1/25/2005 - Regular Board Meeting/
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR BOARD MEETING,PUBLIC SESSION
2005 JANUARY 25,7:00 P.M.
BOARD ROOM,EDUCATION CENTRE
AGENDA
V-verbal
M -material
1.CALL TO ORDER V
2.O CANADA
3.SPECIAL MUSICAL PRESENTATION -Ryerson P.S.,London
4.APPROVAL OF AGENDA Wl
5.OFFICIAL RECORD M
6.RECOGNITIONS
a.Tsunami Relief Fund Song -Stoneybrook P.S.,London V
7.CONFLICTS OF INTEREST V
8.CHAIR'S ANNOUNCEMENTS V
9.DIRECTOR'S ANNOUNCEMENTS V
10.CONFIRMATION OF MINUTES
a.Regular Board Meeting,2004 December 21 M
11.REPORTS FROM THE ADMINISTRATION
a.2003-04 Audited Financial Statements M
b.Addition Design Process for Strathroy District C. I.and
Jack Chambers P.S.M
c.Day Care Proposal -College Avenue S.S.M
d.Secondary School Staffing,Semester 11 M
12.REPORTS OF COMMITTEES
a.Special Education Advisory Committee,2004 November 23 M
b.SEAC Chair's Summary,2005 January 04 M
c.Committee of the Whole,2005 January 11 M
d.Extension of Committee Reporting Date to Board M
e.Chairs'Committee,2005 January 19 M
f.Committee of the Whole,in Camera,2005 January 25 V
13.MOTION -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
16.NOTICE OF MOTION -none
17.QUESTIONS BY MEMBERS
18.GOOD NEWS ITEMS -"Did you know..."
19.ADJOURNMENT
(
i
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING,PUBLIC SESSION
2005 JANUARY 25
The Board met inregular session on 2005 January 25 inthe Board Room at the Education Centre, meeting
inpublic session at 7:03 p.m. The following were in attendance:
TRUSTEES G.Hart
D.Anstead J.Hunter
J.Bennett P.Jaffe
A.Cartier 8.Peters
S.Doxtator (-10:20)K.Preston
Regrets:D. Mugford
ADMINISTRATION AND OTHERS
B. Bryce 3.Hughes
P.Gryseels L. Hutchinson
B.Greene M.Sereda
J.Thorpe K.Wilkinson
D.Blair K.Bushell
K.Dalton J.Berkin
K.Havelka 8.Christie
T.Roberts
S.Ross
P.Sattler
J.Stewart
L.Stevenson
C.Dennett
P.Hearse
C.Linsdell
K.Meeson
J.Neville
J.Pratt
J.Roth
W.Scott
1. CALLTO ORDER.- Board Chair G. Hart called the meeting to order.
2./3.O CANADA AND MUSICAL PRESENTATION
The appreciation ofthe Boardwas extended tothe Ryerson P.S.Orchestra and conductor D.Bell for
leading inthe singing of O'Canada and performing three musical selections.
4. APPROVALOF AGENDA - The agenda was approved on motionof L.Stevenson and D.Stewart.
5.OFFICIAL RECORD
S. Christie, Supervisor,Corporate Services,read the following notice intothe minutes:
"We regret to record thedeathof Rhoda Eadie,a Grade1/2teacherat Cleardale Public School,
London,on2005 January 13;and John Ford,a Grade 12 student at Oakridge Secondary School,
London,on 2005 January 21
6.RECOGNITIONS
a.Tribute to Tsunami Victims
J. Thorpe, Executive Superintendent,introduced the Stoneybrook P.S. choir and conductor J.
Burkman.He advisedthat following the TsunamiEast Asian disaster of2004 December,Ms.
Burkmancomposed wordsand musictoa song entitled"In Some Small Way".ACDhas been
produced with all proceeds to go to the Canadian Red Cross Asian Tsunami Relief Fund.The
Stoneybrook P.S.students performed thesongandcopiesofthe CD werepresented to Director
Bryce and Supt.Thorpe.Director Bryce congratulated the students and staff for their efforts in
helping to raise funds to assist victims of the disaster.
Mr.Bryceadvised that TVDSB Tsunami fundraising total is nowIn excess of$285,000 and that
contributions continue to arrive daily.He extended appreciation to all Thames Valley pupils,
parents and school staff for exemplifying a caring learning community.Chairperson Hart
extendedappreciation tothe Stoneybrook P.S.community for clearly symbolizing during tonight's
presentation the compassion of student,parents and staff.
2005 January 25..2
6.RECOGNITIONS -cont'd
b.THE GALLANT HUSSARS
DirectorBryceIntroducedLieutenantColonelC.Thompson ofthe Gallant Hussars whopresented
an official copy of The Gallant Hussars book to the Board.He advised that the Hussars have
served London and area since 1856.Their motto "Today not Tomorrow"exemplifies the
common trait shared by TVDSB,that of service to others above self in the communityand
Canada as well as emphasizing a high standard of values,morals and goals.
Each TVDSB secondary school library will receive a copy of The Gallant Hussars whichgives an
historical perspective of the Hussars and clearly captures the significant contributions that the
regiment has made to the community and the world.
7.CONFLICTS OF INTEREST -No conflicts of interest were declared.
8.CHAIR'S ANNOUNCEMENTS
Chairperson Hartrecognized School Council representatives from Jack Chambers PS ,Strathroy DCI
and College Avenue S.S.and thanked them for taking the time to attend the meeting to hear the
discussion on accommodation at the three schools.
9.DIRECTOR'S ANNOUNCEMENTS
Director Bryce advised that copies have been distributed of a poem entitled, "Hope" written by K.
Pollock,Receptionist,Director's Services.He noted that this is another example of the staffs'
expression of compassion for the victims of Tsunami disaster in south-east Asia.
The Director,inreference totheBusOperator'ssafetypresentation held on2005 January 04,provided
a recent example ofbus safety. Asevere snowfall occurred inthe late afternoonon 2005 January 17,
when Laidlaw Bus Lines driver Ms. Mckinnon observed a pickup truck heading towards the school bus
as a student was simultaneously crossing the street.She sounded the horn to stop the student from
crossing,thereby averting a tragedy.The bus operators were again commended for their care In
ensuring that students are transported safely to and from school.
10.CONFIRMATION OF MINUTES
The minutes of the Regular Board Meeting,2004 December 21 were adopted on motion of L.
Stevenson and D.Stewart.
Director Bryce referred to the Chairs'Committee report of 2004 December 14 related to a Private
Members*Bill of the Southwestern Ontario Children's Centre Inc., which sought a municipal tax
exemption for London's Ronald McDonald House.He advised that a package of Information has been
received that includes a written motionsigned bythe CityClerk, Cityof London, supporting
this Private Members'Bill.
The Directorcited a number of other organizations that receive municipaltax exemptions (e.g.YM-
YWCA,London Community Living,Mission Services,Grand Theatre,etc.)Chairperson Hartadvised
that this matter is to be discussed at the 2005 February meeting of the Chairs'Committee.
11.REPORTS FROM THE ADMINISTRATION
a.2003-04 AUDITED FINANCIAL STATEMENTS
The 2003-2004 Audited Financial Statements were presented.
B.Greene,Executive Superintendent,Business Services,introduced D.Gumham,Partner,
Deloitte and Touche.Mr.Gurnham was congratulated on his recent appointment as President
Elect of the London Chamber of Commerce.J. Roth, Manager, Finance, P.Hearse,J. Pratt,
Supervisors,and J. Berkin,Business Service were introduced and thanked for their extensive
contribution to the auditing process. Supt. Greene providedbackground information regarding
the multi-year implementation ofthe auditing process as Itrelatedto prioryear statements and
the phasing in of the new format for filing financial statements.
2005 January 25..3
11.REPORTS FROM THE ADMINISTRATION -cont'd
a.2003-04 AUDITED FINANCIAL STATEMENTS -cont'd
Mr.Gurnham provided an overhead presentation ofthe 2003-2004 Audited Financial Statements.
He explained that management's financial reporting responsibilities are to maintain a cost-
effective intemal controlenvironment In compliance withreportingand regulatory requirements,
preparation of the consolidated financial statements as well as providing appropriate
management representations.
Deloltte and Touche financial reporting responsibilities Include conducting an audit In accordance
with Canadian generally accepted auditing standards,expressing an opinion,and obtaining
sufficient understanding of the internal control structure.
Deloltte and Touche confirmed that they are Independent of the Board in a letter Issued 2004
September 14forthe 2004 fiscal year, and are, therefore, able to providethe objective opinion
as stated.There were no limitations placed on the scope of the audit.Complete access was
granted during the year to the Board's officers and employees,and to all bool<s and records
requiredto performthe audit. The auditwas performed in accordance with generallyaccepted
auditing standards and the approach was consistent withthe AuditPlan presented to the Board
on 2004 September 14.
KEY CHANGES TO FINANCIAL STATEMENTS
Mr.Gurnham highlighted the key changes to Financial Statements as a result ofthe Public Sector
Accounting Board (PSAB) new format,it was reported that the new format ensures a more
comprehensive audit;however,itIsa more difficult process from thestandpointofmanagement.
The changes reviewed Included management reporting,statement offinancial position,statement
of financial activities Including the original budget,statement of changes In the financial position
that including Operating Fund,Capital Fund and Reserve Funds schedules.
AUDIT OPINION
Deloltteand Touche previously expressed an audit opinionon the financial statements on 2004
October 22. The financial position,the results of the Board's operations and changes In its
financial position,are fairly representedin all material respects with the exception ofthe following:
- Qualification regarding non-consolidation of school generated funds;
-Qualification regarding completeness ofdonation revenueof theThames Valley Education
Foundation.
Mr.Gurnham reviewed the following reportable matters required to be communicated to the
Board.
REPORTABLE MATTER COMMENTS
1.Significant weaknesses In Internal control No significant weakness identified
2. Illegal acts None noted.
3.Significant transactions inconsistent with the
ordinary course of business,Includingfraud or
possible fraud.
None noted.
4.Unusual related party transactions None noted.
5. New significant account principles or policies Change inaccounting policy-
PSAB see Note #2 in financial
statements.
6.Disagreements with management None.
2005 January 25..4
7.Management consultation with other
accountants about any significant auditing on
accounting matters
None noted.
8. Unusual transactions that significantly increase
the risk of loss
None noted.
9.None-compllance withregulatory requirements None noted.
10.Major issues discussed with management that
influence audit appointment
None.
11.Management's judgments and accounting
estimates
Employee benefit accruals and
vacation accrual
12.Unadjusted differences None noted.
13.Difficulties encountered during the audit None
14.Limitations placed on the scope ofour audit See standard qualifications in audit
report.
The Administration responded to questions posed by Trustees. Chairperson Hartextended
appreciation to Mr.Gurnham for a comprehensive presentation.
Supt.Greene and Manager Roth presented an overview ofthe 2003-2004 Financial Statements.
Mr.Greene advised that the new reporting structure is designed to ensure transparency in
reporting throughout theyearandthat various initiatives will occur.Astep must be implemented
that will provide clarification and assist the public in understanding the numbers as they relate to
the audited statement and the $1.8M operating surplus previously reported.Trustee will be
provided with Information clarifying the surplus.
OVERVIEW
The 2003-2004 fiscal year ended with an operating surplus of$1.8M from an approved budget
of $580.7M.The Board's decision to apply this to the balance of the unfunded retirement
gratuities will ensure this balance will be retired within the 2005-2006 budget with no impact on
future years'budgets.
The original Retirement Gratuity Funding Plan provided tothe Board included a gratuity paydown
of $2.5M for the 2004-2005 fiscal period which would have retired the deficit caused by the one
time accounting for retirement gratuities.This amount was Included in the2004-2005 preliminary
budget.During the 2004-2005 budget approval process,the proposed amountof $2.5M was
reduced by $2.3M in order to balance the budget leaving $0.2M for the pay down.Asa result,
by including the $1.8M pay down In 2003-2004,it will be necessary to address the outstanding
balance of $0.5M inthe 2005-2006 budget.
