10/25/2005 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR BOARD MEETING,PUBLIC SESSION
2005 OCTOBER 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 -Woodstock Collegiate
Institute
4.APPROVAL OF AGENDA WI
5.OFFICIAL RECORD M
6.RECOGNITIONS
a.Thames Valley Home &School Association -100^Anniversary V
b.Betsy Reilly -Teachers'Wall of Fame Inductee,UWO/London V
Public Library
c.Colborne Street P.S.-Schools in Bloom Award V
d.Sharp Bus Lines Limited -Emergency Reaction V
7.CONFLICTS OF INTEREST V
8.CHAIR'S ANNOUNCEMENTS V
9.DIRECTOR'S ANNOUNCEMENTS V
10.CONFIRMATION OF MINUTES
a.Regular Board Meeting,2005 September 27 M
b.Special Board Meeting,2005 October 04 M
11.REPORTS FROM THE ADMINISTRATION
a.EQAO Results 2004-2005 for Grades 3,6 and 9 M
b.Gender Difference Report V
c.Capital Plan Update V
d.2004-05 Transfers to and from Reserves M
e.Contingency Fund Priorities M
12.REPORTS OF COMMITTEES
a.Special Education Advisory Committee,2005 September 20 M
b.SEAC Chair's Summary,2005 October 18 M
(to be faxed prior to the meeting)
c.Committee of the Whole,2005 October 11 M
d.Chairs'Committee,2005 October 19 M
e.Committee of the Whole,In Camera,2005 October 25 V
13.MOTION -NOTICE OF WHICH HAS BEEN GIVEN
a.Request for Reconsideration M
-Jack Chambers P.S.
14.ADDITIONAL BUSINESS
15.COMMUNICATIONS
a.Ontario Public School Boards'Association -Update V
b.Student Trustees'Update V
c.Epilepsy Support Centre -SEAC appointment M
d.Upper Grand District School Board M
16.NOTICE OF MOTION -none
17.QUESTIONS BY MEMBERS
18.GOOD NEWS ITEMS -"Did you know..."
19.ADJOURNMENT
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING,PUBLIC SESSION
2005 OCTOBER 25
The Board met inregular session on 2005 October 25 inthe Board Room at the Education Centre,meeting
in public session at 7:03 p.m.The following were in attendance:
TRUSTEES
D.Anstead
A.Cartler
G.Hart,Chair
ADMINISTRATION AND OTHERS
B.Bryce
B.Greene
C.Murphy
IVI.Sereda
J.Thorpe
D.Blair
K.Dalton
J.Hunter (-9:15+9:20)
D.Moulton
S.Peters
T.Roberts
S.Hughes
L.Hutchinson
B.Tucker
B.Wagner
K.Wilkinson
K.Bushel!
P.Sattler
J.Stewart
L.Stevenson
M.van Gaalen
S.Christie
C.Dennett
K.l\/]eeson
J.Neville
J.Roth
W.Scott
Regrets;D. Mugford (leave of absence),J.Bennett,P.Jaffe
1.CALL TO ORDER.
Chairperson of the Board Graham Hart called the meeting to order.
2./3.O CANADA AND MUSICAL PRESENTATION
The appreciationofthe Boardwas extended to the Woodstock Collegiate Institute "Red Players",
conductor Chuck Baxter, and accompanist Amy Scott for leading in the singing of O'Canada and
performing three musical selections from this year's school production of 'The Sound of Music".
4.APPROVAL OF AGENDA
The agenda was amended to add "Learning Disabilities Association of Ontario"as item 15.e and
"Methadone Clinic"as item14. a. The amended agenda was adopted on motionof D.Anstead and
L.Stevenson.
5.OFFICIAL RECORD -none
6.RECOGNITIONS
a.THAMES VALLEY HOME &SCHOOL ASSOCIATION -100^"ANNIVERSARY
Superintendent M.Sereda introduced and welcomed MaryHope, President;Dolly Hughes,Past
President, and Karen Schieman,Vice President,of the Thames Valley Home & School
Association. He advised that 2005 November 05 marks the 100th anniversary of the Home &
School Association, a tribute to its long roots in communities and schools in support of public
education.Mrs.Hope presented a historical perspective of the Home and School Association's
role since its inception in 1905.A portions of the celebration video was presented and copies
distributed.
b.TEACHERS'WALL OF FAME INDUCTEE,UNIVERSITY OF WESTERN ONTARIO/LONDON
PUBLIC LIBRARY
The congratulations of the Board was extended to Betsy Reilly,a retired teacher from St.
Georges P.S., London,who was the firstinductee to the Teachers'Wallof Fame sponsored by
the Universityof Western Ontario and the London Public Library.
2005 October 25...2
6.RECOGNITIONS -cont'd
b.TEACHERS'WALL OF FAME INDUCTEE,UNIVERSITY OF WESTERN ONTARIO/LONDON
PUBLIC LIBRARY-cont'd
David Westaway,Principal.St.Georges P.S.,advised that IV!s.Reilly was nominated by two of
her students in recognition of her outstanding teaching and dedication in building successful
relationships with children and their families throughout her career.
c.COLBORNE STREET P.S.-SCHOOLS IN BLOOM AWARD
The congratulations ofthe Board was extended to Colborne StreetP.S.,Strathroy.for placing
second in the "Schools In Bloom"contest as well as receiving special mentionforSchool Yard
Greening.Superintendent K.Wilkinson introduced Principal Don Scott and Gardening
Committee member Sheila Buck who explained some of the outdoor beautification projects
occurring at Colborne Street P.S.
d.SHARP BUS LINES LIMITED -EMERGENCY REACTION
Executive Superintendent B.Greene introduced Sue Cole-Babcock,John Sharpe and Scott
Keanfrom Sharp Bus Lines Limited.Mr.Greeneadvised thaton2005September29afer leaving
Innerkip P.S., a school bus carrying students ages 6 to 13 and driven by Ms Cole-Babcock
collided with an automobile that came through a stop sign.
Ms Cole-Babcock was recognized for her quick response in keeping the bus upright as it went
into the ditch and in executing the emergency evacuation procedures.Mr.Sharp also
acknowledged the quick emergencyresponse ofthe fire and police departmentsas well as the
ambulance services who were called to the scene of the accident.It was noted that Ms. Cole-
Babcock exemplifies the many competent drivers that safely transport Thames Valley students
everyday often in very challenging conditions.
7.CONFLICTS OF INTEREST - No conflicts of interest were declared.
8.CHAIR'S ANNOUNCEMENTS
Chair Hart reported thatTrustee Don Mugford has advisedthathe plansto return tothe Board table
following his leave of absence.He will attend the next Committee ofthe Whole meeting and
participateinmeetings viateleconferencingifnecessary.
Chair Hart announced that Trustee Art Cartier will be honoured as one of Canada's most senior
politicians by Over 55 (London)Inc.ata special reception tobe held atthe Royal Canadian Legion
on 2005 November 18.Ticketsforthe event are availablethroughthe Trustees'Office.
9.DIRECTOR'S ANNOUNCEMENTS
DirectorBryce advised that on 2005 October 24, he attended a media event held at Westminister
S.S.,London, in recognition of the Sifton Family Foundation's donation of $30 000 to the Thames
Valley District School Board's "Baby Think It Over"program.The donation has made it possible to
purchase60 life-like baby dolls to enable secondary school studentsto participate in a simulated
parenting experience of caring for an infant.
10.CONFIRMATION OF MINUTES
a. The minutes ofthe Regular Board Meeting,2005 September 27 were adopted on motion ofJ.
Hunter and L.Stevenson.
b. The minutes ofthe Special Board Meeting,2005 October 04 were adopted on motion ofJ.Hunter
and L.Stevenson.
2005 October 25...3
'11.REPORTS FROM THE ADMINISTE^TION
a.EDUCATION QUALITY AND ACCOUNTABILITY OFFICE RESULTS 2004-2005 GRADES 3,
6 AND 9
K.Wilkinson,Superintendent of Education, introduced tlie report on the Education Qualityand
Accountability Office assessments established to check Ontario student learning at critical
transition points to ensure,in conjunctionwith school-based information,that every student is
achieving success.S.Killip,Co-ordinator,Research Services,reported the results ofthe 2004-
2005 Provincial Assessments in Grade 3 and 6 Reading,Writing and Mathematics and in Grade
9 Mathematics.
Background
The Grade 3 and 6 provincial assessments,conducted by the Education Quality and
Accountability Office (EQAO),consist ofsix, one-hour components containing multiple choice,
short answer and extended response items in reading, writing and mathematics.They are
administered by classroom teachers with support from school-based staff.
The Grade 9 assessment has a mathematics component onlyand isadministered byclassroom
teachers.Two versions are available-one for students in academic mathematics courses and
one for students in applied mathematics courses.The assessment is two hours in length
conducted either over twodays (one hour per day) oroverfour days (25 to 35 minutes per day).
There are multiple choice and open response questions.
The Grade 3 and 6 assessments were administered in late May/early June and the Grade 9
assessment was administered in either January or June.The Grade 3 assessment was first
administered in 1998-1999,the Grade 6 in 1999-2000,and the Grade 9 in2000-2001. Dr.Killip
/explained that the training and support,in preparation for the administration of these
' -assessments,inciuded in-service for teachers new to Grades 3 and 6, administration material
distributed by EQAO,support from Central Office staff and practice material for students.
Results
The detailed District-level results were presented:
•In Grade 3, 57%, 56%and 64% of students have achieved the provincial standard in
Reading,Writing and Mathematics respectively;
•In Grade 6, 57%, 53%and 55% of students have achieved the provincial standard in
Reading,Writing and Mathematics respectively;.
In Grade 9,32%and 72% of students have achieved the provincial standard in Applied and
Academic Mathematics respectively.
It was noted that overall, a greater percentage of students are achieving the provincial standard
compared to assessment results from the initial years of implementation.
Reporting Process
Provincial, Board and School results at Grades 3, 6 and 9 were released by EQAOon October
19 and posted on the EQAOpublic website.Schools receive Individual Student Reports inmid
October for distribution to parents/students and an electronic copy of the detailed student results.
2005 October 25...4
11.REPORTS FROM THE ADMINISTRATION -cont'd
a.EDUCATION QUALITY AND ACCOUNTABILITY OFFICE RESULTS 2004-2005 GRADES 3,
6 AND 9 -cont'd
School principals access various schoolreports from the EQAO website. These reports contain
overall and detailed results, item level information and student questionnaire results for the
school. Principalsare sharing and discussing these results withschool staff, school counciland
interested parentsand students.School improvement plans,basedona variety ofassessment
data and otherschool information are updated and implementedbyschool staffand discussed
with superintendents.
Superintendents and Board-level support staffare reviewing Distrlct-evel results and examining
the implications for improvement planning.
S.Killip advisedthat,generally,Grades3and 6students continue to Improve in reading,writing
and mathematics.At the secondary level In grade 9 mathematics,scores continue to exceed the
provincial standards.Director Brycereportedthatthisyear's scores are good newsforThames
Valley;however,itIs Important to understandwhatthe scores Identify.EQAO assessments are
not the end result but one part in the cycle of the Board's goal toward student excellence.
Although theresultsare lessthanthe provincial and secretariat goalof75%,bysharingthegoals
with all stakeholdersand focusing efforts onsystem improvement thatsupportteachers, theend
result will bethesuccess for all students.He emphasized that raising thebarand narrowing the
gap will ensure thatstudents are making significant improvement andthatona global standard
of43 nations,Canadaranks very well In thetest results placing second In reading,fifth in science
and sixth in mathematics.The focus continues to be to improve student learning as well as
achieving better test results to meet the goals set bythe Ministry of Education
Director Bryce advised thatthe expectations ofthe $500000 investment Into eariy childhood
education and Junior/Senior Kindergarten phonological awarenessand literacy Initiatives focusing
onGrade1students will cleariy continue to narrow thegapwheresocio economic disadvantages
may exist.By continued Implementation of initiatives such as JK/SK literacy and instructional
intelligence,the Board is committed to moving forward and accelerating improving classroom
practicesto decrease the numberofschoolsthat currently have a large proportion ofstudents
not attaining provincial EQAO standards.
Supt.Wilkinson advised thatthe Board's EQAO test results appeartobe similar toother large
boards In the province (e.g..Peel DSB,Waterloo Region DSB)and that there have been
significant gains in all areasof literacy and numeracy using,forexample,Instructional Intelligence
Initiatives.She reportedthatThames Valley continues to avail Itself of all the provincial Initiatives
to address improvement in classroom practice.
b.GENDER DIFFERENCE REPORT
S.Killip advised thatgender differences continue toexistwith giris outperforming boys in reading
and writing,while in mathematics,a very limited difference occurs. He reported that the
Research andAssessment staffare considering a plan totrackgender differences designedto
build onthe ongoing work ofthe Program Services related to literacy and numeracy as well as
the Ministry of Education and Secretariat's Initiatives related to boys and literacy Incorporating
male/female statistics using both provincial and national data.Dr.Killip Indicated that by
Identifying differences,areas where trends are similaras well as variables fromschool toschool
will provide a big picture andassist in finding solutions to Improve scholastic performance.
2005 October 25...5
11.REPORTS FROM THE ADMINISTRATION -cont'd
c.CAPITAL PLAN UPDATE
Supt.Greene advised that a iVIinistry of Education memorandum was received on 2005 October
13 providing an update on the new Capital Planning tool to be released shortly.Business
Services staff attended a Ministryof Education training session last week related to the use of
a web-based "data capture component"that ties In withthe existing School Facilities Inventory
System (SFIS).
The memorandum indicates that the Ministry has extended the 5-year Capital Plan submission
date from2005 October 31to2005 December 16 ensuring sufficienttimefor publicconsultation
and community engagement.It was noted that this is the first,written information to be received
since the 2005 February 18 Ministry announcement of the "Good Places to Learn: Renewing
Ontario's Schools"initiative.School boards are waiting for the Ministry's school closure
guidelines which will,inalllikelihood,mean changes tothe Education Actand Board policy. Supt.
Greene advised that the Capital Plan Administrative Committee is working without specific
structure ora mandate;,however,plans are moving ahead,where possible,Inanticipation ofthe
information from the province.
Executive Superintendent J.Thorpe reported that the Committee has focused on the portion of
the plan that is known relatedto the 30,identified geographical areas.Meetings are underway
to complete elementary and secondary perspectives and to incorporate the broadest areas
identified as priorities ofthe government and children's services through the Best Start program
while simultaneously monitoring Ministry data to have informationfor plan. Areview will be held
with Supervisory Officers once the draft plan is completed.Supt.Thorpe advised that the
Director is updated during each stage ofthe project. He commented that itis a work in progress
that requires considerable resources to ensure that the expectations of the Ministry are being
fulfilled with the goal to obtain the maximum funding for students.
d.2004-05 TRANSFERS TO AND FROM RESERVES
Supt.Greene and J. Roth,Manager,Financial Services,provided details of the recommended
transfers to and from reserves for the 2004-05 fiscal period.Supt.Greene advised that the audit
of the 2004-05 financial statements conducted by Deloitte &Touche has been substantially
completed.The Public Sector Accounting Board (PSAB)entries and review of the Ministry
Financial Statements are in process.
The Ministryof Education requires that all transfers to and from reserves and deferred revenue
be approved by the Board.The Administration recommended that the following transfers be
approved:
Deferred Revenue -Externally Restricted Reserves
Support Staff Professional Development $775 517
Community Use of Schools 581 941
School Capacity Building Project 534 724
Student Pathways for Success 531 390
Technological Education 492 542
Special Education 444 973
Student Literacy 441 528
Proceeds of Disposition -Sale of Properties (Ministry Regulation446/98)235 363
Professional Development -Curriculum Implementation 152 828
Turnaround Teams Program 58 018
Reporting Entity Project 25 340
2005 October 25...6
11.REPORTS FROM THE ADMINISTRATION -cont'd
d.2004-05 TRANSFERS TO AND FROM RESERVES -cont'd
Pathways to Employabillty 24 949
Ontario Skills Passport 8 867
Mentoring Demonstration 2 540
$ 4 310 520
Rationale
The Ministry allocated one-time funding to support the professional development needs of
support staff. Thistransfer to reserves isthe unspent funding tobe carried forward to2005-06.
In July2004, the Ministry introduced a Community Use ofSchools initiative to assist boards in
providing affordable access to school space by not-for-profit community use.This transfer to
reserves represents the required carry fonward to 2005-06.
TheSchool Capacity Building Project provides funding to support implementation ofliteracy and
numeracycapacitybuilding.Thistransfertoreserves represents theunspentfundstobe carried
forward to 2005-06.
