2/3/2004 - Special Board Meeting•t'
THAMES VALLEY DISTRICT SCHOOL BOARD
SPECIAL BOARD MEETING,PUBLIC SESSION
2004 FEBRUARY 03,7:00 P.M.
BOARD ROOM,EDUCATION CENTRE
V-verbal
M -material
1.CALL TO ORDER V
2.APPROVAL OF AGENDA M
3.CONFLICTS OF INTEREST V
4.DIRECTOR'S ANNOUNCEMENTS V
5.CONFIRMATION OF MINUTES
a.Regular Board Meeting,2003 December 16 M
6.REPORTS FROM THE ADMINISTRATION
a. Monthly Financial Reporting M
b.2002-03 Audited Financial Results
(i)Review of the Audit 2003 August 31 V
- D.Gurnham,Deloitte &louche
(ii)2002-03 Financial Results M
(iii)2002-03 Transfer to Reserves M
(iv)Auditor's Report &Financial Statements 2003 August 31 V
7.REPORTS OF COMMITTEES
a.Special Education Advisory Committee,2003 November 25 M
b.Chairs'Committee,2004 January 20 M
c.Committee of the Whole,In Camera,2004 January 27 V
8.MOTIONS -NOTICE OF WHICH HAS BEEN GIVEN -none
9.ADDITIONAL BUSINESS
10.COMMUNICATIONS
a.Ontario Public School Boards'Association V
b.Student Trustee Update
V
c.Children's Safety Village Update V
d.Middlesex-London Health Unit M
11.NOTICE OF MOTION -Trustee A.Cartier M
2
12.GOOD NEWS ITEMS -"Did you know..."
13.ADJOURNMENT
THAMES VALLEY DISTRICT SCHOOL BOARD
SPECIAL MEETING,PUBLIC SESSION
2004 FEBRUARY 03
The Board met ina special session on 2004 February 03 inthe Board Room at the Education Centre,meeting
in Committee of the Whole,In camera at 5:05 p.m. on motion of iVl.Reidl and L.Stevenson,followed by a
public session at 7:05 p.m.The following were in attendance:
TRUSTEES
D.Anstead (-7:45)
J.Bennett
A.Cartier
S.Doxtator
ADMINISTRATION AND OTHERS
B.Bryce
P.Gryseels
B.Greene
C.Murphy
J.Thorpe
D.Blair
K.Daiton
Regrets:D.Mugford,t.Roberts
G.Hart
J. Hunter (Chair)
P.Jaffa
S.Peters
J.Empringham
K,Havell<a
L.Hutchinson
G.Jazey
M.Sereda
B.Tucl^er
K.Wilkinson
M.Reid
M.Reidl
P.Sattler
L.Stevenson
K.Bushell
S.Christie
C.Dennett
C.Linsdell
K.Meeson
J.Roth
W.Scott
D.Gurnham,Auditor
1. CALL TO ORDER-Chair Hunter called the meeting to order at 7:05 p.m.
2.APPROVAL OF AGENDA
The agenda was approved on motion of M. Reidl and P.Jaffe.
3.CONFLICTS OF INTEREST
Aconflict of interest was declared by Trustee Jaffe related to in-camera Item #5 -Negotiations,citing
spousal employment.
4.DIRECTOR'S ANNOUNCEMENTS
B. Bryce,Director of Education,advised that the Board's Payroll Services Department has been
chosen as Employer of the Year for 2003 by the Ontario Teachers'Pension Plan.This recognition
is given to the Board for its excellence in pension reporting.The criteria used to determine the
recipient each year Includes data accuracy,responsiveness to request for information,a proactive
approach to resolving issues using Teacher Information Management (TlM):-a web-based system
developed by the Teachers'Pension Plan~and an overall commitment to working with TPPto provide
excellent service to Plan members.Congratulations were extended to K.Meeson,Manager ofPayroll
Services,and department staff for their excellent work which earned this special recognition.
The Director advised that recently Refreshments Canada removed carbonated soft drinks from
vending-machines In secondary schools and is now supplying juice beverages,sports drinks and
bottled water.Executive Superintendent B.Greene advised that notice has been received from
Refreshment Canada representative companies in the food services sector that all carbonated
beverages will be voluntarily removed from vending machines next year.It was noted that 64 of the
156 elementary schools have chosen to be included In the change over.Mr.Greene advised that this
Issue does not have a signiUcant Impact on schools and that the implementation has begun in terms
of advising schools that changing the machine dispensers will be completed by 2004 September.
2004 February 03...2
4.DIRECTOR'S ANNOUNCEMENTS -cont'd
Mr.Brycereferred to Dr.Alan King's recentlyreleased study, DoubleCohortStudy,Phase 3. The
study expresses concernthatthe Ontario curriculum policy Isflawedand changes totherequirements
forGrade 9/10 students are urgently needed to create a clear path to Grades 11 and 12.
The reportindicatesthata minimum of25%ofthe student population wijl notgraduate. This figure
is supported by performance research conducted In 135 secondary schools in 57 school boards
across the province.The Director advisedthat Thames Valley has been proactive regarding this
issueandbegantomake public itsconcerns prior totherelease of Dr.King's report.Hereportedthat
the exemplaryPathwaysfor Success and Internship initiatives presented at the 2004January 06
Information Conimittee ofthe Whole meeting have received significant recognition from the Ministry
of Education.
5.CONFIRMATION OF MINUTES
a. The minutes ofthe Board Meeting,2003 December 16 were adopted on motion of M.Reldl and
S.Doxtator.
6.REPORTS FROM THE ADMINISTRATION
a.2002-03 AUDITED FINANCIAL RESULTS
Director Bryce introduced thie report on the 2002-03 Audited Financial Results.