The Board approved the 2003-2004 Budget at $580.7M.Subsequent to budget approval,the
Ministry of Education (MOE)provided additional funding forspecialeducationand several new
initiatives.Special education received additional funding for specialized equipment and for
congregated class enrolment as well as the release of $3.7M Cycle 5 funding.That left the
Special Education budget with a small surplus.However,the MOE reduced the 2004-2005
allocations forthose boardswhohadspecialeducationreservefunds. That resulted ina loss of
$4.6M,leaving a reserve balance of $.6M.How the Intensive Support Amount (ISA)claims
process will worI<in 2004-2005 and future years isnot known at this time;however,without the
Cycle 5 funding of $3.7M In 2004-2005,Special Education will havea significant shortfall.
2005 January 25..5
11.REPORTS FROM THE ADMINISTRATION -cont'd
a.2003-04 AUDITED FINANCIAL STATEMENTS -cont'd
OVERVIEW -cont'd
Additionalfunding allowed the Board to expand initiatives during the year which will continue in
future years,as follows:
English as a Second Language;
Distant Schools;
Learning Opportunities;
Technological Education.
Asthe Board approaches the half-waypointinthe 2004-2005 fiscal year and begins preparation
for the 2005-2006 budget process,there are a number of key issues that will require both short
and long-term solutions.In addition,several provincial Issues require further information and
policy direction.
These include:
declining enrolment -accommodation issues and financial impact;
support of small and rural schools;
new transportation funding model -shortfall of $3.2M;
infrastructure -renewal funds and deferred maintenance;
hydro-deregulation 2005 April30;
salary benchmarks.
RESERVE FUNDS
In prior years,all reserve funds for the Board were recorded as Reserve Funds.With the
conversion to Public Sector Accounting Board (PSAB)standards,these reserve funds are now
categorizedas "externally restricted"or "internally restricted".The reserves that are regulated
byspecificrequirements In the EducationActare "externally restricted"and will onlybe recorded
as revenue when spent.As a result,they are classified as "Deferred Revenue"on the Statement
of Financial Position.Reserves set aside for special purposes bythe Board are "internally
restricted"and are classified as "Reserve Funds"on the Statement of Financial Position.
The following transfers toand from reserves were approved bythe Board on 2004 December 21
and are included in the 2003-2004 audited financial statements.
DEFERRED REVENUE -EXTERNALLY RESTRICTED RESERVES
Special Education $78,847
PupilAccommodation - New Pupil Places (Ministry Regulation 446/98)1 345 071
Proceeds of Disposition -Sale of Properties (Ministry Regulation 446/98) 1 014 516
Student Pathways for Success 941 316
Student Literacy 868 156
PD Curriculum Implementation 109 737
PSAB Initiative 53 225
$4 410 868
RESERVE FUNDS -INTERNALLY RESTRICTED RESERVES
Classroom Expenditures - School Budgets (Board Practice)$2 205 621
Trustee Professional Development (Board Resolution)5 532
Supervisory Officers' Retirement Gratuity Reserve (Board Resolution)208 812
Principal/Vice-Principal Staff Development (Board Practice)203 388
Violence Prevention 25 000
Workplace Safety &Insurance 309.223
$2 957 576
2005 January 25..6
11.REPORTS FROM THE ADMINISTRATION -cont'd
a.2003-04 AUDITED FINANCIAL STATEMENTS -cont'd
TRANSFER FROM RESERVE FUNDS
Property Loss $249.544
£249.544
PUBLICSECTOR ACCOUNTING BOARD (PSAB)
Ministry of Education Memorandum 2004:812 advised school boards oftlie requirement to adopt
PSAB recommendationsfor local governmentsas their financial reporting standard effective w^lth
the preparation oftheirfinancial statements forthe 2003-2004 schoolyear. This revision hada
significant impact on Financial Services.In preparation for this reporting revision it was
necessary to restate the 2002-2003 financial results to conform to the nev/standard.In addition
to the new format,there were a numberof additional reportingrequirements as follows:
employee future benefits:
accrued interest;
accrued vacation;
-consolidation of reporting entitles,e.g.,school funds, foundations.
Given the impact of PSABon school boards,the Ministry agreed to defer the consolidation of
school funds forone year allowingthem tobe consolidated inthe 2004-2005 financial statements.
There is an expectation that capital assets will also need to be included In the future;
however,the timing of this addition is not known.The 2003-2004 audited Financial Statements
reflect the conversion to PSAB standards.
J.Roth extended appreciation to P. Hearse and J. Pratt fortheir significant contribution inthe
preparation of the 2003-04 financial statements.
b. ADDITION DESIGN PROCESS FOR STRATHROY DISTRICT C. I. AND JACK CHAMBERS
P.S.
P.Gryseels,Executive Superintendent,Introduced the reports onthe design process for Strathroy
DCI and Jack Chambers PS and suggested that the report be separated and each school be
considered individually.
STRATHROY DISTRICT C.I.
Supt.Gryseels presenteda report seeking the Board's supportto commence designing additions
to Strathroy D.C.I.(SDCI).
He noted that SDCI isa joint secondary school with Holy Cross Catholic S.S.Currently,the
Board leases 5 (FTE)classrooms and a gymnasiumfromthe Catholic Board.In addition,there
are four portables on site and a number of technical areas which are also shared.
On 2004 November 26, notification was received which indicated that TVDSBwould not be able
to continue toleasespace from the Catholic Board in anticipation thatthe enrolment at Holy
Cross CatholicS.S.will increase as a resultofboundary changes within the CatholicBoard. As
a result,the public Board will be unableto continue to lease space from them "effective 2006
September.It was noted that,currently,there are approximately 87 students living in the
Strathroy attendance area attending other schools as well as 74 students outside the attendance
area attending Strathroy DCI.
N
2005 January 25..7
11.REPORTS FROM THE ADMINISTRATION -cont'd
b.ADDITION DESIGN PROCESS FOR STRATHROY DISTRICT C.I.AND JACK CHAMBERS
P.S.-cont'd
STRATHROY DISTRICT CJ.-cont'd
The projected enrolment at SDCI was presented as follows:
2004/05 2005/06 2006/07 2007/08 2008/09 2009/10
#students 1205 1184 1169 1166 1175 1174
The enrolment at SDCI will remain stable over the foreseeable future.In the accommodation
review ofthis area,the Committee discussed changing boundaries in order to decrease the size
of SDCI and increase the size of Glencoe M.S.This proposal was not supported by the
Committee.
Twoalternatives to address the loss of leased space are to continue toadd portable classrooms
or to build an addition.Portablescouldbe added forclassroomspace;however,gymnasium
space and speciality Instructional space forthe technologyprogramswouldrequirean addition.
The alternative recommended is to build an addition consisting of:
i a gymnasium
il 10 classrooms
iii additional technology areas which could Include Health andPersonalService Technology
(e.g.,hairstyling,aesthetics):Hospitality and Tourism Technology (e.g.,hospitality):
Communications Technology;IntegratedTechnologies;and locally developed courses
such as Horticulture (including a greenhouse)
Since the enrolment isstable,this appears to be the best alternative.In addition,the provision
of a service technology area fulfills a need In this part of the Board and will,inthe long run,
eliminate busingto London service technology sites (currently thereare 31 students beingbused
into London). It will also meet the service technology needs of some students at Glencoe H.S.
as well as at NorthMiddlesexDistrictH.S. The provisionof these programs is consistent with the
Provincial government's direction regarding keeping 18-year olds inschool.
Originally,SDCI was designedand constructed with a capacityof960PTEand included loading
forboththe dedicated space and shared areas within the joint high school.Through Ministry
directives on class size reduction In the secondary panel from22 to21 PTR and alterations totwo
classrooms to accommodate special needs students,the present capacity at SDCIis nowrated
at 920.
The estimated cost ofthe addition,including furniture and equipment,wouldbe approximately
$5.7 million.Itwould befunded from the$5 million remaining from the Prohibitive toRepairGrant
received for SDCI in 2002-03.Additional funding through the Ministry initiatives for at-risk
students (Students Pathways for Success)may also be accessed.
There is an accommodation review affecting this area which has been deferred pending the
consultant's report. The review considered consolidating three schools into two and ifthis is a
future outcome,SDCIwouldcontinue to exist. Anyconsolidation may require a further addition
or portables.
Mr.Gryseels advised that the report was being brought at this time because the Catholic Board
notification resulted ina need for classroom and gymnasium space by2006 September.
2005 January 25..8
11.REPORTS FROM THE ADMINISTRATION -cont'd
b.ADDITION DESIGN PROCESS FOR STRATHROY DISTRICT C. I.ANDJACK CHAMBERS
P.S.-cont'd
STRATHROY DISTRICT C.I.-cont'd
RECOMMENDATION:
That the Board authorize the Administration to proceed with the design ofan addition to Strathroy
District Collegiate.
The following motion was moved byJ. Hunter and S.Peters and carried:
That the motion related tothe Strathroy District Collegiate Institute addition be postponed
pending receipt ofthe C.N.Watson Inc.report atthe endof2005 May.
JACK CHAMBERS PUBLIC SCHOOL
Supt.Gryseels presented a report seeking the Board's support tocommence designing additions
to Jack Chambers P.S.,London.
The Board passed the following motion on 2003 November 25:
"That theJack Chambers P.S.attendance areabe expanded to include the Uplands
area as defined effective 2004 September 01 and that the equivalent value of$2
Million currently funded through Enrolment Pressure Grant for school
accommodation be set aside and earmarked for expansion to Jack Chambers P.S.
to be completed as the enrolment growthdictates."
The report oftheJack Chambers P.S.Boundary Review which led to this motion was presented
to the Board on 2003 November 11.Atthat time, itwas predicted that the ultimatestudent
population would be approximately 625 to 650.Currently,there are 553 students attending this
school with an FTE of 511.5.The rate of growth is slightly higher than projected sincethe
boundary has been expanded.The capacity of Jack Chambers P.S. is 378.5 students.The
currentoccupancyrate is 135%andexpectedtoincrease to 165%.There are fourportableson
site.
Atthe Board meetingof2003 November 11,the following overhead was included:
Result if Recommendation Adopted:
Expand Jack Chambers boundary to include Uplands (as defined)
effective 2004 September 01;
-designate Uplands East (as defined) to Centennial Central
currently in place;
build addition toJack Chambers when capacity reaches 135%(year unknown);
building site is let go.
It was notedthatthe community raisedthe issue ofwhen the expected addition will be started.
Thequestionofschoolsizearises in developing subdivisions.In essence,shouldtheBoard build
tothe peak enrolment ortoa level below that? Achartwas provided comparing enrolment to
capacity at neighbouring Stoneybrook P.S.,indicating that populations usually cycle in new
subdivisions over approximately a 20-year period.
2005 January 25..9
11.REPORTS FROM THE ADMINISTRATION -cont'd
b.ADDITION DESIGN PROCESS FOR STRATHROY DISTRICT C. I.AND JACK CHAMBERS
P.S.-cont'd
JACK CHAMBERS PUBLIC SCHOOL -cont'd
In the Jack Chambers P.S. community, Itwould be appropriate to build an addition in order to
accommodate 625 students which will accommodate close to the peak enrolment.Itwouldthen
allowthe school to act as a holdingschool for Uplands Northwhen it develops and the resident
enrolment at Jack Chambers declines.In addition,itis less expensive inthe longterm to build
at Jack Chambers since the infrastructure is there, i.e., gymnasium,library,offices. Ata size of
575 student capacity, portables would be needed inorder accommodate the peak enrolment.
The addition would consist of eight new classrooms and the reconfiguration of two instructional
spaces at an approximate cost of $2.25 M.The funds used to build this addition will come from
the Enrolment Pressure Grant received in 2001-02. This money was generated by RCM
(relocatable classroom module)sites within the Cityof London inthe amount of $12.7 M.To
date,these funds have paid for additions at Clara Brenton and Eagle Heights P.S.. The total
used to date is $6.8 Million.
The Board will be receivingthe reportfromC.N.Watson Inc.on long-termaccommodation Issues
In 2005 May/June.Theconsultant'sreportmayormaynotmakea recommendation with respect
to Jack Chambers P.S. Inany event, the Board has recommended bymotion that an addition
be built at Jack Chambers.The question that arises is the one related to school size.
