1/23/2007 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR BOARD MEETING.PUBLIC SESSION
2007,JANUARY 23,7:00 P.M.
BOARD ROOM,EDUCATION CENTRE
AGENDA
V-verbal
M -material
1.CALL TO ORDER V
2.O CANADA V
3.SPECIAL MUSICAL PRESENTATION - H. B.Beal Secondary School V
4.APPROVAL OF AGENDA M
5.OFFICIAL RECORD M
6.RECOGNITIONS V
-United Way Presentation
7.CONFLICTS OF INTEREST V
8.CHAIR'S ANNOUNCEMENTS V
9.DIRECTOR'S ANNOUNCEMENTS V
10.MINUTES OF THE 2007 JANUARY 09 BOARD MEETING M
a.Confirmation of Minutes
b.Business Arising from the Minutes
11.REPORTS FROM THE ADMINISTRATION
7:30 P.M.a.2005-06 Audited Financial Statement M
b.Primary Class Size Implementation -2007-08 M
c.Proposed Primary Class Size Additions M
d.Ashley Oaks/Rick Hansen Public School Reorganization Update M
e.Monthly Financial Reporting M
f.Departmental Updates M
12.REPORTS OF COMMITTEES
a.Special Education Advisory Committee,2006 November 07 M
b.SEAC Chair's Summary Report,2007 January 09 V
c Trustee PD Committee,2007 January 09 M
d.Trustee PD Committee,2007 January 18 (to be faxed)M
e.Budget Advisory Committee,2007 January 16 M
f.Chairs'Committee,2007 January 17 M
13.COMMUNICATIONS
a.Chair's Summary Update V
b.Ontario Public School Boards'Association -Update V
.c.Student Trustees'Update V
^d.Rogers Television -London M
e.Glencoe District High School School Council M
14.NOTICE OF MOTION
^a.Trustee J.Stewart M
15.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none
16.ADDITIONAL ITEMS
17.QUESTIONS/COMMENTS BY MEMBERS
18.ADJOURNMENT
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING,PUBLIC SESSION
2007 JANUARY 23
The Board met inregular session on 2007 January 23 inthe Board Roomat the Education Centre, meeting
in public session from 7:00 p.m.to 11:20 p.m. The following were in attendance:
TRUSTEES
J.Bennett
S.Doub
T.Grant
G.Hart
ADMINISTRATION AND OTHERS
B.Bryce
B.Greene
C.Murphy
M.Sereda
J.Thorpe
K.Dalton
P.Jaffe (+7:05)
J.Koscik (-9:00)
K. North (-9:05)
8.Peters
J.Empringham
K.Havelka
L.Hutchinson
B.Tucker
B.Wagner
K.Wilkinson
Regrets:F.Exiey,M. Hendrick, J.Stewart
8.Polhill
T.Roberts
P.Sattler
R.Tisdale
K.Bushell
S.Christie
C.Dennett
K.Meeson
J.Roth
W.Scott
1.CALL TO ORDER
Board Chairperson P.Sattler called the meeting to order.
2.12.O CANADA AND MUSICAL PRESENTATION
The appreciation ofthe Board was extendedtothe H.B.Beal Secondary School (London)Concert
Band and Conductor Eric Heidenhelm for leading in the singing of O'Canada and performing two
musical selections.
4.APPROVAL OF AGENDA
The agenda was amended tomove"Student Trustees'Update"(item14.b.)to follow 10.b.and add
a letter from Autism Ontario,London,as Item 13.f.on motion of 8.Peters,seconded by R.Tisdale.
The amended agenda was approved on rhotion of R. Tisdale,seconded byG. Hart.
5.OFFICIAL RECORD
8. Christie,Supervisor- Corporate Services, read the following official record into the minutes:
We regret to record the death of:
Mamie Jean McCracken,a teacher at Roosevelt Public School,London,on 2006
December 22;
Dan Cauchi,a teacher at Masonville Public School,London,on 2007 January 17;
and,
Mary Ellen Brown,a staffing officer at the Education Centre,London,on 2007
January 19.
2007 January 23...2
6.RECOGNITIONS
a.UNITED WAY
•qm'InltoH provided opening remarl(s regarding the Thames VaileySBUnitedWayc^paign held in Oxford,Elgin and London-Middlesex.Supt.Dalton introduced
for tSanmrfnf'representatives and the United Way committeeSheoaidtrS?tn th»ilt^toward attaining this year's successful fund raising campaign.camMilrt hir ^f".signifies"'contributions to past United Way
tSeT^dte^^x B^roS^jr'London-Mlddiesex campaigns and
ImoujTceatotalnfWs,!^^^^^^^and Oxbow P.S.pupils joined the cheque presentation toannounceatotalof$282 410 was raised in donations for the United Way throughout the systemwellovertheBoard's goal of $275 000.Sharon Lechner,Elgin United Way CoorS^r'
^"^ost successful campaign and for raising thisremarkableamounttoassistcommunityagencies.lu lui rd.bing tras
®advised that this new record,exemplified by all TVDSB students and staff the
I nnrtnn mvih!9°®'®Naming community.He noted that the United WayLondon-Middlesex had exceeded its $7M goal and reaffirmed Mary Ellen Bran's legacv o^
Thar^es Va'^llv cfordinit'r®'h appreciation to Supt.Dalton for assuming theThamesValleyco-ordinator's duties which resulted in another outstanding campaign.
7.CONFLICTS OF INTEREST -No conflicts of interest were declared.