Exec. Supt.Greene introduced D. Gurnham,External Auditor,Deloltte &Touch;Jane Roth,
Manager;P.Hearse,Supervisor,Financial Services,and J. Berkin,Administrative Assistant who
provided an.overhead presentation ofthe results.Mr.Greene advisedthatchanges in financial
reporting havebeen madeto comply with Section 252ofthe Education Actandthat this year's
special purpose report is a temporary measure toward addressing the recommendation for
additional financial reporting changes this year.
(!)REVIEW OF THE AUDIT 2003 AUGUST 31
Mr.Greene provided preliminary comments related to the 2002-03 Audited Financial
Statement as at 2003 August 31 completed by auditors Deloltte &Touche.He advised that
the financial statement has been submitted tothe Ministry of Education and will be posted
to the Board's website on 2003 February 04.
D.Gurnham,, Deloltte&Touche, provideda comprehensive reviewofthe 2002-03 Audited
Financial results.He reported that,in accordance with Canadian Generally Accepted
Auditing Standards,anauditwasconductedontheBoard'sbalancesheet as at2003 August
31,onthe Revenue FundStatementof Operations,Capital FundStatement of Operations,
Trust FundsStatement of Continuity and onthe Reserve Funds Statement of Continuity.
The Auditors'report confirmed thatthese financial statements present fairly,in all material
respects,the financial position of the Board as at 2003 August 31, the results of its
operations and continuity of Its reserves and trust funds for the year then ended in
accordance with the basis of accounting principles described in Note 1 of the financial
statements.
Mr.Gurnham emphasized that these financial statements have not been and were not
intended to be prepared in accordance with Canadian Generally Accepted Accounting
Principles.They are prepared solely for the information and use of the Trustees and the
Minister of Education for complying with Section 252 of the Education Act of Ontario.It was
emphasized thatthe financial statements are not intended tobeand should not beused by
anyone other than the specified users orfor any other purpose.
2004 February 03...3
6.REPORTS FROM THE ADMINISTRATION -cont'd
a.2002-03 AUDITED FINANCIAL RESULTS -cont'd
(i) REVIEWOF THE AUDIT 2003 AUGUST 31 -cont'd
PUBLIC SECTOR ACCOUNTING BOARD (PSAB)
Trustees were advised that the Public Sector Accounting Board (PSAB)was established to
develop recommendations and provide guidance In accordance with generally accepted
accounting principles with respect to matters inthe public sector.PSABfinancial statements
are designed to meet the common information needs of external financial statement users
of financial information.The major Issues of the PSAB upcoming changes include the
following:
Effects on existing accountability framework -compliance with funding envelopes and
legislation;
-'Reporting entity - what is included;
Newly reported liabilities and related "deficits" (i.e.employee future benefits);
"Balanced"budget definition;
Capital reporting sometime in the future.
(ii)2002-03 FINANCIAL RESULTS
An overview of the 2002-03 financial results was provided.
OVERVIEW
The 2002-03 fiscal year was complicated by a number of variables that took place in the
course of the year.The year began with a very difficult budget which,included an Interim
deficit budget followed by the use of reserves to balance the budget.Part of the problem
during the 2002-03 budget was an accumulated deficit of approximately $5.0 M.
In2002 December,Dr.Rozanskl released his report which provided new funding of$24.9M.
This funding announcement included new money for special education,transportation and
collective bargaining.Also,near the end ofthe fiscal period, an additional $2.2 Min special
education funding was received.In the 2001-02 audited financial statements,the balance
sheet indicated a long-term receivable from elementary and secondary teachers of $13.2 M
for retirement gratuities already paid but not funded.
As the Board was advised in 2003 June,revised collective agreement language required that
this amount be treated as an expenditure in the 2002-03 financial period.During this fiscal
period,the Board also participated In the 55 School Board Trust which eliminated the pre-
amalgamation debt.There is also a requirement now that financial reporting standards move
closer to Generally Accepted Accounting Pririciples (GAAP).This results inthe disclosure
of new information related to employee future benefits along with a new audit report that is
different from previous years.
2002-03 FINANCIAL RESULTS
The 2002-03 Financial Statement of Operations provides a high level review of actual
revenues and expenditures.This year,the actuals have been compared to the approved
budget as opposed to the revised budget.Given the number of significant changes that
occurred in the year in terms of additional funding,the revised budget did not reflect the full
impact of increased funding. For example,whileadditional funding was received for special
education,portions were approved for expenditures while the balance was not allocated and
.therefore,not included in the revised budget.
2004 February 03...4
6.REPORTS FROM THE ADMINISTRATION -cont'd
a.2002-03 AUDITED FINANCIAL RESULTS -cont'd
(li)2002-03 FINANCIAL RESULTS -cont'd
The operating surplus priorto the one-time entry for the long term accounts receivable on
retirement gratuities Is $5.2M.The balance ofthe retirement gratuities,which isexpensed
in 2002-03,isthe $13.2M thatwasa receivable at2002August 31 lessthe $2.8M budgeted
as partofthe2002-03budget process,leaving a netexpenditureonthe long term receivable
of $10.4M.After the transaction for the long-term receivable,the Board endsthe year with
a deficit of $5.3M.A funding plan to retire the deficit caused by expensing the retirement
gratuity receivable of $600/FTE will retire this deficit in the 2004-05 budget year.
(iii)2002-03 TRANSFER TO RESERVES
The details ofthe transfers toreserves,a requirement as partofthe 2002-2003 year-end
process,were reviewed. The Boardisrequiredtoapprove the following transfers to reserve
funds which have been included inthe audited 2002r2003 financial statements.
