
-Thames Centre to the north has also been undergoing great growth with more development
to occur in the near future and the Dorchester schools are full;
- itis recommended that a new study, witha different mandate,should be undertaken to look at
the bigger picture.This mandate needs to look "outside of the box"and consider what will best
suit the needs of our children for many years to come.
Results of the Survey -East ElginArea Accommodation Study Committee -2004 June 03 were
attached to the report.
The Committee confirmed the recommendation that Springfield P.S.remain open.All
Committee members presentwere polled and the consensus was unanimous that this Committee
should continue and explore new parameters.The Committee agreed to ask the Board,at its
2004 June 22 meeting,for an extension to 2004 December 14.
The following recommendation was moved by L.Stevenson and carried:
That the East Elgin Area Elementary School Accommodation Study Committee be
disbanded.
Trustee Bennett noted that the East ElginArea Study Committee comprised an effective group
of community people who were anxious to accumulate all the data before considering the options.
She recognized the contributions of the five principals in providing an overview of the unique
characteristics of their respective school.She extended appreciation to G.Owens,K.Bushell,
Exec.Supt.P.Gryseels and Supt. G.Jazey for their outstanding contribution to this complex
issue.Secretarial Assistant C. Bain was also recognized for her efforts in recording the vast
amount of information presented throughout the process.
Supt.Gryseels indicated that the East Elgin Accommodation Report is the last of a number of
area accommodation studies to be presented.The other studies and recommendations have
been postponed until Ministry announcements are released or a system review is undertaken.
He emphasized that although the East Elgin community is satisfied with the status quo, it will be
necessary to look at a solution to the South Dorchester P.S.overcrowding issue.He noted that
presentation of the report at this time inno way precludes the Board from taking action at a later
date.The Board may consider this report for a future administrative review or refer it to the
system review.
7.REPORT OF THE DIRECTOR/SYSTEM REVIEW COMMITTEE 2004 September 21
3:06 p.m.-4:50 p.m.
MEMBERS ADMINISTRATION AND OTHERS
J.Hunter T.Roberts B. Bryce S.Christie
P.Jaffe (Chair) L.Stevenson B.Greene S.Dawson
Trustee Visitor:J.Bennett
2004 October 26...18
12.REPORTS OF COMMITTEES-cont'd
b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
7.REPORT OF THE DIRECTOR/SYSTEM REVIEW COMMITTEE -cont'd
1.APPROVAL OF AGENDA
The following amendments were made to the agenda:
Item 4.a.was added;
"Process"was added to Item 3.
The agenda,as amended,was approved on motion of T.Roberts.
2.CONFLICTS OF INTEREST -none"declared
3.PROCESS AND PARAMETERS FOR CONSULTANT RE FOCUS ON EXCELLENCE
a.Process
Executive Superintendent B.Greene and Manager S. Dawson joined the meeting to
discuss the process for identifying a consultant to assist with the Board's long-term
planning.Director Bryce noted that the information to be presented has been discussed
with and is supported by the Executive Council.
Mr.Greene advised that a recommendation will be brought to the September 28 Board
meeting to hire the consultant firm for the project. He cited the qualifications of the
selected firm notingithas conducted similarprojects with 32 boards across the province.
Ms. Dawson described the selection process as it relates to the Supply Management
policynotingthe policyprovidesfor bringing a recommendation tothe Boardto negotiate
a contract with aspecific firm.She advised that by using the 18 critical success factors
as guidelines,research was done on the internet and by contacting othef school boards
to determine which consultants were capable of providing the type of study Thames
Valley requires.
Askedabout accountability measures tobe put in place, itwas clarified thatthe process
determined onlythe firms that are capable of providing the service.Accountability will
be included withinthe scope ofthe project parameters,itis anticipated that, ifthe Board
gives approval for the administration to enter into negotiations with a consultant,a
contract could be brought to the Board for approval by the 2004 October 26 Board
meeting.If the contractisapproved,itishopedthattheycouldreporttothe Boardbythe
2005 May 24 Board meeting.
The following motion was moved by L.Stevenson and carried:
That the Director/System Review Committee support moving to the next
step and obtain approval from the Board to hire the recommended
consulting firm.
b.Parameters
Parameters under which theselected consulting firm will operate werediscussed looking
at the educational and economic impact of decisions on students,it was stressed that
specifics ofthe report should remain confidential until the Board has the opportunity to
consider the recommendations submitted.
The issue of naming schools cited for potential closing was discussed.The Director will
ask the firm if it recommends developing options for the Board to consider when the
report is presented.
2004 October 26...19
12.REPORTS OF COMMITTEES-cont'd
b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
7.REPORT OF THE DIRECTOR/SYSTEM REVIEW COMMITTEE -cont'd
3.PROCESS AND PARAMETERS FOR CONSULTANT RE FOCUS ON EXCELLENCE -
cont'd,b.Parameters -cont'd
It was suggested that a professional development element for trustees be built into the
process to determine how other boards have dealt with similar challenges.It was
suggested that a presentation be made at the November 2 Information Committee ofthe
Whole.
Opportunities for the consulting firmto periodically update the Board was discussed.It
was suggested that the lead consultant meet with the committee from time to time to
update the Board.
It was agreed that the firm will meet informallywith the Director and trustees to discuss
the parameters of the project.The consultant will be advised that trustees and the senior
administration are available to respond to any questions they may have.The Director
will ask the firm about its preferred format to receive the parameters.
The importance of maintaining communication with the public was discussed.It was
agreed that public input will be sought once the report has been presented to the Board.
This issue will also be discussed with the consultant.
Potential costs for the project were discussed.Following negotiations and discussion of
the parameters,a cost will be determined and brought to the Board in October for
consideration.
A legal opinion will be sought as to whether the report could be In conflict with the
Board's School Accommodation policy and procedure.
An administrative report will be taken to the September 28 Board meeting seeking Board
approval to identify the preferred consultant and move forward with negotiating a
contract.Itis anticipated that the contract will be brought to the Board at the October 26
meeting.