Student Pathways for Success isan ongoing initiative implemented in2003-04 to assist students
in grades7 to 12 who are at risk of not graduating.This transfer to reserves represents the
Ministry approved roll over of unused funding to 2005-06.
In 2003.the Ministry introduced the Technological Education initiative for a four-year period.This
transfer to reserves represents the approved carry-forwardto 2005-06.
The transfer for Special Education is necessary to comply with the Ministry of Education's
requirement that unspent Special Education funding be transferred to reserves for use in
subsequent years.Including this transfer, the Special Education Reserve balance at 2005
AugustSI is$1.1M.The Board's maximum Special Education reserveis$.8M.Asa result,the
Intensive Support Amount (ISA)allocation for 2005-06 will be reduced by$.3M.
In 2004 December,the Ministry provided additional funding to support students who have a
higher risk ofacademic difficulty because ofsocial and economic factors.The Student Literacy
transfer to reserves represents the unspent fundingto be carried forward to 2005-06.
The transfer for Proceeds of Disposition -Sale of Properties Is required by Ministry Regulation
446/98 and represents the net proceeds from the sale of Elliott-FalrbairnPublic School.
The Ministry provided an allocation to the Board for professional developmentrelatedto the
Implementation of elementary and secondary curriculum.This initiative was extended to 2005
October 31.Thetransfertoreservesrepresentstheunspent funds tobe used by thatdate.
The Ministry's TurnaroundTeams Program initiative allocated funding forLomeAvenue Public
Schoolto improve student achievement. Unspent funding Is Included inthistransfertoreserves
for 2005-06.
The government announced inthe 2004 Budget Itsplans to consolidate the financial Information
of school boards In the Province's financial statements.To assist boards in implementing
processes andproceduresto provide the Information requested,the Ministry introduced athree-
year funding initiative.The Reporting Entity Project transfer to reserves represents the unspent
funds to be carried over to 2005-06.
2005 October 25...7
11.REPORTS FROM THE ADMINISTRATION -cont'd
d.2004-05 TRANSFERS TO AND FROM RESERVES -cont'd
In 2005 January,the Ministry provided funding to support the design and delivery of an
information session on the Pathways to Employabilityschool to work transition program model.
This transfer to reserves is the unspent funding to be used by2005 November 30.
The Ontario Skills Passport (OSP) is a government initiative designed to help students identify
and develop the skills and work habits that are required for transition to and success in the
workplace. The Ministry providedfunding for teacher training for two new guidance courses
which support the OSP initiative.Approvalwas received to carry forward the unspent funding
included in this transfer to reserves.
in 2004 November, the Ministry approved funding to enhance the Board's mentoring program.
The Ministry has approved the roilover of the unspent funds included in this transfer to reserves.
Reserve Funds -Internallv Restricted Reserves
Classroom Expenditures -School Budgets (Board Practice)$ 1 593 432
Pupil Accommodation -New Pupil Places 851 151
Workplace Safety &Insurance 452 341
Principal / Vice-Principal Staff Development (Board Practice)326 196
Secondary Security Camera Upgrades 180 000
Provisional Accounts 53 888
Supervisory Officers'Retirement Gratuity Reserve (Board Resolution)31 664
$ 3 488 672
The Classroom Expenditures transfer relates to the Board's practice of carrying forward school
surplus/deficit positions to the subsequent budget year.
The Public Sector Accounting Standards (PSAB) require amounts to be transferred out of
deferred revenue as soon as the eligible expenditures are incurred.Given the accumulated
capital expenditures relating to pupil accommodation exceed the funding received to date, it was
necessary to reclassify the PupilAccommodation reserves from Deferred Revenue -Externally
Restricted Reserves to Reserve Funds-lnternally Restricted Reserves.The Pupil Accommodation
transfer to reserves represents the portion of the 2004-05 New Pupil Places grant to be carried
fonward for future pupil accommodation.
The transfer to reserves for Workplace Safety &Insurance increases the reserve to partiallyfund
the compensation liabilityfor existing claims.
The PrincipalA/ice-Principal Staff Development transfer addresses surplus funds to be used for
PrincipalA/lce-Principal staff development inthe subsequent budget year.
In 2005,a project was initiated to upgrade security cameras in secondary schools.The results
of the tender were received late in the school year which did not provide the opportunity for
installation prior to 2005 August 31. As a result, it is necessary to carry forward the funds
designated for this project to cover the costs which will be included in 2005-06.
The Operations Services budget includes provisional funds to assist schools withvery specific
approved expenditures.Some of the approved goods and services had not been received by
2005 August 31.As a result, It is necessary to carry forward the funds designated for these
expenditures to cover the costs which will be included in 2005-06.
2005 October 25„.8
11.REPORTS FROM THE ADMINISTRATION -cont'd
d.2004-05 TRANSFERS TO AND FROM RESERVES -cont'd
The Supervisory Officer Retirement Gratuity transfer ensures that,as Supen/isory Officers retire,
adequate funds are available in future years and that the Director of Education and Supervisory
Officer portion ofthe Administration and Governance envelope is not put in a deficit position by
an unusually highnumber of retirements inany one year.
Transfers from Reserve Funds
PupilAccommodation- New Pupil Places $^994 934
Pupil Accommodation -School Renewal 679 779
$2 674 713
The New Pupil Places transfer from reserves recognizes the capital expenditures for elementary
new pupil places already constructed.
2004-05 School Renewal expendituresexceededthecurrentyear funding.Asa result,atransfer
from reserves is required.
RECOMMENDATIONS:
1.That the externally restricted transfers to reserves in the amount of$4 310 520 be approved.
2.That the Internally restricted transfers to reserves In the amount of$3 488 672 be approved.
3. Thatthe transfers from reserves in the amount of$2674 713 be approved.
4. Thatthe 2004-05 operating surplusbe transferred to Internally Restricted Reservesforfuture
use as approved by the Board
9:15 - J. Hunter left the meeting and returned at 9:20.
Recommendations 1,2,3,and 4 were adopted on motion ofT.Roberts,seconded by J.Stewart.
8.CONTINGENCY FUND PRIORITIES
Supt.Greene provided an update regarding the2005August30reporttothe Board onthe "Next
Level of Administrative Budget Priorities".
At the 2005 August 23 Committee ofthe Whole meeting,the 2005/06 preliminary budget was
presented.During that meeting.Administration was asked to prepare a list ofthe next level of
administrative priorities so that trustees could consider them when finalizing the 2005/06 Budget
on 2005 August 30.After reviewing those priorities on 2005 August 30 and learning that there
was likely tobea significant surplus in the 2004 -2005 Budget,the Board passed the following
three motions:
That$505695 be transferred to a contingency fund for consideration at.the 2005October
25 Board meeting.
That $400 000 be identified for consideration in a contingency fund ofthe TVDSB for 2005 -
2006 to encourage school-based initiatives which sustain student learning over a period of
timeand improve conditionsforstudent learningat theschool/site level.Themechanismfor
implementing thecontentofthe motion istobe determined bythe Chair's Committee and
brought back to the Board for approval.
That the motion to designate two Educational Assistants to West Elgin Student Training
(WEST)internship program for a2005Septemberstart;the positions tobe funded from the
contingencyfund inthe amount of $70 000 be postponed to the 2005 October 25 Board
meeting during the discussion of allocating the contingency fund.
2005 October 25...9
11.REPORTS FROM THE ADMINISTRATION -cont'd
e.CONTINGENCY FUND PRIORITIES -cont'd
The administrative priorities were redistributed for information to assist In deliberations
concerning potential additional initiatives inthe 2005 - 2006 budget year.The following options
for use ofthe 2004-05 projected surplus of$5 106 000 were presented.Supt.Greene advised
that more detailed analysis will be provided at a subsequent meeting.
a.Administrative Priorities
b.Trustee Initiatives
(I)School Based Initiatives Fund $400 000
(II)West Elgin Student Training EA's $ 70 000
c.Restore Capital Reserve Fund from 2003 $3 300 000
d.Increase Workplace Safety and Insurance Reserve
Insurance Reserve
Actual Report $5 800
Funded S2 700
Balance Unfunded $3 100
e.Increase 2005-06 Contingency Fund
One-time expenditure only
f.Combination of Options a, b, c, d, e
Trustee Roberts emphasized the importance ofobtaining publicinput related to contingency fund
priorities in order to give the communities an opportunity to state their preferences.
Trustees requested that the following options be added to the list of contingency fund priorities:
Beal S.S.Swimming Pool Supervisor $35 000
Computer hardware upgrades $1 000 000
Trustee P.O.$20 000
Oxford Technical Training Centre $90 000
Children's Mental Health $400 000
2005 October 25...10
12.REPORTS OF COMMITTEES
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE 2005September20
12:15 p.m.-2:45 p.m.
Members
P.Sattler,Trustee (Chair)A.Morse,Easter Seal Society
L.Stevenson,Trustee A.Loebus,'London Down Syndrome Association
B.Hoffman,Autism SocietyOntario London (+12:55)
and District B.Montminy,IVladame Vanier Children's Services
D.Ensing,Association for Bright Children B.Bocking,Thames Valley Children's Centre
(Thames Valley)R.Tisdale,Thames Valley District School Council
C.Oke,Children's Aid Societyof London & G.McGahey,Chippewas ofTheThames First
Middlesex Nation Board of Education
S. Wilson,Community Living London,
Oxford,Elgin,Middlesex
Administration and Others
P.Cook,OPC -Elementary Principal C.MacDonald -Elementary Principal
J.VanBommel,Secondary Principal B.Tucker,Superintendentof Education
M.Hubert,Corporate Assistant B.Noble,Learning Supervisor
Guests:Christine Thammavongsa,B.Bialik,M.Barbeau
Regrets:P. Gillis,S.Seymour,D.Anstead
Absent:J. Ross, J. Steele, R.Rowlands,J.Worthington
1.CALL TO ORDER
The meeting convened at 12:15 p.m. inthe Dundas Room at the Education Centre.
2.CONFIRMATION OF AGENDA
The agenda was approved on a motion byD.Ensing.
3.CONFLICTS OF INTEREST
No conflicts of interest were declared.
4.REPORT OF MEETING FROM 2005 JUNE 07
4.0 Report of Meeting
Under item 7.2,the wording was amended to indicate thata suggestion to invite Dr.Jean
Hewitt to offer her perspective on the Education Plan standards was noted.The report
was approved as amended on a motion by R.Tisdale.
Superintendent Tucker introduced Michele Barbeau asthe representative designate for
VOICE and Bev Noble,Learning Supervisor, replacing Vicki Corcoran.Christine
Thammavonga was introduced as the alternate representative forthe Association for
Bright Children.
4.1 The Enhancement of Inclusionary PracticeforSpecial EducationStudents
Discussion of the report of the 2005 May 19 symposium on the enhancement of
inclusionary practice for special education students was deferred to item 6.
5.BOARD MOTION RE:ADMINISTRATIVE COMMITTEE TO STUDY MENTAL HEALTH
Superintendent Tucker stated that four tmstees have expressed interest in forming a
committeetostudystudent mentalhealthissues and representation from SEACis Invited.R.
Tisdale,B.Hoffman,volunteered and D.Ensing nominated C.Thammavongsa.
2005 October 25...11
12.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd
5. BOARD MOTION RE:ADMINISTRATIVE COMMITTEE TO STUDY MENTAL HEALTH,
cont'd
The purpose ofthe committeeistoexamine thevariousprojects,services and partnerships
currentlyinplace and to gain a global perspective including the needs of students v/ho have
mental health issues but have not been identified as "special needs" students. The first
meeting is to be on 2005 October 18 and Mr.Tucker will provide a reportto SEACat the
2005 November meeting.
Itwas agreed that the proposalto establish an ad hoccommitteefora similarpurpose was
not necessary.
6.SEPTEMBER 12-14 MEETINGS
Superintendent Tucker reported on the Symposium on Literacy and Numeracy.The
symposium took place InToronto from 2005 September 12 -14.Ministerof Education G.
Kennedy and Premier 0.McGuinty spoke to superintendents from public and separate
school boards regarding strategies to support special needs students in regular classrooms
and Improve numeracy and literacy scores.The need to include representation from First
Nations boards in future discussions was noted.A document called "Education For All"was
presented at the symposium and copies have been ordered for SEAC members.The
Council of Directors of Education (CODE)has received a grant of$25 million to be allocated
to school boards insupport of projects geared to the document.Boards can expect to
receiveupto$250000for pilot projects with $50000tobe allocated by2005September28.
Models for the project were discussed and the concept of a demonstration school at the
elementary level was favoured. Concerns regarding sustalnability ofa new programwere
expressed in viewofthe one-time nature ofthe funds. Draftsmust be submitted by2005
October 07 and successful boards will be announced bythe end of October.Boards will be
required to submit an interim report In January and a final report by the end of June. The
Ministry will require measurable results within that time frame.A draft document Is to be
prepared and SEACmembers interested in providing inputwill be notified ofa meetingdate
prior to the October 7 deadline.
The report, "The Enhancement of Inclusionary Practice for Special Education Students",
issued by Gwen Orr following the 2005 May 19 symposium was discussed.It was
recommended that a sub-committee be struck to set priorities and recommend activities
based on the information included inthe report. A.Morse, R.Tisdale, D.Ensing, S. Wilson
and B. Hoffmanvolunteered to formthe committee and D.LeConte, LearningCoordinator
Special Education,will be the Chair.The focus of the comrfiittee is to devise a framework
for inclusion as wellas help with the coordinationof longand short term priorities.Areport
is to be provided to SEAC by2006 January 06.
7.SPECIAL EDUCATION PLAN
Special Education Budget Update
Copies of the 2005 -2006 Special Education Plan were available for distribution to SEAC
members.
In 2005 August, the Board approved the transfer of $600 000. from the Special Education
Reserve to provideforthe hiring of "school-based"support staff. Upto 50% ofthe Learning
SupportTeacher (LST)reductions will be reinstated to elementary schools and the remainder
of the funds used to hire Educational Assistants.
2005 October 25...12
12.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd
7.SPECIAL EDUCATION PLAN -cont'd
It was noted that the SEAC motion to approve the Special Education Plan with reservations
as to the funding component had been taken into consideration at the Board's budget
deliberations.
Concern was expressed regarding the reduction to Partnerships for Excellence and it was
stated that funding pressures in Special Education would impact on the Partnerships
program.Itwas noted that the number of speech and language resources inthe schools was
not changed.
8.SEAC UPDATES •
8.1 SEAC Representation on the Student Pathways for Success Advisory Committee
Representation from SEACon the advisorycommittee examining Student Pathways
for Success has been requested.Members were asked to communicate their interest
to M.Chambers,Learning Supervisor.Witha focus ofkeeping students in school until
graduation,the committee will examine post secondary destinations and conduct a
"Get to Work"campaign. R. Tisdale expressed interest injoiningthe committee.
9.COMMITTEE UPDATES
9.1 Communications
There was no report from the Communications Committee.
Itwas suggested that a new meetingevaluation form be created priorto the election
of a new Chair in 2006 January.
10.CORRESPONDENCE
10.1 The LD Edge Newsletter - 2005 June and 2005 August.
The LD Edge Newsletters of - 2005 June and 2005 August were received. Itwas
stated that the newsletter had been sent directly to Chair Sattier and forwarded to
Superintendent Tucker to be included withthe agenda package.
A request for the appointment of a new member from the Learning Disabilities
Association was noted.
10.2 2005 May30 Letterto Minister ofEducation Gerard Kennedyfromthe Kawartha Pine
Ridge DSB re: High Needs Funding.
Acopy ofa letter dated 2005 May30 from the Kawartha Pine Ridge DSBto Minister
Kennedy regarding high needs funding was received.
10.3 2005 June 24 Letter from the Halton DSBto Minister Kennedyre:Funding Issues in
the Province of Ontario.
Acopyofa letter from the Halton DSB to Minister Kennedyregarding funding issues
in the province of Ontario was received.
11.FORUM:ASSOCIATION UPDATES
Arequest from A.Loebus,London Down Syndrome Association,to make a presentation to
SEAC regarding a summer camp literacyand numeracy program was noted. Detailsare to
be e-mailed to Superintendent Tucker.
2005 October 25...13
12.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd
11.FORUM:ASSOCIATION UPDATES -cont'd
The Autism Society will hold its 6'^annual "Cycle for Autism"on Sunday,2005 September 25.
Pledge sheets were availableforthose wishing to participate.