Transfer to Reserve Funds
Classroom Expenditures- School Budgets (BoardPractice)$ 2 772 855
Trustee Professional Development (Board Resolution)4 526
Special Education 5 337 770
Special Education -Partnerships for Excellence 644 977
Workers'Compensation Liability Insurance 400 000
Joint Transportation Study 221 674
SupervisoryOfficers'Retirement Gratuity Reserve (Board Resolution)358 326
Principal /Vice-Principal Staff Development (BoardPractice)148 915
Pupil Accommodation - New Pupii Places (Ministry Regulation 446/98) 1401 052
Proceeds of Disposition - Sale ofProperties (Ministry Regulation 446/98) 284 354
$11 574 449
The following statements provide the rationale forthe transfers made as partofthe 2002-
2003 year-end process;
a. The Classroom Expenditures transfer relatestothe Board's practice of carrying forward
school surplus /deficit positionsto the subsequent budget year.
b. The transfer for Trustee Professional Development (P.D.)fund complies with the
recommendation approved by the Board that all remaining Trustee P.D. funds, to a
maximum of $15 000,are reserved for theuseof new tnjstees in an election year.
c.Thetransferfor Special Education isnecessaryto comply with the Ministryof Education's
requirement that unspent Special Education funding be transferred to reserves for use
in subsequent years.
d. The Special Education -Partnerships for Excellence transferisa resultofthe delayed
implementation of that program. Although initial funding was received for the entire
2000-2001 year,the program wasnot officially launched until 2001 January2 resulting
in surplus funds at 2001 August 31. 2002 August 31 and again at 2003 August 31.
These funds will be carried forward to the current budget year and used for the
Partnershipsfor Excellence program in addition tothe 2003-2004 funding allocation.
e. The transfer to reserves forWorkers' Compensation Liability Insurance Increases the
reserve to partially fund the compensation liability forexistingclaims.
2004 February 03...5
6.REPORTS FROM THE ADMINISTRATION -cont'd
a.2002-03 AUDITED FINANCIAL RESULTS -cont'd
(ili)2002-03 TRANSFER TO RESERVES -cont'd
f.Part of the 2002 December funding announcement included one-time funding to assist
boards in establishing transportation consortia.This transfer to reserves represents the
unspent funding to be carried fonward to 2003-2004.
g. The Supervisory Officer Retirement Gratuity transfer ensures that,as Supervisory
Officers retire,adequate funds are available in future years to ensure the Director of
Education and Supervisory Officer portion of the Administration and Governance
envelope is not in a deficit position.
h.The Principal /Vice-Principal Staff Development transfer addresses surplus funds to be
used for Principal / Vice-Principal staff development in the subsequent budget year.
i.The transfers for Pupil Accommodation - New Pupil Places and Proceeds of Disposition -
Sale of Properties are required by Ministry regulation.
The following motion was moved by L.Stevenson,seconded by P.Jaffe and carried:
That the transfer to reserves for 2002-03 inthe amount of $11 574 449 be approved.
Trustee Cartier was absent during the voting.
(iv)AUDITOR'S REPORT & FINANCIAL STATEMENTS 2003 AUGUST 31
Financial Services Manager J. Roth restated that this year's financial statements differ from last
year as referenced by Deloltte &Touche's qualification,that financial statements are not
Intended to be and should not be used by anyone other than the specified users or for any other
purpose.She presented the balance sheet as at 2003 August 31 and the accompanying notes,
an integral part of the financial statements.Specific reference was made to the Item Employee
Future Benefits,Retirement Gratuities.
Retirement Gratuities
The Board's retirement gratuity plan benefits represent amounts owing for accumulated unused
sick leave days.Certain qualifying employees are entitled to a cash payment when they cease
to be employed by the Board due to retirement,permanent disability or death.
The amount of retirement gratuities paid in 2003 was $5.305M (2002 -$7.315M)while the
amount of expenditure included in the Revenue Fund statement of Operations was $18.534M
(2002 -$5.924M).
In 2003,the Board recognized an expenditure of $13.229M pertaining to an outstanding
receivable.This amount was reflected as an asset on the balance sheet Inprevious years.
The receivable resulted from a negotiated arrangement with the Board's teachers whereby the
funding for the gratuities was taken from amounts available for teacher benefits at a set amount
per year until the gratuities were fullyfunded.Amounts paid in excess of the prescribed amount
were set up as a receivable.Revisions to the relevant article in the collective agreements for
elementary and secondary teachers,precludes the Board from recovering the receivable.As a
result,it was necessary to expense the outstanding receivable in 2003.The Board of Trustees
has approved a planto fundthe $10.447M deficit bythe end offiscal 2006.
^The Director advised that this benefit item was reviewed by legal council and deemed to be
expensed in 2002-03.
6.REPORTS FROM THE ADMINISTRATION -cont'd
a.2002-03 AUDITED FINANCIAL RESULTS -cont'd
Appreciation was extended to Deloitte &Touche for tlie professionai manner inwhich the audit was
conducted.Business Services staff were commended for their ievei of assistance during the audit
preparation, itwas emphasized that the financiai reportingand disciosure are a verycomplex issue
and reaiized onlywiththe commitment of staff ensuring that the year-end process is accurate.
Chairperson Hunter commended IVlr.Gurnham and the Administration for the informative
presentation.
MONTHLY FINANCIAL REPORTING
J. Rothpresented the l\/lonthly Financiai Reporting forthe third monthofthe fiscai year ending2003
November30. The summary of revenues,expenditures byexpenditure type and area expenditures
by type were reviewed.IVIs.Roth advised that an update of the Ministry's grant package Is to be
provided at a subsequent meeting.