4.OTHER ITEMS
a.News Update
Chair Hunter advised that the allocation from the Keeping Good Schools Open
initiativewill be officially announced shortly. It has been designed to provide 93% of
the cost of full-time principals'and secretarial salaries for schools considered to be
small and/or rural. Money previously spent for these expenses may be spent in
other Board operational areas.The Ministryof Education has indicated that this is
one-time,bridge financing.
5.DATE AND TIME OF NEXT MEETING
The next meeting of the Committee was tentatively scheduled for Tuesday,October 5,
from 3:00 - 4:00 p.m. If necessary,the Committee will meet priorto the Committee of
the Whole meeting on October 12 from 6:00 p.m.-7:00 p.m.
6.ADJOURNMENT -The meeting adjourned at 4:50 p.m.on motion of L.Stevenson.
P.JAFFE,
Chairperson
2004 October 26...20
12.REPORTS OF COMMITTEES -cont'd
b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
8.REPORT OF THE DIRECTOR/SYSTEM REVIEW COMMITTEE 2004 October 05
3:07 p.m. - 4:06 p.m.
MEMBERS ADMINISTRATION AND OTHERS
J.Hunter T.Roberts B, Bryce S.Christie
P.Jaffe (Cliair)L.Stevenson (-4:00)
Trustee Visitors: J.Bennett (3:17), J.Stewart (3:31)
1.APPROVAL OF AGENDA-Tine agenda was approved on motion of L.Stevenson.
2.CONFLICTS OF INTEREST -none declared
3.CONSULTANT RE FOCUS ON EXCELLENCE
Director Brycereported that he and Executive Superintendent B.Greene met with Cynthia
Clart<e,Associate DirectorofCN Watson.He advised that a pacl^age of materials was sent
toher to assist inpreparinghercostings. She notedthesophisticated ievei ofdata provided
by the Board and advised that she wouid like to meet with town planners as well as
administrators and trustees throughout the process. She requested several preparatory
meetings with stafftodiscuss enrolmentand facility data, and with the supervisory officers,
the Committee, and the Board before she submits a proposal.
Ms.Clarkeindicatedshe would be pleased toattend the2004 October 26 Boardmeetingto
discuss trustee needs and the 2004 November 2 Information Committee of the Whole to
discuss how other boards in the province are handling the Issue of declining enrolment.
Given the Information provided toher,she felt thatthe2004 November 23 Board meeting
would stillgive her time to achieve the 2005 Mayreporting date.She advised that she would
use the rhonth of November to confirm enrolment data and feltthat Ministry direction on
school closings would be received soon.She will meet with the Senior Administration on
2004October25and would be available tomeet with the Committee following that meeting.
The Importance ofthe consultant meeting with all trustees was stressed.Afterdiscussion,
the following motion was moved by L.Stevenson and carried:
That Cynthia Clarke of CN Watson be asked to attend the November 2 Information
Committee ofthe Whole meeting to discuss the parameters ofthe consultant review
and respond to trustee questions, and that the draft contract be broughtto the 2004
November 23 Board meeting for approval.
The Director will take any questions back to Ms Clarke that may arise from the 2004
November 02 discussion.A process to determine the areas the Board does not want the
consultant to consider in the study was discussed.It was agreed that the list should be
minimal and the Board open to any suggestions the consultant may offer.
4.OTHER ITEMS
a.DIRECTOR'S EVALUATION FORM
The Director distributed copies of evaluation forms used by other institutions and noted
that itIsto be completed bythe end of December.Itwas suggested that the Coordinator
of the Research and Assessment department be asked to attend a future meeting to
discuss concerns of previous evaluation instruments and assist with making the
questions as concise as possible.It was agreed that comments should be as clear as
possible to ensure the feedback is valuable and usable.
2004 October 26...21
12.REPORTS OF COMMITTEES -cont'd
b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
8.REPORT OF THE DIRECTOR/SYSTEM REVIEW COMMITTEE -cont'd
The following motion was moved by T.Roberts and carried:
That the format of the evaluation tool for the Director of Education used last year be
continued and the completed comment page attached to the responses for trustees'
information.
5.DATE AND TIME OF NEXT MEETING
The next meeting was scheduled for 2004 November 09 at 3:30 p.m.
6.ADJOURNMENT •The meeting adjourned at on motion of T.Roberts.
RECOMMENDATIONS:
1.That Cynthia Clarke of CN Watson be asked to attend the November 2 Information
Committee of the Whole meeting to discuss the parameters of the consultant review and
respond to trustee questions,and that the draft contract be brought to the November 23
Board meeting for approval.
It was noted that Ms Clarke is unable to attend the November 2 information Committee of the
Whole meeting but plans to attend the November 9 Committee of the Whole.The above motion
was amended to reflect this change in date.
2.That the format of the evaluation tool for the Director of Education used last year be
continued and the completed comment page Mtached to the responses for trustees'
information.
P.JAFFE,
Chairperson
The recommendations were moved by P.Jaffe and carried.The Director advised that the
Information related to the consultant's contract will be made available to Trustees as soon as
possible.
9.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE
MEMBERS
P.Sattler,Chair
D.Anstead
J.Bennett
J.Hunter
A.Cartier (+7:07 p.m.)
8.Doxtator
D.Mugford
8.Peters {+7:07 p.m.)
K.Preston
J.Stewart
T.Roberts
L.Stevenson
Regrets : G. Hart, S.Ross,P.Jaffe
B. Bryce
B.Greene
P.Gryseels
C.Murphy
J.Thorpe
D.Biair
K.Dalton
K.Havelka
2004 October 05
7:05 p.m. -8:30 p.m.
ADMINISTRATION AND OTHERS
L.Hutchinson
G.Jazey
M.Sereda
W.Tucker
K.Wilkinson
K.Bushell
8.Christie
S.Dawson
C.Dennett
K.Meeson
J.Neville
J.Roth
C.Graves
E.Good
W.Scott
1.APPROVALOF AGENDA- The agenda was approved on motion of T.Roberts.