The Board's options were presented as follows:
i Defer any decision on Jack Chambers P.S.until the consultant's report Is received. This
would then delay the opening of the new addition until 2007.Portables would continue to be
located at Jack Chambers P.S.in the interim.
ii Pass the recommendation as stated withthe direction to the Design Committee to lookat
additions that would have a capacity of575 or 625 students.Given the nature of the school
design,this alternative isquite feasible.The Design Committee could commence designing
both additions.Thedesigns would thenbe brought tothe Board for approval following receipt
of the consultant's report. A decision with respect to the final school size would be made at
that time.Construction could still be completed for2006 September and no portables would
have to be moved to 2006/07.
iii Pass the recommendation as stated recognizing thatJack ChambersP.S.will bethe holding
school for Uplands North.
The Administration is of the opinion that designing a school for a capacity of625 students with
the option of reducing Itto 575 students is the best alternative.
SUMMARY
In summary,with Board approval of the recommended design,committees will be established
in each communityand will includecommunity representatives.There may be a variationon the
membership ofthe design committee at Strathroy D.C.I,should Holy Cross CatholicS.S.become
part of the new addition.
Under this process,the following time lines were suggested:
Step 1:Design Committee report to Board 2005 September
Step 2:Tender prices to Board 2005 October
Step 3:Construction commences 2005 November
Step 4:Construction complete 2006 August
2005 January 25..10
11.REPORTS FROM THE ADMINISTRATION -cont'd
b.ADDITION DESIGN PROCESS FOR STRATHROY DISTRICT C. I.AND JACK CHAMBERS
P.S.-cont'd
JACK CHAMBERS PUBLIC SCHOOL -cont'd
RECOMMENDATION;
That the Board authorize the Administration to proceed with the design of an addition to Jack
Chambers Public School.
The following motion was moved by P.Jaffe and seconded by L.Stevenson and carried:
Thatthe motion relatedtothe Jack Chambers P.S.,addition be postponed pending receipt
of the C.N.Watson Inc. report at the end of 2005 May.
c.DAY CARE PROPOSAL -COLLEGE AVENUE S.S.
Supt.Gryseels provided opening remarksrelatedtotheCollege Avenue S.S.(Woodstock)Day
Care proposal. J. Thorner, Principal,CollegeAvenue S.S (CASS)was Introducedand provided
Information regarding a proposal to create a childcare facility on the CASS site.
Ms.Thorner advised that she was contacted In2004 November by a representative of Oxford
Community Child Care about the possibilityof locating a double-wide trailer on the school site to
support the creationofa day care setting. The daycare would be similartothe one currently at
HuronParkS.S., (Woodstock)operated bythe same organization. Newfunding has been offered
by the Government of Ontario to support the creation of such facilities around the Province.It
was noted that decisions must be made quicklyto access that funding.
There would be manybenefitstothe CASS population If this facility was located on-site.Young
parents would have access to on-slte day care; parenting classes would have easy access to
work experience;ready co-op placements would be available to CASS students;and schooi-to-
work students wouldhave easy access to work experiences.OxfordCommunity Child Care Is
a non-profit daycare provider.The facility would be accessible to the publicas well as young
parents enrolled at College Avenue S.S.
It was noted that K. Bushell,Manager,Facility Services,has been In contact with both the
principal and the provider to discuss costs and the location ofthe facility.Itis understood bythe
providerthat they will be responsible forallconstruction costs and the on-going costs related to
the operationofthe facility.There is space on site without comprising the possibility ofa French
ImmersionprogramcomingtoCASS.Asitemap Indicating the proposed location ofthedaycare
was provided.Mr.Bushell will work with the day care managers to ensure the proper Installation
of the portable.
A lease agreement will need tobe developed with Oxford Community dhild Care tocoverthe use
of the land. As this Is a non-profit organization and to be consistent with the current lease the
grouphas at Huron ParkS.S., ItIsrecommended that the lease befor $1.00 peryear. There will
be no cost to the Board.
RECOMMENDATIONS:
1.That the Board approvethe request from Oxford Community Child Care, supportedbythe
Administration of College Avenue Secondary School and Executive Council, to locate a
double-wide portable onthe College Avenue site to allow the creation of child care facility.
2.That the Board reach an agreement withOxford Community Child Care for the construction
costs such that all costs are to be paid by Oxford Community Child Care.
2005 January 25..11
11.REPORTS FROM THE ADMINISTRATION -cont'd
0.DAY CARE PROPOSAL -COLLEGE AVENUE S.S.
RECOMMENDATIONS -cont'd
3. That a lease agreement be developed with Oxford Community Child Care to ensure that
responsibilities of each partner are clear, to confirm a site lease of $1.00 per year, and to
ensure that ail operating costs are the responsibility of Oxford Community Child Care.
The recommendations were adopted on motion of T.Roberts and P. Battler.
d.SECONDARY SCHOOL STAFFING,SEMESTER II
Supt.Gryseels introduced the Secondary School Staffing report presented as a result of
increased enrolment and seeking Board approval to hire teachers in order to meet the Provincial
average class size of 22.The following reports were provided:
Secondary Enrolment by Month;
Revised District Enrolment -Secondary Panel;
Average Class Size Report -Semester 1;
Average Class Size Work Sheet.
In 2004 September,the Board approved the hiring of additional staff to address the issue of
increased enrolment due to more grade 12 students than expected returning to school.After
reviewing secondary enrolment by month,class loading for Semester 1and Semester 2 and the
number of students activelyenrolled in Semester 2,the average class size of22.0 will not be met
without the addition of staff.
The average class size In Semester 1 was 22.6.The projected class size in Semester 2 is
projected to be 22.3 with the school year average being 22.9.If the average class size of22.0
is not met, the Ministry will withhold grant money.
Should the Board approve the addition 27.0 teachers for Semester 2,then 162 new classes could
be established.Approximately 120 new classes will be assigned immediately with the remaining
42 classes unassigned until the actual number of students and the actual class size In Semester
2 can be verified.This verification will occur during the month of2005 February.If the average
class size is above 22 classes will be added at that time.Superintendents of Education are
reviewing with Principals the class sizes for Semester 2.
RECOMMENDATION:
That 27.0 (FTE)teachers be approved forthe secondary panel In semester two ofthe 2004-05
school year.
The recommendation was adopted on a motion of T.Roberts and P.Jaffe.
2005 January 25..12
12.REPORTS OF COMMITTEES
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE
Members
2004 November 23
12:20 p.m.-2:50 p.m.
P. Battler,Trustee (Chair)B.Montmlny,MadameVanierChildren'sServices
L.Stevenson,Trustee S.Seymour,OntarioAssociation for Families of
C. Oke, Children's Aid Society of London & Children with Communication Disorders
Middlesex L.Manlcom,,Thames Valley District Council of
S.Wilson,Community Living London, Oxford, Home and School Association
Elgin,Middlesex R.Tisdale Thames Valley District School Council
A.Morse,Easter Seal Society G.McGahey,Chippewas ofTheThames First
P.Gillis,Integration Action for Inclusion Nation Board of Education
London Chapter (lAI)
E.Hager,London Down Syndrome
Association
Administration and Others V.Corcoran,Learning Supervisor
P, Cook,OPC - Elementary Principal M.Hubert,Corporate Assistant
C.MacDonaid,Elementary Principal B.Tucker, Superintendent of Education
J.VanBommel,Secondary Principal
Regrets:D.Anstead,B. Rocking, B.Hurwitz
Absent: B. Hoffman,J. Ross, J. Worthington
Guests:P. Gallin,Autism Society of Ontario
1.CALL TO ORDER
The meeting convened at 12:20 p.m. inthe London Room at the Education Centre.
2.CONFIRMATION OF AGENDA
The agenda was confirmed on motionby L.Stevenson.
3.CONFLICTS OF INTEREST
No conflicts of interest were declared.
4.REPORT OF MEETING 2004 OCTOBER 26
The reportofthe 2004 October26 meeting was approvedon motion byR.TIsdale.
4.1 SEAC WEBSITE
Mary Sakeliis,Electronic Publishing and Graphics,demonstratedthe designandfeaturesof
the new SEACwebsite. The site, currentlyin test mode,will be accessible fromthe Board's
main pageas well as the Special Education website andthe TVDSB Employee Portal.Facts
and links tobe included onthe SEAC website are under discussion.A "What's Nev/'area,
a link to the Ministry of Education website and a "hit-counter"were among several
suggestions. Arequest to modify languageonthe site's main page was noted.Committee
members wiii be provided witha iinkto the test site and are invitedto e-mail their comments
to A.Morseat,abmorse@kwic.com.Ms.Sakeliis will be invited to join the Communications
Sub-Committee meeting on 2005 January 04.
2005 January 25..13
12.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE •cont'd
4.REPORT OF MEETING 2004 OCTOBER 26 -cont'd
4.2 TIMING OF SEAC MEETING
Copies ofa draft survey and the Chair's letter to partner Associations were distributed.The
survey isseeking inputfrom the Associationsregarding the effectthat a change to evening
meetings would have on their abilityto send a representative to SEAC. It was noted that
several of the current members,including school principals, would be unable to attend
evening meetings.Itwas decided to continue withthe afternoon meetings while awaiting
responses tothe survey and suggested thatthe implementationofany change tothe meeting
time be delayed untilthe beginning of the 2005/06 school year.
5.SEAC MEETING EVALUATIONS
Kyle Heffernan,Learning Coordinator-SpecialEducation,joinedthemeetingtoreportonher
analysisofthemeetingevaluationforms. Ms.Heffernan presented several recommendations
based on observations formed during her analysis and suggested that Steve Killip,
Coordinator,Research Services,be Involved in developing a revised evaluation
questionnaire.A summary of the report was distributed and it was decided that Ms.
Heffernan's suggestions would be discussed at the 2005 January 04 meeting.
6. ASD (AUTISM SPECTRUM DISORDER) CONSULTANTS
SuperintendentTucker introduced SheilaCase and Sue Johnson,two ofa growing teamof
ASD Consultants who will be working with staffinschoolsacross thesystem.In partnership
with the Thames Valley Children's Centre,the team will deliver service to twelve school
boards.
Ms.Case and Ms.Johnston gavean overview oftheSchoolSupportProgramwhichconsists
of four components including resource development,planning,consultation,and training.
The consultants will bring expertise specifictoASDtoBoardstaffwhorequiresupportwhen
caring for children with the disorder.Thepurposeofthe program istoenhanceand support
resources such as Educational Assistants and Program Development Teams,that are
already inplace for the students and parents.Itis anticipated that the consultants will work
in co-operation will Board teams to develop school programs for children withASD.
7.SEAC UPDATES
SuperintendentTucker presentedareporton Educational Assistants (EA's)allocated through
Special Education. The report indicated that EA's are assigned to schools based on a
hierarchy of student needs as follows:
Physical and Medical needs;
Behavioural and Safety issues;
Severe Development Disorders;
Intervention for blind or hearing impaired students.
Mr.Tucker indicated that the Ministry of Education has expressed concern regarding the
growth in the numbers of EA's.In anticipation thata justification ofneed maybe required,
a process of tracking high needs Information from schools Is being examined. The roleof
the EA'swas discussed and itwas agreed that many provide academic assistance as well
as physical and medical supports.Following a lengthy discussion, the following
recommendation was moved by L.Stevenson and carried:
That SEAC recommend that Administration examine the services provided by
support staff for incorporation in the Special Education Plan Review for 2005/06.
2005 January 25..14
12.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd
7.SEAC UPDATES -cont'd
Vicki Corcoran,Learning Supervisor,indicated that the New Teacher Conference on 2005
January 15,will focus on Special Education. Member organizations were Invited to provide
Information and displays at the conference.
8.COMMITTEE UPDATES
8.1 PDD Review
The PDD Reviewhas been completed Including feedback received after the last meeting.
It is still in draft form and copies were provided for review prior to completion of the
document.It was suggested the draft be discussed at the 2005 January 04 meeting before
a final document is completed and posted to the website.
8.2 Gifted Review
The Gifted Reviewhas notbeen finalized.Enhancements and changes tomake the delivery
of service more equitable are anticipated.