7.REPORTS OF COMMITTEES
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE
Members
D.Anstead,Trustee
B.Bocl<ing,Thames Valley Children's Centre
P.Gallin,Autism Society (-2:30 p.m.)
E.Hager,London Down Syndrome Assoc.
A. Morse,Easter Seal Society
P.Sattler,Trustee
Administration and Others.
P. Cook,OPC -Elementary
J.Webb,Secondary Principal
V.Corcoran,Learning Supervisor
M. Hubert,Corporate Assistant
W.Scott,Corporate Assistant
2003 November 25
12:45 p.m.-2:45 p.m.
M.Schnarr-Rice,Learning Disabilities Association
L.Stevenson,Trustee,SEAC Chairperson
R.TIsdale,(Alt)Thames Valley DistrictSchool Council
S. Wilson,Community Living London, Oxford,Elgin,
Middlesex
J.Worthington,VOICE forThe Hearing Impaired (-1:40)
B.Tucker,Superintendent of Education
L.Manicom,Thames Valley DistrictCouncil of
Home and School Association
D.EnsIng,Association for Bright Children.
J.Steele,(Alt)Learning Disabilities
Association
R. Rowland,Thames Valley DistrictCouncil of
Home and School Association
Regrets:
Absent;
J.Bennett,W.Dupuis,P. Gillis, B. Hopkins, R. Hurwitz,
The meetingconvened at 12:45 p.m.in the Cafe Knights at SirGeorge Ross Secondary School
following a hot lunch served by the food services students.
1.CHAIR'S OPENING REMARKS
Chairperson Stevenson welcomed everyone to the meeting and thanked Superintendent
Tucker for changing the venue to Ross S.S. for the last meeting of SEAC for this term of
office.Director Bill Bryce was introduced and welcomed.
Mr.Bryce extendedthankstothe staffand students fora splendid lunch.Mr.Bryce further
expressed his appreciation for the hard work and dedication of the SEAC volunteers who
have committed much oftheir time over the past three years to advocate forthe children with
special needs, their parents and families.Mr.Bryceacknowledged that three years is a
lengthycommitment and notedthatmanyMembershave committedtoa furtherthreeyears.
2004 February 03...7
7.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE-cont'd
1.CHAIR'S OPENING REMARKS,cont'd
Trustees Stevenson,Anstead,Sattler and Bennett were commended for their respect and
understanding of the deep needs ofthe many special interest groups represented on SEAC.
Mr.Brycecitedthat the revisionstothe format ofthe SEAC agenda and meetings will enable
SEAC to streamline the Special Education Plan next year and assist Special Education staff
in understanding the wide range of philosophies and approaches of the Associations toward
developing best practices.
Mr.Bryce expressed pride inthe trusting and mutually respectful relationships that exist with
many outside groups and thanked SEAC for its highly valued contributions.
Chairperson Stevenson thanked Mr. Bryce for his remarks.Appreciation was extended to
the Association representatives who attended meetings on a regular basis as well as the
Administration that consistently offered support.
Chairperson Stevenson,Director Bryce and Supierintendent Tucker presented Certificates
of Appreciation to all SEAC members.
2.CONFLICTS OF INTEREST
No conflicts of Interest were declared,
3.CONFIRMATION OF AGENDA
Item #5 Association Presentation:The Learning Disabilities Association of London and Area
presentation under item 5 was deferred to a future meeting.The next available date for
SEAC Presentations is 2004,June.
Item #7.2 Proposal for Public Input into Special Education Plan was moved to item 5 and the
remainder of the agenda renumbered accordingly.
Patricia Gallin,Autism Society,will present the Alternatives to Suspension report,item.8.1
in the absence of Patty Gillls.
The amended agenda was approved on motion of P. Gallin
4.REPORT OF MEETING FROM 2003 OCTOBER 28
The report of the meeting of 2003 October 28 was confirmed on motion of E.Hager.
5.PROPOSAL FOR PUBLIC INPUT INTO THE SPECIAL EDUCATION PLAN
Superintendent Tucker presented a proposed framework forPublic input intothe 2005-2006
Special Education Plan.The proposal included a time frame for presentations from SEAC,
synthesis of the presentations and three opportunities for public feedback priorto assimilating
the information received into the revised Special Education Plan.
Mr.Tucker plans to meet with members of the Senior Administration and the Chair ofVOICE
For the Hearing Impaired to discuss recommendations for the Hearing Impaired program.
It was noted that during the period of 2003 November to 2004 June,V.Corcoran,Learning
Supervisor,has begun to develop a professional development plan for Special Education
staff for the current school year.
2004 February 03...8
7.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE-cont'd
5.PROPOSAL FOR PUBLIC INPUT INTO THE SPECIAL EDUCATION PLAN -cont'd
A.Morse,Easter Seal Society,expressed concern that the purpose and Intentofthe three
publicinput sessions will need to be clarified.Mr.Tucker responded that the first session will
be toreviewthe existing Special Education Plan. Atthe second session,public Input will be
invitedto respond to feedback based on allthe SEAC presentations.The third session,to
be held at a Boardmeeting,will be an opportunity for public Input intothe new plan.
In response toa question from A.Morse,Mr.Tucker affirmed thatthe process was designed
toexamine best practices and determine budget needs and isintendedto be separate from
the budget process.
A.Morse emphasizedthat,in all likelihood,ofeightthousand families with specialneeds,only
thirty would actually attend these meetings.Various vehicles of communication must be
utilized for the public to bring forward ideas rather than relying solely on the Input of
individuals present at the meetings.Mr.Tucker stressed that the meetings should not be
perceived as exclusionary or restrictiveand stated that visiting other community Education
. Centres and/or attending Home and School and School Council meetings to gather Input
from as broad a base as possible was Intended..Information TechnologyServices will be
requested to provide an interactive area on the Board's website.