2.CONFLICTS OF INTEREST - No conflicts of interest were declared.
2004 October 26...22
12.REPORTS OF COMMITTEES-cont'd
b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
9.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd
3.DIRECTOR'S ANNOUNCEMENTS
The Director reported that today,2004 October 05, is "World Teachers'Day" a ceiebration
recognizing the outstanding contributions of ail teachers.He applauded Thames Valley
teachers and all employees for the significant role they play in the success of our students.
He advised that a message of appreciation has been sent to staff across the system,it was
noted that G.Jazey,Superintendent of Education,was interviewed by a local television
station regarding World Teachers'Day.
The Director reported that on 2004 October 04, United Way representatives from Oxford,
Elgin and London-Middlesex,gathered at the Education Centre to kicl<off this year's
campaign.The Board's goal for the 2004-05 United Way campaign has been set at
$235 000.
4.CHAIRPERSON'S ANNOUNCEMENTS
Chair Sattler advised that through the collaborativeefforts ofthe London PublicLibraryand
the Universityof Western Ontario faculty, a teacher's "Wallof Fame"has been established.
The award will be displayed on the 2"'*floor ofthe London Central Public Library and is
intended to recognize outstanding teachers who have significantly influenced students.
Nominations are being accepted for 2005.
5.PUBLIC PRESENTATIONS
a. Dr.David Herbert, Chairman of the Citizens Concerned About Education and Origins,
requested thatthe Board include the teaching of origins in secondary curricula feeling
that teaching onlyevolutionism in schools is a violation of the religious rights of both
parents and students.He presented a parental consent document entitled,Parental
Empowerment and the Instructionof Originsinwhichthe legalrightsand responsibilities
of parents are outlined regarding the teaching of origins.
b.Faith Cuthbert, parent, presented her viewsthat the Board elevates one beliefsystem
(evolutionism) over another (creationism)by refusing to In-service teachers in the
instruction of origins.
c.Dr.Keith Thompson,Citizens ConcernedAbout Education and Origins,spoke In support
of the Parental Empowerment and Instructions of Origins initiative.
6.ENGLISH AS A SECOND LANGUAGE/ENGLISH LITERACY DEVELOPMENT
ORGANIZATION AND PLANNING
C.Murphy,Executive Superintendent,Program Services,Introduced the presentation on
English as a Second Language and English LiteracyDevelopment (ESL/ELD).
She advised that in 2003 December, the Board received additional language funding to
support ESL/ELD studentsacross the District.The funding was usedtoincrease staffing at
boththe elementaryand secondary (2.5FTEelementaryand 1.5 FTEsecondary)level and
to purchase classroom resources Including textbooks, manipulatives and other resource
materials.These materials have been purchased and are in schools ready for teachers to
use.
Ana Grgic, ESL teacher at Westmount P.S., London,spoke in her native tongue to
demonstrate how difficult itIsfor a childinschool who does not understand English.
2004 October 26...23
12.REPORTS OF COMMITTEES -cont'd
b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
9.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd
6.ENGLISH AS A SECOND LANGUAGE/ENGLISH LITERACY DEVELOPMENT
ORGANIZATION AND PLANNING -cont'd
C.Graves,Learning Supervisor,and E.Good.Learning Coordinator,Language and Social
Sciences,provideda comprehensive presentation on the various leveisof support avaiiabie
to Thames Valley ESL/ELD students.They noted that students include Immigrates to
Canada,those from Canadian communities in vi/hich a language other than English is spoken
or who speak a language other than English at home. Currently,there are 1,694 elementary
and 379 secondary ESL/ELD students enrolled. Itwas noted that these figures do not-
include JK/SK students,or students beyond four years ina Thames Valley school.Ms. Good
explainedtheprogrammingfor second-language acquisitionand literacydevelopment at both
the elementary and secondary level. The number of years required to achieve Native-like
English proficiency was described as well as the various experiences that ESL students
encounter until they begin to acclimatize.
Copies of ESL/ELD Grades 1-8 and Grades 9-12 Ontario Curriculum resource documents
were distributed and discussed and the presenters responded to questions posed by
trustees.
Responding to a question regarding the funding gap for students after the fourth year has
been complete,Ms. Good explained that presently fourth year students are provided witha
levelof support that uses the student's documentation to help assess whether or not the child
is successfully moving ahead.Atthis stage,there may be need for a forma!assessment(s)
related to something else Impacting the language acquisition skills which may require an
individual plan.She advised that the Ministry expectations related to ESL/ELD ischanging
and that a fifth year of funding has been provided for 2005.
In response to a question related to using online or software packages to enhance the
programs,it was noted that many ESL/ELD students do not have access to technology in
their homes.Students often learn best in a highly interactive setting with a speaker in
attendance and in small group settings to teach the language through facial expressions and
gesturing,etc. ESL/ELD software resources and other resource materials have been
purchased and distributed to schools.
Chairperson Sattler extended appreciation on behalfofthe Boardto the presenters fortheir
infomiative presentation.
7.MONTHLY REPORT OF THE CHAIR
Chairperson Hunter provided her monthly report advising that, in keeping with the
government's more open communication approach,there continues to be regular ongoing
interaction with Minister Kennedy and his staff.She personally spoke with him several times
over this past month on a variety of issues such as declining enrollment, small schools,
Special Educationfundingas well as continuedgood will between the Boardand the Ministry.
Chair Hunter described the following events of the previous months:
Met withthe Directors of Thames ValleyEducation Foundation.An additional support
person was approved bythe Boardand that process isnowunderway. The nextmeeting
is to be held 2004 November 24;
- A highlight forseveral ofus was beingable to spend the morning at Lord Elgin P.S., a
JK to grade 6 school. This isa school with 28 languages and 20 countries represented
among the young students that attend.Education Minister Gerard Kennedy was also
there and spent some time with the boys and girls.