The Coaching to Inclusion Conference will be held attheBest Western Lamplighter Inn,591
Wellington Road,London,on 2005 November 15 from 7:00 p.m.to 9:00 p.m.and on
November 16 from 8:30 a.m. to 3:30 p.m.Rich Villa will be the guest speaker. As in
previous years, Superintendent Tucker offered to cover the registration fees for SEAC
members wishing to attend.
Thedateand time ofthe next SEAC meeting was discussed.It was decided thatthe meeting
will beon Tuesday,2005 October 04at 12:00 p.m.and it was requested that members bring
proposeddates andtimesforsubsequent meetingstobediscussed attheOctobermeeting.
12.ADJOURNMENT
The meetingwas adjourned at 2:45 p.m. on a motion byB.Booking.
P.SATTLER,
Chairperson
b.SPECIAL EDUCATION ADVISORY COMMITTEE CHAIR'S SUMMARY
The following are highlights ofthe Special Education Advisory Committee meeting held on 2005
October 18.A full report will be presented tothe Board at its 2005 November 22 meeting.
DOWN SYNDROME RESEARCH INSTITUTE REPORT
SEAC received a presentation from staffofthe Down Syndrome Research Institute (DSR),a
partner organization tothe Down Syndrome Research foundation (DSRF)of Burnaby,B.C.DSRI
held a highly successful pilot summercamp for teenagers with Down syndrome in 2005 July at
Sir George Ross Secondary School.Thesummerschool pilot program will be expanded in 2006
to accommodate 20 elementary and 20 secondary students.
CODE SPECIAL EDUCATION PROJECT PROPOSALS
SEAC reviewed the three grant proposals submitted to the Council of Director of Education
(CODE).CODE is responsible for allocating $25 million from the province to school boards to
support projects to improveliteracyand numeracyfor students with special needs.Individual
boards can expecttoreceiveupto$250000for board-specific projects.The TVDSB proposal
involves establishing a demonstration school to provide enhanced opportunities for staff
professional learning.
The second proposal Involves a partnership with the London District CatholicSchool Board,
University of Western Ontario,Fanshawe College,the Catholic Curriculum Cooperative,
Amethystand Robarts schools on "Building InclusiveSchools, Through Differentiated Instruction
and Universal Design For Learning (UDL)".The third proposal was developed with the
"Southwest Regional SpecialEducation Council (RESEC)Partnership"toexploreand share best
practices in the area of universal design and differentiated instruction and examine current
research that supports those practices.Giventhe Ministry's expectation ofpositiveresults from
these projects by2006 June,SEACdecided to send a lettertothe Minister ofEducationthanking
the Ministerforthe funding but expressing concerns about the expectation of measurable results
within such a short timeframe and about the sustainabiilty of the projects.
2005 October 25...14
12.REPORTS OF COMMITTEES -confd
b. SPECIAL EDUCATION ADVISORY COMMITTEE CHAIR'S SUMMARY -confd
SEAC MEETING EVALUATION
The October meeting was the first following SEAC's decision to move to an evening format by
2007 January.The time and format will be evaluated by members,and additional evening
meetings will be scheduled in 2006.SEAC will be developing new Meeting evaluation forms to
assist in making meetings more effective.SEAC members also expressed interest in developing
an evaluation tool to assess the effectiveness of SEAC as a committee.
P.SATTLER,
SEAC Chair
Supt.Tucker advised that the Council of Directors of Education (CODE)has approved the grant
proposal for establishing a demonstration school to provide enhanced opportunities for staff
professional learning
c.REPORT OF THE COMMITTEE OF THE WHOLE
MEMBERS
G.Hart,Chair
D.Anstead
J.Bennett
A.Cartier
P.Jaffe
D.Moulton
S.Peters
T.Roberts
P.Sattler
L.Stevenson
J.Stewart
M.van Gaalen
B. Bryce
B.Greene
M.Sereda
J.Thorpe
C. Murphy
D.Blair
Regrets: D.Mugford (leave of absence).J. Hunter
2005 October-11
7:05 p.m. - 9:55 p.m.
ADMINISTRATION AND OTHERS
K.Dalton
B.Tucker
K.Havelka
B.Wagner
K.Wilkinson
K.Bushell
S.Christie
C.Dennett
J.Roth
W.Scott
1.APPROVAL OF AGENDA
The agenda was amended to add "Report ofthe Budget Advisory Committee.2005 October
11 as Item 13 and renumbered accordingly.The amended agenda was approved on motion
of D.Anstead.
2. CONFLICTS OF INTEREST - No conflicts of interest were declared.
3.CHAIRPERSON'S ANNOUNCEMENTS
Chair Hart confirmed thatthe Trustees/Administratlon meeting with thearea MPPs hasbeen
scheduled for 2005 November 04 from 9:00 to 10:30 a.m.
He advised that the OPSBA Western Region meeting Is to be held atthe Board's Community
Education Centre -South (St.Thomas)on Saturday,2005 October 15.Anumber of topics
will bediscussed including reducing the student drop-out rateas it relatestothe Board's Re-
Connect to Your Future program.He requested that trustees confirm their attendance by
2005 October 12.Three regional meetings have been organized for 2005 to address topics
that answer the question "What information do trustees need in order to do their job
effectively?"
4.DIRECTOR'S ANNOUNCEMENTS
Director Bryce asked that Trustee Stevenson explain the significance ofthe purple ribbons
beingwornbyseveral oftheTrustees and Administration.She advised thatOctober is Child
Abuse Awareness Month in Ontario and that wearing the ribbon is intended to raise
awareness and support efforts toprevent child abuse and neglect.
2005 October 25...15
12.REPORTS OF COMWIITTEES -cont'd
0.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
5.2005 AUDIT
a.2005 AUDIT PLAN
B.Greene,Executive Superintendent,Business Services,provided opening remarks
regarding the 2005 Audit Plan. He explained that the reporting method under the
Canadian Institute of Chartered Accountants (CICA)handbook requires that auditors of
organizations withpublic accountability meet w/ith those having oversight responsibility
for financial reporting during the planning and conclusion stages of the audit. This
enables the Board to be aware of the audit plan priorto the audit and presentation of the
financial statements.Supt.Greene advised that at the end of the audit, Deloitte will
report to the Board regarding the execution of the audit plan.
David Gurnham,Audit Partner,and Karla Vink, Audit Senior of Deloitte,were Introduced
and provided an overview ofthe 2005 AuditPlan highlighting the area of risk, materiality
as weii as the roles and responsibilities of the audit team.
The reporting requirements under the CICA handbook charge auditors of organizations
with conducting an audit in accordance with Canadian generally accepted auditing
standards.These standards require the auditor perform an audit to obtain reasonable,
rather than absolute assurance that the financial statements are free of material
misstatement and owing to the inherent limitations of an audit,there is an unavoidable
risk that some misstatements in the financial statements will not be detected,even
though the audit is properly planned and performed.
Deloitte expresses an opinion as to whether the financial statements present fairlyinall
material respects,in accordance with Canadian generally accepted accounting
principles,the financial position,activities and changes infinancial position of the TVDSB
as well as obtaining a sufficient understanding of the internal control structure to enable
the client service team to properly plan the audit approach in a cost-effective manner.
Management is responsible for maintaining a cost-effective internal control environment,
including designing and maintaining accounting records,selecting and applying
accounting principles,establishing accounting estimates,safeguarding assets and
preventing and detecting error and fraud.Management must be in compliance with
Public Sector Accounting Standards (PSAB)ensuring the preparation of financial
statements,including reporting the financial position and activities with full and fair
disclosure on a timely and consistent basis as well as providing appropriate management
representations.
Audit Methodoloov
Ms. Vink explained that the audit methodology is based on risk identification focusing
audit procedures on areas where significant risk exists from a financial reporting
perspective.A knowledge of the Board's environment and operation facilitates assist in
the assessment of risk.Considerations and assessments in developing risk based audit
approach includes:discussion with management and Trustees emphasizing major areas
of financial reporting risks,including the risk of fraud;understanding key management
strategies and plans,key business developments,impact of key personnel,systems and
process changes;and current CICA accounting pronouncements and developments.
Once such risks are Identified and their financial statement impact is determined,an
audit approach is developed In response to the risks.The audit methodology has two
distinct approaches for auditing an account balance:control reliance and balance
substantiation.
2005 October 25...16
12.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
5.2005 AUDIT -cont'd
a.2005 AUDIT PLAN-cont'd
A control reliance approacli can be developed when control activities related to the
relevant audit objectives are in place,appear to be effective and reliable and can be
efficiently tested.Alternatively,when effective internal controls are not in place,whenit
is inefficient to test controls,or when a specificrisk In a particularaccount balance or
transaction class has been identified there is less emphasis on the internal control
system to provide assurance thatthe accountbalance Is not materially misstatedthus
placing more emphasis on specific documentation and analysis to support the account
balance.
The business cycles subjected to tests of controls include revenue, expenditure,
treasury,payroll and financial accounting. For2005,the expenditureand payroll cycles
will be tested.In conjunction with the financial audit a review of the ten areas of the
General Computer Control environment is performed.Information system operations,
application systems implementation and maintenance and database implementations
and support are to be tested.
Materialitv
Materiality Isan essential element ofCanadian generallyaccepted audition standards
and affects the judgment ofthe auditor.In context of financial reporting,materiality
refers tothe magnitude ofan omission or misstatement of accounting information that
in light of the surrounding circumstances makes it probable thatthe judgement ofa
reasonable person relying on the information wouldhave been influenced,ora decision
changed by the omission or misstatement.
Materiality Is considered in assessing where to focus testing as a basis for detennining
theextentoftesting in theevaluationoffinancial statement presentation anddisclosures.
The audit approach is designed to identify "material"misstatements in financial
statements.Materiality Iscalculated based on professionaljudgement which involves
an assessment of quantitative and qualitative considerations (factors).•The materiality
for the 2005 audit is $5 477 400.All differences noted during the audit will be
accumulated and discussed with management.Significant adjustments as well as
unadjusted amounts exceeding $109 548-are to be reported to the Board.
Areas of Audit Risks or Focus
Mr.Gurnham explained that a keypart ofthe auditis to carefully review the areas of
management judgmentforconsistencyand appropriateness focusing ontransactions
thatare complex in natureas well as areas ofmeasurement uncertainty.The Impact of
changing business and regulatory environments on the Board's internal controls,
managementprocessand reporting systemsare important considerations.He reported
that the three areas to be thoroughly investigated include consolidation of school
generated funds,salaries and benefit expenses and accounts payable and accrued
liabilities.
The CICA requirements result in more defined roles for management, the Audit
Committee andthe external auditor in detecting and preventing fraud.Management's
role mustbeto assess internal control overfinancial reporting using sufficient procedures
to evaluate and test effectiveness,ensure controls related to prevention,identification
and detection of fraud as well as setting the "tone at the top."The Board's
responsibilities are to oversee management's effortsto create a strong internal control
environment and to be proactive in reviewing management's internal controls process
for assessing the risk of fraud and performance the fraud risk assessment process.
2005 October 25...17
12.REPORTS OF COMMITTEES •cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
5.2005 AUDIT -cont'd
a.2005 AUDIT PLAN -cont'd
Mr.Gurnham emphasized that the keys to minimizing fraud are strong internal controls
and appropriate and timely adverse consequences for fraud perpetrators.He also
highlighted the current developments and the impact of additional reporting requirements
under PSAB resulting from the consolidation of Ontario School Boards with the Province
of Ontario.
Followingthe presentation,the auditors and Business Department staff responded to
questions posed by trustees.Trustee Stewart in reference to the role and responsibilities
of the T rustees In the auditing process requested that an audit committee be established.
Supt.Greene advised that in 2004 a Business Services report related to establishing an
internal audit committee was presented and suggested that this information could be
provided again.Chair Hart suggested that this matter should be considered at the next
meeting of the Chairs'Committee for presentation at a future Board meeting.
b.2004-05 AUDIT -LETTER OF ENGAGEMENT
Supt.Greene presented the Terms of Engagement Letter for the 2004-05 Audit. He
advised that each year the Administration reviews with Deloitte the process to be
followed during the audit of the Board's financial statements.Jn accordance with
generally accepted auditing standards,Deloitte is now required to communicate with
boards that have oversight responsibility for their financial statements about the terms
of engagement in connection with the annual audit. A copy of the letter of engagement
was provided.
RECOMMENDATION:
That the Board approve the services and terms set forth in the letter of engagement
regarding the 2004-05 audit.
The recommendation was moved by J.Stewart and carried.
6.MONTHLY FINANCIAL REPORTING
Supt.Greene advised that Business Services staff are currently in the auditing process
working withDeloitte staff as well as finalizing statements for the 2005 August 31 fiscal year-
end.He reported that grants are being calculated although actual revenues will not be known
until the end of year when enrolment figures are confirmed and the final calculations
completed.He noted that early expenditure projections indicate a surplus in excess of $1M
and that this figure may be higher. A financial report with recommendations related to
transfer to reserves as well as the detailed financial results will be presented at the 2005
October 25 Board meeting.Supt.Greene advised that the new PSAB accounting standards
and additional reporting requirements by school boards have resulted in additional costs and
increased workloads in addition to the regular audit reporting preparation.
J.Roth,Manager,Financial Services,presented a brief overview of PSAB stating that school-
generated funds should be consolidated inthe financial statements of the Board as wellas
the process and systems In place to capture school-generated fund data.It is anticipated
that these systems and process will be a reliable method of accounting for school-generated
funds in 2004-05.Supt.Greene advised that individual schools will still have control of how
fund raising happens as set out in Ministry guidelines.He extended appreciation to B.
Hopkins, Chair ofthe Thames ValleyDistrict School Council,for helping with data projection
forms and in preparing the notification to district and region parent groups explaining this
process.
The Administration responded to questions posed by trustees.
2005 October 25...18
12.REPORTS OF COMMITTEES •cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
.7.OPERATING CAPACITY OF SCHOOLS
J.Thorpe,Executive Superintendent,Operation Services,introduced a report regarding the
Operating Capacity of Schools in responsetoa question posedat the2005September20
meeting related to capacities that exceed 135%.
He reported thatthe Board has employed two guiding principles over thepast number of
years when it considers additions to a school as follows:
a school's capacity is at or greater than 135%;
a school has seven or more portables on site.
The Board has reviewed these two guiding principles operating togetherat a single school
site prior toany consideration ofan addition.Thereare three elementary schools and two
secondary schools which meet the combined criteria.
a.Following arethe elementary and secondary schools ator greater than 135%capacity
based onthe full-time equivalent enrolment for2005September:
Elementary Schools
Name Enrolment Capacity %of Capacity
Tollgate 252.00 .141.00 179
Caradoc South 116.00 68.50 169
Name Enrolment Capacity %of Capacity
A.J.Baker 153.00 94.00 163
Homedale 438.00 300.00 146
Princess Anne
Fi
589.50 411.50 143
Jack
Chambers
517.50 364.50 142
Princess Anne 209.00 150.00 139
Westfield 128.00 94.00 136
Secondary Schools
South 997.17 663.00 150
Central 1135.15 786.00 144
Strathroy 1259.70 920.00 137
2005 October 25...19
12.REPORTS OF COMMITTEES •cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
7.OPERATING CAPACITY OF SCHOOLS -cont'd
b.Following are elementary and secondary schools in the system with seven or more
portables as of 2005 September 30:
Elementary Schools
#Portables*
Princess Anne F.I.11
J.P.Robarts 10
Wilton Grove 8
Tollgate 7
Jack Chambers 7
Bonaventure Meadows 7
Secondarv Schools
Strathroy 11
South g
Glendale 8
Laurier 7
c. Following are elementary and secondary schools that are currently at or more than 135%
capacity based on the full-time equivalent enrolment as reported by the schools in 2005
September and have seven or more portables on site as of 2005 September 30:
Enrolment Capacity .% of Capacity Portables*
Tollgate 252.00 141.00 179 7
Princess Anne Fl 589.50 411.50 143 11
Jack Chambers 517.50 364.50 142 7
Secondary Schools
South 997.17 663.00 150 9
Strathroy 1259.70 920.00 137 11
*For the purpose ofthis analysis,a portable Includes stand-alone portables and port-a-
pacs.
The Administration responded to questions posed by Trustees.
2005 October 25...20
12.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
8.REPORT OF THE NATIVE ADVISORY COMMITTEE MEETING 2005 September 13
3:15 p.m.-5:05 p.m.
Members
J. Bennett,Trustee (Chair)
L.Stevenson,Trustee
G.McGahey,Chlppewas of the Thames
Administration and Others
J. Antone, First Nations Counsellor (+3:18)
N.Jones,Principal,Westminster Central
P.S.
L Gianeili,Principal,M.B.McEachren P.S.