8.3 Communications
It was suggested that the SEAC Communications Sub-Committee revisit the framework of
publicinput into the Special Education Planseeking means to increase public participation
and gather more meaningful input. Several alternatives were discussed.Itwas suggested
that the SEAC Communications Sub-Committee develop a listof proposed questions to be
asked at the public Input sessions.
9.CORRESPONDENCE
9.1 A copy of a news release dated 2004 November 06 regarding the Parent Voice in
Education Project was received.
9.2 Acopyofa letter from the Ottawa-Carleton DSB to the Minister of Education regarding
the Criteria for the Effectiveness and Equity Fund and clawback of ISA funding was
received.
9.3 A copy of the 2004 September Issue of "Our Voice",the Parents for Children's Mental
Health newsletter was received.
10.FORUM:ASSOCIATION UPDATES
Community Living London,inco-operation with the Thames ValleyDistrictSchool Boardand
the London DistrictCatholic School Board,will present an Education seminar entitled "Best
Practices for InclusiveEducation" on Thursday,2005 January 13.The seminar will be at 190
Adelaide Street South,London inthe Access BallRoom from 7:00 - 9:00 p.m. Information
circulars were distributed.
11.ADJOURNMENT
The meeting was adjourned at 2:20 p.m. on motion of L.Stevenson.
RECOMMENDATION:
That the Administration examine the services provided by support staff for incorporation inthe
Special Education Plan Review for 2005/06.
P.SATTLER
Chairperson
The recommendation was adopted on motion of P.Sattier and L.Stevenson.
2005 January 25..15
12.REPORTS OF COMMITTEES -cont'd
b. SPECIAL EDUCATION ADVISORY COMMITTEE CHAIR'S SUMMARY 2005 January 04
The following are highlights ofthe Special EducationAdvisoryCommittee meeting held on 2005
January 04. A full report will be presented to the Board at its2005 February 22 meeting.
ELECTION OF NEW CHAIR
Peggy Sattler was elected Chair and Ruth Tisdale Vice-Chair for 2005-2006.
CANADIAN ASSOCIATION FOR COMMUNITY LIVING CONFERENCE REPORT
SEAC members Alison Morse and Patty Gillis attended the National Summit on Inclusive
Education, held in Ottawa November 24, 25, and 26. They reported on the conference and
circulated some ofthe materials theyhad collected.The conferencewasvery timely,given the
motion passed in2004 Novemberto enhance and support inclusive practices throughout the
Thames Valley District School Board.
ADMINISTRATIVE RESPONSE TO BOARD MOTION
Superintendent Tucker presented a proposal for a plan of action to address the Board motionon
inclusion,with a focus on the full involvement and participation ofcommunitypartners.
SPECIAL EDUCATION PLAN 2005-2006
SuperintendentTuckerproposedthe development ofa briefdocumentoutlining long-range goals
for the Thames Valley's Special Education Plan,independent offunding. This document will
provide a yard-stick by which tomeasure theannualplan.SEAC will bediscussing this proposal
in greater detail at our 2005 February meeting.
COMMUNICATIONS
With the assistance ofthe Communications office,the SEACwebsiteis near to completion.
Superintendent Tucker is working with Vice-Chair Tisdale to develop a template for School
Councils and others to use to gather input for the Special Education Plan.
PDD REVIEW
The Pervasive Developmental Disorder(PDD)Reviewteam has completed itsworkand the final
draft of the report was circulated to SEAC.The recommendations will be considered by
administration and by SEAC for the 2005 Special Education Plan.
P.SATTLER.
SEAC Chair
c.REPORT OF THE COMMITTEE OF THE WHOLE
2005 January 11
7:12 p.m.-8:15 p.m.
MEMBERS ADMINISTRATION AND OTHERS
G.Hart,
Chair
D.Anstead
A.Cartier
S.Doxtator
P.Jaffe
S.Peters
K.Preston
T.Roberts
S.Ross
P.Sattler
L.Stevenson
J.Stewart
B.Bryce
B.Greene
P.Gryseels
J.Thorpe
C. Murphy
D.Blair
Regrets:J.Bennett,D. Mugford, J.Hunter
K.Dalton
J.Empringham
S.Hughes
L.Hutchinson
M.Sereda
B.Tucker
K.Wilkinson
S.Christie
C.Dennett
J.Huff
J.Roth
W.Scott
2005 January 25..16
12.REPORTS OF COMMITTEES-cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
1.APPROVAL OF AGENDA
The agenda was approved on motion of L.Stevenson.
2.CONFLICTS OF INTEREST - No conflicts of Interest were declared.
3.DIRECTOR'S ANNOUNCEMENTS
B. Bryce, Directorof Education, advised that on 2005 January 03 the system undertook a
fundralsing projectto assist with theCanadianRedCross TsunamiReliefFund following the
2004 December26disaster. Headvisedthatstudents returning from theChristmas holidays
began Immediately with plansand projects toraise money to support the Relief efforts.He
announced that Thames Valley students,staff,parents and community members showed
an overwhelming response,onceagain demonstrating theircommitment toa caring,learning
community.
Student representatives from Lord Dorchester H.S.(Dorchester),Beal S.S.(London),
Algonquin P.S.,(Woodstock),Southwold P.S.,(St.Thomas)andWestmountP.S.(London)
were welcomed.Kyle Weaver,Student President,Beal S.S.,announced that students,
teachers, andsupportstaff representing 185 schools,80,000studentsand8,000employees
raised $247,399.Director Bryce and Chairperson Hart presented the chequeto Angle
Woodcock,District Branch Manager and Elaine Bainard, International Delegate Volunteer,
Canadian Red Cross.The Directornoted that donations are still being received and that the
updated totalwas $249 828 withadditionaldonations expected.
Ms.Woodcock,on behalfof the Canadian Red Cross, commended the Thames Valley
students and communityfor their amazing support. The students were applauded for
collectively spearheadingthe fund raising effort andfor displaying apureand inspiring desire
to helpless fortunate people within the global community thereby reinforcing tothe World,
again,that Canadians care.She thanked Director Bryce and Director's Services staff forco
ordinating an outstanding fundraising initiative andforthefineactofcompassion. She noted
that this humanitarian effort will assist in rebuilding the lives ofthe Tsunami survivors many
of which are orphaned children.
Chairperson Hart commented that this hasbeenan outstanding week.He advised that early
in the week he had some concerns that the total could not be reached within the short time
frame and to that end,sent a letterto Prime Minister Martin requesting that the Federal
Governmentextend the match contribution date beyond2005 January 11.Heextended his
congratulations tothestudents,staff,parentsand community fortheir involvement in making
the fundralsing initiative such an outstanding success.
StudentTrusteeS. Rosssuggestedthatthe following motion be moved.Itwas moved by
P.Sattler and carried:-
Thatthe congratulations ofthe Board be extended tothestudentsoftheThames Valley
District School Board for their outstanding fundralsing efforts toraise$249,828 in support
of the Canadian Red Cross Tsunami Relief Fund.
4.CHAIRPERSON'S ANNOUNCEMENTS
Chairperson Hartreferred tohisprevious comments regarding hislettertothe Prime Minister
requesting an extension of the donation date for the government to match the funds raised
in support of the Tsunami Relief.
2005 January 25..17
12.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE-cont'd
5.MONTHLY FINANCIAL REPORTING
B.Greene, ExecutiveSuperintendent, Business Services advised that 2005 January 14 is
the deadline forsubmission ofthe Board's 2003-2004 financial statements tothe Ministry.
J.Roth,Manager,Financial Services,presented the2004 November 30 month-end reports
as well as a summary of revenues, expenditures byexpenditure type,and expenditures by
area and type.
Trustee Anstead requested clarification relatedtothesupply teacher budgets. Supt.Greene
advised that since amalgamation,the supply teaching budget has appeared as an amount
below Actuals.The Business Services staff have charted these accounts for some time to
endeavour to build a historical trend related to usage of funds. J. Thorpe,Executive
Superintendent,Human Resources,advised that supply teacher accounts have been
organizationally budgeted based on the funding formula ensuring that the allocation and
expenditures match the revenues inthese areas.Mr.Thorpe advised that flexible funding
has contributedtocost recovery in thisarea. As well,the Thames Valley Absence Reporting
and Replacement information System (TVARRIS)now provides a methodof accumulating
data forusage analysisin addition to the budget process inan attempt to balance budget
amounts that reflect the needs.
6. REPORTOF THE POLICY WORKING COMMITTEE 2005 January 04
4:03 p.m. - 6:41 p.m.
MEMBERS ADMINISTRATION AND OTHERS
D.Anstead G. Hart B.Bryce C.Murphy
J.Bennett (Chair) D. Mugford S.Christie
A.Cartier T.Roberts
Trustee Visitors:K.Preston,L.Stevenson
Director ofEducationB.Brycecalledthe meetingto order and presided overthe election of
the Committee Chairperson for 2005.
1.APPROVAL OF AGENDA - The agenda was approved on motionofT. Roberts.
2.CONFLICTS OF INTEREST-none declared
3.ELECTION OF 2005 COMMITTEE CHAIRPERSON
Trustee Bennett was nominated and acclaimed as the Committee Chairperson for2005.
She subsequently assumed the chair and presided over the election of the Vice-Chair
of the committee. Trustee Anstead was nominated and acclaimed to the position for
2005.
4.COMMITTEE REPORTOF2004 DECEMBER 7 AND TRACKING SHEET-provided for
information
5.INTRODUCTION OF DRAFT POLICY/PROCEDURE -none
6.CONSIDERATION OF POLICY/PROCEDURE FOLLOWING PUBLIC INPUT -none
7.DRAFT POLiCY/PROCEDURE REQUIRING FURTHER CONSIDERATION -none
2005 January 25..18
12.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
6.REPORT OF THE POLICY WORKING COMMITTEE -cont'd
8.SUGGESTED POLiCY/PROCEDURE REVISIONS
a. Selection of Supplementary Learning Resources Policy/Procedure
Executive Superintendent C.Murphy joined the meeting to describe proposed
amendments to the policy and procedure related to the Selection ofSupplementary
Learning Resources. She commented on the need forthe policy noting the Ministry
direction indicates that Boards are required to have an approval process inplace for
supplemental learning materials.This is different from the selection of textbooks in
wrhich the Ministry of Education is responsible for the approval.
Supt. Murphy responded to questions posed by trustees.Discussion surrounded the
appropriateness of the principal serving as petitioner on the In-School Review
Committee as identified in Section 5.3.2 of the procedure. Itwas suggested that a
statement be included that the principal will be knowledgeable about learning
resources used in the school. The following motionwas moved by T. Roberts and
carried:
That section 1.4 of the procedure regarding the Selection of Supplementary
Learning Resources be rewritten,that Section 5.3.2 be deleted from the
procedure and any reference to the principal as petitioner be removed from the
document.
Itwas suggested and agreed that a community representative will be includedonthe In-
Schooi Review Committee under Section 5.3.1.
The following motion was moved byT. Robert and carried:
That proposed amendments tothe Selection of Supplementary Learning Resources
policy and procedure be posted to the Board's websitefor60 days.
Supt. Murphy will have the procedure amended and submit to Corporate Services for
posting to the web.
b.Student Trustee on the Board Policy/Procedure
Student Trustee K.Preston attended to continue the discussion on proposed
amendments to the Student Trustee on the Board policy and procedure. Itwas noted
that the OPSBA Board of Directors has approved its recommendations related to a
proposed policy on student trustee attendance at OPSBA events.
Discussion sun-ounded proposed amendments based on input received fromthe Student
Advisory Council and theOPSBArecommendations. The following policy revisionswere
approved.
Eligibility
1. Moved by G. Hart and carried - Amend "Be entering and maintain a full-time
Grade 11 or Grade 12 programorequivalent program..."
2.Moved byD.Anstead and carried- Amend to "Haveachieved in the previous
school year,a minimum overall average of 70%."