2004 October 26...24
12.REPORTS OF COMMITTEES-cont'd
b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
9.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd
7,MONTHLY REPORT OF THE CHAIR -cont'd
Director Bryce and I used the opportunity to meet privately with the Minister to discuss our
concerns over the cancelling of portabilityof the ISA funding for our Special Education
students who transfer to us from outside the area and /or other boards.I have sent a letter
to the Minister outlining our concerns on a more specific basis and lookforwardto hearing
back from him as soon as possible regarding the Special Education equity Fund whichhe
indicated would be forthcoming in the next few weeks.
- Many of us have an exceedingly busy schedule in the upcoming months with rededication
ceremonies and commencements.I have compiled an overviewofthedates of several other
events such as Celebrations ofLearning,25 Year Employee RecognitionReception and the
Public Input Session on French Immersion as well as several other dates and will have that
list distributed to all Trustees later this week.
8.DEPARTMENTAL UPDATES
Operations Services
Attainment of the Vision -School Improvement update Included:
Discussions at CommunityofSchools meetings centered on the presentation that
Todd Whitaker in December.All Principals and Vice-Principals have a copyof
"What Great Principals Do Differently."This book is forming the basis for
discussions at Community of Schools meetings;
Training with the new schools involved inthe Increasing Instructional Intelligence
project,commences with a workshop followed by inservice sessions at various
schools facilitated by Barrie Bennett. This year 70 schools are involved in the
initiative last year44schools participated.The evaluation atthe end ofthefirstyear
was excellent and this year, the same evaluations are coming forward.
Staffing update included:
Elementaryenrolmentcame In 187 Fulltime Equivalent (FTE)under projection.The
fall staff hold-back was subsequently reduced from 27.0 to 19.5.Staff remaining
from the additional funding for primary education received and allocated in spring
was 4.0.Superintendents reviewed enrollments and allocated staff based on the
following order of priorities:earlyyears,primary,juniorand intermediate divisions:
-Secondary enrolment is higherthan projected due to a higher than expected return
rate for Grade 9-12 students.As a result of this,68 lines or 11.33 FTE teachers
were allocated on September 27. Twenty secondary schools received additional
staff.
- A system review document was presented to the Board on 2004 September 28. The
CaradocSouthAreaAccommodation StudyCommittee continues tomeet. Thenext meeting
of the East ElginArea Accommodation Study Committee is yet to be confirmed.
- The following Safe Schools initiatives were presented:
-Secondary School Violence Prevention Committee met to discuss/plan initiatives for
semester one;
Banting, Westminster, Laurier, MedwayS.S. and Homedale P.S. Drama troupes are to
provide presentations during the 2004-05 school year;
2004 October 26...25
12.REPORTS OF COMMITTEES -cont'd
b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
9.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd
8.DEPARTMENTAL UPDATES-cont'd
Operations Services -cont'd
Safe Schools
Representation from all TVDSB secondary schools on our Violence Prevention
Committee are in place and have selected initiatives which includes plays,guest
speakers,conferences,and video presentations;
Partnership of Safe Schools and the Association for the Elimination of Hate
continues with hosting the "Youth Anti-Hate Conference"with presentation of three
separate conferences;
On October 7,secondary schools participating in The 4th Rproject will attend a Safe
Schools conference in conjunction with the Youth-Anti Hate Conference with
sessions focusing on forms of hate,hate crimes and strategies to combat hate;
"Safe School Ambassadors,"will help organize special events in their school to
promote diversity,respect and a positive school environment;
- On October 1,Grade 9 P.E.&Health teachers will be trained inthe FourthR Project,
teachers of the 12 secondary demonstration schools will participate in violence
prevention training;
- On October 15,secondary school student leaders will participate in the Crime
Stoppers Symposium and will have the opportunityto attend workshops on Family
Violence,Drugs and Gangs;
During September,30 volunteers were trained as mentors in the Stand by Me
Program;mentors have been assigned to work with elementary students one hour
a week throughout the school year;
Women's Community House of London,Violence Against Women Services ofElgin
County,Women's Emergency Centre in Woodstock and the Strathroy Women's
Rural Resource Centre have renewed their partnership with the TVDSBand have
jointly submitted an application to the MOE for funding under the School Based
Services Project which provides funds for services related to school aged children
who reside in shelters;
Research &Assessment Services provided changes to EQAO as announced by the
Minister of Education,a summary completed byDr.Steve Killip and the Ministry handout;
Research and Assessment continues to provide services in the areas of student
assessment,large scale testing,research,literature reviews,program reviews and
evaluations,development and use of corporate data,support for data collection and
consultation for school and system-based improvement projects.
Program Services
The Special Education update included the following;
-Professional Development
Special Education Services and School &Community Services personnel are continuing to
plan forthe October P.D. Day.All ofthe Special Education sessions will be presented based
on a collaborative team model.The Special Education staff has been organized into multi-
disciplinary teams (combining staff from Speech &Language Services,Psychological
Services,Attendance &Social Work, Itinerant Teachers,and Special Education Learning
Coordinators)to lead workshops that will address the needs of students in a multifaceted
way.
2004 October 26...26
12.REPORTS OF COMMITTEES-cont'd
b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
9.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd
8.DEPARTMENTAL UPDATES -cont'd
PROGRAM SERVICES -cont'd
Professional Development -cont'd
The first part of the sessions will consist of a presentation by the staff on that particular
exceptionality or issue from a multi-disciplinary perspective.For the remainder of the session,
schools are invitedto bring a profileof a student or students withthat particular difficulty.
The goal is to develop an action plan for this/these student(s)incollaboration withthe special
education team who will be available for consultation and assistance.It is our hope that by
structuring the sessions in this manner,schools will have the opportunity,time,and available
expertise to construct an implementation plan for students.