8.CHAIR'S ANNOUNCEMENTS
S;v^en7eTt bl1h«ant^attl'^^els."®™'''"'
.She advtsed that a meeting has been arranged with MPPs for 2007 February 12 from 9*00 in-?n
aK a'fpmTTue^'d'.f askfd that new {«training.'^2°'to the focus meeting to complete their computer
9.DIRECTOR'S ANNOUNCEMENTS
2007January 23 from the Minister of
for funding in the amount of $2.5M Letters are to be d?itrih?rtp?f approved
weeks to many schools across Thames Vallev that suhmrttPri I™^!Ministry over the next fewparentsimprovestudentlearning.submitted creative and innovative projects to help
that they may require sfam^^^e IVIinistry.He noted
Board.W -Student Trustees on the
2007 January 23...3
9.DIRECTOR'S ANNOUNCEMENTS,cont'd
The Director reported that on 2007 January 24,the Ministry will be announcing an initiative on First
Nations Mete/inuit education.
He further announced that letters of resignation to retirement have been accepted from ExecutiveSuperintendentofOperationServicesJ.Thorpe and Superintendent of Education L.Hutchinson
effective 2007 June 30.Mr.Bryce extended appreciation to each of them recognizing their long and
dedicated service with Thames Valley and its predecessor London Board of Education.He
commended both Supts.Thorpe and Hutchinson on their outstanding leadership skills and integrity
in supporting student learning.
Both Supts.Thorpe and Hutchinson responded thanking colleagues and trustees for their ongoing
support during their rewarding career in education.
Chair Sattler also congratulated Supts.Thorpe and Hutchinson on their upcoming retirement.She
acknowledged on behalf of the trustees their significant contributions as educators thanking them
both for the opportunity and privilege of working together toward improving student learning.
10. a.CONFIRMATION OF MINUTES .^.u ..^^v.x
The minutes ofthe 2007 January 09 were approved on motion ofS.Polhill,seconded by I.
Roberts.
b. BUSINESS ARISING FROM MINUTES
Trustee Hart referred to the Oxford Technical Training Centre (OTTC)presentation (item 10.a.
of the January 9 minutes).The following motion was moved by G.Hart,seconded by T.Grant
and carried:
That the request for $10 000 from the Oxford Technical Training Centre be referred to the
2007-08 operating budget process.
11. REPORTS FROMTHE ADMINISTRATION
a 2005-06 AUDITED FINANCIAL STATEMENT
Executive Superintendent B.Greene Introduced D.Gurnham,Partner,and S.Hahn,Audit Senior
Manager.Deloitte and Touche LLP.J.Roth.Financial Manager,and J.Berkin,Business
Services Assistant,were introduced and thanked for their contribution to the audit presentation.
Exec Supt Greene explained that .currently,there are three different financial operations being
processed in Business Services (e.g..2005-06 fiscal year.2005-06 monthly financial statement,
and 2007-08 preliminary budget).The 2005-06 Audited Financial Statement for the year ending
2006 August31 was presented.
Exec.Supt.Greene advised that the 2005-06 fiscal year ended with an operating surplus of
$2.2M,representing 0.3 percent of the approved budget for the year.The Board approved the
2005-06 operating surplus be transferred to Internally Restricted Reserves as follows.
-$472 633 to be allocated to the 2006-07 budget as approved on 2006 August 29;
-$1 709647 for future useas approved bythe Board.
On 2005 August 30,the Board approved the 2005-06 Budget at $630.3M.Subsequent to Budget
approval,the Ministry of Education provided additional funding through one-time financial
assistance for transportation and utilities and a variety of new "restricted"grants.Other revenue
sources increased and a number of Transfers from Reserves from previous years were brought
forward for expenditures during the year resulting in actual revenues for the year ending 2006
August 31 of $651.3M.
2007 January 22 .d
11.REPORTS FROM THE ADMINISTRATION -cont'da.2005-06 AUDITED FINANCIAL STATEMENT -cont'd
Public Sector Accnuntino Board (PSAR)
recomm'endafcnf^requirement to adopt PSAB
va„ev Education Foundation.HoLttd'src^far:™
Deloitte &TouclnVLLPjjfcto^^Auditors'Report from
LLP was indicated as follows:op'nion.The opinion of Deloitte &Touche
records o^'^he L'iS'^ho°oirand of t^^recorded in thewhetheradjustmentsmightbeneceLarltoLhoolfundr.i^inTrevenue,net expenditures,financial assets and fIJiSpSn
ofSllT'ouctl^IXitht'c^^^^^not be possible or practica^o^^ain sa isfacW auZ.rff"f entities,it wouli
.n the future,capita,assets wil,also
•Reserve Funris
r^Mcted'TSaiiy^ThlrSel^esrat^arf as "externallytheEducationActare"externally restricted"and will onlv h^"5 I ®P®'='f''=requirements inAsaresulttheyareclassifiedasDeferredRevenueontLStatpm=P®"t.
Reserves set aside for special purposes bvthpRna?ri «•.of Financial Position.as Reserve Funds on the Statement of Financial Position'."restricted"and are classified
included in the 2005%VL'dfted'fina'I^d^^November 14 and are
Deferred Revenues -Fvtem^iiy RestrintPri
Special Education
Transportation Safety Program 327 733
Restricted Grants 157129
Student Pathways forSuccess
Student Literacy 61 643
Professional Development -Curriculum Implementation
Turnaround Teams Program Hemeniation 178 130ReportingEntityProject90377
Boys'Literacy 92499
School Council Symposium 10 888
Ontario Parent Involvement 5 992ManagingInformationforStudentAchievement(MISA)
$3 157 996
regulation or agreemtn^'The^r^ay nX'useVfor any oth°e7purposes"''''°®®®legislation,
'•N
2007 January 23...5
11.REPORTS FROMTHE ADMINISTRATION -cont'd
a.2005-06 AUDITED FINANCIAL STATEMENT- cont'd
Reserve Funds -Internally Restricted Reserves
Working Funds (2004-05 Surplus)$311 639
Working Funds (2005-06 Surplus)2 182 280
2005-06 Contingency
CleanerSafer Schools 1
Classroom Expenditures -School Budgets (Board Practice)2 631 697
Provisional Accounts 32350
Violence Prevention 1^3 673
Records Management 26 000
Trustee Professional Development (Board Resolution)1400
Property Loss
Supervisory Officers'Retirement Gratuity Reserve (Board Resolution)162 183
Princioal /Vice-Principal Staff Development (Board Practice)370860
$7517113
Note:These internally restricted reserves areset aside for specific purposes as approved by the
Board.The Defen-ed Revenuesand Reserve Funds Summary providing the balanceofeach
externally restricted and intemally restricted reserve at year-end was also presented.