B.Booking,Thames Valley Childrens' Centre, cited the importance of Association
presentations occurring early In the process and suggested that, if necessary,two
Associations present at one meeting.
As of 2004 September,Mr.Tucker will present to SEAC proposals made by Special
EducationStaff members.This process isincludedunder the heading "Admin.Presentations
to SEAC.
Trustee Sattier notedthatthe chartdoes notindicatean opportunity forBudgetproposals In
the period from 2004 February to April.Mr.Tucker responded that this would be added.
A.Morse asked whether changes are anticipatedforthe budgetshouldthe IntensiveSupport
Amount (ISA)process result In additional funding.Mr.Tucker reported that some
expenditures inthis budget may occur as opposed to waiting fora new Special Education
Plan.
The following motionwas moved byA.Morse seconded by R.Tisdale and carried.
That the Proposal forPublic Input forthe 2003 November-2005 Maytimeframes
be supported by the Board.
6.STUDENT PATHWAYS FOR SUCCESS
M.Chambers,Learning Supervisor,presented information regarding Student Pathways for
•Success,a new province-wide initiative that began in 2003 September in response to
changes in public education.
Sincethe fall of 2002,the Ministry has noted disturbing trends in thatmanystudents (mostly
males at the applied Grade 10 level)are falling the Literacy test. Astudyconductedby Dr.
Alan King,Queens University,revealed that 75% of students in Grade 9 plan to achieve a
post secondary education. Ofthose, only50%actuallyattend collegeor university and 25%
go intothe workforce. Ineffect, 50% of secondary school students move to the workforce,
some withouta diploma. The Student Pathways for Success Initiative puts emphasis on the
workplace as a destination so that success,for these at-rlsk students,is not predicated on
post-secondary education.
2004 February 03...9
7.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE-cont'd
6.STUDENT PATHWAYS FOR SUCCESS -cont'd
In response to a report entitled,A Successful Pathway for All Students,compiled by an
appointed At-Risk Working Group,the Ministry of Education has taken steps to support
students at risk in the areas of literacy,numeracy and transitions to the workplace.Students
considered "at risk"include elementary students performing below grade expectations,and
secondary students who are performing significantly belowthe provincial .standard and do not
have the foundation to be successful in the new curriculum.Funding for this initiative is to
be used for technology and the development of a program and curriculum that will lead to a
successful outcome for these students.
Ms.Chambers advised that a District Committee is to be formed to provide input to the
Steering Committee Chaired by Dave LeConte,Special Education Learning Coordinator,
toward developing a budget action plan.Trustee Stevenson and W.Dupuis,OAFCCD,have
volunteered to represent SEAC on the advisory committee that will meet in 2004 January,
April and June to discuss the various areas of focus and strategies to be presented to the
Steering Committee.Ms.Chambers was asked toreturn toSEAC after 2004 June to present
a report.
7.SEAC UPDATES .
7.1 Accessibility Working Group -Subcommittee Member
A.Morse volunteered to represent SEAC at the quarterly meetings of the subcommittee
to discuss the recommendations of the working group.
7.2 Draft Transportation Funding Model
f-The Ministry's response to the recommendations made by the Education Equality Task
,Force (EETF)related to transportation was discussed.As a result of measures already
in place,a 7%increase over the funding announcement of last May is projected.The
Ministry is also moving forward on recommendations for a new Student Transportation
Funding Model based on the needs for the 2004-2005 school year.The proposed new
model requires that,to be eligible for funding,school boards adopt a consortium
approach as the most effective method of delivering safe and accessible transportation
services.
7.3 Superintendent's Update
Supt.Tucker provided an update on the SEAC training sessions planned for 2004
March and April. It was decided that SEAC would host the event and advised that the
Ministryof Education may send a representative."
Supt.Tucker advised that the memorandum regarding the current Individual Education
Plan (lEP)audit did not provide details directly related to the TVpSB because the Board
was part of the first lEP audit process.
A copy of the Ontario Special Education (English)Tribunal requested by R. Hurwitz,
ABC,at the 2003 October 28 SEAC meeting was circulated.Supt.Tucker advised that
the document Is 36 pages in length and suggested that J.Parker will e-mail the
document to SEAC members.
8.COMMITTEE UPDATES
8.1 Alternatives to Suspension
P.Gallin,ASO,presented a report of the meeting of the Alternative to Suspension Ad
Hoc Committee held on 2003 October 31.Following a discussion of the Issues,the
'committee decided in favour of establishing district focus groups consisting of six to
eight representatives from the elementary and secondary panel as well as community
stakeholders.
2004 February 03...10
7.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE •cont'd
8.COMMITTEE UPDATES -cont'd
8.1 Alternatives to Suspension •cont'd
The purpose ofthe focus groups will be to gather information and identify best practices
on alternatives to suspension for students with exceptionalities.The Ad Hoc Committee
will use the Information/input from the focus groups to formulate its recommendations.
A.Morse stressed that action on the recommendations should be evident within twelve
months.
8.2 Communications
The following people agreed to membership on the SEAC Communications
Subcommittee:
R.Tisdale W.Dupuis
A.Morse J.Steele
L.Stevenson P.Gillis
P.Gallin D.Anstead
It was suggested that the Subcommittee meet within one or two weeks.Others
interested in participating should contact A.Morse.Membership will be reviewed and
approved by the new SEAC at the meeting of 2004 January 27.