-Learning Support Teachers have attended one offour presentations across the district on the
IPRC/IEP process.In addition,these sessions have aiso involved additional information on
new resources formathematics^Central Auditory Processing Disorder (CAPD)and language
difficulties,and new technological resources.The goal of these sessions is to present new
information, confirm present practices,and provide an opportunity to asi<questions on these
issues.In-service sessions forLearningSupport Teachers on manageinentofthe lEP Engine
and on the Woodcock-Johnson testing procedures have also been scheduled.
The PDD ItinerantTeam has organized a workshop for Educational Assistants workingwith
FDD students to take place early In October.School principals have strongly supported the
attendance of their staff members at this session.
-School and Community Services
Roots of Empathy is an'Innovative program that helps childrendevelop theirsocial skills,and
knowledge of healthy living,relationship buildingand empathy withthe guidance of a trained
instructor and classroom visits with a parent and infant.The initiative continues to expand
across the Board in collaboration with Investing in Children.An additional 7 SchoolSupport
Counsellors will be trained in September to facilitate the expansion of the program to 24
schools in the TVDSB.Parents participating with their infants In the classroom visits Include
parentsfrom the school community,teachersand counsellors on maternity leave,and agency
staff. The Roots of Empathy curriculum is aligned with current expectations,and enhances
students'knowledge of important safety issues,emotional literacy,inclusion,respect, and
empathy.
October is Child Abuse Prevention Month.Suzanne Book,Coordinator,and the Board's'
representative onThe Child Abuse PreventionCouncilofLondonand Middlesex,will joinother
counciland community members inrecognizingthe effortsofClarke Road Secondary School
and GlenCairn Public School in initiating the PurpleSchoolCampaignsthat included positive
parenting sessions,Roots of Empathy,Shaken Baby Information Assembly,and essay and
poster contests focussing on child abuse prevention messages.Thiseveningisthe highlight
of a two-day professional conference focussing on building parent capacity.
-Attendance and Social Work Services is providing additional social work services in six
secondary schools thisyear. Enhanced services include Individual and groupcounseling for
students experiencing social emotional barriers to learning.
2004 October 26...27
12.REPORTS OF COMMITTEES-cont'd
b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
9.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd
8.DEPARTMENTAL UPDATES-cont'd
Program Services -cont'd
- First Nations Counsellors participated in the organization of a First Nations Education
Celebration held at the Oneida Fall Fair on 2004 Sept.24,3:30 p.m. -5:30 p.m..Events
included entertainment by The New Orators'Group with special message to "Stay in School."
The celebration was sponsored by educators and counsellors at Thames,Saunders and Beal
secondary schools,and the First Nations Communities.
Student Pathways to Success -2004 Summer In Service included:
- Many dedicated teachers and Program Services staff members were involved in Summer
In-Service sessions held 2004 August 23 -26,and 30 -31.
- Of the 53 workshops that were advertised in May, 40 gained sufficient registrations to run.
there were approximately 420 participants and forty presenters overall.Workshops were
held in the focus areas of Administration,Arts,Health &Physical Education,Information
Technology,Language,Library,Mathematics,Safe Schools,Science and Special Education.
Most workshops were a half day in duration,with some exceptions,e.g.,TRIBES training
involved four full days and Crisis Prevention Intervention FullCertification took two full days.
Organizers,the presenters,and the participants for their ongoing efforts to improve student
learning.
Business Services
Facility Services Projects and Maintenance updates included:
- Capital Projects at North Meadows P.S.,East Williams Memorial P.S., Eagle Heights P. S.,
(Former Oxford Park), Clara Brenton P.S.,
-K.Bushell,Manager,Projects and Maintenance,advised that the Resource Centre at Eagle
Heights P.S.has been completed and Is ready for the furniture and equipment to be
delivered.The gymnasium is scheduled to be completing by2004 October 22;
- A Portable Classroom schedule was presented as follows:Portable moved to Homedale
P.S.,St.Thomas,on 2004 October 05;additional portables relocated to Clara Brenton,
Algonquin and South Ridge P.S.,for accommodation issues scheduled for first two weeks
of November; two replacement portables relocated from Eagle Heights P.S. to Ekcoe Central
P.S.,by mid October;
-The 2004-05 approved budgets have been entered into the financial system.The interim
budgets for schools and departments have been established at 60%ofthe approved annual
budgets for supplies/services,furniture/equipment and staff development;
- Supt.Greene advised that reporting requirement to Minister on how the Board is using
money on new initiatives has necessitated that Financial Services department be
reconfigured to address these Issues expediently.Supt.Greene advised that
recommendation on new Initiativeswithin this school year will be monitored and these issues
brought forward at subsequent meetings;
-Financial Services continues to prepare for the 2004 August 31 year end and annual audit;
2004 October 26...28
12.REPORTS OF COMMITTEES-confd
b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
9.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd
8.DEPARTMENTAL UPDATES-cont'd
Business Services -cont'd
-Support Services updates included recent initiatives for Purctiasing Services,and Printing
Services;
-John Neville,l^anager.Facility Services Operations advised that notification was received
bythe National AirFiltrationAssociation (NAFA)that the Board is receiving the NAFAClean
Air Award.This award was established to recognize a person, organization or company for;
utilizing effective air filtration In maintaining a clean and healthy Indoor environment.This
award program has been Instituted by NAFAin order to promote and recognize the use of
high efhciency filtration products and good maintenance practices.
It is presented for an outstanding effort in maintaining a clean and healthy indoor work
environment,whilereducing overall operating costs.The responsibilityoffilter replacements
in mechanical equipment and site preventive maintenance of the air handling equipment is
the responsibility of the custodial staff and this award is directly related to the combined
efforts of custodians and supervisory staff that assisted in Implementation of a very
aggressive program that improved our filter media products;
-Implementationofthe Room Booking moduleofthe Facility Information Management System
(FIMS)Is beginning as a result of the Community Use of Schools funding announcement.