Mr.Gumham provided an overhead presentation of the 2005-06 Audited Financial statements.
He explained that the management's financial reporting responsibilities are to maintain a cost-
effective internal control environmentincompliance with reportingand regulatoryrequirements,
preparation of the consolidated financial statements,as well as providing appropriate
management representations.Deloitte and Touche financial reporting responsibilities include
conducting an audit in accordance with Canadian generally accepted auditing standards,
expressing an opinion,and obtaining sufficient understanding of the internal control stnjcture.
Ms.Hahn confirmed that Deloitte and Toucheare independentofthe Board,thatthe audit was
performed in accordance with generally-accepted auditing standards and the approach was
consistent withthe AuditPlan presented on 2006 September 26.
Theauditwas conductedinaccordance with Canadian Generally Accepted Auditing Standards
(GAAS)and the firm's standards.No limitations were placed on the audit,with the exception of
the completeness of revenue of the school fund raising activities held throughout the year and
donation revenue related to Thames Valley Education Foundation.
The audit included examining,onatest basis,evidence supporting the amounts and disclosures
in the financial statements:therefore,not necessarily detecting all weaknesses,en-ors or other
irregularities that might have occurred.It assessed the accounting principles used and significant
estimates made by management,evaluated the overall financial statement presentations in
conformity with local government accounting standards established by the Public Sector
Accounting Board of the Canadian Institute of Chartered Accountants (PSAB).The audit included
an assessmentofthe adequacy of certain Internal controls in forming an audit opinion on the
Board's financial statements. Thenecessarytestsand procedures wereusedto form an opinion
on the financial statements.
Mr.Gurnham advised that Deloitte did not identify any evidence of fraud,misstatements arising
from error,irregularities or illegal acts that would materially affect the results for the year or the
year-end financial position as presented in the financial statements.No significant or unusual
transactions or materialuncorrected misstatements were identified.
2007 January 23...fi
11.REPORTS FROM THE ADMINISTRATION -cont'd
a.2005-06 AUDITED FINANCIAL STATEMENT -cont'd
rrr "r-rj
assets be included in the audit report.futures years will require that capital
Education budget/actual revenue and Gxnpnditiir utilities and transportation.Specialexternallyandinternallyrestrictedrese^e funds revre^uX^'pSAB
responded to questions posed by Trustees.Administration
Chair Sattler thanked Mr,Gumham and Exer 9iinf •Appreciation was also extended to Manager Roth andTp q
contribution in the audit process.Financial Services staff for their
b.PRIMARY CLASS SIZE IMPLEMENTATION -2007-08
implementation of2007-08 PrirlnTryaLsaze'K^D^^^introduced areport regarding theanoverheadpresentationusrq^xamote!n?'.h.?m r
Primary Class Size cap repuirld by thrMNlt'r^r^^^^^^^^^
PRIMARY CLASS SI7F rAP
What are the rules?ai die ine ruiRS /
hSor fSS™°'3(JK-3)Classes within the Board shall
haveTmorfthi't^
As of when?
fai?:!|ustmTr?rs"a?i;i°pte?eT"-Then compared with October 31 report.
What are the challenges?
-Funding is finite from the Ministry
-MusfcTn?d"errsK^^-Must decide what to do with dass siLs
and June and September?(e.g.,June 76r-!i S^pt 63%)
2007 January 23...7
11 REPORTS FROM THE ADMINISTRATION - cont'd
b.PRIMARY CLASS SIZE IMPLEMENTATION -2007-08 -cont'd
What are the challenges?-cont'd
Loss of enrolment equates toa lossofstaff (in September);
- Whatdowedoaboutthe 24^^.25'^26*^30"^early yearsstudent?
Dowe allow triple grades ifnumberswarrant It?
-Junior/Intermediate class average class sizes -What is too low?What is too high?
{Increased costs are unknown until 2007-08 student registrations are confirmed.Preliminary
estimates based on last year's efforts to meet the 75 percent Ministry target,and a "Virtual
Staffing"exercise completed in 2006 November indicates that the number of classrooms needed
tomeet Ministry Guidelines will exceed Ministry funding.)
The following timelineswere presented:
2007 February ^.
JK/SK advertisements and 2007-08 Registration Forms outto Communities,
2007 March 01
- 2007-08 Student enrolment numbers gathered from data base;
?°%re^minary Staffing Allocations and Organizations completed by District Elementary Staffing
Committee;
2007 March28 .,
-Preliminary Staffing Allocations and Organizations forwarded to Principals;
2007 April
-Principals and In-School Staffing Committees reorganize classes;
-Minor changes madedueto declaration of surplus;
2007 May-June x
"Snap shot"taken of school organizations to check compliance with Ministry Regulations,
Second week ofSchool to Thanksgiving - 2007 Fall
-Analyze "students In seats",class sizes,and compliance with Ministry Regulations;
- Close classes that are too smalldue to loss ofenrolment;
-Add necessary classes due to shifts in enrolment or additional enrolment.
Director Bryce commented that because of the funding shortfalls,it is not possible to meet the
targets as shown using the virtual staffing numbers presented.