9.FUTURE SEAC ACTIVITIES
SEAC Training
The SEAC orientation session is to be held on 2004,February 4 from 5:00 to 8:00 p.m.'
, Alengthy discussion occurred regarding the format ofthe Orientation session.As previously
suggested,invitations will be sent to Southwestern Ontario SEACs and Trustees.V.
Corcoran isto review the listfrom a previous training session.Topics to be covered include:
the Roles of SEAC,Roberts Rules of Order,and relationships between members,
organizations and SEAC. It was suggested that a dinner follow the anticipated two hour
session.
A second SEACtraining session on 2004 March29 from 5:00 p.m. to 8:00 p.m. or inearly
2004 April was considered.V.Corcoran,will coordinate this session.
Information Fair
A discussion was held regarding conducting an Information Fair to increase parental and
community awareness of SEAC and its role In the education of special needs students.It
was suggested that Agencies be invited to setup an information booth and that presentations
be limited to one hour.Consideration was also given to moving to an alternate CEC.It was
reported that the London District Separate School Board SEAC has been contacted and Is
interested inparticipating ina joint Information Fair. It was noted that the timing of the Fair
is critical to its success and that the 2004 September would coordinate with IPRC reviews
and orientation sessions for New Administrators and Learning Support Teachers,
lEP Committee
A. Morse asked ifthe Individual Education Plan Committee has a role again this year. The
membership Included L.Stevenson,B.Booking,P. Gillis, B.Hurwitz and S.Wilson and
worked on revisions tothe lEP Plan and updated the brochure.Supt.Tucker suggested that
the Committee's role may be incorporated Intothe Professional Development framework for
Administrators in 2004 January.
2004 February 03...11
7.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd
10.CORRESPONDENCE
10.1 Ottawa-Carleton DSB
A copy of a letter was received from N.Myers,Co-Chair,Ottawa-Carleton District School
Board Special Education,to Minister of Education Gerald Kennedy,requesting clarification
on parental recourse if a school board fails to adhere to the IPRC determinations or a
change in programs or services occurs.
Superintendent Tucker agreed to contact the Ottawa Carleton District School Board and
request a copy of the Ministry's response to the letter.
11.FORUM:Association Updates
Making the Transition from Pre-School to Kindergarten (attached)
B.Tucker,Superintendent of Education extended thanks to SEAC for their commitment over
the past year.Trustee Anstead extended thanks to Chairperson L.Stevenson for
successfully completing her role as SEAC Chairperson.The Chairperson thanked all the
Association members for their valuable input.
Alison Morse advised that a SEAC Communications meeting Is to be held on December 08
at 9:30 a.m.and location information is to be e-mailed.
12.ADJOURNMENT
The meeting adjourned at 2:45 p.m.,on motion of P.Cook.
RECOMMENDATION:
1.That the Proposal for Public Input for the 2005-06 Special Education Plan 2003 November -
2005 May time frame,be supported by the Board.
L.STEVENSON,
Chairperson
The recommendation was adopted on motion of L.Stevenson and P.Sattler.
b.REPORT OF THE CHAIR'S COMMITTEE
MEMBERS
J.Hunter,Chair
J.Bennett
T.Roberts
P.Sattler
2004 January 20
12:00 p.m.-2:30 pm.
ADMINISTRATION AND OTHERS
B.Bryce B.Greene
S.Christie
1.AGENDA REVIEW
The agendas for the 2004 January 27 public and in-camera Board meetings were discussed
and approved,it was suggested and agreed that a Board pin will be presented to staff and
students recognized at Board meetings.
Director Bryce reviewed the auditor's report related to retirement gratuities.Executive
Superintendent Greene attended to respond to Committee members'questions.
2004 February 03...12
7.REPORTS OF COMMITTEES -cont'd
b.REPORT OF THE CHAIR'S COMMITTEE -cont'd
2.CORRESPONDENCE
The following correspondence has been received and is available in the Trustee Conference
Room for trustees'Information:
-Crinan Women's Institute to Minister of Education re rural schools;
The Corporation of the Township of Norwich to Minister of Education re rural school
closings:
-Steve Peters,MPP re invitation to the Board's Inaugural meeting;
-Ministry of Education, LondonOfficere the Director's Annual Report.
A letter and report from the Middlesex-London Health Unit regarding a Dental Health
Survey/Child Povertyin London and Middlesex County will be included In the January 27
..Board package under "Communications".
3.FUTURE COUNTY COUNCIL MEETINGS
Future meetings with District CountyCouncilswere discussed.Itwas suggested thatCouncil
members be invited to a round table discussion at the Education Centre.A date will be
established in future.
The following motion was moved by T.Roberts and carried:
That members of DistrictCounty Councils and Cityof London councillors be Invited to
attend a round table discussion at the Education Centre to continue developing
harmonious relationships between the Boardand its municipalities.
4.AGENDA ITEMS FOR MPP MEETING, FEBRUARY 27
Agenda items for the February 27 MPP meeting were discussed.
5.PROVINCIAL PRE-BUDGET CONSULTATION -PUBLIC INPUT -JANUARY 28
It was agreed that a fax will be forwarded to trustees on January 21 regarding issues to be
presented on January 28 at the provincial pre-budget consultation.
6.SPECIAL EDUCATION PLAN APPROVAL TIME LINES
The Director noted concerns that arose over timing of the approval of the 2003 Special
EducationPlan.Aproposed timeline will be taken to SEAC providing forBoardapproval in
May.The Superintendent of EducationresponsibleforSEAC will speak tothe issue at the
January 27 Board meeting.