This will consist of an electronic web-based booking software that will be utilized at the school
level. The need to record and track community use for non-for-profit and for profit is a
requirement for reporting purposes to the Ministry of Tourism-and Recreation;
-Arrangements have been made withCrime Stoppers to feature a story regarding the recent
fires at Byron Southwood P.S.and P.M.Sutherland P.S.The story will be featured on the
NewPL during the week of 2004 October 10 to 16 as well as features at random on the radio
and newspaper announcements.
- Supt.Gryseels advised that Investigations continue regarding the recent fires. Specific
details regarding the investigationare to be discussed at a subsequent Incamera meeting..
Director's Services
- On Friday,September 24,the Director Bryce attended the Ministerof Education's visitto Lord
Elgin P.S. The Ministermet with tnjstees,parents,community partners and school staff;
- The following meetings and/or events were attended bythe Director:UnitedWay Planning,
Garrison Community Council, United Way Cabinet,Ontario Principals'Council -Launch of
Michael Fullan's Book - "Leadership and Sustainability"UnitedWay Harvest Lunch, United
Way Football Game,Youth Start London and Middlesex - "AVoice for Youth;Getting the
Media More Involved,"Investing In ChildrenArts and Culture Conference Planning, Early
Childhood Development Council,Thames Valley Education Foundation,Junior Achievement
Board,Junior Achievement Annual General Meeting and the Grand Theatre's 2004 -2005
Season Launch Celebration.
-The Director brought greetings and/or presented to the following groups:Education Centre
"NewYear Kick-Off'Coffee Break,Program Services Staff Meeting,SEAC Luncheon Meeting,
-Roslne Salazer and the Director met with representatives from the Ministry of Children's and
Youth Services and the Cityof London re Thames Valley Neighbourhood Early Learning
Partnership Program;
2004 October 26...29
12.REPORTS OF COMMITTEES-cont'd
b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
9.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd
8.DEPARTMENTAL UPDATES •cont'd
Director's Services -cont'd
- The Director attended "ADaywith John Abbott"hosted bythe Learning Partnership and the
Halton District School Board. John Abbott is the President of the 21"Century Learning
Initiative (USA)and Directorofthe Education2000 Trust (UK).His presentation focused on
the above initiatives that explore the relationship of early brain development to human
learning.Dr.Fraser Mustard participated ina panel presentation at this event.
- Staff Development Initiativesincluded: New Teacher August Conference,New Teacher Fall
Conference,Staff Development Outreach Program, Administrative Mentoring Program,
Online PD, 2004 Learning Conference,Communication, True Colors,Professional Reading
Program,Wellness,Staff Development Standards,Site-based Modules,Site-based P.D.,
Information Technology,Our Vision initiativesincluded Our Vision inservice to schools and
School Councils, Advisory Committee,research and refinements;
- Public Affairs and Community Relations update included; Board Bulletin,a new electronic
newsletter launched withthe start ofthe new school year, "Welcome tothe NewSchool Year"
Reception, New Day Show on London's New PL television station,Remembrance Day
cenotaph ceremonies this November 11 will see student participationbyBalaclava P.S., St.
Thomas,Central S.S.,London,SDCI,Strathroy and Central P.S.,Woodstock;
- Community and Corporate Development InitiativesIncluded Take Our KidstoWork Dayand
Thames Valley Education Foundation;
-Saunders S.S.students have been officially recognized for raising the outstanding sum of
$44 000 for Cancer Research.
Human Resource Services
-Disability Management Isworking with approximately45 staff members intheirreturntowork
programs as a result of non-occupational and occupational illnesses and Injuries;
- DistrictSchool Council's first meeting ofthe new school year is scheduled for Thursday,2004
September 30 with 20 people in attendance.All District School Council meeting agendas
and minutes can be found on the Thames Valleyweb site. DistrictSchool Council Executive
elections will take place In 2004 November:
-Various activities of the District School Council were highlighted (See Item 9 below);
Additional elementary staff are currentlybeing deployed to the schools from the holdback;
- There are currently 181 (11 retirees)elementarylongtermoccasional (LTO)teachers. The
numbers on the short term lists are as follows;
Elementary 1059 (not including 105 newly added)[449 retirees], inaddition,105 new
occasional teachers attended an orientation on 2004 September 24 and are currently
completing documentation to be added to the list;
-Flnalization of secondary staff changes whichoccurred overthe summer isbeing processed;
-Ninety teachers were interviewed for the secondary occasional teacher list.About 80
teachers were accepted and will be processed through the orientation.Currently
approximately 680occasionalteachers are onthe list(not including the 80above)of which
about 25%are retirees.Currently,there are 105 LTO assignments with retirees filling nine
of those assignments.
2004 October 26...30
12.REPORTS OF COMMITTEES-cont'd
:b.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
9.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd
8.DEPARTMENTAL UPDATES -cont'd
The Administration responded to questions posed by Trustees.
9.THAMES VALLEY DISTRICT SCHOOL COUNCIL REPORT 2004 September 24
The DistrictSchool Council'sfirstmeeting ofthe newschool year was held 2004 September
30. Future meeting dates were set at that time.All District School Councilmeeting agendas
•and minutes can be found on the Thames Valley web site.
The District School Council Executive elections are to take place 2004 November.
The following are the activities/events undertaking bythe District School Councilto date:
- In conjunction with Thames Valley and Home &School,District School Council the next
Parent Learning Conference is planned for 2004 October 23;.
The insertsforthe Ministry ofEducationSchoolCouncilHandbookare almost completed
and are to be dispersed to Thames Valley School Councils in October;
A total of 105 reports from Thames Valley School Councils were completed and
returned;
DSC is currently working on a summary and in partnership with the Board's Public Affairs
&Community Relations department a report Is to be provided to the Board;
DSC is planning a workshop for parent members to be held on 2004 November 09 at the
Education Centre;
As part of the communication to School Councils the DSC regularly sends an email
update to localSchool Councils.The firstcommunication was sent in September and
Included the following:
Welcome Back;
School Council Workshop;
Parent Learning Conference;
Board Committee School Council Rep request;
Upcoming District School Council meeting;
Sharing School Council Bylaws request;
School Council Handbook Insert Package;
District School Council Elections.