Chair Sattler advised that the Primary Class Size report is intended for information and that
Trustees will need some time to reflect on the matter for discussion ata later date.Trustee
Peters asked about the validity of notifying the Ministry showing these types of examples.
Director Bryce assured her that discussions have been ongoing with the Assistant Deputy
Minister related to this matter emphasizing that TVDSB has already spent $1.3M for 18 extra
teachers in order to reach the 75 percent level.It was noted that this becomes more of a concern
to school boards with a number of small schools rather than larger boards such as York Region
DSB and Peel DSB with bigger classes.
It was noted that the Ministry has emphasized that the Primary Class Size initiative 20-1 is a
oromise that will not be broken.Trustee Hart advised that many discussions have occurred at
OPSBA regarding the effects of this mandate also noting that,at the provincial level,it is not a
problem for larger school boards.
2007 January 23..R
11.REPORTS FROM THE ADMINISTRATION -cont'd
PROPOSED PRIMARY CLASS SIZE ADDITIONSc.
P _MUUII lUNo
2006 October^"'''eal with projects already approved In
SL'^L'Kddlions'aTcti^petrSchools.The following report updated the Board 0^#^'
approval for additional funding to cover the co^t tn rnn t ^P''ojects and soughtaccommodationbutnoteligibleforPrimaryClassS^^Fundina
;aL"'t'^ac™dat"e Thrrs^cr^aL^Thll'^'r^J"P"P''requirements of 20 to 1.Ttie Board has approved thTl^rir®noted schools.approved that additions be constructed at the above
"A «.r.i..1...„
Public School only requires additional classroom^!fnr fh Forest Park
designs incorporated present accommodation hpTh Class Size initiative.Theschools.It should be noted that the Ministry wilfmrvTermTi^-Projections for theseusedtocreateaccommodationforthisinitiativeanrihac•Funding to bematingthis.Therefore,..ese addltll^l—
not utilized as w^th P^e^JloS^design Committee wasfirm,the Principal,the area SuperHenSand ?he LnnT^A^architecturalclassroomsandbestlocationfortheadditionsontLsTes''epu'red
attended aSchoLcoS meetlng^toSM Architect will or hasandansweranyquestionsorconcerns.The folloLgTe'r^^::;;,^^^^^^^^^
OVERVIEW OF PRn.[FrT_Q
1.CHIPPEWA PUBLIC SCHOOL
Architectural Firm:Malhotra Nicholson Architects.
Existing OTG 515
New OTG 607
ADDITION
•aim.,,ModitoHm to IK „J.„a n,ae„|CSfti •
BUDGETDesignand Construction $1 057 536
NOTE
?•construction contingency allowance2.All cost are net G.S.T.
2007 January 23...9
11.REPORTS FROM THE ADMINISTRATION -cont'd
c.PROPOSED PRIMARY CLASS SIZE ADDITIONS -cont'd
FUNDING
PrimaryClass Size $ 91 ,586
Reserve Funds $232 500
Total $1 007 586
SCHEDULE
School Council Meeting 2007 February 5
Tender Period 2007 February
Construction 2007 March 01
Substantial Completion 2007 August 15
Addition Occupancy 2007 September
OVERVIEW OF PROJECTS
2.CLARA BRENTON PUBLIC SCHOOL
Architectural Firm:Cornerstone Architectural.
Existing OTG 474
New OTG 543
ADDITION
A second storey will be added tothe additionrecently constructed at the school. The addition
will include2 PrimaryClass Size classrooms;1additional classroom,resource room,student
washrooms,staff washroom and stainway.
BUDGET
Design and Construction $1 031 664
NOTE
1:Includes 5%construction contingency allowance
2:All cost are net G.S.T.
FUNDING
Primary Class Size $ 915 414
Reserve Funds $116 250
Total $1 031 664
SCHEDULE
School Council Meeting 2007 January 26
Tender Period 2007 February
Construction 2007 March 01
Substantial Completion 2007 August 24
Addition Occupancy 2007 September
2007 January 23...in
11.REPORTS FROM THE ADMINISTRATION -cont'd
c.PROPOSED PRIMARY CLASS SIZE ADDITIONS -cont'd
OVERVIEW OF PRn.lFnT.c;
3.FOREST PARK PUBLIC SCHOOL
Architectural Firm;Malhotra Nicholson Architects.
Existing OTG 457
New OTG 503
ADDITION
^^2 The addition
added to the existing parking lot.parking will be
BUDGET
Design and Construction 54^^
NOTE
1.Includes 5%construction contingency allowance
2:All cost are net G.S.T.
FUNDING
Primary Class Size 04^1 q.7
Reserve Funds
Total $411917
SCHEDULESchoolCouncil Meeting 2007 January 22
rlTJr 2007 FebruaryConstruction2007MarrhSubstantralCompletion2007August24
Addition Occupancy 2007 September
RECOMMENDATION-
reserve fund to cover
funding as follows:®"9ible for primary class size
Chippewa Public School $232 500
Clara Brenton Public School $116 250KensalParkPublicSchool$232 500
Total $581 250
The recommendation was adopted on motion of P.Jaffe seconded bv T Rnharf t .
Bennett was absent during the vote.seconcea Dy T.Roberts.Trustee
2007 January 23...11
11.REPORTS FROMTHE ADMINISTRATION-cont'd
d.ASHLEY OAKS/RICK HANSEN PUBLIC SCHOOL REORGANIZATION UPDATE
Supts.Thorpe and Hughes presented a report regarding implementation of the approved plan
to reorganize Ashley Oaks/Rick Hansen Public Schools to the Junior Kindergarten -Grade 8
model of program delivery.
Subsequent to approval from the Board on 2006 June 13 for reorganization of the two schools,
a Transition Teamwas established with representatives from Ashley Oaks,Rick Hansen and
White Oaks Public School communities.Eachteam included school administration,staff and
parents.