7.SPECIAL EDUCATION REQUEST -See Item 6
8.EDUCATION WEEK
T. Roberts reported on plans for this year's Education Week scheduled for May 3-7,2004.
The slogan will be "Building success together". A compilation of the various activities
planned throughout the District will be distributed to trustees In due course.
9.BYLAW REVIEW
It was suggested that the Bylaw Review ad hoc committee be re-established to consider
issues that have arisen.Following a full discussion, itwas agreed that the Chairs'Committee
will preparea list ofissues tobeaddressed prior to considering re-establishmentofthe Bylaw
Committee.
2004 February 03...13
7.REPORTS OF COMMITTEES -cont'd
b.REPORT OF THE CHAIR'S COMMITTEE -cont'd
10.TRUSTEE ORIENTATION
An information article regarding the role of trustee was distributed.
The Chair will check to ensure that a copy of the OPSBA Trustee Handbook has been
distributed to the Board's new trustees.
It was suggested that training be provided to trustees regarding how to handle various
situations,Board protocols,an overview of Board bylaws,and parliamentary procedure
through role'playing,a Q and A session and small group discussions.The Chair will speak
with the Trustee PD Committee in this regard.
.11.OTHER BUSINESS
Chair.Hunter advised that a representative of the Canadian Armed Forces has Invited
trustees,to participate in a trip to Camp Borden with some Native councillors and
representatives to view the program there.The Chair will speak vyith Program staff in this
regard.
The Director reported good news from schools related to Remembrance Day ceremonies
and comments from a new teacher related to support received during her first year of
teaching.'
It was requested that the Director comment on the sale of soft drinks in schools,as was
reported in the media,at the January 27 Board meeting under "Director's Comments".
.• -12.Next Meeting
^;The next meetingwas scheduled for Tuesday,2004 February 17 from 12:00 noon-3:00p.m.
13.Adjournment -The meeting adjourned at 2:30 p.m.
RECOMMENDATION:
1.That members of District County Councils,CityofSt.Thomas,and Cityof London councillors
be invited to attend a round table discussion at the Education Centre to continue developing
harmonious relationships between the Board and its municipalities.
J.HUNTER,
Chairperson
The recommendation was adopted on motion of J.Bennett and L.Stevensori.
2004 February 03...14
7.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA
2004 February 03
MEMBERS PRESENT ADMINISTRATION AND OTHERS
D.Anstead P.Jaffe B. Bryce J.Emprlngham S.Christie
J.Bennett 8.Peters B.Greene K.Havelka C.Dennett
A.Cartier M.Reidi . P.Gryseeis L. Hutchinson
S. Doxtator T.Roberts (Chair) C. Murphy G.Jazey
G. Hart P.Settler J.Thorpe M.Sereda
J.Hunter L.Stevenson D.Blair W.Tucker
K.Daiton K.Wilkinson
The Committee met In camera from 5:05 p.m. to 5:55 p.m.
1.APPROVAL OF AGENDA
.The agenda was approved on motion of L.Stevenson.
2.CONFLICTS OF INTEREST -
A conflict of interest was declared by P. Jaffe to Item 5 -Negotiations citing spousal
employment.
3.Confidential personal,legal and negotiation matters were discussed.
4.RISE AND REPORT
A motion to rise and report was moved by L.Stevenson at 5:55 p.m. and carried.
RECOMMENDATIONS:
1.That the motions approved at the In-camera session of February 3,2004,related to a
resignation by mutual consent and ESL funding be approved.
2. ,That approval be granted to enter into negotiations with Microsoft to provide network
operating systems.
T.ROBERTS,
Chairperson
The recommendations were adopted on motion of J.Bennett and G. Hart.
8.MOTIONS -NOTICE OF WHICH HAS BEEN GIVEN -none
9.ADDITIONAL BUSINESS -none
10.COMMUNICATIONS
a. ONTARIO PUBLIC SCHOOL BOARDS' ASSOCIATION (OPSBA)
Trustee Hartadvised that the OPSBAPublic Education Symposium was held on 2004 January
29 to 31 at the Sheraton Centre in Toronto.He advised that It was a well-attended event
providing good networking sessions and opportunities to meet many of the newly-elected
Trustees.
2004 February 03...15
10.COMMUNICATIONS-cont'd
b.STUDENT TRUSTEE UPDATE
Student Trustee Matthew Reld presented the following update for 2004 January:
•Effective 2004 February a Student Trustee Update webpage is to be posted on the TVDSB
website.
Over the many meetings and summits In Toronto that I have attended this month,it has
made me evaluate how accountable our school board Isto our students and the community
as a whole.We strive to do the best job possible with the limited time and resources we
have.However,I do not feel the community truly knows what we are doing as Trustees.
• My first request/suggestion is that effective in February,all Trustees (not just the Student
Trustee and Chairperson of the Board)give a monthly report that will be posted on the
Website.
An issue that was brought to my attention is the students are not aware of where their student
fees are going or how much the Student Council has.I am asking the Director to write the
Secondary Principals of the Thames Valley,asking them to visibly post a page that will break
down where each dollar of Student Fees goes.In this letter I also ask that the Director
Instruct the principals to ensure there Is a separate account for the Student Council funds
separate from the general school account.I ask this since it is ridiculous in my eyes that
there are Student Councils inthis school board that are not aware of how much money they
have in their budget for the year.
•Another issue that has been brought forward to my attention is the lack of student
involvement in the facilities audit that happens every year.School Councils are invited to
participate in this process and Ithink it is only fair that since Students are the people living
with the facilities every day that they should participate and have a chance for input.