2005 January 25..19
12.REPORTS OF COMMITTEES-cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
6.REPORT OF THE POLICY WORKING COMMITTEE -cont'd
8.SUGGESTED POLICY/PROCEDURE REVISIONS -cont'd
b.Student Trustee on the Board Policy/Procedure -cont'd
**New 7.Moved by A.Cartier and carried -Add "Thestudent representing the City of
London mustattend a secondary school within the City and the student representingthe
counties of Elgin,Middlesex and Oxford counties must attend a school in one of the
counties and outside the City of London."
Extent of Participation and Responsibilities
New 6 - Moved by T.Roberts and carried - Add "To hold a minimum of four Student
Advisory Council meetings over the duration of the term of office."
•Travel
Moved by D.Ansteadandcarried- Remove dause "andtheymustbe accompanied by
an adult approved by the Chairs'Committee".
It was agreed to amend the Parent/Guardian Consent for Student Trustee Out-of-District
Travel and/or Overnight Events form (Procedure Appendix B)to include parentalconsent
endorsing the travel plan as well as the activity.
It was suggested thatthestatement "Attendance ofstudents underthe age of 18 during out-
of-district travel and overnight events must be accompanied by an adult"be added
considering the issue of potential liability to the Board. Itwas agreed that the Director will
seek a legal opinioninthis regard and report at the next meeting.
•Mentors
Moved by D.Anstead and carried - Amend wording to "Two trustees,to be determined
annually by the Chairs'Committee,shall serve as mentors and sit next to the student trustees
at the Board table."
Procedures -The following revisions were approved.
•Elections
Moved byT.Robertsand carried-AmendParagraph 2toread "Campaigning forthe position
of student trustee is restricted to the distribution of a one to three-page outline and a
presentation ofupto five minutes percandidate followed bya generalquestion period of all
candidates.
Moved by D.Anstead and carried - Amend Paragraph 3,Sentence 1,to read "Each
secondary school represented at the meeting will have the right to cast one vote for either
a candidate to represent the City of London or to represent Elgin, Middlesex and Oxford
Counties according to which of the areas the school is located.
Moved by D.Anstead and carried - Add new paragraph "Inthe event of a tie for either the
election of the City of London or the Elgin/Middlese)^Oxford Counties student trustee,a
second vote will be held for that position. Should there stillbe a tie, the candidate for that
region will be selected by the drawing of lots.
Voting
Moved by D.Anstead and carried -Amend first sentence to read "The student trustees shall
have a non-binding, advisory vote during regular public Board meetings."
2005 January 25..2Q
12.REPORTS OF COMMITTEES-cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
6.REPORT OF THE POLICY WORKING COMMITTEE -cont'd
8.SUGGESTED POLICY/PROCEDURE REVISIONS -cont'd
b.Student Trustee on the Board Policy/Procedure -cont'd
Vacancies
MovedbyG. Hartand carried - Amend last sentence to "Ifthe vacancy is still not
filled and ifit occurs priorto the beginning of the second semester,a second election
will be held within 30 days of the vacancy."
The following motion was moved by D.Anstead and carried;
That proposed revisions to the policy and procedure related to Student Trustee on
the Boardbe forwarded tothe 2005 January 25 Boardmeeting forapproval.
9.OTHER BUSINESS-none
10.ADJOURNMENT- The meeting adjourned at 6:41 p.m. on motion ofT.Roberts.
RECOMMENDATION:
1.That revisions to the policy and procedure related to Student Trustee on the Board be
approved.
J.BENNETT,
Chairperson
Discussion of the proposed revisionsto the Student Trustee on the Board policyand procedure
followed.
Trustee Anstead advised that a vigorousdebate occurredat the Policy Working Committeemeeting
related to the proposed revisions of the Student Trustee on the Board policyand procedure and that
two pages of modifications and changes were submitted by the student trustees for consideration.
She reported that OPSBAhas approved a set ofguidelinesforsupervisory procedures at meetings
where student trustees travel outside their board's jurisdiction to carry out their duties.Trustee
Anstead noted that the Policy Working Committeeconsidered itthe government's responsibility to
supplyevening hour supervisionforstudent trustees under 18 years ofage duringovernight public
education sessions called or sanctioned by the Ministry.She moved the recommendation.
Duringthe discussion,Itwas confirmed that student trustees may use their hours of service towards
attaining the Community Service credit required for a secondary school graduation diploma.
it was suggested that Item 6 under "Eligibility"of the policy be amended to read "Provide written
confirmation of support and acknowledgment of the student trustee's responsibilities from the
parent/guardian for students under the age of 18". By friendly amendment,the revision was
approved.
Aftera lengthy discussion related to eligibility and the issue of student trustees being able to serve
formorethan one termof office,the following amendment tothe motion was moved byTrusteeJaffe:
That item 6 under "Eligibility"be removed fromthe Student Trustee on the Board Policyand the
section be renumbered accordingly.
The amendment was defeated on a tie vote with one abstention.The main motion was carried.
2005 January 25..21
12.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
7.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE
2005 January 04
7:15 p.m. - 8:35 p.m.
MEMBERS ADMINISTRATION AND OTHERS
L.Stevenson,
Chair
D.Anstead
J.Bennett
A.Cartier
P.Jaffe
G.Hart
D. Mugford (-8:00)
S.Peters
K.Preston
T.Roberts (-8:00)
S.Ross
J.Stewart
Regrets:J.Hunter,P.Sattier
Absent:S.Doxtator
B.Bryce
P.Gryseels
J.Thorpe
D.Blair
K.Dalton
K.Havelka
S.Hughes
L.Hutchinson
M.Sereda
W.Tucker
K.Wilkinson
S.Christie
S.Dawson
C.Dennett
J.Roth
W.Scott
B.Woodiey
1.APPROVAL OF AGENDA - The agenda was approved on motion of P. Jaffe.
2.CONFLICTS OF INTEREST - No conflicts of interest were declared.
3.CHAIRPERSON'S ANNOUNCEMENTS -none
4.DIRECTOR'S ANNOUNCEMENTS
B.Bryce,Director of Education,welcomed Scott Hughes tohisfirst official meeting In his new
role as Superintendent of Education.
Director Bryce advised that the system will be participating in a week-long fundraising
Initiative toassist the Canadian Red Cross Tsunami Relief Campaign.Donations may be
made to Director's Services.Atax receipt will be Issued from the Canadian Red Cross for
all donations of $10.00 or more.He encouraged the Thames Valley community to support
the fundraising activities In orderto provide the urgent assistance required.
5.PUBLIC PRESENTATIONS-none
6.TRANSPORTATION SAFETY
S.Dawson,Manager.Support Services,introduced the presentation on Student
Transportation and the Board's partnership with the District 11/38 Bus Operators'
Association.
M.Murphy,Chair,District 11/38 Bus Operators*Association,provided a slide presentation
Student which emphasized safety,people,service and integrity.Mr.Murphy highlighted a
number of current initiatives that included public service announcements such as the
Centennial CentralP.S.(Arva)Projectas seen on the television broadcast,NEW PL New
Day:the "Think of Usonthe Bus"partnership with the Ministry of Transportation,District
11/38 and TVDSB;and,"Buster the Bus"a School BusSafety program designed for Junior
Kindergarten to Grade 4 students,
Mr.Murphyexplained thatthe Association comprises 13 individual business owners of which
12 aresecond generation family operators representing in excess of400yearsofexperience.
The Association's commitment Is to provide honest,ethical and accountable service using
well-maintained vehicles which meetnewand dynamic industry standardsand highly-trained,
conscientious drivers.
2005 January 25..22
12.REPORTS OF COMMITTEES-cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
7.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd
6.TRANSPORTATION SAFETY -cont'd
They are committed to buiiding strong relationships with students,parents,education
partners and the community.Each operatoris monitored forsafetyand performance bythe
MTO on an ongoing basis.
He noted that the Bus Operators are responsible for transporting 28,000 Thames Valley
students to 184 sites using In excess of900 vehicles and completing more than 1,600 routes
dally,equating to 21 million km oftravel annually.Presently,120 routes are shared withthe
coterminous board, 71 operated on behalf ofthe French First Language students as well as
student transportation to the three provincial schools (Brantford,Milton and Roberts).
DirectorBryce thanl<ed Mr.Murphyfora comprehensive presentation and recognized the bus
operators that were present.
Mr.Brycealso recognized Colleen Birch of Elgin Bus Lines,and Gayle McLeod ofSharpe
Bus Lines Limited fortheirexemplaryactionand outstanding heroism duringtwo recent traffic
accidents.He noted that both women exemplified the trust and strength of character ofthe
Board's bus driversand provided the following overviewoftheiractions to meet the safety
needs of their students.
Ms. Birch was applauded for her quick,evasive action on 2004 December 07 when, inorder
to avoidan oncoming car, turned her school bus intoa six-footditchto prevent the bus from
rolling thereby protecting the 14 students on board. She then called her dispatcher for
assistance and proceeded to attend to the Injured automobile driver until medical help
arrived.Mr.Brycethanked Ms.Birch forherexemplaryactions and the care she displayed.
Gayle McLeod was recognized forher quick response when on 2004 November05 during
a double bus run to Ingersoll DistrictCollegiate and Harris Heights P.S.,she witnessed a
car/van crash in front of the bus. Ms.McLeod stopped the bus on the side of the road,
ensured that her students were safe,called her dispatcher and then proceeded to use her
fireextinguisher to put out the vehicle fires before attending to the twoinjured drivers.She
was recognized for her quick action at the scene of a severe accident.
Mr.Brycenotedthe calmmanner in whichbothwomenresponded tothe emergency before
them and presented each with a TVDSB commemorative pin with thanks and appreciation
for their outstanding service. He extended appreciation to Mr.Murphy and all the Bus
Operators for providing excellentstudent transportationand recognized Mr.Murphy forhis
ongoing commitment to advocate with the Ministries to ensure that all students are
transported to and from school safely.
Chairperson Stevenson expressed appreciation for the excellent presentation and the
partnership withthe District 11/38 Bus Operators Association.
7.MONTHLY REPORT OF THE CHAIR
Chairperson Hart provided a brief monthly report:
- A meeting has been scheduled with local MPP's on Friday,2005 February 04 at 9:30
a.m. at the Education Centre.Trustees were invited to submit agenda items to
Chairperson Hart as soon as possible;
Preparationsfor the Trustee's Professional Development program are underway and
information is to be provided at a subsequent meeting.
2005 January 25..23
12.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
7.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd
7.MONTHLY REPORT OF THE CHAIR -cont'd
Chair Hart advised that a number of Thames Valley trustees have registered for the
Ontario Public School Boards'Association Public Education Symposium scheduled for
2005 January 27-29 the focus of which is student success.
8.DEPARTMENTAL UPDATES
Business Services
Support Services updates included:
Printing and Mail Services in partnership with Program Services has initiated a pilot
project to scan,index and archive ten years of student psychology records. The
Introduction of this system provides historical tracking of document access for audit
purposes,and contains security features to restrict access to authorized personnel as
well as a reduction of file storage and risk of lost or damaged files.
Overthepastfewmonths,Printing Services staff has produced several commencement
and award booklets,course calendars,as well as curriculum documents for staff
development and in service training sessions.
-Warehouse and Distribution Centre and Transportation Services updates were also
provided.
Financial Services Initiatives included filing the 2004-05 Revised Estimates with the
Ministry on 2004 December 15 and presenting at the New Administrator's in service
session on 2004 December 16.
Director's Services
-During the month of2004 November, the Directorvisited Emily Carr and Bonaventure
P.S., touringthe schools and meeting with students,staff and parent representatives.
- The following meetings and special school/community events were attended by the
Director:Scott Street P.S., (St. Thomas),Princess Ann P.S. (Ingersoll)"National Walk
to School Award,"Bonaventure P.S.'s 'WinterWonderland Concert,"Junior Achievement
Board of Directors, ETFO Occasional Teachers'Charity Silent Auction, London District
Catholic School Board Inaugural,Education Centre Rebate Committee Lunch,School
Administrators'School Improvement Series -Todd Whitaker Presentation,Council on
EariyChildhood Development and Parenting,Ministryof Education Ontario Curriculum
Meeting;representing Council of Directors'of Education;
The Director brought greetings and/or presented to the following groups:Education
Centre Service RecognitionCeremony,Thames ValleyDistrictSchool Board Inaugural,
Jeff Major and the Director met with Dr. Don Bondy to discuss the next steps in the
Starbase initiative.