The Transition Teammetonthreeoccasions:2006October24,November 13,and2007January
16 and focused upon three key areas —Staffing,Programs/Resources and Facility.Aworking
group was established for sub categories related to Programs and Resources dealing specifically
with Instrumental Music,Library I Information Technology and Core Curriculum.Each group is
currently involved In identifying implications,costs and processes necessary for the successful
transition ofstudents ofGrade7 for2007September and ofGrade8 for2008September.
A meeting has been arranged with Human Resource Services to discuss issues related to the
transfer ofstaff. School Councils at each of the schools have been updated monthly bythe
respective Transition Teams.Each has reported that the transition process Is unfolding well.
Asmooth implementation of the new structures for Ashley Oaks and Rick Hansen Public Schools
for 2007 September when the current grade 6 students remain at their respective school for their
grade 7 year isanticipated.
e.MONTHLY FINANCIAL REPORTING
Exec.Supt.Greene presented the month-end financial report asat 2006 December 31.The
year-to-date activity was provided and included a summary of revenues,expenditures by
expenditure type,expenditures byarea, and expenditure type.
f.DEPARTMENTAL UPDATE
Business Services
Facility Services Projects and Maintenance Capital Projects initiatives included:Additions at
Strathroy District Collegiate Institute,Algonquin Public School,and Hickson Public School;
Primary Class Size Additions at Chippewa,Clara Brenton,Forest Park and Kensal Park
Public Schools;summer placement ofportable classrooms.School Renewal Program,Good
Places to Learn and the Energy Management Program;
Financial Services initiatives included an interim budget of 60 percent allocated to
schools/administrative departments for supplies/services,furniture/equipment and staff
development during 2006 September.These budgets have now been adjusted to include
the 40%holdback.
Financial Services Is in the process of upgrading the Board's current financial system (BAS)
to the next generation BAS2000.This upgrade is a user-friendly system with more flexibility
and increased security measures.Users will be provided with additional functionality which
is not currently available.BAS2000 allows greater efflclencies in account review and enables
users to generate queries and standardized reports for their accounts.In addition,users will
be able to complete some journal entries and budget transfers on-line eliminating the need
for manual processing.BAS2000 will be rolled out in phases over the next five months.
2007 January 23...12
11.REPORTS FROM THE ADMINISTRATION -cont'd
.DEPARTMENTAL UPDATE -Business Services -cont'd
Support Services update included"
student load capadtyon^he Ses ufflbinn continues while maximizing
transportation software.Edulog optimization feature on the
W^^SSSSSB
Director's Services
Knollwiod Parrand^NoZ^^^^Immersion,Stoneybrook,
a..acK Chambers
Mee«nSo™tsk Fort trEndTomPn"^h'Administrators'London Ambassador Program Meetinq The State^of^thP IVIeetIng,City of
Mayor;Junior Aohievem^ntBo"aaL'g!o%'BT^^^
asking for female volunteers for tSfMdfng^rh:ul°es:^^^^^^^^^^^^^
of aschool that would servro^n^y"NttrrstuS^^^^^^an update on his visionandSupt.Hutchinson also me't He
regarding a shared services symposium.®P'"°Posal
-Staff Development initiatives included:New Tearhpr Pmnror^m -r .
Conference,New Teacher Mentnrc Qnor.-r J^ogram,New Teacher Winter
c'l,"l'uSn^"e'hPc™°f Thames ValleyinordertoupdatedatabasesensurinomPQc^nf1/"communication contacts
possible audience:support of the new state nf?hP reaching the widesttheVOIPclubon2007JanuarvI?telephone system.CEC South joined«,Km,»as:"?'
forthe system management project planned
2007 January 23...13
11.REPORTS FROM THE ADMINISTRATION -cont'd
f.DEPARTMENTAL UPDATE • Director'sServices -cont'd
P.Martin,IVIanager,Human Resources,IWanager's Group representative,was elected 2007
Chair of a committee that includes representation from employee groups from across the
District.
Our Vision initiatives included Vision Advisory group's proposed plan for P.D.Vision
inservice sessions for Trustees;and planning the Education Week theme,"A Caring,
Learning Community Achieving Together",released to schools and community partners
the end of 2007 January.
Human Resource Services
-Benefit staff have notified all retiree benefit plan members ofthe new rates effective 2007
January 01.Confirmation of enrollment will continue throughout the month;
-Disability Management continues working with approximately 58 staff members in their return
to work programs asa result of non-occupational and occupational illnesses and injuries;
For the month of 2007 January the activities ofthe Thames Valley District School Council
(TVDSC)included:u u •
The TVDSC chairperson continued email correspondence with more than 500 school
council contacts.All email communication to school councils canbe found onthe TVDSB
web site.Recent communication Included:
-upcoming meeting dates for District and Region School Council;
- TVDSC Bylaws Revisions;
-Parent Involvement Funds;
-Parents Reaching Out (PRO)Grants;
- NewProfessional Development Days - two dates added;
-Input requests forvarioustopics.
-The parent members that represent TVDSC and school councils on the Thames Valley
Capital Plan Advisory Committeeare;
- Elgin- Carolyn Walker
-Oxford -Brenda Hopkins
-Middlesex -Arlene Morell
-London -Jeff Scott
The TVDSC members continue planning the4th Annual School Council Symposium to
be held in Toronto on 2007 April 27.Invitations will besentto all Ontario school boards
before the end of January.
-The TVDSC is gathering school council Input regarding the Ministry of Education Funding
Formula until theendof January.The TVDSC received notification thatthe Ministry is
continuing to accept submissions regarding further Improvements to the funding model.
Input from school councils that has already been gathered plus additional school council
input will besent by TVDSC to the Minister in early 2007 February.