DSC is planning the second Annual Ontario School Council Symposium to be held 2004
•November 09.Twenty-five public school boards from southern Ontario have been
invited, an increase from last year's Invitation list.
10. ADJOURNMENT -The meeting adjourned at 8:30 p.m. op motion of S.Peters.
P.SATTLER,
Chairperson
Trustee Bennett extended appreciation to Marissa Nelson,Reporter for the London Free Press
acknowledging thefinearticlethatshe wrote informing the public about the challenges faced by
students that are at risk of not completing secondary school or have leaming problems.
10. ADJOURNMENT -The meeting adjourned at 7:58 p.m. on motion of J.Stewart.
J.HUNTER,
Chairperson
20Q4 October 26...31
RECOMMENDATIONS FROM THE OCTOBER 12 COMMITTEE OF THE WHOLE MEETING
That the TVDSB hire a 1.0 Research and Assessment Associate and pay for this position with funding
from the Learning Opportunities Grant allocation to improve student literacy.
That the East Elgin Area Elementary School Accomhodation Study Committee be disbanded.
That Cynthia Clarke ofCNWatson be asked to attend the 2004 November9 Information Committee
of the Whole meeting to discuss the parameters of the consultant review and respond to trustee
questions,and that the draft contract be brought to the 2004 November 23 Board meeting for approval.
That the format of the evaluation tool for the Director of Education used last year be continued and the
completed comment page attached to the responses for trustees'information.
The recommendations were adopted on motion of L.Stevenson and P.Sattler
c.REPORT OF THE CHAIRS'COMMITTEE
MEMBERS
J.Hunter P.Sattler
J.Bennett
Regrets:T.Roberts
2004 October 20
10:07 a.m.-1:13 pm.
ADMINISTRATION AND OTHERS
B.Bryce
S.Christie
1.APPROVAL OF THE AGENDA - Item 6 was deleted from the agenda.
2.AGENDA REVIEW
The agendas for the in-camera and public Board meeting of 2004 October 26 were discussed.
3.CORRESPONDENCE
The following correspondence is available to trustees in the Trustee Conference Room:
• District Manager,Ministryof Education re Minister's visit of September 24,2004;
•Ontario Flue-Cured Tobacco Growers'Marketing Board to Principal of Norwich D.H.S.re
students working in the tobacco harvest;
• St.Clair Catholic District School Board to Ministerof Education re reporting expectations;
•Durham District School Board to Minister of Education re ISA funding.
A letter from the President of ETFO regarding elementary literacy and numeracy Initiatives will
be added to the October 26 agenda package under "Communications".
4.INFORMATION COMMITTEE OF THE WHOLE MEETINGS
Chair Hunter sought input regarding continuing to hold Information Committee of the Whole
meetings.She noted It has been an -excellent format to receive Information ori system initiatives
as the Board developed from the 1998 amalgamation and questioned ifthe concept has served
its purpose,itwas notedthat Board Bylaws provide for holding special meetingsas requiredand
could facilitate presentations on current initiatives fromtime totime.She emphasized the need
to maintainan opportunityto receive publicpresentations and the departmental updates,and the
value of the staff presentations on program initiatives.
2004 October 26...32
12.REPORTS OF COMMITTEES-cont'd
c.REPORT OF THE CHAIRS'COMMITTEE -cont'd
4.INFORMATION COMMITTEE OF THE VVHOLE MEETINGS-cont'd
Itwas suggested that a one-daytrustee retreat be planned and led byan external facilitator to
discuss various Issues currently affecting tiie Board and to consider the governance model.
Members ofthe PD Committee wereasked to join the meeting and participate in the discussion.
It wasagreedthatthe PD Committee andthe Chairs'Committee will prepare asurveyof interest
including logistics and focus ofthe retreat to trustees.Responses will be sent to the Chairfor
compiling.
5.BOARD MEETINGS
Flowing from Item 3,discussion surroundeda revised format for holding Board meetings in order
to move Board approvals along at an increased pace.Itwas suggested that Committee of the
Whole and Board meetings be held on thesame evening with the opportunity todefer major
issues broughtto Committeeofthe Whole meetingto the next Boardmeetingto allow timefor
trustees to consider complex matters fully.Matters not requiringextensive discussion could be
brought to the Board meeting the same evening for approval. Discussion of the issue will
continueat a future meeting following receiptofthe trustee retreat surveynoted above.
6.PROPOSED FOCUS GROUP -deleted
7.25-YEAR SERVICE RECOGNITION RECEPTION
The Director advised thatthe 25-year service recognition reception is scheduled for Tuesday,
November 16. The past fonnatofthe reception was discussed.It was agreed that Executive
Superintendent J.Thorpe will be asl<ed toserveas Master of Ceremonies,the supervisory officer
for each area will call the recipients forward and all trusteesandthe Director will congratulate
them on their service to the Board.
8.COMPUTER EQUIPMENT FOR TRUSTEES
It was noted that OPSBA has conducted a survey of boards onthe matter indicating thereare
varying degrees of support across the province.Theissueof establishing a trustee computer
policy was discussed.
9.MOE LABOUR RELATIONS REQUEST
The Labour Relations and Governance department ofthe Ministry of Education has requested
that Ontario school boards Indicatetheir viewson proposed amendments to the Education Act
regulations regarding Native Trustee appointments on school boards.Amendments include the
issue of two Native trustees being appointed to a Board when the Native student enrolment
reaches 300. Board responses are to be Into the Ministry by November 30. The Chair will ask
the Native Trustee to speak to the issue.