John Verbakel and the Director met with Sue Dittmer,Development Officer -
Sponsorships from the Grand Theatre,to discuss sponsorship of the High School Project
2005 production of Oklahoma.A reception is to be held 2005 April 15 at 6:30 p.m. prior
to the performance.
2005 January 25..24
12.REPORTS OF COMMITTEES-cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
7.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd
8.DEPARTMENTAL UPDATES-cont'd
Director's Services -cont'd
Leo Hutchlnson and the Director met with Erin Rankln-Nash,member of the TVO Board
of Directors,to learn ofrecent initiatives and programs beingundertaken by TVO and
how they can be of benefit to Thames Valley students.
-Staff Development initiative updates included:
New Teacher MentorObservation and Debrief, New Teacher Winter Conference,
Mentoring Demonstration Projectfor Beginning Teachers,Administrative Mentoring
Program, 2004 Learning Conference,Staff Development Outreach Session,
Leadership;Building Professional Learning Communities at Work, Winter Online
P.O., Professional Reading Program and the 2005 Leadership Conference;
SchoolandSchool Council Vision In Service,Our Vision Advisory Committee,Vision
Refinements,Internallzation,and Research.
- Public Affairs and Community Relations updates included.Welcome to Our Schools
literature review,Thames Valley Education Foundation (TVEF)donor letters, and
Implementation of theTodd Estabrooks Memorial Saunders S.S.Football Scholarship
Trust.Director Bryce announced that the Curtis Conrad Estate has made an additional
donation of $200 000 to the TVEF.
Human Resource Services
-Retiree Benefit Plans are being renewed 2005 January all retirees have been advised and
are being assisted with their choices;
- HRIsassisting48staffmembers In returntowork programs as a resultof non-occupational
and occupational illnesses and Injuries;
- DistrictSchool Council (DSC) -2004 November/December activities included:
- DSCorganizedand hosted a School Council workshop on November 30 focusing on
setting school council goals.Twenty-five school council participants took part In this
active,hands-on workshop.Principals Gregg Bereznick and Martha Foster were thanked
for their participation.The Input has been positive and will assist in planning future
workshops;
-District School Council has communicated with School Councils onthe following topics:
Reporting of School Funds,Long-term Accommodation Plan Consultant,DSC roundtable
meetings.Handbook Insert changes.Board Committee representation,School Council
workshop feedback.School Council Flyer Ideas,School Council Annual Reports input
and temporary representation forthe Parent &Student Expenditures AdHocCommittee.
-There are currently 241(21 retirees) elementary,long-term occasional (LTO)teachers.
Short-term list numbers are 1147 (443 retirees),
- A copy of elementary hiring statistics was provided for information;
-Secondary semester staffing isunderwayas a resultof upcoming retirementsandchanges
in staffing needs.
- There are approximately 800 occasional teachers on the listof which 30%(234)are
retirees; Currentlythere are 173 LTO assignments with 21 retirees filling assignments.
2005 January 25..25
12.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
7.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd
8.DEPARTMENTAL UPDATES -cont'd
Operations Services
-On 2004 December 08 and 09,T.Whltakerspoke to PrInclpalsA/ice Principals on the topic,
"What Great Principals Do Differently."The evaluation oftheday received from School
Administrators from other boards was excellent;
-Preliminary discussions are starting to occur with respect to the 2005-06 school year.
Supt.Karen Dalton is assuming primary responsibility for elementary staffing and Supt.
Don Blair for secondary staffing.The Ministry has requested that a 2004-05 primary class
size report be prepared.As of 2004 October 31,the primary class size was 21.6;presently
the overall elementary classsizeis 24.1.It was noted thatthe average classsize in the
elementary panel cannot exceed 24.5.
-The next Caradoc South Elementary School Area Accommodation Study Committee
meeting is scheduled for2005 January 24.
-New Administrators received in service from Business Services re student admissions,
enrolment,general funding,budgets,non-Board funds,P-cards,insurance (risk
management).Brenda Hopkins madea School Council presentation.Part two of School
Growth Plans have been scheduledfor2005January 20.
-Supt.Mike Sereda Is assuming the safe schools portfolio commencing 2005 January.The
following safe school's update was provided:
- SafeSchools Administrator Workshops Involving allschool administrators andteachers
from about 150 schools indicated by 100 percent participant responses that the workshop
was relevant and pertinent.Next Steps being considered include workshops related to
"Dealing with Disclosures"and "Developing a culture of reporting";
-The Tribes program supports students in developing a positive self image,choosing
responsible behaviour and Increasing academic achievement;and is a process that is
designedtocreate an inclusive classroom.Ninety-six staffmembers have been trained
In the Tribes process.During,2005 Januaryand February,three additional 24 hour
Tribes Training sessions will be offered to train 96 more staff members;
- The Secondary ViolencePreventionCommitteemet on2004 December 14thto review
feedback from Semester1 programs and discuss planning for next semester;
-Twenty-five secondary schools organized an initiative during the fall which included
plays,guest speakers and video presentations;the four dramatic plays focusing on
bullying,internet safety,relationship violence,and tolerance,reached a total of 11,500
students during the fall;
- Eva Olsson and Douglas Dane provided individual presentations to nine different
schools;
- The video presentation,"A Love that Kills"which identifies the warning signs in
relationship abuse was presented to 1,500 Grade 9-11 who were involved in follow up
activities facilitated by volunteers trained from the University ofWestern Ontario;
2005 January 25..26
12.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
7.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd
8.DEPARTMENTAL UPDATES-cont'd
Operation Services -cont'd
-Research and Assessment continues to support the following initiatives:
-Results forthe EQAO Grade 3,6 and 9 assessments have now been released presented
to Trustees and are posted on the EQAO web site;
-Phonological Awareness Screening results have now been distributed to school
Principals and to Speech and Language;
>Data preparation is underway for development of the data warehouse;
- Analysis and reporting of the grade 12 returning student survey has been completed;
-Boundary maps have been prepared for C. N.Watson for use in the "Focus on
Excellence"review.
P.Gryseels,Executive Superintendent advised that Information regarding boy's learning
styles (Grade 3,6,and 9)as they relate to gender differences and how Board programs are
addressing this Issue will be included in the 2005 February Departmental Update.
Program Services
-Special Education and Community and School Services
Phonological awareness screening of senior kindergarten students (SK) is a joint project
of School and Community Services (Partnerships for Excellence),Special Education
(Speech and Language Services)and Research and Assessment.Phonological or sound
awareness is a key ability children must have In order to learn decoding skills.Screening
by Speech-Language Pathologists takes place in the fall forailSK students.Programming
is based on screening results and a re-screen in the spring provides data on student
growth. The fall screenings have just been completed on the fourth cohort group. The
three years of complete data gathered so far have demonstrated that these skills are
teachable.The research literature indicates that improved phonological awareness skills
have a positive impact on reading development.System and school-based staff
development on assessment and programming for phonological awareness skills Is also
a component of this initiative.
-Community and School Services
Ready forSchool, the Thames ValleyNeighbourhood EarlyLearning Program (TVNELP)
for 2004-2005,will be running again this year.The first session is to be held at Woodland
Heights P.S. (London) on 2005 January 19.Twenty-one TVDSB schools and 6 schools
from the London District Catholic School Board will be hosting sessions for pre-junior
kindergarten students and their parents.
Due to the reductions infunding there are seven fewer schools participatingthis year. It
was noted thatthe fundingforthisprogram has changed dramaticallyfromprevious years.
The Early Years Challenge Fund which provided $206 000 last year no longer exists.
However, the Cityof London has given $50 000 toward this project withan additional $78
000 coming from Program Services through the Learning Opportunity Grant.This program
continues tobe a community project and includes representatives fromOntario EarlyYears
Centres,Libraries,the "Y', Tyke TALK,and Health Units.
-The Special Education department has begun a review of the support services available to
schools throughout the District. A steering committee first met on November 26 to look at the
advantages of using multi-disciplinary teams to assist with the programming of students and,
as well, review the organizational structure of the department.It is anticipated that
recommendations will be submitted by the end of 2005 March.
2005 January 25..27
12.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
7.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd
8.DEPARTMENTAL UPDATES-cont'd
Program Services -cont'd
In response to Charmaine Graves,Learning Supervisor's report of 2004 December 07,
Exec. Supt. Murphy advised that there are presently 1,397 students enrolled In the
Parenting Course and that27 secondary schoolsacross the District are offering at least
one if not two lines.
9.ADJOURNMENT
The meeting adjourned at 8:35 p.m.on motion of S.Peters.
L.STEVENSON,
Chairperson
8.REPORT OF THE COMMITTEE OFTHE WHOLE,IN CAMERA 2005January 11
MEMBERS PRESENT ADMINISTRATION AND OTHERS
P.Sattler P. Jaffe B.Bryce L. Hutchlnson
(Chair) S.Peters B.Greene M.Sereda
D.Anstead T.Roberts P.Gryseels W.Tucker
A.Cartier J. Stewart C. Murphy K.Wilkinson
G. Hart L.Stevenson J.Thorpe S.Christie
D.Blair
Regrets:J.Bennett,J. Hunter, D. Mugford
Absent:S.Doxtator
The Committee met In camera from6:37 p.m. to 6:54 p.m.
1.APPROVAL OF AGENDA - The agenda was approved on motionof L.Stevenson.
2.CONFLICTS OF INTEREST - No conflicts of interest were declared.
3. A confidential legal matter was discussed.
4.RISE AND REPORT
A motion to rise and reportwas moved by L.Stevenson at 6:54 p.m. and carried.
RECOMMENDATION:
1 .That the Thames Valley District School Board enter Into a contract with Bell Canada and
Fiber Core Communications to supply data wiring.
P.SATTLER.
Chairperson
The recommendation was moved on motion of P.Sattler and carried.
2005 January 25..2S
12.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
8.REPORT OF THE COMMITTEE OF THE WHOLE,IN CAMERA -cont'd
9.ADJOURNMENT
The meeting adjourned at 8:15 p.m. on motion of L.Stevenson.
G.HART.
Chairperson
RECOMMENDATIONS FROM THE 2005 JANUARY11 COMMITTEE OF THE WHOLE MEETING
1.That the congratulationsofthe Boardbe extended tothe students ofthe Thames Valley District
School Board for their outstanding fundraising efforts to raise $249 828 in support of the
Canadian Red Cross Tsunami Relief Fund.
2. That proposed revisions to the policyand procedure related to Student Trustee on the Board be
forwarded to the 2005 January 25 Board meeting forapproval.
3.That the Thames Valley District School Board enter into a contract with Bell Canada and Fiber
Core Communications to supply data wiring.
Recommendations 1and3adoptedon motion ofJ. Bennettand P.Jaffe.The following amendment
to Recommendation 2 was moved P.Jaffe and L.Stevenson:
That item 6 under "Eligibility"be removed from the StudentTrusteeonthe Board Policy andthe
section be renumbered accordingly."
The motion was defeated on a poll vote as follows:
YEAS:S.Doxtator,G. Hart, P.Jaffe,P.Sattler,L.Stevenson
NAYS:D.Anstead, J. Bennett, A.Cartier, J. Hunter,S.Peters,D.Stewart, T. Roberts
ABSTENTIONS:none
Student Trustee Preston - Yea,Student Trustee Ross - yea
Recommendation 2 was adopted on motion of J.Bennett and T.Roberts.
d.EXTENSION OF COMMITTEE REPORTING DATE TO BOARD
Trustee Sattler introduceda reportseeking Boardapprovalofan extension ofthe reporting date of
the Ad Hoc Committee to Review Student and Parent Expenditures to 2005 June 30.
At the2004June 22 Board meeting,trustees approvedan extensionofthe reporting dateofthe Ad
HocCommitteeto ReviewStudent and Parent Expendituresto 2005 January 25. Since that time,
the committee has met four times: 2004 October 21,2004 November 12,2004 December 08 and
2005 January 07. Atthe 2004 December meeting,the Committee passed a motionto Invite a School
Council representative to participate as a resource member of the committee.As a result of this
motion,the committeewas pleased to welcome B.Hopkins tothe 2005January meeting.