The TVDSC once again will host a workshop for school council members as part of the
TVDSC Annual School Council report recommendation.The workshop will be held on
Thursday,January 25 prior to the TVDSC meeting.Topics to include:principal profile
revision/creation,communication strategies and ways to increase school council
membership.
2007 January 23...14
11 -REPORTS FROM THE ADMINISTRATION -cont'df.departmental update -Human Resource Services -TVDSC update -cont'd
-Thursday.2007 January 25
- Thursday, 2007 March22
Upcoming meeting dates for Region School Councils-
East Region -held at CEC East (3''^floor WCI)
-Wednesday, 2007 March 07
-Wednesday,2007 May 09
South Region -held at CEC South
-Wednesday 2007 March 21
-Wednesday 2007 May 23.
-An elementary teachers recruitment analysis was provided;
"-^^2 (the total includes 70 OTE on leave)are retirees.Long-term Occasional Assignments -214 (5 filled by retirees)
AJoint Committee has been established with representatives of CUPF 4999R /ofR ^
Operations Services
"Srsel^on
Elementary Staffing forms are being reviewed with the District 9fpffinn romn^-H -j
2007 January 23...15
11.REPORTS FROM THE ADMINISTRATION -cont'd
f. DEPARTMENTAL UPDATE -OperationsServices -cont'd
The draft Independent procedure,"Pupil Accommodation and Facility Organization",has
been developed consistent with the recent release of the Ministry of Education on Pupil
Accommodation Review Guidelines and posted to the Board Web site for comment until
2007 February 14;
Work continues on the development of the Draft Generic Valuation Framework which will
be part of the final "Pupil Accommodation Review Guidelines."The Generic Valuation
Framework will be based on the Ministry direction and will be structured based on the
following four areas for the review of the school interms of Its:
-Value to the Pupil;
-Value to the School Board;
-Value to the Community;
-Value to the Local Economy.
- The next New Administrators'Session is being held on 2007 January 25 at the Board office.
Business Services Isleading the moming session with information on Student Admissions,
Enrolmentand Funding,Budgets, Non-BoardFunds,P-cards,Insurance andTransportation.
The afternoon will beginwithSharron Christiepresenting on Freedom of Information followed
by the three CEC Supervisors,NancyWarner,Carolyn Blewett and Sandra Thornton,
presenting an Operations Services "Nuts and Bolts"overview;
Research &Assessment has undertaken/completed thefollowing major project components
during late 2006 December and early 2007 January;
2006 OLSAT system summary report;
DRA- distribution of historical,school level report of Primary DRA,student feedback
from the 2006 November SAVE conference;
Consultation with school data use teams;
Analysis of data on unsuccessful OSSLT students;
Data analysis of Lighthouse projects reportforOperations Council;
Budget tracking of 2006-07 LOG expenses and support for school-based projects;
Instructional Intelligence Needs Assessment for CEC South,template for summarizing
research literature;literacy research summary prepared for department web site;
Finalized/distributed Story Reformulation SK assessment data collection form to Early
Years Literacy coaches;
Action research on use of Smart Boards;
School boundary entry for mapping projects;
Student level feeder school reports re EQAO grade 9 assessment;
Extract for Student Data Collection process for EQAO OSSLT;
Graduation rates data definitions and analysis;
Course credit information provided to establish secondary school budget needs;
Processing and approval ofexternal research requests continued;
Approval proceduresand supportdocumentsfor external research requests prepared;
Supervision of student thesis on TVNELP program;
Planning for Regional MISA Research Symposium;
Preparation as facilitator forOntarioEducationResearch Symposium;
Analysis and report preparation of school-based assessment material (DRP and Level
Reading Assessments) toelementaryand secondary school staff;
Updates and postingto Research and Assessment web site;
Updates to Research andAssessment dataarchives for tracking,analysis and reporting;
Developed support documents andpresented report on Early Development Instrument
to Operations Council;
Analysis of EDl data compared to local assessment data undertaken;
Designed data collection process for OSSLT practice assessment;
Processed approved applications for LOG - school-based Initiatives;
2007 January 23.-lfi
11 -REPORTS FROM THE ADMINISTRATION -cont'd
•Operations Services-cont'dResearch &Assessment - cont'd
Processing Junior DRA assessments*
:
Develop,nganalysisprotocolforexaminationofReadingRecoveryandKeystoLiteracydata.
-^rifect;save Conference,and Fourth R
The following motion was moved by T.Grant,seconded by R.Tisdale and carried:
via^gr^S
this information be shared at the d
preliminary budget process to facilitate?hp .Possible,to assjst with the 2007/08
students of the TVDSB.'consideration of good program decisions for all
Program Services
Special Education update included'
finalized for observation teams and focus qrouos to obta?n ®
sri-nir-"—-,or Changes
"?h°rn,fn"h°^np1™"i Special Education Teachers
Ken Overeem worked with ^ese telcherT in
together to use the DRA assessments frnm fhoir oh J f ™''®'"•°"9ht
to improve students'readina levels In aririmn t "about Shared Reading
-Educational Assistant P.D.Day
2007 January 23...17
11.REPORTS FROM THE ADMINISTRATION -cont'd
f. DEPARTMENTAL UPDATE -Program Services -cont'd
Special Education -cont'd
Community Forumon Transition to School with Thames Valley Children'sCentreStaff
On October 23, the Special Education LearningCoordinators and over 40 TVCCstaff met
to discuss the issue of transition to school at the Early Years'levei.Discussion focused on
the following themes:supportingfamilies,social-emotionalsupport, developingabilitiesand
on-going collaboration,planning and communication.There were nine "next steps"
recommendations included,two were included as follows:
Establishing a "Transition"group of all community partners to develop a " best
practices"list;
Establishing a "case-manager"fromthe EarlyChildhoodgroup, similartothe CSCN
model.