• Iwill also be bringing a motion forward in the coming month that will ask the Chair to meet
and write the London Police Chief in the hopes of getting the Police Force to agree to have
on duty officers periodically stop into high schools In London and have a greater presence
then is currently happening.InSt.Thomas there are Officers that on their free time spend
it at high schools associating with students and itis very helpful with keeping an extra set of
eyes to ensure the students are safe and behaving.
•After talking with a St.Thomas Reporter about the issue of ensuring Student Trustees'aren't
limited In attending meetings due to their geographic location.I would also ask that when the
Student Trustee packages go out to the schools that it is made clear that mileage incurred
going to meetings and events as the Student Trustee may be claimed for $0.37 per km. 1
personally didnot knowIcouldclaimmileage until after Iwas elected and Iknowthat this will
play a role In whether or not a rural student comes forward to be elected.
Trustee Jaffe asked if the issue of out-of-pocket expenses for student trustees was being
addressed by the Board.Trustee Bennett advised that a plan Is being implemented.
0.CHILDREN'S SAFETY VILLAGE UPDATE
Trustee Bennett advised that on 2004 February 20,Thames Valley elementary and secondary
schools will be invited to participate in a Toonle Drive to raise funds toward the long-term
sustainabllity of the Childrens'Safety Village. Information regarding this fundraising campaign
has been distributed to all principals.The funds raised will be used to support the Village where
more than 30,000 children have participated in its unique safety program.
2004 February 03...16
10.COMMUNICATIONS-cont'd
d.MIDDLESEX-LONDON HEALTH UNIT
Aletter has been received fromDr.G.Pollettofthe Middlesex-London Health Unit alongwithtwo
reports being considered by the Health Unit entitled,"Middlesex-London 2002/03 Dental Health
Survey Results"and "Child Poverty in London and Middlesex County".
The Director advised that Elgin and Oxford Counties have a similar initiative underway. He
advised that the Middlesex-London Health Unit has been contacted to ensure that the initiative
includes both Elgin and Oxford.
11.NOTICES OF MOTION
The following Noticesof Motion were receivedforconsiderationat the 2004 February24 meeting:
a.Trustee A.Cartier
That the Board,in 2004,sponsor a public "Meet,Hear and Entertainthe People Gathering",in
a school auditorium ineach of Elgin,Middlesex,and Oxford Counties and the City of London
during April,May,September, and October,on Monday,Wednesday orThursdayevening,from
7:00 p.m. -9:15 p.m. commencing with MiddlesexCountyin April and ending with the City of
London in October.
The Board Chairperson will convene a committee with staff to recommend an agenda to the
Board.The agenda will include special introductions and trustees,a key speaker,inputfrom the
audience,school choirs and/or bands,and a lightlunch reception and tour for all present from
8:45-9:15 p.m.
b.Trustee P.Jaffe -submitted verbally and accepted by show of hands
Whereas the Thames Valley District School Board deals with accommodation Issues on an
ongping basis due to decliningenrolment as well as fundingand program pressures.
Where as the Thames Valley District School Board usually involves stakeholders on
accommodation challenges during specific studies,
Be is resolved that the Thames Valley District School Board prepare a discussion paper on
current accommodation issues and future directions by engaging all Its stakeholders,such as
schools,municipalities and MPPs, Inthis process as a complimentaryefforttocurrent and future
accommodation studies.
The discussion paper should reviewthe existing accommodation challenges throughout the
Thames Valley District School Board and the decisions and choices that the Board and its
communities will face overthe nextdecade, as well as innovative strategies beingdeveloped in
other jurisdictions.
The process should commence after the Minister of Education announces new funding
commitments for school accommodation as a follow-up to the recent moratorium on school
closure.The timing of the report is left to the Director in accordance with administrative
workloads.
12.GOOD NEWS ITEMS
Trustee Sattler circulatedtwoissues ofEducation Toc/ay that relatedtoeducation and the civil rights
of Gays within a provincial context.
Trustee ReidI thanked Supt.Empringham for accompanying her on school tours in the Woodstock
area and providing a historicalbackground in respect tocurrent initiatives.She noted she is planning
a tour with Supt.Sereda on 2004 February 04.
I
2004 February 03...17
12.GOOD NEWS ITEMS -cont'd
Trustee Stevenson thanked Supt.Blair for her recent school tour that provided an opportunity to visit
and meet a number of Educational Assistants in specific program areas.She also commended
Student Trustee Reid for taking the opportunity to speak with so many people at events and
occasions.
Trustee Reid provided Information related to the Summit on Education Governance held 2004
January 08"and 09.Panel discussion membership Included Ministerof Education Gerard Kennedy,
former Minister of Education David Cooke,JournalistJennifer Lewington,former Premier of Ontario
Bob Rae and many members ofthe education sector and business community. The summit provided
an excellent opportunity to group participation and dialogue on the current government structure In
Ontario with a focus towards ensuring that Items are being met at school board tables.
13.ADJOURNMENT
The meeting adjourned at 9:06 p.m.on motion of S.Peters and P.Jaffe.
CONFIRMED:
Chairperson
'7
2004 February 03...18
SUMMARY OF APPROVED RECOMMENDATIONS OF 2004 FEBRUARY 03
That the transfer to reserves for 2002-03 Inthe amount of $11 574 449 be approved.
That the Proposal forPublicInputforthe2005-06 Special EducationPlan 2003 November-2005 May
time frames be supported by the Board.
That members of DistrictCounty Councils, the CityofSt.Thomas,and Cityof London councillors be
invitedto attend a round table discussion at the Education Centre to continue developing harmonious
relationships between the Board and its municipalities.
That the motions approved at the in-camera session of2004 February 03 related to a resignation by
mutual consent be approved.
That the motion related to Instructional Computer Network Operating Systems be approved.
r \