2005 January 25..29
12.REPORTS OF COMMITTEES -cont'd
d.EXTENSION OF COMMITTEE REPORTING DATE TO BOARD -cont'd
The committee was initially established "to review system level funding and expenditures by students
and parents forthe purpose of Identifying whether the financial demands have increased overtime
and if this increasehas raised Issuesof equity and equal access to public education."Tothatend,
the committee has:
- revieweddata prepared byPeopleforEducation(P4E),based on 2001.2002,and2003Thames
Valley responses to the provincial P4E Tracking Survey questions specific to Issues of
fundraising;
- sought clarification from Superintendent B. Greene on the impact ofthe new PSAB financial
reporting requirements on parent fundraising;
-reviewed the mandate and role of the Thames Valley Education Foundation (TVEF)in
addressing issues of equity;
received a update onthe fundraising feasibility study presently being undertaken by the TVEF;
-reviewed the data collected through the Development/Fundraising Survey conducted with
principals, school councils and parent associations In spring 2000 to assist with the launch of
the TVEF;
-discussed possible methods of information-gathering,such as anonymous surveys or focus
groups;
-developed possible questions for use In focus groups with selected elementary and secondary
principals and school council representatives
The committee is requesting an extension of the committee report date to 2005 June to enable
further information-gathering before bringing forward its final report.
RECOMMENDATION:
That the Board approve the extension of the report from the Ad Hoc Committee to Review
Student and Parent Expenditures to 2005 June 30.
The recommendation was adopted on motion of P.Sattler and P.Jaffe and carried.
e.REPORT OF THE CHAIRS'COMMITTEE 2005 January 19
9:36 a.m.-12:10 p.m.
MEMBERS ADMINISTRATION AND OTHERS
G. Hart (Chair)P. Sattler B.Bryce C. Dennett
L.Stevenson S.Christie
Regrets:J.Hunter
1.APPROVAL OF THE AGENDA -The agenda was approved.
2.CONFLICTS OF INTEREST-none
3.AGENDA REVIEW OF 2005 JANUARY 25 BOARD MEETING
The agenda forthe In-camera and public Board meetingsof2005January 25were discussed.
It was agreed that Chair Hart will contact the school councils ofStrathroy DCI,Jack Chambers
PS and CollegeAvenue S.S. advisingthem ofthe accommodation report related totheirschools
to be considered at the meeting.
2005 January 25..30
12.REPORTS OF COMMITTEES -cont'd
e.REPORT OF THE CHAIRS'COMMITTEE -cont'd
3.AGENDA REVIEW OF 2005 JANUARY 25 BOARD MEETING -cont'd
Itwas suggested that the regular agenda items of Board nneetings be discussed at the upcoming
trustee PD session.
4.REQUEST OF JERRY GUELLETTE,MPP,OSHAWA
A request fromMPPJerry Ouellette for support ofhis private members bill related to the Elected
Officials Immunity Act 2004 was considered.
The Bill,if passed,will provide elected members of municipal councils and school boards the
same privilege,immunities,and powers presently granted to members of the Legislative
Assembly.The legislation is designed to assist elected officials and municipalities by allowing
more freedom of speech and public debate in chamber settings withoutthe reprise of court action.
It was agreed that the Information will be made available to trustees in the Trustee Conference
Room.
5.AGENDA ITEMS FOR MPP MEETING OF 2005 FEBRUARY 04
Chair Hart sought additional items for the MPP meeting scheduled for February 4,2005,from
9:00 to 10:30 a.m.The format for the meeting and the following topics were discussed:
•Support of Rural and Small Schools;
•Transportation
•Infrastructure
•Hydro
•Salary Benchmarks
•E-Iearning
•Special Education Equity Fund.
The second meeting is scheduled for 2005 April 15 from 9:00-10:30 a.m.Chair Hart will send a
notice to trustees of the dates and meeting information.
6.TRUSTEE GOVERNANCE EFFECTIVENESS
Plans for the trustee PD session on governance effectiveness were discussed.The planning
committee will prepare a report following its meeting on February 1.It was noted that planning
of the session is the responsibility of the Chairs'Committee through Board motion and that the
sub-committee will report to the Board through the Chairs*Committee.
7.SUBMISSION TO FINANCE MINISTRY CONSULTATION
Manager Chris Dennett joined the meeting to participate in the discussion of the submission to
the Ministryof Finance.Director Bryce advised that MPP Chris Bentley was able to schedule a
presentation to the Finance Committee on behalf of the Board.He updated the Committee on
the issues to be addressed in the submission.
Suggested revisions for content and format of the presentation were offered.Mr.Dennett will
prepare a finaldraftand fax itto trustees on January 20 for comment,priorto submitting ittothe
Finance Committee.
8. EDUCATION WEEK 2005 (2005 MAY 2-6)
Director Bryce advised that "Inspiring Excellence"Isthis year's theme for Education Week.Each
school will be asked to choose at least one former student or staff member who has attended or
worked at the school and who exemplify the theme.
2005 January 25..31
12.REPORTS OF COMMITTEES -cont'd
e.REPORT OF THE CHAIRS'COMMITTEE -cont'd
9.REQUEST TO PRESENT TO BOARD
A request from Pamela Longworth ofthe Middlesex-London Health Unit topresentthe Safegrad
programto trustees was considered and approvedforthe February 11nformation Committeeof
the Whole meeting.
10.OTHER BUSINESS
a.Computers for Trustees
The Issue of providing lap top computers to trustees was discussed.A price has been
negotiated topurchase 15 units.It was noted that moving tolaptops would negatetheneed
for fax machines for thosetrustees who usethe laptops.It was agreed thata proposal will
be prepared for the Board's consideration.
It was suggested thatthe Boardmove towards a paperless system in future andthata sub
committee be developed to research the issue.Chair Hart will speak with the IT department
regarding issues raised. The following motion was movedbyP. Sattler carried:
Thatan ad hoc committee oftrusteesbe developed to investigate the feasibility of
purchasing andtheuseof Board computersfortrustees tosupportthemovetowards
a paperless system for trustee communication.
11.DATE AND TIME OF NEXT MEETING
The next meeting is scheduled forFebruary16 from 9:30-12:30 p.m.in the Governor Simcoe
Room.
12.ADJOURNMENT - The meeting adjourned at 12:10 p.m. on motionof L.Stevenson.
RECOMMENDATION:
That anad hoc committee oftrustees be deveioped to investigate the feasibility of purchasing and
the use of Board computers for trusteesto support the move towards a paperless system for
trustee communication 2005 March.
G.HART
Chairperson
The recommendation was moved by P.Jaffe and L.Stevenson.After discussion,a friendly
amendment to delete the words,"to support the move towards a paperless system for trustee
communication"was supported.
The following recommendation was adopted on motion of P.Jaffe and L.Stevenson:
That an ad hoc committee of trustees be developed to investigate the feasibility of
purchasing and the use of Board computers for trustees,and report by the end of 2005
March.
The following motionwas moved byJ. Stewart,seconded by L.Stevenson and carried:
That Trustees Stevenson,Stewart,Preston and Hart be appointed to serve on the ad hoc
committee to review the purchasing of trustee computers.
2005 January 25..32
12.REPORTS OF COMMITTEES -cont'd
f.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA
2005 January 25
MEMBERS PRESENT ADMINISTRATION AND OTHERS
P.Sattler (Chair)
D.Anstead (5:10)
J.Bennett
A.Cartier
G.Hart
Regrets:P.Jaffe,D.Mugford
Absent:S.Doxtator
J.Hunter
8.Peters
T.Roberts
L.Stevenson
J.Stewart
B. Bryce
B.Greene
P.Gryseels
J.Thorpe
D.Blair
K.Dalton
K.Havelka
S.Hughes
L.Hutchinson
M.Sereda
K.Wilkinson
S.Christie
C.Dennett
The Committee met in camera from 5:06 p.m. to 6:15 p.m.
1.APPROVAL OF AGENDA
The agenda was approved on motion of L.Stevenson.
2.CONFLICTS OF INTEREST -No conflicts of interest were declared.
3.Confidential personal and negotiation matters were discussed.
4.RISE AND REPORT
A motion to rise and report was moved by J.Stewart at 6:15 p.m. and carried.
RECOMMENDATION:
That the motionapproved at the in-camera session of2005 January 25 related to a resignationby
mutual consent be approved.
P.SATTLER.
Chairperson
The recommendation was adopted on motion of P.Sattler and J.Stewart.
13.MOTION -NOTICE OF WHICH HAS BEEN GIVEN
14.ADDITIONAL BUSINESS
15.COMMUNICATIONS
a.Ontario Public School Boards'Association (OPSBA)-Update
Trustee Anstead advised that the OPSBA Public Education Symposium Is being held on 2005
January 27 - 29 inToronto and that five Thames Valley trustees have registered to attend.The
theme is "Improving Student Learning".Supt.Sereda and C.Dennett,Public Affairs and
Community Relations,will be presenters at the Pre-Conference.
2005 January 25..33
15.COMMUNICATIONS -cont'd
b.Student Trustees'Update
K.Preston.Student Trustee,advised that he and Student Trustee Ross will be attending the
upcoming Ontario Student Trustee Executive meeting.Plans are underway for the next Student
Advisory Meeting.
16.NOTICE OF MOTION -none
17.QUESTIONS BY MEMBERS
In responsetoa question by Trustee Jaffe related to boys'literacy skills,Supt.Hutchinson advised that
Exec.Supt.Murphy and a team of Program Services staff are presently attending a provincial Boy's
Literacy Symposium being held In Toronto on2005January 25 and 26.
Supt.Hutchinson referred toa Ministry memorandum received lastweekthatfocussed onthe issueof
gender achievement and requested that by 2005 February 01 boards submit a plan indicating the kinds
ofstrategies and activities being undertaken to Improve literacy skills with an emphasis on closing the
gender gap.It was noted that,clearly,the issue of students at risk and literacy achievement is gaining
importance in Ontario and being given prominence within the various Ministry Secretariats.
18. GOOD NEWS ITEMS -"Did you know..."-none
19.ADJOURNMENT
The meeting adjourned at 10:45 p.m. on motion of S.Peters and L.Stevenson.
CONFIRMED:
~y
Chairperson
2005 January 25..34
SUMMARY OF APPROVED RECOMMENDATIONS OF 2005 JANUARY 25
Thatthe motion relatedtothe Strathroy District Collegiate Institute addition bepostponed pending receipt
of the C.N.Watson Inc. report at the end of 2005 May.
Thatthe motion related tothe Jaci<ChambersP.S.,addition be postponed pending receiptofthe C.N.
Watson Inc.report at the end of 2005 May.
ThattheBoardapprovethe request from Oxford Community Child Care, supported bythe Administration
of CollegeAvenue Secondary Schooland Executive Council,to locate a double-wideportableon the
College Avenue site to allowthe creation ofchild care facility.
That the Board reach an agreement with Oxford CommunityChild Care forthe construction costs such
that ail costs are to be paid by Oxford Community Child Care.
Thataleaseagreementbe developed with Oxford Community Child Caretoensurethat responsibilities
ofeach partnerare clear,to confirm asiteleaseof $1.00 peryear,andtoensurethat all operating costs
are the responsibility of Oxford Community Child Care.
That 27.0 (FTE)teachers be approved forthe secondary panel in semester two ofthe 2004-05 school
year.
That the Administration examine the services provided by support staff for incorporation in the Special
Education Plan Review for 2005/06.
That the congratulations ofthe Board be extended tothe students ofthe Thames Valley District School
Board fortheir outstanding fundraising efforts toraise$249828 In supportofthe Canadian RedCross
Tsunami Relief Fund.
That revisions tothe policy and procedure related to Student Trusteeonthe Board be approved.
That the Thames ValleyDistrictSchool Board enter into a contract with Bell Canada and Fiber Core
Communications to supply data wiring.
That the Board approve the extension ofthe report fromthe Ad HocCommittee to Review Student and
Parent Expenditures to 2005 June 30.