E.Good,Learning Coordinator
C.Graves,Learning Supervisor
V.Hopkins,First Nations Counsellor
M.Hubert,Corporate Services
Regrets:
Guest:S.Albert-Ninham
C. Cornelius, O.K.T. (+3:25)
M. Elijah. OKT
S.Miller,Attendance Counsellor
B. Miskiman, Principal,Thames S.S.
C. Murphy, Exec. Supt.Program Services
(+3:30)
T.Sillaby-Ramsey,First Nations Counsellor
(+3:18)
B.Tichenoff,Principal.A.E. Duffield P.S.
L. Brown,Vice-Principal, H.B.Beal S.S.
D.Weeden.Vice-Principal,Saunders S.S.
1.CALL TO ORDER
The meetingwas called to order at 3:15 p.m. inthe Elgin Roomat the Education Centre.
2.ELECTION OF NEW CHAIR
Trustee Bennett, as pro tempore Chair, presided over the election of a new Chair. G.
McGahey,Chlppewas of the Thames, was elected by acclamation and took the Chairto
preside over the remainder of the meeting.
3.APPROVAL OF AGENDA
"Native Cultural Immersion"wasaddedas item 9. Theagendawas approved as amended
on a motion by L.Stevenson.
4.CONFLICTS OF INTEREST
No conflicts of interest were declared.
5.CONFIRMATION OF VOTING MEMBERS
-Trustees J. Bennett, L.Stevenson
- O.K.T.Representatives M Elijah.C.Cornelius
- Chlppewas of the Thames G. McGahey
-Munsee-Delaware
6.WELCOME AND INTRODUCTIONS
The Chairwelcomed everyone to the meetingand participantsintroducedthemselves.M.
Elijah announced thatbecause of administrative restructuring at OKT.three new positions
hadbeenpostedand Michael Davis would be an acting Education Administrator replacing
Linda Doxtator.
2005 October 25...21
12.REPORTS OF COMMITTEES -cont'd
0.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
8.REPORT OF THE NATIVE ADVISORY COMMITTEE MEETING -cont'd
7.4™R PROGRAM
R.Hughes and J.Rawana from the Centre for Addiction and Mental Health (CAMH)
Centre for Prevention Science, joined the meeting to discuss the 4^R program.
Specifically targeting Issues of sexuality,substance use/abuse and violence,the 4^Ris
a comprehensive program which, in collaboration with parents,schools and
communities,promotes positive youth relationships and teaches skillstohelp youthdeal
with high ris)<situations.Ms.Rawana explained the dynamics of the project and showed
clips ofthe video produced bya group ofFirst Nations students from Thames S.S.,Beal
S.S.,and Saunders S.S.
The purpose of the project is to create sustainable partnerships between health
researchers,school boards and aboriginal communities and to promote youth
engagement and mentoring.The video is intended for use as a violence prevention
resource and is to be circulated across Canada.An expanded "Uniting Our Nations"
video project is planned in 2005 October.
R.Hughes thanked the administrators and First Nations counselors at the schools for
their support with the project.Preliminary evaluations indicate significant positive results
for students who have received the 4^R training.
8.REPORT OF MEETING -2005 June 14
Under item 8,the date of the 2006 April meeting was changed to read 2006 April 11.
The report was approved as amended on a motion by L.Stevenson.
Business Arising from the Minutes
a.Data Collection
C. Murphy,Executive Superintendent,stated that certain information such as
number of credits,attendance information, literacy test results,and Grade 9 EQAO
math information,while already available to principals at the schools,can be also be
gathered centrally. However,care must be taken to ensure that the privacy of
students is protected.
S.Killip,Coordinator,Research Services,joined the meeting to discuss the purpose
of gathering the data and to ascertain the advantages of developing the data base.
It was determined that tracking students centrally would allow a broader perspective
of student results throughout the system and could be used to make comparisons
and track changes over the long term.It was suggested that the resulting
information would be useful to identify systemic or situational issues and to help
establish standards and long-term goals.The issue of the Native Student Survey
was addressed and it was suggested that questions concerning the completion of
the literacy test and community service hours be added.Following a brief
discussion,L.Stevenson moved the foliowing motion:
That the Native Student Survey be re-administered to this year's group of.
students.
The motion was supported.
2005 October 25...22
12.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
8.REPORT OF THE NATIVE ADVISORY COMMITTEE MEETING -cont'd
8.REPORT OF MEETING -2005 June 14 -cont'd
b. Native Language Programs in Other Boards
In responseto questions arising outofad hoc discussions,E.Good,Learning Co
ordinator,researched three area school boards with similarities totheThames Valley
District School Board to determine the natureof their cultural programming and
Native Language instruction offered.Statistics concerning programs,enrollment,
funding, and transportation gathered from the Sarnia/Bluew/ater District School
Board,Lambton/Kent District School Board and Grand/Erie District School Board
were noted.
9.ADDITIONAL ITEMS
a.Professional Development
In responseto concerns raised atthe2005June 14ad hoc committee meeting,C.
Graves,Learning Supervisor,advised thatmeasures have been put in place to
ensure that teachers at Wiji and Standing Stone Schools receive infonnation and'
material regarding professional development opportunities.
b. Native Cultural Immersion Program 2005
G.McGahey,Chippewas oftheThames,presented a proposal fora Native Cultural
Immersion Program to address the specific needs of First Nations students.An
analysis ofthe 2003 Native Student Survey results indicated thaton average,two
thirds of students registered in Grade 9 drop out before graduation.The proposed
Cultural Immersion Program would provide culturally relevant programs that would
allow students toachieve their Grade 12diploma according to Ministry requirements.
Committee members wereasked to provide four major questions tobediscussed
atthe 2005 October 11 meeting which would provide Input into the development of
a pilot program.Topics such as determining a location for the pilot,identifying a
target group and funding arrangements were suggested.
c.Copies of a document called "A Perspective on First Nation Alternative Education"
were distributed for information.
d.Acknowledgments
It wassuggestedthat members who are leaving the committee be acknowledged for
their contributions and L.Stevenson moved the following motion:
That members who are leaving,receive a letter of thanks for their contributions
through the Superintendent and the Chair.
The motion was supported.
10.ADJOURNMENT
The meetingwas adjourned at 5:05 P.M.on a motion byC. Cornelius.
G.McGAHEY,
Chairperson
2005 October 25...23
12.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -confd
9.REPORT OF THE POLICY WORKING COMMITTEE 2005 October 04
4:08 p.m.-5:50 p.m.
MEMBERS ADMINISTRATION AND OTHERS
J.Bennett (Chair) G. Hart (4:11,-5:48)B. Bryce S.Dawson
A.Cartler T.Roberts S.Christie B.Woodley
M.Sereda B.Greene
Regrets:D.Anstead,D. Mugford J.Thorpe (4:38)
Trustee Visitors: P.Jaffe,P.Sattler (4:21), L.Stevenson,M.van Gaalen (4:13, -5:47)
1.APPROVAL OF AGENDA -The agenda was approved on motion of T.Roberts.
2.CONFLICTS OF INTEREST-none declared
3.COMMITTEE REPORT OF 2005 JUNE 7 AND TRACKING SHEET-provided for
information
4.INTRODUCTION OF DRAFT POLICY/PROCEDURE -none
5.CONSIDERATION OF POLICY/PROCEDURE FOLLOWING PUBLIC INPUT -none
6.DRAFT POLICY/PROCEDURE REQUIRING FURTHER CONSIDERATION -none
7.SUGGESTED POLICY/PROCEDURE REVISIONS
a.Independent Procedure - Criminal Background Check -Volunteer Application Form
Executive Superintendent M.Sereda joined the meeting to present the Volunteer
application form related to criminal background checks required to serve as a
volunteer in Thames Valley schools.He requested that the form be attached to the
Independent procedure now that it has been reviewed by school administrators and
District School Council.The form has been posted on the Board's website under
Employee Portal and Electronic Forms for principals'use.
It was questioned if trustees are considered to be volunteers when they provide
transportation to the student trustees.Supt.Sereda will investigate the matter and
report back.It was further questioned and confirmed that retired teachers are
considered volunteers when they assist at a school.After discussion of the form's
use,the following motion was moved by A.Cartier and carried:
ThattheVolunteerApplication Formbe attachedlo the IndependentProcedure-
Criminal Background Check.
b.Procedure -Transportation
Executive Supt.B.Greene,Manager S.Dawson and Supervisor B.Woodley joined
the meeting to discuss proposed amendments to the Transportation procedure.
Trustee P.Sattler requested that busing be provided for children who attend after-
school child care to facilities that are within the walk boundary.She noted that the
Best Start program looks at barriers that might affect children's experience of a
seamless day from school to day care and supported the requested transportation
recognizing the financial implications to the Board.
2005 October 25...24
12.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
9.REPORT OF THE POLICY WORKING COMMITTEE -cont'd
7.SUGGESTED POLICY/PROCEDURE REVISIONS -cont'd
b.Procedure -Transportation - cont'd
Supt. Greene reviewed the Board's transportation walking iimit of2 km In urban
centres.He noted equity concerns between those who maywish transportation to
child care centres or those receivingchildcare In individual homes and Indicatedthat
transportation could not be restricted to certain sites within the boundaries.He
advised that transportation is currently provided todaycare facilities thatare outside
the 2 km limit and cited significant increased costs should the request be adopted.
Trustee Sattler suggested that a letter be written to the provincial government
requesting that transportation be provided to day carefacilities In an effort to provide
a seamless dayforchildren. DirectorBryceadvised that he wiii raise the issue at the
local level with the three Ministry representatives involved with the Best Start
program.
Trustee Hartrequested consideration of providing transportation toalternatesites
every other day to facilitate working parents.Supt.Greene indicated the difficulty in
the bus operators maintaining a variety of schedules and the risk to student safety.
After a lengthy discussion,It was agreed that the procedure should remain
unchanged.
c.Policy -Political,Sectarian/Religious Advertising in Schools
Chair Bennett introduced the continuing discussion onsuggested amendment tothe
Politlcal/Sectarlan/Religious Advertising In Schools policy related to distributing
religious information to parents.Director Bryce described the survey of12 boards
undertakentodeterminetheirpractice regarding distribution of Gideon Bibles.He
noted that ofthe 12, 4 do notgrant permission (Peel,Toronto,Ottawaand York
•SB)and that the Ottawa DSB is currently conducting a review to reinstate
distribution at the request ofa trustee.
Trustee Jaffe Indicated his desire to amend the policy resulting from the concern
raised by a School Council that a letter was sent home to parents offering a Gideon
testamentto their Grade5 children onthe parents'approval.He indicated he felt
that a public schoolsystemshouldnot distribute religious materials and that It has
been continued as an historical practice from the amalgamation.The proposed
amendments would remove approval to allow the distribution ofreligious or sectarian
materials by schools.He spoke tothe home web page ofthe Gideon organization
which clearly outlines its purpose and indicated he Is opposed to one group
approaching the Board to promote their religious beliefs in a public system.He
suggested that approval to distribute this information be removed from the policy.
Trustee Roberts noted that concern has been received from only oneschool council
and thatthe Board appears to be consistent with the practiceofother boards. He
Indicated that choice Isa freedom ofhumankindand feltitshould notbe withdrawn
from Thames Valley parentsbecause ofthesingleconcernraised. Headvisedthat
there are several organizations that will be Impacted if the proposed amendments
are approved.He felt that parents should continue to have this choice as is the
case with the majorityof boards surveyed.
Trustee Sattler questioned the number of requests to distribute materials from
religious groups per year and questioned the practice of school boards assisting
organizations to distribute their religious views.Director Bryce indicated Gideon
International Is the only organization that submits the request.She suggested that
as a largeboard,Thames Valley shouldnot distribute religious materials as Is the
case with larger boards in the province.
2005 October 25...25
12.REPORTS OF COMMITTEES -cont'd
0.REPORT OF THE COMMITTEE OF THE WHOLE •cont'd
9.REPORT OF THE POLICY WORKING COMMITTEE -cont'd
7.SUGGESTED POLICY/PROCEDURE REVISIONS -cont'd
c. Policy - Political,Sectarian/Religious Advertising in Schools -cont'd
Executive Superintendent Thorpe clarifiedthat the Gideons are given permission to
distribute an invitation to parents to receive a New Testament,not permission to
distribute them.Caution \Nas raised that principals should not distribute information
writhout the express permission of the Director.Trustee Stevenson supported the
policy amendment.
Student Trustee van Gaalen Indicated his support forthe policy as written. Henoted
that being part of school Is not just what Is learned In school but accessing
opportunities that are made available at school,that understanding world Issues Is
an important part of one's education.He questioned if the current practice of
students of other faiths distributing pamphlets to students would cease If the policy
was amended.It was confirmed that all distribution would cease.
Trustee Hart spoke to the reference to indoctrination in the Education Act and the
fact that many schools have quiet rooms and prayer rooms for other than Christian
faiths.He suggested a balance with parental permission and supported the present
policy in distributing the information outside of school hours.He cautioned that Itis
necessary to ensure that unauthorized distribution practices are not permitted and
questioned the impact to the system if the practice was ceased.
Trustee Cartier emphasized that only one compiaint has been received inthis regard
and should not warrant a policy change,that parents'right to choose to receive the
Information should be maintained.
Afterthe lengthy discussion,It was the will of the committee that the policyremain
unchanged.Trustee Jaffe thanked the Committee for its input noting he would
pursue the matter further at the Board table.
8.OTHER BUSINESS -none
9.ADJOURNMENT-The meeting adjourned at 5:50 p.m.,on motion of Trustee A.Cartier.
RECOMMENDATIONS:none
J.BENNETT,
Chairperson
Trustee Jaffe distributed copies of his proposed amendments to the Political,
Sectarian/Religious Advertising in Schools policy. A lengthy debate followed related to the
appropriateness of distributing religious Information through Thames Valley schools.
Director Bryce reported that the only request he has received was from Gideon International
and that the practice ofallowing the distribution ofa letter of permission to parents/guardians
is in accordance with Board Policy and that requests are judged on individual merit.
It was suggested that one school council expressing opposition to a practice should not occur
at the expense of negating the rights of others.Concerns were also expressed that
eliminating parents from any opportunity to exercise their freedom of choice in decisions that
directly affect their children may indeed be a violation of their egalitarian right.
2005 October 25...26
12.REPORTS OF COMMITTEES -confd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
9.REPORT OF THE POLICY WORKING COMMITTEE -cont'd
Several superintendents explained the process that principals follow in seeking parental
approval for distributing religious materials(e.g.,Gideon Testament) tostudents. Chair Hart
asked Vice-Chair Sattler totakethechairand offered his opinion thatas a result of today's
diverse and multicultural society,the Lord's Prayer is no longer part of school opening
exercises and has been replaced with various inspirational readings emphasizing.
The following motion was movedbyP. Jaffe and following a lengthy debate was defeated:
That the amendments to the Political/Sectarian/Religlous Advertising in Schools be
referred tothe Policy Working Committee for posting to the Board'swebsitefor public
input.
10.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE 2005 October 04
7:00 p.m.-9:12 p.m.
MEMBERS ADMINISTRATION AND OTHERS
L.Stevenson,D.Mouiton B.Bryce K.Dalton S. Christie
Chair S. Peters B.Greene J. Empringham S. Dawson
J. Bennett T. Roberts C.Murphy L.Hutchinson C. Dennett
A.Cartier J.Stewart M.Sereda W.Tucker J. Roth
G. Hart P. Sattler J. Thorpe B.Wagner W. Scott
P.Jaffe M.van Gaalen D.Blair K.Bushell
Regrets :D.Anstead,J.Hunter,D.Mugford (leaveofabsence)
1.APPROVAL OF AGENDA - The agenda was approved on motionof S.Peters.
2.CONFLICTS OF INTEREST -No conflicts of interest were declared.
3.CHAIRPERSON'S ANNOUNCEMENTS -none
4.DIRECTOR'S ANNOUNCEMENTS
Director Bryce announced that 2005 October 05 Is "International Waik to School Day",
an initiative that encourages students to walk rather than ride to school.He advised that
he will be walking with a group ofstudents tomorrow to support the event that focuses
on physical fitness and energy conservation.
The Director extended congratulations to Colborne St.P.S.,Strathroy,staffand students
for winning second place in the "Schools in Bloom"contest.This isthe second yearthat
a Thames Valley school has been awarded either first or second place in the
competition.
Director Bryce reported on a school bus accident that occurred last week after a motorist
failed tostop at a sign and collided with the bus carrying Innerkip CentralP.S. students.
Headvised that, fortunately,there were noserious injuries as a result ofthe accident and
applauded the students forthe mature manner inwhichthey followed the bus evacuation
instructions that had been demonstrated earlierthat day. The school bus operatorwas
also commendedforthe manner in which she handled what could have been a very
serious accident.