Non-Violent Crisis Intervention training
Effective2007 January 01 the Board will be using Behaviour Management Systems (BMS)
forthe trainingofstaff innon-violentcrisis Intervention.Staff who have been trained under
Crisis Prevention Institute, (CPI),will be considered certified until their usual time for
recertlfication under CPI occurs;
Gifted Nexus Conference
The Gifted Team Is hosting a NEXUS Conference on 2007 March 22 which takes place at
Ross Secondary School with 200-250 identified students In grades 7 through 12 expected
to attend.The theme is "The Worid Around Us".The keynote speaker is Lisa Andrews.The
students will be able to choose to attend four of 19 workshops offered,some of which
include:CSI -NEXUS Style....with the City of London Police (Innovationsin crime-solving),
STOMP!- NEXUSStyle withBruce Dunn ofTVDSB(drumming), BOXONI....withJudith
Henry (Olympic style boxing techniques with a focus on fitness),Moose-ology ....with Bob
Hansen (wilderness photography tips and techniques).Dig "It!withChris Ellis of UWO
(local archeology digs and opportunities),Picture Thatl....wlth Blair Robertson of TVDSB
(digital photographytipsand techniques), and Everyday Heroes....with London Emergency
Services.
Elementary Developmental Subject Council
A steering committee of seven teachers of elementary D.C.classes has begun planningfor
an inauguralmeeting of the TVDSB Elementary Developmental Subject Council.The first
meetingforpresentation toallinterestedteachers and educational assistants will take place
on 2007 April 23, from 4:00 to 6:00 p.m. inthe Thames Room;
School and Community Services and Special Education have recently submitted the
Assessment Capacity Building Plan -Application for Fundingto the Ontario Psychological
Association to receive the $580 000 allotted to TVDSB.The money is to be used to reduce
wait times for students inJunior Kindergarten through Grade4 requiring Psychological and/or
Speech and Language Assessments;
enhance teacher capacity to provide effective programming for students provided with
professional assessments;
Improve literacy/numeracy forstudents provided with professional assessments;
sustain assessment process improvements for the long term.
The first phase ofthe plan istohirestaffto administer assessments tothosestudentsonthe
waiting list.At the present time there are 177 students waiting for a psychological
assessment and 390 students waitingfora speech and language assessment.The average
wait time for an assessment is 17 weeks and 12 weeks respectively;
2007 January 23...ia
11.REPORTS FROM THE ADMINISTRATION -cont'd
f.DEPARTMENTAL UPDATE •Program Services
cont'd
=~HS=£s=S==
^taKcembe?
S£Si^=SS=S=
The Administration responded to questions posed by Trustees.
\
2007 January 23...19
12.REPORTS OF COMMITTEES
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE 2006 November 07
12:15 p.m. - 3:00 p.m.
Members
R.Tlsdale,Thames Valley District School A.Craig,Learning Disabilities Association -London
Council (Chair)Region (LDA-LR)
P. Sattler, Trustee A.Loebus,London Down Syndrome Association
L.Stevenson,Trustee (+I2:55p.m.).«,
C Thamrnavongsa,Association for Bright B.Booking,Thames Valley Children s Centre
Children (Thames Valley)(-i:50p.m.)D.Root,Thames Council of Home and School
S.Wilson,Community Living London,Association
Oxford,Elgin,Middlesex Barbeau,VOICE (+i:00p.m.)
A.Morse,Easter Seal Society
B. Harvey, Epilepsy Support Centre
P.Gillis,Integration Action for Inclusion
London Chapter (lAl)
Administration and Others
P. Cook,OPC - Elementary Principal C.Murphy,ExecutiveSuperintendent, Program •
J.VanBommel,Secondary Principal Services
(+1:36p.m.)B.Tucker,Superintendentof Education
M.Hubert,Corporate Services Assistant B.Noble,Learning Supervisor
G. Ball,Corporate Services Assistant
Regrets: B.Hoffman,D.Anstead, C. Oke, B.Montminy,
Absent:G.McGahey,C. DeKelver,
Guests:J.Davidson,R.Salazer.
1.CALL TO ORDER
The meeting was calledtoorderat 12:17 p.m.in the London Room atthe Education Centre.
2.CONFIRMATION OF AGENDA
Amotionto approve'the agenda as printedwas moved and carried.
3.CONFLICTS OF INTEREST
No conflicts of interest were declared.
4.REPORT OF MEETING FROM 2006 OCTOBER 02
The 2006October02 reportwas correctedtoreflectthat L.Stevenson had sent regrets.
A motion to approvethe reportas amended was movedand carried.
5.SPECIAL EDUCATION BUDGET -OCTOBER 25 FORUM
Adiscussiononthe Special Education Budget was heldand a draftreportwas distributed.
The draft report istobe reviewed bythe Committee for discussion atthe next meeting.The
2006October25Forum allowed various community partnerswhoworkwith high-risk,special
needs students to discuss the concern ofincreasing needs and decreasing funding.It was
noted that the Ministry of the Child prepared research information in the past and that
research data isavailable in document form.Thisdiscussion concludedthat moreresearch
in this area is required.
2007 January 23...2n
12.reports OF COMMITTEES-cont'd
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd
6.SPECIAL EDUCATION PLAN REVIEW
on Toi)TSctobIr"''l'?and Th'"®Council Conference heldon^uub uctober 12 and 13.The event focussed on the amendments to the soeclai
HI discussion ensued on the Ministry'sbyotherschoolboards,funding constraints and time-line issues
be™thTsfudents°programming and funding is a
"oTe'DecLttrr^SEACdiscussionat thedebatewnrfL'u^ol^roVl—^^^^^^
=rS7aThfrTa&;r a=-d^
for the new
7.SEAC UPDATES -BEN LEVIN MEMORANDUM
re'rardinrthe''fransrmato information and direction
concerns this committee°has 'rhlte mto"Lreruestth™S brion^informed of changes to Special Education lliLt^e Twt conSt^^^^•
no,necessary for thecommittee'sapprovalandtheletter is toTetnfdlec'ry?™^
E»mTSTS^'"'"'1)01.i.dic.,i„,
8.PARTNERSHIPS FOR EXCELLENCE
programs because of discontinued funding issues occurs.