10.CONSULTANT PRESENTATION DATE
Director Bryce advised that the consultant from CN Watson Inc.has another commitment and
isunabletoattend the November 2 Information Committeeofthe Wholemeetingtodiscuss the
parameters ofthe Focus on Excellence project.She has asked that her discussion with trustees
be defen-ed to the November 9 Committee ofthe Whole meeting. Herdiscussion will be added
to that agenda.
Director Bryce distributed an article from the Thunder Bay Chronicle-Journal regarding Minister
Kennedy'scomments on potential school closures faced bymany boards across the province.
The Chair will fax the article to trustees for their information.
2004 October 26...33
12.REPORTS OF COMMITTEES-cont'd
c.REPORT OF THE CHAIRS'COMMITTEE -cont'd
11.APPROVAL FOR CONFERENCE FOR STUDENT TRUSTEES
A request from Student Trustee K.Preston to attend the Ontario Student Trustees'Association
fail conference on November 5 and 6 In Toronto was considered.Recognizing OSBIE's concern
regarding student travel,discussion followed seeking clarification surrounding adultsupervision
at the conference.The Chair will contact OSTA in this regard and report bacl<.The following
motion was moved by P.Sattler and carried:
That the student trustees be supported,through the student trustee PD funds,to attend the
Ontario Student Trustees'Association fall conference on November 5 and 6,2004 in Toronto.
12.OTHER BUSINESS
a.Public Presentations
It is anticipated that requests to present at the November 2 Information Committee of the
Whole meeting will be received from representatives of the Board's Special Education
Advisory Committee regarding Trustee Stevenson's motion which will be considered at the
November 23 Board meeting. It was noted that presentations will be limited to six in
accordance with Board Bylaws.
13.DATE AND TIME OF NEXT MEETING
The next meeting was scheduled for November 16 at 3:00 p.m.
14. ADJOURNMENT• The meeting adjourned at 1:13 p.m.
RECOMMENDATIONS:none
J.HUNTER,
Chairperson
d.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA
MEMBERS PRESENT
2004 October 26
ADMINISTRATION AND OTHERS
J.Hunter(Chair)
D.Anstead
J.Bennett
A.Cartier
G.Hart
D. Mugford
S.Peters (5:50)
M.ReidI
P.Sattier
L.Stevenson
Regrets:P.Jaffe,T.Roberts
Absent:S.Doxtator
B.Bryce
P.Gryseels
B.Greene
J.Thorpe
C. Murphy
D.Biair
K.Dalton
J.Empringham
K.Havelka
L.Hutchinson
G.Jazey
M.Sereda
W.Tucker
K.Wilkinson
K.Bushell
S.Christie
C.Dennett
P.Thorup
The Committee met in camera from 5:07 p.m.to 6:03 p.m.
1.APPROVAL OF AGENDA
"Update on Teacher" was added as Item 7.b. The agenda,as amended,was approved on
motion of J.Stewart.
2.CONFLICTS OF INTEREST -No conflicts of interest were declared.
2004 October 26...36
)
17.GOOD NEWS ITEMS -cont'd
Chairperson Hunter advised that the Celebration of Learning event was held in Elgin County at
Southwold P.S., St. Thomas,with approximately 250 people In attendance.Taistee Bennett
commended the students andstafffor the excellent decorations and applauded the many schools that
participated in the event showcasing their students'talents.Superintendents Blair andJazeywere also
thanked for participating in the event.
Chairperson Hunter reminded everyone ofthe many upcoming Violence Prevention programs thatare
being held at TVDSB schools. Supt. Daltonadvised that a schedule of events will be available next
week.
18.ADJOURNMENT
The meeting adjourned at 9:40 p.m. on motion of S.Peters and D.Anstead,
CONFIRMED
T7
Chairperson
By electronic voteofOctober22,2004,the following motion was approved:
That Trustee Joyce Bennett be appointed to the Caradoc Accommodation Study Committee as a
result of Trustee Don l\/lugford's resignation from the Committee.
2004 October 26...37
SUMMARY OF APPROVED RECOMMENDATIONS OF 2004 OCTOBER 26
That the Board approve that the monies received under the Distant Schools grant and the Good Schools
Open Initiative Grant be allocated as follows:
Resource Centres for Elementary School identified:$ 650 000.
Increasing ail elementary Principals to full-time:$557 392.
-Secondary teacher staffing for small schools:$400 000.
Offset principal and secretarial salaries in the schools identified:$511 365.
Total:$2118 757.
That the TVDSBhire a 1.0 Research and Assessment Associate and pay forthis positionwithfunding
from the Learning Opportunities Grant allocation to Improve student literacy.
That the Board approve the hiring of 20 additional Education Assistants.
That the East Elgin Area Elementary School Accommodation Study Committee be disbanded.
That Cynthia Clarke of CM Watson be asked to attend the 2004 November 09 Information Committee
of the Whole meeting to discuss the parameters of the consultant review and respond to trustee
questions,and that the draft contract be brought to the 2004 November 23 Board meeting for approval.
That the format of the evaluation tool for the Director of Education used last year be continued and the
completed comment page attached to the responses for trustees'information.
That the motions approved at the 2004 October 26 in-camera meeting related to employee
compensation and resignation to retirement be approved.
That the tender received on 2004 October 19 from Bronnenco Construction Ltd,For $4 036 500
excluding GST for the addition and renovations at Clara Brenton Public School be accepted and that the
Board enter into a contract with Bronnenco Construction Ltd. to construct the project.
That MaryJ. Elijah be appointed as a representative of Onyota'a:ka Kalihuny'nihtsia Tehatilihutakwas
(OKT) on the Board's Native Advisory Committee replacing Bette Summers.
That the student trustees be supported,through the student trustee PD funds,to attend the Ontario
Student Trustees'Association fall conference on November 5 and 6,2004 In Toronto.-Chairs'
Committee approval
That Trustee Joyce Bennett be appointed to the Caradoc Accommodation Study Committee as a result
of Trustee Don Mugford's resignation from the Committee.