2005 October 25...27
12.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
10.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd
4.DIRECTOR'S ANNOUNCEMENTS -cont'd
Director Bryce advised that the Minister of Education has announced a professional
deveiopment Initiative designed to assist new teachers to succeed during their first few
years in the classroom.He reported that K.Button,Supervisor,System Staff
Development,participated in developing the program,recognizing Thames Valley as a
model for its leadership role in system development initiatives for new teachers.
5.PUBLIC PRESENTATION
D.Polgar,Injury Prevention Team Leader,London Health Sciences Centre,presented
information related to the Centre's "Impaired Minds Produced byAlcohol CauseTrauma"
(IMPACT)program.She advised that IMPACT,a cornerstone injuryprevention initiative
of the Trauma Program is presented to approximately 25 Grade 11 students from 21
schools each year and explained that the proposed changes to the IMPACT format will
increase student knowledge and perception of the risk involved in using alcohol as well
as provides strategies for potential protective actions.
The proposal will cost approximately $50 000 and endorses increasing froma halfto a
full-day program,ensures pre and post follow-up provided by the Injury Prevention
Educator and Teacher as it relates to the appropriate course curriculum,as well as
providing teacher release time and covering student transportation costs.
Ms.Polgar requested that the Board consider its continuing partnership with the London
Health Science Centre in financially supporting this initiative.
Trustee Stevenson thanked Ms.Polgar for her informative presentation.
6.CREATIVE CITY TASK FORCE (LONDON)
Trustee Roberts introduced and welcomed Gordon Hume,Controller,Cityof London and
Chairperson ofthe Creative CItyTask Force (London)to describe the Creative CityTask
Force Initiative.
Mr.Hume explained that the Creative CityTask Force (CCTF)Report identifiedthat the
Cityof London, in some areas,Is falling behind and that the communityhas to change
and improve If itis going to prosper and grow inthe future.The CCTF offers a blueprint
for action that will help start the renaissance.Mr.Hume explained that London is losing
much of its age 25-44 population through a net migration to Toronto and other major
Canadian and US centres noting the city has generally failed to connect with college and
university students.Its assessment growth, future prosperity and downtown
development will be driven inlarge part by the creative industries and people who work
in them.
The CCTF goal Is to have the community embrace the overall themes and
recommendations that City Council has endorsed In approving the plan of
implementation and action. To reach thisconclusion, the Task Force reached outtothe
community,especially younger people, by visiting different City venues (e.g., clubs,
classrooms,studios,galleries and libraries). This Increased the level of debate and
energy allowing free-ranging and open debate.
2005 October 25...28
12.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
10.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd
6. CREATIVECITYTASK FORCE (LONDON)-cont'd
Mr.Hume indicated that London must reposition itself locally as well as onthe Canadian
and international stages and rejuvenate itself by changing its thinking and perceptions:
adopting the CCTF Report and Action Plan signals its intention to place a high
priority on developing a creative city;
- establishinga new Cultural Division inthe City Administrator's Office toconsolidate
cultural functionsand responsibilities presentlyinplace;
-vigorously supporting,developing and encouraging creative industries so that good
jobs vi^ili be available to graduating students and young entrepreneurs and
encouraging co-op and mentoring between London businesses,unions, students
and Immigrants;
supporting and celebrating diversity and lobbying vigorously for more immigration
and international investment;
-broadening public access tothe excellence and diversity ofthe local art'ssectorand
vigorously promoting policies toattractand retain the creativeclass;
- endorsingthe new Public Art Policy and appointing a Public Art Committee forthe
purpose of adjudication through a contractual arrangement with the London Arts
Council;
implementing a 1%program for capital expenditures to support public art,and
encouraging the private sector to also contribute a similaramount;
committing to a 10-year plan toconstructa new Performing Arts Centre;
directing the Planning Department to recommend new policies dealing with urban
design,protection of (downtown)heritage properties and beautifying the City of
London;
advocating tothe provincial and federal government for the purpose of retaining
some funding In municipalities,whichis raised from culturaland creative Industries
to be put toward more local creative Initiatives;
committing more financial resources to environmental matters,e.g., trees, clean
water,cleanairtoenhance London's reputation as a healthy City;
encouraging regional thinking,planning and promotion for economic and cultural
benefits to secure London's role as the "Capital"of Southwestern Ontario.
Mr.Hume emphasized that clearly these initiatives encourage municipal and regional
thinking and planning toward creating a new,greater Great Lakes Area concept thatwill
be considered in the next economy report as well as discussed in detail atthe upcoming
2005 November Regional and Municipal Conference.London Is committed to supporting
and celebrating cultural diversity and broadening access In public arts in order to
promote and attract young people in a variety of programs that will keep them in this
region.He extended appreciation to TVDSB for its role in supporting Art,Language,
Science &Technology,etc.,thus producing higher achieving students and supporting the
creative city and region.
2005 October 25...29
12.REPORTS OF COMMITTEES -cont'd
0.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
10.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd
6. CREATIVE CITY TASK FORCE (LONDON) -cont'd
Mr. Hume cited that growth occurs in communities where local partnerships exist with
people working together to bring cultural and economic development and where long-
term livable neighbourhood strategies are developed and maintained as a fundamental
component to a creative citylifestyle. He acknowledged the significant contributionthat
Thames Valley students bring to the community and suggested that the Board consider
and analyze the recommendations contained inthe COTF Report lookingatwhat relates
to school boards to enhance partnership opportunitiesbetween the TVDSB and the City
of London.
Director Bryce extended thanks to Mr.Hume for his presentation.He noted that the
recommendations provide the grounds fora synergy withinthe Cityand its partners citing
the TVDSB studenfs performance at the Grand Theatre as an example of support ofthe
Arts In London and area.
7.ENERGY MANAGEMENT PROGRAM
B.Greene,Executive Superintendent of Business,introduced the presentation on the
ongoing Energy Management Program of ail Board facilities. He welcomed G. McQuaig
and T.Da Silva of Ameresco Canada Inc.
K. Bushell,Manager,Projects and Maintenance,Mr. McQuaig and Mr.Da Silva
presented the Energy Management Program that focused on the present status of the
program with respect to energy conservation measures and realized savings,as well as
the tracking and monitoring of energy consumption.Mr. Da Silva thanked the Board for
the opportunity to be energy facility partners working with a dedicated and progressive
system design team to provide significant savings through energy conservation.
In2001 June,the Board approved entering Intoan Energy Management Agreement with
Ontario Hydro Energy Inc.to provide project management services for the supply,
installation,commissioning and guarantee of energy savings for lighting and HVAC
equipment replacement inBoard facilities. This pilot program was developed to provide
unique solutions to address energy issues faced by educational institutions.
In 2002 December,the Board was notified ofthe assignment of the Energy Management
Agreement to Ameresco Canada Inc.because of Ontario Hydro Energy consolidating
theirbusiness focus to electricitygeneration and transmission.The Board also approved
self-funding of the Energy Management Program at that time.
Thames Valley was also informed in 2005 March that any renewal projects completed
under Good Places to Learn fundingwouldbe reviewed forpotential energy saving under
the Energy Management Program.Any energy savings identified under the same terms
of the original program will be used to fund additional renewal or maintenance projects.
Mr. Bushell noted that the Board has received regular status reports on the Energy
Management Program through the Business Services department update.
Phase I Capital expenditures for energy conservation measures are estimated at $36
millionwith a payback period of between 10-12 years.Phase 11 Capital expenditures for
energy conservation measures funded through Stage I.allocation of Good Places to
Learn Grant are estimated at $20 million with an estimated annual energy savings of
$400 000.The Phase I Energy Management Program is anticipated to be completed by
2006 December and the Phase 11 Energy Management Program by 2008 December.
2005 October 25...30
12.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
10.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd
7.ENERGY MANAGEMENT PROGRAM -cont'd
Mr.Bushell highlightedthe foiiowing energy savings achieved bythe Board:
$668 153 a year saved in iighting improvements at 74 schools;
-$53 500 a yearsaved in variable speed drives (cooiing tow^ers and pumps)at 5
schools;
- $56 114a yearsaved in improved air-conditioning systems at 6 schools;
$159 893 a year saved in replaced boiler systems at 30 schools;
$58 380 a year saved insteam towater conversionat 4 schools;
$132 926 a year saved in changes to building envelopes (weather stripping,
caulking,etc.)at 76 schools;
$112 000a yearsaved in new building automation systems at 9 schools;
- $103630a year saved in improvements towatersystems at 35schools.
It was notedthatthe Board'senergy conservation program (natural gas,electricity and
water) has reduced CO2 emissions by 14,632 tonnes,equivalent to 2,438 cars being
taken out of use.It was also noted that the Board has received two awards in the
amount of $250 000 each from NRCan Grant and the Energy Innovator Program
recognizing its energy management program.
Aquestion and answer period followed.Chairperson Stevenson thanked the entireteam
for a comprehensive presentation.
8.MONTHLY REPORT OF THE CHAIR
Chair Hart reported that he received onlya few telephone calls related to school bus
issues during the first weekofschool,indicative ofasmoothstarttothenewschoolyear.
He provided the following details of activities throughout the month ofSeptember:
- met with Trustee Stewartand Mayor Hardy regarding the Oxford Training Centre
program.
attended the Grand Theatre student performance of "The Sound of Music" on
Saturday,October 01.
-visited,with other trustees the Avon-Maitland District School Board to view their
Grade7 to 12 school structure implemented at two Stratford secondary schools.
Information related to this topic istobe provided at a subsequent meeting.It will
also be discussed at the Board's Focus On Excellence Input Plan Ad Hoc
Committee meeting.
9.DEPARTMENTAL UPDATES
Human Resource Services
-Disability Management is working with approximately 55 staff members in their
return-to-work programs as a resultof non-occupational and occupationalillnesses
and injuries;
The Employee Assistance Program brochures have been issued using the new
service provider's Manuiife Financial and Wilson Banwell Program introductory
meetings are being held with union/association executive groups;
2005 October 25...31
12.REPORTS OF COMMITTEES -cont'd
0.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
10.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd
9.DEPARTMENTAL UPDATES -cont'd
Human Resource Services •cont'd
During the month of September,the District School Council (TVDSC) activities
included the following;
- first meeting held on 2005 September 22 to discuss the Board's 2005/06 budget,
capital planning,CN Watson report and school timetabling.The next meeting is
2005 October 20.All meeting dates,agendas and minutes can be found on the
Board's web site;
organizing meeting between TVDSC and Board chairperson and vice-chairperson;
e-mail/telephone communications with school council parents to answer questions
and address concerns;
communicating with school council representatives;
continuing preparation on the 2004/05 School Council Annual Report,school council
symposium and the next school council workshop;
updating the school council of the Board's current website;
attending Board meetings
The elementary teacher new hire figures are 72.47 PTE;
There are currently 174 elementary long-term occasional (LTO)teachers posted
(three retirees in LTO's).The numbers on the elementary teacher short term listis
1,090 (386 retirees).HR is currently adding 200-300 occasional teachers and
interviewing this month.Additional occasional teachers will be added in late
September or early October;
HR is processing additional secondary teaching staff forthis fall term.Compensation
and benefit records are being established.Credentiallng,WHMIS,criminal
background checks,etc.are being completed;
There are currently 782 secondary occasional teachers on the list of which about
33% (258)are retirees.Teachers are being interviewed for the occasional teacher
list to assist in subject areas of high need.
Metwith the Secondary Occasional Teacher Bargaining Uniton 2005 September 13
to review their brief.The next meeting is scheduled for 2005 October 26;
Operations Services
The first regular meetings of Community of Schools were held during the third and
fourth weeks of September with SO's reviewing regular business items.Program
Services initiatives and school year priorities as well as the professional development
plans;
Three highly successful Increasing instructional Intelligence sessions facilitated by
Barrie Bennett were held in London and Aylmer on September 12,13 and 14 for
Cohort 3 schools.
Additional elementary staff has been allocated to schools to decrease average class
sizes specifically inthe early years and grades one to three.Inaddition,schools with
overall large average class sizes have been granted additional staff to lower average
class sizes and assist with programming.A small hold-back of 3.35 staff remains to
address staffing concerns throughout the school year.
2005 October 25...32
12.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
10.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd
9.DEPARTMENTAL UPDATES -cont'd
Operations Services •cont'd
Secondary staffing levels havebeen reviewed and a report Is being brought tothe
Board this evening.
- The full time equivalent elementary enrolment data for the first week of 2005
Septemberwas reported as 49,913.50,which is 29.50 higher than the projected
October 31 figure of49,884.00or 0.06®/o variance from projected.
The first week secondary full time equivalent enrolment was 27,181.38 or
approximately 814 higherthanthe projected October 31 figure.Thegrade 9to 11
figure is 117 higherthan projected (0.6%).The grade 12 population,however,is
approximately 680 morethan the projected October31 figure.There Is a greater
than anticipated return ofgrade 12 students from last yeartosecondary schools.
Analysis is currently underway to determine the percentage oflastyear's grade 12
students who have returned for the 2005-06 school year.
Work continues on developing the Board's five year 'long-term Capital Plan a
Ministryof Education requirement;
On 2005September22,Supt.Tucker and Learning Supervisor B.Nobie presented
information onSpecial Education lawand the Program Development Team/IPRC
process to 32 new administrators;
The following Safe Schools initiatives were presented:
-Secondary School Violence Prevention Committee met on September 15 to
discuss/ plan Initiatives for semester one. Drama troupes from Saunders,
Westminster,Laurier,and Medway S.S.have confirmed 2005-06 school year
presentations. EveryTVDSB secondary school Is represented onthe Violence
Prevention Committee;
-During September,30 volunteers were trained as mentors in the "Stand by Me"
program and assigned to work with elementary students one hour a week
throughout the school year;
-All 30secondaryschoolshavebeen facilitated inthe second phase oftheSafe
School Survey School Level Process.Schools are currently working onphase
three to develop their school level action plan which will focus on three main
strategies that their school will implement to work toward preventing bullying and
encouraging students to report;
-On October 14 secondary school studentleaders will participate In the Crime
Stoppers Symposium workshops topics to be discussed Include:Violence,
Drugs and Gangs;
-In responsetoa question byTrustee Sattler,Supt.Dalton and Wagner advised
that the Sexual Diversity issue is incorporated Into violence prevention school
productions as well as being Integrated in anti-bullying initiatives.Exec.Supt.
Sereda reported that sexual diversity library kits have been prepared for
discussion at Operations'Council before being presented to principals and
library staff.
2005 October 25...33
12.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
10.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd
9.DEPARTMENTAL UPDATES-cont'd
Operations Services •cont'd
Research and Assessment continues to provide services in the areas of student
assessment,large scale testing,research,literature review^s,program reviews and
evaluations,development and use of corporate date,data collection support and
consultation for school and system-based improvement project as follows:
The gifted screening process for grade 4 students is underway with the
preparation of databases and shipment of material to schools.Centrally
scored/analyzed student assessments to support school improvement initiatives
is occurring as requested;
System-wide data collection for improvement planning is under way;
phonological awareness assessment has been distributed to speech and
language pathologists for administration/preparation for data to support the
collection of DRA data has been prepared^ent to schools;System reports on
the 2004-05 DRA assessments are being finalized;school reports have been
distributed;data consolidation tasks and development of reports to support
school interpretation and use of data in planning are underway:
Support for the EQAO provincial testing is ongoing;Research and Assessment
participated in an in-service for teachers new to grade 3 and 6 in September;
preliminary data from the 2005 May Grade 3,6 and 9 testing has been received
and support for school administrators provided;public release of test results will
occur October 19;support material for this release Is being developed;EQAO
test dates this year are as follows:
Grade 9 Assessment of Mathematics 2006 Jan 5-25 and
2006 May23-June 13
Grade 3 and Grade 6 Assessments of
Reading,Writing and Mathematics:2006 May 23-June 09
OSSLT:2006 March 29
Corporate data functions under wayinclude: analysis forenrollment,class size and
staffing purposes,LOG funding tracking, and completion of Pathways data
requirements.System evaluation projects now underway include:Re-Connect,
Work Place Internship,Save a Credit,survey of elementary students on safe
schools,STEPS project,Reading Recovery.School-based projects and surveys are
inthe design phase at a number of schools.
Program Services
The Learning Coordinators met before school started and decisions were made
regarding temporary educational assistant allocations at more than 20 school
locations.Ail Learning Coordinators are reviewing the needs of each oftheir schools
and reallocation of Educational Assistants may occur after our September 28
meeting;
A staffing planwas put together regarding the allocation ofthe $600 000 from the
^Special Education Reserve, a directresultofa Board motion on 2005 August 30.