That anadhoc committee of trustees be developed to investigate the feasibility of purchasing and the
use of Boardcomputers for trustees,and report bythe end of2005 March.
That Trustees Stevenson,Stewart, Preston and Hartbe appointed toserve onthe ad hoc committeeto
review the purchasing of trustee computers.
That the motion approved atthe in-camera sessionof2005 January25 related toa resignation by mutual
consent be approved.
2005 January 25..35
Thames Valley District School Board
Title STUDENT TRUSTEES ON THE Policy No.
BOARD
Department CHAIRS'COMMITTEE
Reference(s)-Regulation 461/97, "Pupil Representation on Boards"Effective Date 2001 Nov 27
-Procedure -Student Trustees on the Board
Itis the policyof the Board that up to two, non-voting student trustees,one representing the Cityof London
and one the counties of Elgin, Oxford and Middlesex,be elected to the Board to serve for a term of one
year.The inclusion of student trustee enables the perspective of students to be considered in Board
decisions and provides students with valuable learning experiences.
ELIGIBILITY
To be eligible for the role of student trustee,students must meet the following criteria:
1.
2.
3.
4.
5.
6.
7.
Be entering and maintain a full-time Grade 11 or Grade 12 or equivalent program (taking at least 3,0
credits per semester or 6 credits in a non-semestered program)at a secondary school within the
jurisdiction of the Board;
Have achieved in the current school year,a minimum overall average of 70%;
Have demonstrated an interest and prior involvement in school, extra-curricular and/or community-
based activities:
Be willing to commit the necessary time to attend meetings and perfonn the duties and responsibilities
of a student representative;
Provide written confirmation of support and acknowledgement of the student trustee's responsibilities
from the parent/guardian for students under the age of 18;
Has not served as student trustee with the Thames Valley District School Board in the past;
The student representing the Cityof London must attend a secondary school within the Cityand the
student representing the counties of Elgin,Middlesex and Oxford must attend a school in one of the
counties and outside the City of London.
EXTENT OF PARTICIPATION AND RESPONSIBILITIES
The responsibilities of the student trustee include the following:
1.To regularlyattend Board meetings (except the Committee ofthe Whole in camera sessions);
2. To be knowledgeable about,and comply with Board Bylaws,Rules of Procedure and the T rustee Code
of Ethics:
3.To sen/e as a student liaison representative for the Board at various events;
4. To consult with and to keep Student Councils infomied about Board issues of interest and concern to
students:
5. To declare a conflict of interest in matters that have a direct pecuniary interest to the student or
members of the student's immediate femily (e.g. father,mother,sister,brother);
6. To hold a minimum of four Student Advisory Council meetings over the duration of the term of office.
TERM OF OFFICE
The term of officefor student trustees shall be one year commencing August 1 to and concluding July 31
of the following year.
Administered By CHAIRS'COMMITTEE Board Resolution No.11B5 (1)
Amendment Date(s)2004 Mar.23 Amendment Resolution No.10.C.9
2005 Jan.25 12.0
Page 35 of 42
2005 January 25..36
Policy-Student Trustees on the Board -continued
TRAVEL
Inall cases where student trustees travel outside the Thames Valleyjurisdiction incarrying out their duties
as student trustees and where they are under the age of 18,written parent/guardian consent is required.
MENTORS
Two trustees,to be determined annually by the Chairs'Committee,shall serve as mentors and sit next to
the student trustees at the Board table.
DISQUALIFICATION
A student trustee may be disqualified bymotionofthe Board if he/she becomes ineligible duringthe term,
oris unable to or fails to fulfill the responsibilities ofthe position.The principals/designates ofthe student
trustees will monitor their eligibility and apprise the Chairofthe Board shouldany concerns arise during
the students'temi of office.
VACANCIES
In the event a vacancy arises prior to the expiration of the term of a student trustee,it will be filled in
accordance with the process outlined in the procedure "Student Trustees on the Board".
Administered By CHAIRS'COMMITTEE Board Resolution No.11B5 (1)
Amendment Date(s)2004 Mar.23 Amendment Resolution No.10.C.9
2005 Jan.25 12.C
Page 36 of 42
2005 January 25..37
Thames Valley District School Board
Title STUDENT TRUSTEES ON THE Procedure No.
BOARD
Department CHAIRS'COMMITTEE
Resource(s)- Policy -Student Trustees on the Board Effective Date 2002 Feb.26
- REGULATION 461/97,Vupil
Representation on Boards"
NOMINATIONS FOR STUDENT TRUSTEE POSITIONS
Eachcandidateforthe position ofstudent trustee will submita completed Application forStudentTrustee
(see Appendix A)to their principal,outlining their academic,school,extra-curricular and/or community
involvement experiences,including a brief explanation of their interest in serving in the role.The principal,
throughan appropriate school process that includesStudent Council input,will select one candidate from
each school for submission tothe Chairs'Committee ofthe Board.The Chairs'Committee andthepast
Student Trustee(s),with due consideration forequitable representation,will short-list the nominationsto
a maximum of eight candidates per area of representation.
ELECTION
In April of each year, a focus meeting will be held bythe Board that includes trustees and students at
whichtime an election Ibr the student trustee(s)will take place. The Office ofthe Chair of the Board
shall be responsible for co-ordinating the election.Expenses will be covered through the allocation
provided through the Trustees'operating budget.
Campaigning for the position ofstudent trustee is restricted tothe distribution ofa oneto three-page
outline and a presentationofupto five minutespercandidate followed bya general question period of
all candidates.
Each secondary school represented at the meeting will have the right to cast one voteforeither a
candidate to represent the City of London or to represent Elgin,Middlesex and Oxford Counties
according to which ofthe areas the schoolis located.Elections vmII be heldbysecret ballot and the
candidates with the most votes will be announced as thestudent tiustees for a temi ofoneyear
effective August 1.
In the eventofa tieforeitherthe election ofthe City of London orthe Elgin/Middlesex/Oxford Counties
student trustee,a second vote will be held for that position.Should there still be a tie,the candidate for
that region will be selected by the drawing of lots.
ORIENTATION
Orientationforthe newly-elected student trustees will be provided bythe Chairs' Committee.
VOTING
Thestudenttrusteesshallhavea non-binding,advisory vote during regular public Board meetings.
Even though the student trustee is a non-voting member of the Board,he/she will have the same
opportunity for participation at public meetings ofthe Boardand at public meetings ofcommittees ofthe
Board as granted to elected Board members.
Page 37 of 42
2005 January 25..38
Administered By CHAIRS'COMMITTEE
Amendment Date(s) 2005 January 25
Procedure -Student Trustees on the Board
HONORARIUM,EXPENSES AND TRAVEL
Student trustees will not receive an honorarium but will be reimbursed for out-of-pocket expenses
reasonably incurred Incarrying out the duties and responsibilities of the position in accordance with
Board policy and Ministryof Education funding.
Prior approval for travel and reimbursement to meetings,workshops,training sessions and/or
conferences outside of the Thames Valley jurisdiction must be authorized by the Chairs'Committee.
For students under the age of 18, written pemiisslon must be received from their parents/guardians
supporting attendance at the actiy'ty and the travel plan priorto attending (See Appendix B).
COMMUNITY SERVICE
Because ofthe expected time commitment Inherent In this position, the elected student tiustees may
request that participation inthe role be eligibleto qualllyfor40 hours ofcommunity service through the
Chair of the Board by June 30 of the year they complete their term.The Chair, or designate,may
recommend to the students'principals that community service hours be granted.
VACANCIES
In the event a vacancy arises prior to the expiration of the term of a student trustee,the candidate
receivingthe next highest votes fortheir area of representation will be offered the opportunityto fill the
vacancy provided they still meet the eligibility requirements.Ifthe second place candidate declines to
accept the position,it will be offered to the third iiighest eligible candidate,and so on until the vacancy
Is filled or until no more eligible candidates remain. Ifthe vacancy is still not filled and ifItoccurs prior
to the beginning of the second semester,a second election will be held within 30 days of the date of
vacancy. Ifthe vacancy occurs during the second semester and cannot be filled through the above
process,it will remain unfilledfor the balance of the curent term.
Page 38 of 42
2005 January 25..39
Appendix A
APPLICATION FOR STUDENT TRUSTEE
Name
Home
Address
Telephone
Number
Date of Birth
School
DESCRIBE YOUR ACADEMIC,SCHOOL,EXTRA-CURRICULAR AND/OR COMMUNITY
INVOLVEMENT EXPERIENCE (Use additional sheets If necessary)
DESCRIBE YOUR INTEREST IN THE ROLE OF STUDENT TRUSTEE (Use additional sheets if
necessary)
Signature of Student Date
Page 39 of 42
2005 January 25..40
Please attach any letters of reference or endorsements for this position.
Application for Student Trustee -2-
PARENT/GUARDIAN CONSENT (FOR STUDENTS UNDER THE AGE OF 18)
This will confirm that has my permission to runfor
the position of Student Tmstee with the Thames Valley District School Board for the term
Iam aware ofthe timeand travel commitments ofthis position.Ifurtherunderstand that my
daughter/son is required to be entering a full-time Grade 11 orGrade 12 or equivalent program
(taking at least 3.0 credits in a semestered program or 6.0 credits in a non-semestered
program)at a secondary school within the jurisdiction of the Board and to maintain a minimum
average of 60% in all subjects throughout her/his term as student trustee.
Signature of Parent/Guardian Date
PRINCIPAL'S SUPPORT OF NOMINATION
This will confirm that Isupportthe nomination of of
for the position of Student Trustee for the term and that
School he/she has met the following eligibility requirements:
•Is entering a full-time Grade 11 or Grade 12or equivalent program (taking at least 3.0
credits per semester or 6 credits ina non-semestered program)
• has achieved a minimum overall average of 70%during the current school year.
Signature of Principal Date
Page 40 of 42
2005 January 25..41
(Principals are to submit one submission per school along with any attachments to the
Chair's Office.Education Centre,1250 DundasStreet,London,or byfaxat 452-2396.)
Authorityto Collect: In accordance withSection 29(2) ofthe Municipal Freedom of Infomiationand Protection of PrivacyAct. 1989. this informationiscollected
under the legal authority ofSection 327 ofthe Education Act.R.S.0.1990.c.E.2 as amended,and may be used as necessary for someor all ofthe following
principal administrativepurposes relatedto;the Boardoperation,schoolprogramsand educationalservices, student records, and Ministries ofthe Government of
Ontario. Ifyouhave anyquestions, please contactthe Freedomof Information Co-ordinator,Thames Valley District SchoolBoard,1250 DundasStreet London
Ontario.N6A 5L1.telephone 519^52-2257.
PARENT/GUARDIAN CONSENT FOR
STUDENT TRUSTEE OUT-OF-DISTRICT
AND/OR OVERNIGHT EVENTS
(For students under the age of 18)
Student's Name
Home Address Telephone Number
Health Card No.Citizenship and Passport No.(As requ'd)
Telephone Contact:Work ^Additional EmergencyContact
Allergies (Please listany allergies and indicate ifthe reaction is severe.)
Allergy Type of Reaction Usual Treatment
Other medical or special concems/infomiation to be noted:
Appendix B
Activity and Location
This v/ill confirm that I consent to mydaughter/son, named above, attending the following activity taking
place outside the Thames Valley District School Boardjurisdictionand to the travel plan in her/his role
as student trustee:
Activity Location
on
Date(s)
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2005 January 25..42
Signature of Parent/Guardian Date
Completed form to be returned to S.Pullam,Chair's Office,prior to attending the event.
Authority to Collect:Inaccordance withSection 29(2)ofthe Municipal Freedomof Informa^on and ProtectionofPrivacyAct.1989,this information iscollected
under the legal authorityof Section 327 of the Education Act.R.S.0.1990.c.E.2 as amended,and may be used as necessary for some or allof the following
principal administrative purposes relatedto:the Boardoperation,schoolprogramsand educational sen/ices,student records, and Ministries ofthe Governmentof
Ontario. Ifyou have any questions,please contact the Freedom of Information Co-ordinator,Thames Valley DistrictSchool Board,1250 Dundas Street, London,
Ontario, N6A 5L1.telephone 519-452-2257.
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