Up to 50%of Learning SupportTeachers will be returned and this decision will be
made in consultation with each Learning Coordinator and Superintendent of
Education. The remaining budget will be used for educational assistants which will
be attached to the Steps for Success program,which will allow for maximum
flexibility;
2005 October 25...34
12.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
10.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd
9.DEPARTMENTAL UPDATES -cont'd
Program Services •cont'd
-All Supervisory Officers (public and Catholic boards)were invited to a one-day
symposium in Toronto onSeptember12. S.O.s responsible for special education
met on September 13 for information about and discussions regarding the
"Education For All"document and howto access funds fromthe Council ofDirectors
of Education (CODE)thatcan be used to support board project proposals.A
maximum of $250 000 can be granted to each board.
Three layers of monies are available for partnerships.The TVDSB proposal will
focuson providing literacyand numeracyoutcomesforspecialneeds students in the
regular classroom.TVDSB also intends to submit proposals centering around
partnerships with the LDCSB and the Regional Special Education Council (RSEC).
Once again many dedicated teachers and Program Services staff members were
involved in Summer In-Service sessions held2005August22 to 25=,
- Ofthe44 workshops thatwere advertised,25 workshops were offered.Therewere
approximately406 participants and 40 presenters overall.These numbers exclude
teachers and presenters involved In the Primary/Junior Literacy and Numeracy In-
services. Workshopswere held in the focus areas of Administration,Arts,Health &
Physical Education,Information Technology,Language,Library,Mathematics,Safe
Schools,Science, Special Education and Teaching Strategies;
While fewer workshops were offered,participation levels were similar to 2004.
Although most workshops were a half day in duration,there were some exceptions.
For example,TRIBES training involved four full days and Crisis Prevention
Intervention Full Certification involved two full days to complete.Note,this yeardue
to the overwhelming response for the TRIBES workshop,S. Dale offered three
TRIBES workshops for a total of96 participants being trained in this program;
Supt.Murphy extended appreciation to the organizers,the presenters, and the
participants for their ongoing efforts to build capacity to improve student learning.
A number ofschools within TVDSB took part in the Roots of Empathy program
during the 2004-2005 school year,a parenting program for elementary school
children thatfocuses on emotional literacy,it Involves a neighbourhood infant and
parent visiting the classroom once a month for the entire school year.Social
workers,attendance counsellors, and school support counsellors who are certified
Roots of Empathy Instructors coach the students to observe the baby's
development,celebratemilestones,interact with the baby,and learnabout infants'
needs. Students whohave participated in Rootsof Empathyprogramshave been
found to demonstrate significant Improvements In increased emotional knowledge.
Increased social understanding,Increased pro social behaviours with peers,
decreased aggression with peers, and decreased bullying.Positive feedback has
been received from the Roots of Empathy organization.Overall,TVDSB students
who participated developedan awareness abouthowothers feel,were morecareful
tonot hurt otherpeople's feelings,and learned strategies to avoid hurting others'
feelings.Someofthe comments from students who participated in the program at
Princess Elizabeth were provided;
2005 October 25...35
12.REPORTS OF COMMITTEES -cont'd
0.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
10.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd
9.DEPARTMENTAL UPDATES-cont'd
Program Services -cont'd
October isChild Abuse Prevention Month,and the newCaring CommunityCollection
will be launched at the London Central Libraryon 2005 October 27.Attendance and
Social Work Services,representing the Board as a partner on the London and
Middlesex Child Abuse Prevention Council,supported a successful Trillium Grant
proposal that has resulted in the purchase of a large collection of books and
resource materials focusing on the issue of child abuse.The books,videos,and
counseling manuals include infonnation for children,parents,adult survivors, and
community professionals.The collection will be permanently housed at the London
Central Library,but all materials will be available to branches and municipalitieswith
reciprocal lending agreements.For further information,contact S.Book.
On September 24 staff from Attendance and Social Work Services,Speech and
Language Services,and Ready for School (Thames Valley Neighbourhood Early
Learning Program)attended the St. Julien Park Community Festival. The theme of
the festival was "Then and Now-Celebrating London's 150'^Birthday."Families
were able to obtain handouts and view displays demonstrating services offered by
TVDSB in the above areas.
The booths were supported by staff that provide sen/ice to the Hamilton Road
community. This resulted ina great opportunity for more personal involvement and
communication with families of the neighbourhood.
Business Services
An update of Facility Services Projects and Maintenance Capital Projects included
rededlcatlon of the Clara Brenton P.S.,Portable relocation on 2005 October 05,at
Carrothers P.S.,2005-06 school renewal projects selection;
Good Places to Learn -Stage I project update included:correcting deficiency and
warranty items,project completions by 2006 January;
A comprehensive presentation of Energy Management Program was provided above
under item 7.
Financial Services filed the 2005-06 estimates with the Ministry of Education on
August 31.The 2005-06 budgets have been entered intothe financial system.The
interim budgets for schools and departments have been established at 60%of the
approved annual budgets for supplies/services,furniture/equipment and staff
development.Financial Services has been preparing for the 2005 August 31 year-
end.Deloitte &Touche conducted the interim audit the week of July 11 and will
commence the year-end audit on October 03.
Support Services update included the following Purchasing Services and Printing
Services updates:
During the summer months.Purchasing Services worked with Program Services
staff to process more than 1,300 requisitions for technical education initiatives under
the BBTECH and Kit Rankin Funding;
Purchasing Services has awarded a number of tenders over the last few months
which include,notebook computers,refurbished computers,printers,welding
supplies,pagers,and the snow plowing contract;
2005 October 25...36
12. REPORTSOF COMMITTEES - cont'd '
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
10.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd
9.DEPARTMENTAL UPDATES-cont'd
Business Services -cont'd
Printing Services continues to prepare curriculum documents,course material,
calendars, parent information packages, directories, staff and student planners,
forms and stationary for the schools and administration;
In collaboration with Payroll Services,Printing Services has expanded thedocument
management system softwareto scan,indexand archive payregisters. F.Wideman,
the Supervisorof Printing Services,attended the School and Community Services
Department staff meetingto demonstrate the retrieval and storage of Psychology
records.
Director's Services
The following meetings and special school/community events were attended bythe
Director:
United Way Cabinet iVleeting;
Best Start Meeting with City Officials;
Best Start Executive Meeting;
- Council of Directors' of Education Meeting;
Garrison Community Council;
Starbase Meeting;
Westminster S.S.London, Terry Fox Event;
London Nationals Home Opener;,
United Way Harvest Lunch;
New Teacher Fall Conference;
The Next London - ACommunity forum on the Urban Future;
United Way Football Game -Banting vs. Mother Teresa;
Instructional Intelligence Session with Barry Bennett.
The Director broughtgreetings and/or presented at the following events:
Education Centre New School Year Coffee Break;
Program Services Staff Annual Meeting;
Education Centre Terry Fox Luncheon;
-London Diversity and Race Relations Advisory Committee Open; House
Presentation "Whatis the Thames Valley District School Board doing to support
diversity in our community."The Director noted that a component of the
presentation was the twin tower tragedy and it was indicated that no racial incidents
occurred at Fanshawe Collegerelatedtothe incident,a testimonytothe twoboards
working together with teachers,programs and graduatesto promote and support
racial and cultural diversity.
-All academic Supervisory Officers attended a meeting in Toronto hosted by CODE
, on Raising Levels of Achievement in School Boards;
- The Director met with Jane Fitzgerald,the new CEOofthe Childrens'Aid Society,
to Introduce hertotheThames Valley District School Board community.Following
this meeting,Bill hosted the public sector CEO meeting at the Education Centre to
discuss issues of common concern.
MikeSereda,Chris Dennett and Bill metwith Mary Hope,Thames Valley Council of ^
Home and School Association, to discuss their plans for the 2005 - 2006 school
year;
2005 October 25...37
12.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
10.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd
9.DEPARTMENTAL UPDATES-cont'd
Director's Services •cont'd
The Directormet witli John Davidsonand RickMoss from Jesse's Journey to learn
about their plans for a special event for Grade 6 to 8 students.The event would be
in support of Duchenne Muscular Dystrophy - The Foundation for Gene and Cell
Therapy;
Cathy Murphy and the Director met with Anita Giivasy and LisaBaxterfrom Investing
in Children to review the programs that are being planned for Thames Valley
schools;
Staff Development initiativeupdates included:2005-06 New Teacher Program, New
Teacher August Conference,New Teacher Fall Conference,Mentor Training,
Professional Reading Program, Powerful Designs for Professional Learning,
Teacher Candidate,Wellness It's Up
To Us,Leadership Development Program , Administrative Mentoring Program,
Leadership:The TVDSB Picture,Leadership:Exploring the Responsibilities; Our
Vision initiatives included Our Vision Advisory Committee and Research;
Public Affairs and Community Relations (PACR)updates included online donation
system supporting the Red Cross Hurricane Katrina Reliefeffort;Terry Fox National
School Run Day promotions and staffing change Louise Beneteau hired as
Donations assistant filling a leave of absence.
The Administration responded to questions posed by Trustees.
Director Bryce noted the TVDSB already has many of the staff development initiatives
inplace that corresponds with the recent Minister's announcement regarding providing
assistance to new teachers.Headvised that 2005 October 05 is "World Teacher Day",
an event that recognizes the teaching profession and Its significant contribution around
the world.
Appreciation was extended to Director Bryce for his outstanding leadership in serving
both the TVDSB students and supporting such a wide variety and number ofcommunity
initiatives.
10.ADJOURNMENT
The meeting adjourned at 9:12 p.m.on motion of P.Jaffe.
L.STEVENSON,
Chairperson
11.AD HOC COMMITTEE TO REVIEW STUDENT/PARENT EXPENDITURES FINAL REPORT
Trustee Sattler presented the final report of the Ad Hoc Committee to Review Student and Parent
Expenditures.
2005 October 25...38
12.REPORTS OF COWIMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
11.AD HOC COMMITTEETO REVIEW STUDENT/PARENT EXPENDITURES FINAL REPORT
-cont'd
BACKGROUND
The Ad Hoc Committee to Review Student and Parent Expenditures was established by
board motion on 2003 January 28 following the disbanding of the Ad Hoc Committee to
Review Student and School Fees.The committee's mandate was:
"to review school level funding and expenditures bystudents and parents forthe
purpose of identifying whether the financial demands have increased over time and
ifthis increase has raised issues of equity and equal access to public education
within the ability of the Board to assist in these matters."
The original members of the committee were P.Sattler,P. Jaffe, and L.Stevenson.
Following the resignation of L.Stevenson.M.Reidl joined the committee. When she
resigned from the Board, D.Anstead was appointed in her place.Student trustees M.
McTaggart,M.Reid,S. Ross and K.Preston also participatedas committee members. The
committee was supported administrativelyby Superintendent M.Sereda,and received further
resource support from S.Killip,R.Princis,and S.Christie.In 2005 January B.Hopkins
joined the committee as a parent resource member.
The committeewas formedto address some ofthe issues raised bytheAdHocCommittee
on Student and School Fees (2002),which had reviewed a 2002 November report from
Superintendent P.Gryseels,indicating that more than $1 million in donations and gifts was
received by Thames Valley schools in 2001-2002.These donations from individuals,
businesses,parent groups,and charitable foundations were supporting a wide variety of
school initiatives,from the purchase ofcomputer equipment,software,and library resources,
to refurbishing musical instruments,purchasing sports equipment,and stocking breakfast
programs.Significantly,this total did not include donations to bursaries,scholarships or
students awards,nor did it include the amounts raised through school levei fund raising
activities such as hot lunches,pizza days,book fairs, etc.
While recognizing the desire of parents to support their child's school,and deeply
appreciative of the valuable contributions of both parents and community members, the
Committee was concernedthat fund raising activities could be inadvertently contributing to
the creation of a two-tiered system of "have"and "have not"schools,given significant
variations betweenthecapacityof individual school communitiesto generate the same levels
of financial support.The Committee proposed thata new Ad Hoc Committee beestablished,
with a broadermandate,to explore such Issuesas the "real"costof public education andthe
role ofthe Board in addressing differences in capacity of schools and parents to support
and/or contributetotheirchildren's educational experiences,and to make recommendations
tothe Thames Valley Education Foundationabout philanthropic priorities.
Toconduct its work,the Ad Hoc Committee on Parent and Student Expendituresdiscussed
several possible research approaches,including quantitative research (system survey of
parents,teachers andstudents),qualitative research (focusgroups with schoolcouncilsand
principals),or a combination of both.With the launch of the Thames Valley Education
Foundation (TVEF) feasibility study in fall 2004,It was determined that the information
gathered bythe TVEFconsultant would be directlyrelevant to the committee, and that the
consultant's study eliminatedthe need for additionalprimary research.
Current Levels of Expenditures
Information from a variety of sources was reviewed to establish current levels of parent
expenditures for school and student-related activities in Thames Valley.These sources
confirmed that schools are raising more money each year to support school-related activities,
and that parents are contributing more money each year to support their children at school.
2005 October 25...39
12.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
11.AD HOC COMMITTEE TO REVIEW STUDENT/PARENT EXPENDITURES FINAL REPORT
-cont'd
Background -cont'd
A comparison of Thames Valley data extracted from the 2001-02,2002-03 and 2003-04
People for Education Elementary and Secondary Tracking Surveys revealed that TVDSB
elementary schools raised an average of $9 010 in 2003-04, up from $7 356 In2001-02.
While the small sample size did not permit year-over-year comparisons for TVDSB
secondary schools, the 2003-04surveyindicatedthat TVDSB secondary schools raised an
average of $22 625.
The 2003 P4E ElementaryTracking Report Included a comment from one Thames Valley
parentthat:"Wehave withstoodgovernment cuts infunding because ofexcellentfund raising
inour schools.Parents raised more money than our supplies and services budget"(Italics
added.)
Eouitv and Accessibilitv of Public Education
In addition to school fund raising, the committee acknowledged that parents spend
considerable resources on a wide range of items to support students at school.These out-
of-pocket expenditures range from private clinical assessments and rernedial tutors,to home
computers,music lessons and tutoring to raise grades.To determine the impact of such
expenditures on issues ofequity and access,the committee sought to differentiate between
those out-of-pocket parent and student expenditures essential for school success and
participation,and those that can be considered "lifestyle"items (such as designer clothing,
advanced technology computers,sports and music lessons,etc.).
Student trustee representatives on the committee gathered feedback from the Student
Advisory Council on secondary school student expenditures.While the Board policy on
secondary student fees clearlyindicatesthat students must notbe charged fees toparticipate
in the regular day school program, and that fees are onlyto be charged for upgraded or
optional materials, many students expressed concerns about fees to participate incertain
classes,such as physical education,photography,and visual art.Because fees for weight
room memberships,film supplies,or specialized paint brushes may be prohibitivefor some
students,student participation in such courses may be limited to those who can afford the
fees.In addition,many students raised concerns about the costs of workbooks for French
and English courses.Although Board policy stipulates that workbooks are to be provided
free of charge unless they are used by students as "consumable"resources,many students
do not find it practical to use workbooks without writing In them.
The2002 Operations Services Memorandum toElementaryand Secondary Principalsonthe
subject of Student Fees makes clear that "when schools are offering to sell optional
materials,there should be no charge to those families who require financial assistance."The
committee encourages'efforts to ensure that students or parents who require financial
assistance are aware that such assistance is available, and the process bywhich they can
access the assistance.
Concerns were also raised about participation Infieldtrips in situations offinancial hardship.
Students pointed out that the costs Involved in some field trips can present significant
financial difficultyfor some students.While principals and teachers often anticipate which
students are likelyto have difficulty covering the costs of a trip,and make arrangements for
those students to attend,concerns were expressed about circumstances where principals
or teachers may be unaware that a student is facing financial hardship.These students may
feel they have no choice but to decline to participate.
While some consideration was given to allocating a dedicated budget line to all schools to
providefunds for students inneed, the committee Instead supports continuingthe practice
of applying available funds where they are most needed.
2005 October 25...40
12.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
11.ADHOCCOMMITTEETOREVIEWSTUDENT/PARENTEXPENDITURESFINALREPORT
-cont'd
Background -cont'd
The Committee isawarethat informal processeshave existed in Thames Valley schools for
many years,by which teachers,principals,andparent groups provide supplementary funds
to enablethe full participation of all students in school activities,and also to supply such
needed items as breakfasts,lunches,mittens,coats,bus tickets,etc. These exemplary
processes ensure that students in need are treated with sensitivity and discretion,without
havingto formally request financial assistance or forgo school activities.The committee
applauds such practices,and encourages the sharing ofbest practices with principals and
schools across the district.
Attitudes Toward School Fund raising and Role of TVEF
To explore attitudes toward school fund raising andthe role oftheThames Valley Education
Foundation,the committee reviewed findings from the TVDSB Development/Fund raising
Survey of School Principals andthe TVDSB Development/Fund raising Survey of School
Councils and Parent Associations.These comprehensive surveyswere conductedin2000
to gauge attitudes toward the establishmentofthe Thames Valley Education Foundation.
They indicated high levels of participation in existing school-based fund raising,and general
supportforsystem-widefund raising as a means ofaddressing financial inequities across the
Valley.
More recent insights on attitudes toward school fundraising were gathered from the findings
ofthe TVEF feasibility study consultants,through focus groups held with teachers,principals
and parents.Focus groups with TVDSB principals suggested wide variability in the ability
and willingness of principals toserveas school fund raisers.While some principals have
achieved outstanding success writing grant proposals and soliciting community donations,
others areless experienced in the role offund raiser.In addition to staff focus groups,the
TVEF consultants also held a focus group with middle-to high-income parents,in which
several parents expressed fatigue with constantschool fund raising activities,and stated a
preference for writing a single chequeatthe beginning ofthe school year.
The TVEF consultants found strong support among all members of the community for the
Foundation goals of enhancing iearningopportunitiesfor students,and interventionactivities
in response to child poverty.The Ad Hoc Committee on Student and Parent Expenditures
fully supports an expanded role for the Foundation in addressing these areas.
RECOMMENDATIONS:
1.That the Executive Superintendent of Operations Services establish a committee of
Elementary and Secondary School Administrators and Superintendentsof Education
which will:
review and respond to thisad hoc committee's report;
-review the exemplary practicesand processes already in placetoassist students in
need in TVDSB schools,and share those practicesand processes with all schools
in the District;and
review current funding sources toassiststudents in need,and where necessary and
appropriate, recommend sources forsupplementary funds.
2.That the Executive Superintendent of Operations Services undertake a reviewof current
Board and Department policies,procedures and memoranda toensurethatthey properiy
address the issues ofstudents inneed and provide appropriate direction forparents.
3. That the Director of Education initiate a review of current practices to promote co
ordination of system,family of schools and individual school fund raising to avoid
overlapping requests to the community.
2005 October 25...41
12.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
11.AD HOC COMMITTEETO REVIEW STUDENT/PARENT EXPENDITURES FINAL REPORT
-cont'd
RECOMMENDATIONS -cont'd
4. That the Board support the recommendations of the Thames Valley Education
Foundation FeasibilityStudy related tothe roleofthe Foundation insupportingschool-
based fund raising activities,especially in-service training for school staff and
volunteers on best practices,developing a fund raising toolkit,promotinglocalschool
fund raisers,co-ordinatingfund raisingactivities,providing matching fundingfor some
activities, and offering training and support for schools to establish fund raising
programs.
5. That the Directorof Education or designate communicate the following requests for
consideration to District School Council;
- That District School Council (DSC) be encouraged to discuss exemplary practices
and fund raising procedures at DSC and area council meetings;
-That District School Council be encouraged to gather information from school
councils regarding school fund raising practices for presentation to TVDSB trustees.
6. That the Directorof Education communicate the following request for consideration to
the Thames Valley Education Foundation:
That the Thames Valley Education Foundation consider establishing a bursary
program,with clear application processes,to provide additional assistance to
students inneed,such as funds for equipment or travel to pursue area ofstudy in
curriculum.
7. That the Executive Superintendent of Operations Services prepare a follow-up report
on the implementation ofthe above recommendations to the Board by2006June.
8. That the Adhoc Committee to ReviewStudent and Parent Expenditures be disbanded.
The recommendations were moved by P.Sattler and carried.
12.REPORT OF THE COMMITTEE OF THE WHOLE-IN CAMERA 2005 October 11
MEMBERS PRESENT ADMINISTRATION AND OTHERS
P.Sattler
(Chair)
D.Anstead
J.Bennett
A.Cartier
G.Hart
P.Jaffe
T.Roberts
L.Stevenson
J.Stewart (5:10)
B.Bryce
B.Greene
C.Murphy
M.Sereda
J.Thorpe
D.Blair
K.Dalton
J.Empringham
Regrets:J.Hunter,D.Mugford,S.Peters
The Committee met in camera from 5:05 p.m. to 5:35 p.m.
1.APPROVAL OF AGENDA
The agenda was approved on motion of L.Stevenson.
K.Havel ka
S.Hughes
L.Hutchinson
W.Tucker
B.Wagner
K.Wilkinson
S.Christie
C.Dennett
2.CONFLICTS OF INTEREST -No conflicts of interest were declared.
2005 October 25...A2
12.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
12.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA-cont'd
3. Confidential personal,legal and negotiation matters were discussed.
4.RISE AND REPORT
A motion to riseand reportwas moved byJ. Stewartat 5:35p.m.and carried.
RECOMMENDATION:
That approval be granted toenter into negotiations with Plato Learning to purchase
software for Adultand Continuing Education.
P.SATTLER,
Chairperson
The recommendation was moved by P.Sattler and carried.
13.REPORT OF THE BUDGET ADVISORY COMMITTEE 2005 October 11
1:30 p.m.-2:35 p.m.
MEMBERS ADMINISTRATION AND OTHERS
D.Anstead (Chair)T.Roberts B.Greene P.Hearse
P.Jaffe J.Roth S.Macey
S.Christie J.Berkin
C.Dennett
1.APPROVAL OF AGENDA - The agenda was approved on motion ofP. Jaffe.
2.CONFLICTS OF INTEREST-none declared
3.2005-06 BUDGET SCHEDULE
Executive Superintendent B.Greene reviewed the previous year's Budget schedule
noting it was driven bythe funding announcement which was received quite late this
year.He anticipates that the announcement will be received in June again next year.
He noted the Board will also be involved with capital planning and school
accommodation issues inthe coming year.
4.BUDGET ISSUES
Supt.Greene sought direction in preparing presentationson Budgetissues for2006-
07.He suggested identifying a process to determine theissues and bring reports to
the Board rather than conducting power point presentations at each meeting.He
noted that someofthe priority topics will be linked to capital planning in the coming
year.Following discussion,it was agreed thatthe 2005-06 list of topics would be
referred to the incoming Budget Advisory Committee for consideration in the next
budget process.
Trustee Roberts commended the Business staff for preparing the presentations and
suggestedthatthe concept be retained in future Budget development processes.
5.PUBLIC INPUT/COMMUNITY MEETINGS
Supt.Greene noted that at some of the area meetings,staffwere the majority in
attendance.He suggested holdinga meeting specificforstaffand one with the District
School Council rather than area meetings. He spoke to the tremendous amount of
resources being used to develop and hold the sessions fora verysmallnumberof
attendees.It wassuggestedthatan alternate consultation processbe developed to
receive public input.
2Q05 October 25...43
12.REPORTS OF COMMITTEES-cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
13.REPORT OF THE BUDGET ADVISORY COMMITTEE -cont'd
5.PUBLIC INPUT/COMMUNITY MEETINGS -cont'd
Itwas noted that over the last twoyears there have not been major Budget issues to
be considered and,hence,veryfew ofthe public attended.Town hall meetings inthe
early spring, at the beginning ofthe budget process,were suggested to receive issues
from the public. Itwas noted that it is important to affirm with the publicthat the
Board's operation is running smoothly and celebrate the opportunities available to
Thames Valley students.Itwas suggested that the Board become more proactive by
elaborating on the public's abilityto contact trustees outside ofpublic meetings.Itwas
further suggested that Supt.Greene prepare a new plan to receive public input,
including electronically,and identify where the Board's various stakeholders can
receive budget information.Various focus groups were identified.
Supt.Greene,in consultation with C. Dennett,will develop a comprehensive plan
including the target audiences,a budget development timetable and opportunities for
public Inputfor consideration by the 2006 Budget Advisory Committee.
6.COMMUNICATIONS
It was noted that the Board's website will continue to be refined and monitored for user
friendliness.Receiving communication and budget development strategies of other
boards was considered to be valuable and informative to the Committee.
7.2006 -07 BUDGET PROCESS
,Supt.Greene advised that development of the budget is very time consuming and
questioned spending time preparing a budget withoutthe figures, onlyto recalculate
itonce the figures are received. Itwas suggested that the thorny Issues be discussed
prior to receipt of the funding.
It was further suggested that the Budget timetable be revised and a needs-based
budget developed pending receipt of the funding figures and that the Committee
become active priorto March,as early as December or January to discuss key issues.
Supt.Greene advised that the 2006-07 Budget process will begin In December with
enrolment projections.He did not feel that capital initiatives will impact the next
budget.Any long-term projects in excess of the funding will become an issue.
8.OTHER BUSINESS -none
9.DATE AND TIME OF NEXT MEETING
The next meeting will be scheduled for 2006 January once the new committee is in
place.Chair Anstead thanked staff for their input and advice as the 2005-06 budget
process unfolded.
10.ADJOURNMENT
The meeting adjourned at 2:35 p.m.on motion of P.Jaffe.
RECOMMENDATIONS:None
D.ANSTEAD.
Chairperson
14.ADJOURNMENT
The meeting adjourned at 9:55 p.m.on motion of J.Stewart.
G.HART,
Chairperson
2005 October 25...44
12.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -cont'd
RECOMMENDATIONS FROM THE 2005 OCTOBER 11 COMMITTEE OF THE WHOLE MEETING
That the Board approve the services and terms set forth inthe ietter of engagement regarding the
2004-05 audit.
Thatthe Executive Superintendent ofOperationsServices establish a committeeofElementaryand
Secondary School Administrators and Superintendents of Education w/hich will:
review/and respond to this ad hoc committee's report;
review the exemplary practices and processes already In place to assist students in need in
TVDSB schools,and share those practices and processes withall schools inthe District;and,
-review current funding sources to assist students In need, andwhere necessary and appropriate,
recommend sources for supplementary funds.
That the Executive Superintendent of Operations Services undertake a review of current Board and
Department policies,procedures and memoranda to ensure that they properly address the issues of
students in need and provide appropriate direction for parents.
Thatthe Director of Education initiate a review ofcurrentpracticestopromote coordination ofsystem,
family ofschoolsand individual school fund raising to avoid overlapping requests tothe community.
Thatthe Board supportthe recommendations oftheThames Valley Education Foundation Feasibility
Study related to the role of the Foundation in supporting school-based fund raising activities,
especially in-service training for school staffand volunteers on best practices,developing a fund
raising toolkit,promoting local school fund raisers,co-ordinating fund raising activities,providing
matching fundingfor some activities, and offering trainingand support for schools to establish fund
raising programs.
Thatthe Director ofEducationordesignate communicatethe following requests forconsiderationto
District School Council:
That District School Council (DSC)be encouraged to discuss exemplarypractices and fund
raising procedures at DSC and area council meetings;
- That District School Council be encouraged togather information from school councils regarding
school fund raising practices for presentation to TVDSB trustees.
That the Director of Education communicate the following request for consideration to the Thames
Valley Education Foundation:
ThattheThames Valley Education Foundation considerestablishinga bursaryprogram,with
clear application processes,to provide additional assistance to students In need,such as
funds for equipment or travel to pursue area ofstudy incurriculum.
That the Executive Superintendent of Operations Services prepare a follow-up report on the
implementation of the above recommendations to the Board by 2006 June.
That the Ad hoc Committee to Review Student and Parent Expenditures be disbanded.
That approval be granted to enter into negotiations withPlato Learning to purchase software forAdult
and Continuing Education.
The recommendations were adopted on motion of T.Roberts and L.Stevenson.
2005 October 25...45
12.REPORTS OF COMMITTEES -cont'd
d.REPORT OF THE CHAIRS'COMMITTEE 2005 October 19
9:30 a.m.-12:20 p.m.
MEMBERS ADMINISTRATION AND OTHERS
G. Hart (Chair) P.Settler B. Bryce
J.Hunter L.Stevenson S.Christie
1.APPROVAL OF AGENDA
The agenda was approved on motion of J. Hunter.
2.CONFLICTS OF INTEREST-none
3.REVIEW OF 2005 OCTOBER 25 BOARD AGENDA
The agendas forthe in-camera and public 2005 October 25 Board meetings were discussed.
It was agreed that following the In-camera meeting,trustees will hold an informal discussion
on the current committee structure and proposed school models.
4.AUDIT COMMITTEE
Executive Superintendent B.Greene joined the meeting to discuss the Board's interest in
establishing ofa BoardAuditCommittee. He noted the importance of member continuity on
the committee and community representatives having some expertise infinancial matters.
Caution was raised that the work of the Finance Department not be duplicated if the
committee was struck.
Director Bryce questioned if there was something trustees felt that Administration was not
doing that it should be,that required this committee.Chair Hart indicated the need for
transparency with the public to reinforce the perception that the Board's finances are
appropriately handled,and the need for recommendations to come to the Committee rather
than from the Business Department.This would provide the committee with a full
understanding of the Board's financial operation.He suggested that,Initially,itwould serve
for one year until the next election following which members would serve for three-year
terms.He noted that legislation Is being considered directing boards to establish such a
committee.
Supt.Greene indicated that the monthlyfinancial statements,presentations by the Board's
auditors,internal audit,etc.might be handled by the Audit Committee rather than being
brought to the full Board as is the current practice.He noted that itwould be necessary to
have the Board's auditors present at each meeting to ensure continuity and clarification of
the issues addressed and would be an added expense to the Board.
Committee members offered their views and it was suggested that a full review of the
Board's committee structure be undertaken.After a thorough discussion,the following
motion was moved by L.Stevenson and carried:
That the Board establish an Audit Standing Committee effective 2005 December 01.
5.COMMUNICATIONS
A letter from the Upper Grand D.S.B.regarding escalating fuel costs and the impact on
budgets will be added to the October 25 Board agenda under "Communications".
A letter from the Assistant Deputy Minister responsible for the Accessibility Directorate of
Ontario is available in the Trustee Conference Room for trustees'information.
2005 October 25...46
12.REPORTS OF COMMITTEES -cont'd
d.REPORT OF THE CHAIRS'COMMITTEE-cont'd
6.2005-06 BUDGET CONTINGENCY FUND
Director Bryce spoke to the anticipated 2005-06 contingency fund.He will provide an
overview ofthe funds availableat the October25 Boardmeeting. Supt. Greene described
the Transfer to Reserves reportto be broughtto the meetingand possible allocation ofthe
surplus subject to final audit.
Director Bryce sought clarification on the August 30 motion that $400 000 be identifiedfor
consideration toencourageschool-based Initiatives.Themechanismsfor implementing the
contentofthe motion istobe determined bythe Chairs'Committee and brought backtothe
Boardforapproval. Questions and concern regarding howthe funds wouldbe allocatedwere
raised. The process for considering and approving suggested initiatives was discussed.It
was suggested that a list be developed and posted for publicinput before decisions are
made.Trustee P.Battler moved the following motion:
Thatthe Board receivethe list of recommendations regarding possiblebudget priorities
at the 2005 October 25 Board meeting and seek public input from school councils,
employee groups,the community,principals and trustees for discussion at the November
15 Committee ofthe Whole for final approval atthe2005 November 22 Board meeting.
Following discussion, the motion carried. Itwas notedthat inputshouldbe directedtoChair
i^art.
7.CAPITAL PLAN UPDATE
Supt. Greene updated the Committeeonthe developmentofthe Capital Planand indicated
that boardsmay complete and file the data capture component of their long-term Capital
Plans by 2005 December 16 following which public Input will be sought. There is a
requirement thatthe needs and expectations ofthe BestStart program are submitted by
October 31. He advised that itmay not be possible to meet this timeline:however,the
potential location forsitesandhubs will be identified.Director Bryce noted the impact of this
initiative on boards'long-range planning.
Supt.Greene noted that it will be necessary to engage the CN Watson consultant to assist
in preparing the Plan.It was notedthat it will be necessary to reopen the motion of2004
November 23toamendthe timelines toreceivetheconsultant's report.The following motion
was moved by J.Hunter and carried:
That the following motion of 2004 November 23 be re-opened for further
consideration,specific to Parameter5 ofthe proposal that"the production ofany
report or recommendation be delayed until such time as the Minister of Education
provides the promised guidelines on school closure (school facilities review)":
That the proposal from C.N.Watson and Associates Ltd.to provide
consultant services to the Thames ValleyDistrict School Board at a fee for
professional services nottoexceed $65200 (excluding GST)inregardsto
a long-term accommodation plan for the Board be accepted and that the
Board enter into a contract with C.N.Watson to undertake a long-term
accommodation study.
After continueddiscussion ofthe matter, the following motion was moved byJ. Hunterand
carried:
That the Boardauthorizethe expenditure of up to $40 000 plus GSTforthe C.N.
Watson consultant to complete the Focus on Excellence report taking into
considerationthe new Ministry of Education guidelinesand requirements.
2005 October 25...47
12.REPORTS OF COMMITTEES-cont'd
d.REPORT OF THE CHAIRS'COMMITTEE
8.AGENDA FOR UPCOMING MPP MEETING
Agenda items for the next MPP meeting on 2005 November 04 were developed.Trustees
are invited to apprise the Chair of items of interest to them.
9.THAMES VALLEY DISTRICT SCHOOL COUNCIL PRESENTATION
It was noted that the Thames ValleyDistrictSchool Council has deferred its presentation to
the 2006 February Information Committee of the Whole meeting.
10.STUDENT ADVISORY COUNCIL AGENDA
The agenda for the upcoming Student Advisory Council meeting was discussed in
accordance with Board policy.The students will be asked to amend an agenda item to a
discussion of Board policy related to the distribution of political, religious and sectarian
materials.Other agenda items were suggested for the students'consideration.
11.STUDENT TRUSTEES'TRAVEL REQUEST -ONTARIO STUDENT TRUSTEES'
ASSOCIATION (OSTA)CONFERENCE
Chair Hart indicated that the costs for a student trustee who sits on the OSTA Executive to
attend the first meeting of the Executive will be covered by the Board.
The following motion was moved by L.Stevenson and carried:
That Student Trustees Dan Moulton and Matthijs van Gaalen be supported through
the student trustee PD funds to attend the Ontario Student Trustees'Association
conference in Toronto from 2005 November 04 -06.
12.OTHER BUSINESS
a.Parent Concern re Student Registration
A concern was raised over the number of students in Elgin County directed to transfer
to the Thames Valley system from the coterminous board.Strategies to address the
issue were offered.
b.Trustee PD Committee
Chair Hart suggested that in the new Board year,the Internal and External Trustee PD
Committees be combined.The following motion was moved by J. Hunter and carried:
That effective the 2005-06 Board year,one Trustee PD Committee be formed
combining the mandates of the Internal and External Trustee PD Committees.
It was noted that the External PD Committee is meeting on October 21.The internal
Committee will bring a report to the November 15 Committee of the Whole regarding
planning for the spring workshop.
13.DATE AND TIME OF NEXT MEETING
The next meeting was scheduled for November 16 at 9:30 a.m.in the Governor Simcoe
Room.
14.ADJOURNMENT
The meeting adjourned at 12:20 p.m. on motion of P.Sattler.
G.HART,
Chairperson
2005 October 25...48
12.REPORTS OF COMMITTEES -cont'd
d.REPORT OF THE CHAIRS'COMMITTEE
RECOMMENDATIONS:
1.That the Board establish an Audit Standing Committee effective 2005 December 01.
2. That the following motion of2004 November23 be re-opened forfurtherconsideration,
specific to Parameter 5 of the proposal that the production of any report or
recommendation be delayed until such timeas the Minister of Education provides the
promisedguidelineson school closure (school facilities reviev*^):
That the proposal from C.N.Watson and Associates Ltd.to provide consultant
services to the Thames Valley District School Board at a fee for professional
services not to exceed $65 200 (excluding GST) in regards to a long-term
accommodation plan for the Board be accepted and that the Board enter into a
contract w/ith C.N.Watson to undertake a long-term accommodationstudy.
3. That the Board authorize the expenditure ofupto $40 000 plus GST forthe CNWatson
consultanttocompletethe FocusonExcellencereporttaking into considerationthe new
Ministry of Education guidelines and requirements.
4. Thatthe Board receive the list of recommendations regarding possible budget priorities
at the 2005 October 25 Board meeting and seek public input from school councils,
employee groups,the community,principals and trustees for discussion at the November
08 Committee ofthe Whole for final approval atthe 2005 November 22 Board meeting.
5. ThatStudentTrustees Dan Moulton and Matthijs van Gaalen be supported through the
student trustee PD funds to attend the Ontario Student Trustees'Association conference
in Toronto from 2005 November 04 -06.
6. Thateffective the 2005-06 Board year,one Trustee PD Committee be formed combining
the mandates of the internal and External Trustee PD Committees.
G.HART,
Chairperson
Trustee Roberts commented that Recommendation 1 to establish an Audit Standing
Committee should be considered at the 2005 November 8 Committee of the Whole.
The following motion was moved byT.Roberts,seconded byJ.Hunter and carried:
That Recommendation 1ofthe Chairs'Committee reportof2005October 19 (Thatthe
Board establishan Audit Standing Committee effective 2005December 01)be referred
to the Committee of the Whole meeting of 2005 November 08 for consideration.
Recommendation 2 was adopted on motion of D.Anstead and J.Hunter.
Recommendation 3 was moved byJ.Stewart and J. Hunter.
L.Stevenson moved an amendment to Recommendation 3toadd "atthe current hourly rate
plus GST'.The motion failed as there was no seconder.
The,following amendment was movedby L.Stevenson,seconded byP. Sattlerand carried:
That Recommendation 3 be amended to add the words:"and assist with the
development of the Capital Plan".
2005 October 25...49
12.REPORTS OF COMMITTEES-cont'd
d.REPORT OF THE CHAIRS'COMMITTEE -cont'd
RECOMMENDATIONS -cont'd
Recommendation 3,as amended,was approved on a poll vote:
That the Board authorize the expenditure of up to $40 COO plus GST for the ON Watson
consultant to complete the Focus On Excellence report and assist with development ofthe
Capital Plan taking into consideration the new Ministry of Education guidelines and
requirements.
YEAS:D.Anstead,G. Hart,J.Hunter,T.Roberts,P.Sattler,L.Stevenson,
J.Stewart
NAYS:A.Cartier,S.Peters,
ABSTENTIONS:none
Student Trustee Moulton -nay
Student Trustee van Gaaien -yea
Recommendation 4 was adopted on motion of P.Sattler and L.Stevenson.
Recommendation 5 was adopted on motion of P.Sattler and L.Stevenson.
Recommendation 6 was adopted on motion of J.Hunter and J.Stewart.
The following motion was moved by L.Stevenson and D.Anstead and carried:
That Parameter #5 be removed from the original proposal from CN Watson.
e.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA 2005 October 25
IVIEMBERS PRESENT ADMINISTRATION AND OTHERS
P.Sattler (Chair) J.Hunter B. Bryce L.Hutchinson
D.Anstead S.Peters B.Greene S.Christie
A.Cartier T.Roberts C. Murphy C.Dennett
G. Hart (5:05)L.Stevenson M.Sereda
J.Thorpe
Regrets:J.Bennett,P.Jaffe,D. Mugford (LOA), J.Stewart
The Committee met in camera from 5:00 p.m. to 5:16 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 matters were discussed.
4.RISE AND REPORT
A motion to rise and report was moved by S.Peters at 5:16 p.m.and carried.
2005 October 25...50
12.REPORTS OF COMMITTEES -cont'd
e.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA
RECOMMENDATION:
That the Board approve a temporary (one year)increase of6.0 PTE Technical Support Analysts
in information Technology Services tobe deployed In the Active Directory Network Operating
System project.
P.SATTLER,
Chairperson
The recommendation was adoptedon motion ofP.Sattler,seconded byS. Peters.
13.MOTION -NOTICE OF WHICH HAS BEEN GIVEN
a.REQUEST FOR RECONSIDERATION
T. Roberts movedthe following motion,seconded byP. Sattler. The motion carried.
That the following motion of 2005 January 25 be reconsidered:
That the motion related to the Jack Chambers Public School addition be postponed
pending receipt ofthe C.N.Watson Inc.Report attheendof 2005 May.
The following motion was moved P. Sattlerseconded byT.Roberts:
That the Board authorize the Administration to move fonward with the designing and planning
of an addition to the Jack Chambers Public School.
J.Stewart andP.Sattler moved thatthe meeting be extended until 11:30 p.m.
The Sattler/Roberts motion was approved.
14.ADDITIONAL BUSINESS
a.METHADONE CLINIC
Trustee Anstead,in her capacity as the Board's representative on the City of London Safety &
Crime Prevention Advisory Committee,explained that,ata recent meeting,the London Police
Department presented information onthe Methadone Clinic located at three sites throughout the
City.Concerns were expressed at the close proximity of one of the clinics to H.B.Beal
Secondary School and the possible negative impact it may have on students.It was suggested
thatthe City ofLondon zoning bylaw limitation be reconsidered.The following motion was moved
by D.Anstead,seconded by A.Cartier and carried:
Thatthe Chairofthe Board write the City of London noting the Board'sconcern over the
location ofthe Methadone Clinic in close proximity to H.B.Beal Secondary School.
15.COMMUNICATIONS
a.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION -UPDATE
Trustee Stevenson advised that the OPSBA Program Committee met last week.Trustees were
asked to submitany itemsfordiscussion at the upcoming OPSBAmeetingto her.
2005 October 25...51
/\
15.COMMUNICATIONS-cont'd
b.STUDENT TRUSTEES'UPDATE
Student Trustees van Gaalen and Moultonprovided an update on the Student AdvisoryCouncil
(SAC)meeting held on 2005 October 21. Topics discussed includedthe purpose and goals of
the SAC as wellas the Board's Political/Sectarian/Religious Advertising Policy.
The students will be attending the Ontario Student Trustees'Association conference in Toronto
from 2005 November 04 -06.
c.EPILEPSY SUPPORT CENTRE
The Epilepsy Support Centre has nominated Bob Harvey as itsnew representative and Michelle
Franklin the alternate on the Board's Special Education Advisory Committee.The following
motion was adopted on motion of J.Hunter and L.Stevenson.
And resolved that Bob Harvey be appointed the representative of the Epilepsy Support
Centre and Michelle Franklin the alternate representative on the Board'Special Education
Advisory Committee.
d.UPPER GRAND DISTRICT SCHOOL BOARD
A letter was received from Robert Borden,Chair of the Upper Grand District School Board
requesting that Thames Valley support their motion of 2005 September 27 appealing to the
Minister of Education for financial support in dealing with escalating fuel costs and the impact on
school budgets.
e.LEARNING DISABILITIES ASSOCIATION OF ONTARIO
\The Learning Disabilities Association - London Region nominated Andrea Craig as its new
representative on the Board's Special Education Advisory Committee.The followingmotion was
adopted on motion of J.Hunter and L.Stevenson.
And resolved that Andrea Craig be appointed the representative of the Learning Disabilities
Association of Ontario on the Board's Special Education Advisory Committee.
16.NOTICE OF MOTION -none
17.QUESTIONS BY MEMBERS -none
18.GOOD NEWS ITEMS -"Did you know..."
Trustee Anstead attended the opening celebrations of the Cosmetology Lab at Clarke Road S.S.
London.
Trustee Hunter reminded everyone to attend one or more of the many anti-violence theatre group
student presentations scheduled for the school year.
Trustee Peters reported that she has attended many graduations and commencement ceremonies
and that students are very appreciative of the scholarship and bursary awards that assist infurthering
their education.
Trustee Stevenson reminded everyone that can food drives are being held by students in Elgin
County as well as across Thames Valley.
Chair Hart advised that many Woodstock students attended the Royal Canadian Mounted Police
awareness program entitled "Race Against Drugs".
I
Trustee Roberts advised the Education Week will be held from 2006 May 1 to 5 and the theme will
be "'Excellence:Making It Happen".Udates will be presented at subsequent meetings.
2005 October 25...S2
19.ADJOURNMENT
The meeting adjourned at 11:17 p.m., on motion of S.Peters and P.Sattler.
CONFIRMED:
Cliairperson
2005 October 25...53
SUMMARY OF APPROVED RECOMMENDATIONS OF 2006 OCTOBER 25
That the externally restricted transfers to reserves In the amount of $4 310 520 be approved.
That the internally restricted transfers to reserves Inthe amount of $3 488 672 be approved.
That the transfers from reserves inthe amount of $2 674 713 be approved.
That the 2004-05 operating surplus be transferred to Internally Restricted Reserves for future use as
approved by the Board.
That the Board approve the services and terms set forth inthe letter of engagement regarding the 2004-
05 audit.
That the Executive Superintendent of Operations Services establish a committee of Elementary and
Secondary School Administrators and Superintendents of Education which will:
review and respond to this ad hoc committee's report;
review the exemplary practices and processes already in place to assist students in need in
TVDSB schools,and share those practices and processes with all schools in the District;and,
review current funding sources to assist students in need,and where necessary and appropriate,
recommend sources for supplementary funds.
That the Executive Superintendent of Operations Services undertake a review of current Board and
Department policies,'procedures and memoranda to ensure that they property address the issues of
students in need and provide appropriate direction for parents.
' - That the Directorof Education initiate a reviewof current practices to promote coordination ofsystem,
family of schools and individual school fund raising to avoid overlapping requests to the community.
-That the Board support the recommendations of the Thames Valley Education Foundation Feasibility
Study related to the role of the Foundation in supporting school-based fund raising activities,especially
in-service training for school staff and volunteers on best practices,developing a fund raising toolkit,
promoting iocal school fund raisers,co-ordinating fund raising activities,providing matching funding for
some activities,and offering training and support for schools to establish fund raising programs.
That the Director of Education or designate communicate the following requests for consideration to
District School Council:
That District School Council (DSC) be encouraged to discuss exemplary practices and fund
raising procedures at DSC and area council meetings;
That District School Council be encouraged to gather information from school councils regarding
school fund raising practices for presentation to TVDSB trustees.
That the Director of Education communicate the following request for consideration to the Thames Valiey
Education Foundation:
That the Thames Valley Education Foundation consider establishing a bursary program,with clear
application processes,to provideadditional assistance to students in need,such as funds forequipment
or travel to pursue area of study incurriculum.
That the Executive Superintendent of Operations Services prepare a follow-up report on the
implementation of the above recommendations to the Board by2006 June.
That the Ad hoc Committee to Review Student and Parent Expenditures be disbanded.
That approval begrantedtoenter into negotiations with Plato Learning topurchase software forAdult and
Continuing Education.
2005 October 25...54
SUMMARY OF APPROVED RECOMMENDATIONS OF 2005 OCTOBER 25 -cont'd
- That the following motion of 2004 November 23 be re-opened for further consideration, specific to
Parameter 6 ofthe proposal that the productionofany report or recommendation be delayed until such
time as the Minister of Education provides the promised guidelines on school closure (school facilities
review/):
That the proposal from C. N.Watson and Associates Ltd.to provide consultant services to the
Thames Valley District School Board at a fee for professional services not to exceed $65 200
(excluding GST)inregards to a long-term accommodation planforthe Boardbe accepted and
that the Board enter intoa contract withC.N.Watson to undertake a long-term accommodation
study.
- That Parameter #5 be removed from the original proposal from CN Watson Inc.
That the Board receive the list of recommendations regarding possible budget priorities at the 2005
October25 Board meeting and seek public input from school councils,employeegroups,the community,
principals and trustees fordiscussion at the November08 Committeeofthe Wholefor final approvalat
the 2005 November 22 Board meeting.
- ThatStudent Trustees Dan Moulton and Matthijs van Gaalen be supported throughthe student trustee
PD funds to attend the Ontario StudentTrustees'Association conference in Toronto from 2005 November
04-06.
- That effective the 2005-06 Board year,oneTrustee PD Committee be formed combining the mandates
of the Internal and External Trustee PD Committees.
-That the Boardauthorize the expenditure of up to $40 000 plus GST forthe CNWatson consultant to
complete the Focus On Excellence report and assist with development ofthe Capital Plan taking Into
considerationthe new Ministry of Education guidelines and requirements.
-That the Board approve a temporary (one year)increase of6.0 PTE Technical Support Analysts in
Information Technology Services to be deployed in the Active Directory Network Operating System
project.
-That the Board authorize the Administration to move forward with the designing and planning ofan
addition to the Jack Chambers Public School.
That the Chair of the Board writethe Cityof Londonnotingthe Board's concern over the locationofthe
Methadone Clinic inclose proximity to H.B.Beal Secondary School.
-And resolved that Bob Harvey be appointed the representative of the Epilepsy Support Centre and
Michelle Franklin the alternate representative onthe Board'Special Education Advisory Committee.
-And resolvedthat AndreaCraigbe appointedthe representative ofthe Learning Disabilities Association
ofOntario on the Board's Special Education AdvisoryCommittee.