Amotion for a five-minute extension was moved and carried.
2007 January 23...21
12.REPORTS OF COMMITTEES -cont'd
a. REPORTOFTHESPECIAL EDUCATION ADVISORY COMMITTEE - cont'd
9.CORRESPONDENCE
9.1 SPECIAL EDUCATION NEWSLETTER -OCTOBER 2006
The 2006 October editionofthe Special Education Newsletterwas received.
itwas notedthatthree groupshavenot submitted letters nominating new members
for SEAC.It wasrequestedthatthe Associations submit this information toJ.Parker
(519-452-2046),as soon as possible.
10.FORUM:ASSOCIATION UPDATES
The ABC Newsletter and the ABC 2007 April conference information flyer were made
available for members to pick up.
P.Gillis announced thatthe Coaching to Inclusion Conference is still taking registrations for
the2006 Novemberevent. TheThames Valley SpecialEducationdepartment will coverpart
ofthe registration fees. For further detailscontactJ. Parker.
Workon the TVDSB - SEACwebsite is continuing.Itis anticipatedthat the website will be
up and running In the near future.
11.FUTURE AGENDA ITEMS;
October Reports
Destinations/Pathways
Transition Planning
12.ADJOURNMENT
A motion to adjournwas moved and carriedat 3:03 p.m.
RECOMMENDATIONS:none
R.TISDALE,
Chairperson
b.SPECIAL EDUCATION ADVISORY COMMITTEE CHAIR'S SUMMARY 2007 January 09
The following are highlights of the Special Education Advisory Committee meeting held on 2007
January 09.Afull report will be presented to the Board at the 2007 February 13 meeting.
Snecial Education Svmoosium
A report from the 2006 October 25 Special Education Symposium was reviewed by SEAC.
Additional copies have been distributed to all Trustees.Supt.Blair and Bev.Noble,Learning
Supervisor,will prepare an Executive Summary of the data from the report for the February
SEAC meeting.
Guiding Principles -Budcet Development
Guiding Principles for the development of the Budget and staffing for Special Education was
discussed.The discussion reinforced that the budget should be based on student needs and the
highest priority Isstudent learning.
New SEAC Members
As well as new trustee members on SEAC there are also other new representatives.New
members are to be matched with a mentor on the Committee.Orientation sessions will be held
from 10:00 to 11:45 a.m.,on 2007 February 06 before the regular SEAC meeting at 12:15 p.m.
2007 January 23..-g9
12.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE TRUSTEE PROFESSIONAL DEVELOPMENT COMMITTEE
2007January09
3:00p.m.-4:15 p.m.
MEMBERS administration &OTHERS
T.Roberts S.Polhlll S Pullam
J. Stewart P. Sattler
Guest Trustees:T.Grant,J.Bennett
1.approval OF AGENDA
The Agenda was approved by motion.
2.ELECTION OF CHAIRTerryRobertswasnominated and acclaimed Cliair of the Committee,
3.ATTAINMENT OF OUR VISION
This year's initiative will ask '
a flower with 8 petals Each srhnnr/HonaJ?,produce a template in the shape of
drawings,words or stories which focus on achlevemenUnd'ho^^^^^^^
pnnciples.It was suggested that the Trustep<;^^®be Included with all tL other submlssbn^^^^^^^
agreed to move forward on this prolect T RnhprfjI Education Week.It was
photos on file which could be used for this ournn^Pandupcomingphotoopportunitieswillbevaluablein thls^'regaT^^
proposal for Implementation ofa TruLe Vision f ®for review and discussion.process forthis year to the next P.D.meeting
4.UPDATE ON 2006-2007 P.D BUDGET
process and provide clar®y?n regard to ~^of Trustee P.D.funds.ItwL also suggesfedSwfwoSri disbursement
practices andto build on them.opportunity to review past
5.NEW BUSINESS-none
6.date AND TIME OF NEXT MEETINGAworkinglunchwillbescheduledforThursday,2007 January 18 at 12:00 pm in the Oxford
2007 January 23...23
12.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE TRUSTEE PROFESSIONAL DEVELOPMENT COMMITTEE-cont'd
7.ADJOURNMENT
The meeting was adjourned at 4:15 pm.
RECOMMENDATIONS -none
T.ROBERTS.
Chairperson
d.REPORT OF THE TRUSTEE PROFESSIONAL DEVELOPMENT COMMITTEE
2007 January 18
12:00 p.m.-2:00 pm
MEMBERS ADMINISTRATION &OTHERS
T.Roberts (Chair)S.Polhill S.Pullam
J.Stewart
1.APPROVAL OF AGENDA
The Agenda was amended and approved by motion.
2.APPROVAL OF MINUTES OF 2007 JANUARY 09 MEETING
The minutes of the 2007 January 09 meeting was approved by motion.
3.BUSINESS ARISING FROM MINUTES -none
4.ATTAINMENT OF OUR VISION IN-SERVICE
A draft Action Plan Proposal was presented by P.McKenzie,Supervisor,Attainment of Our
Vision,which outlined an In-Service Model for Trustees to familiarize the "Our Vision"
initiative as it.relates to Trustees.The in-service considered would be done in phases with
the first one being as a one hour session before a meeting in February or March.It was
suggested that the Chairs'Committee consider a PD session inlieuofan in-camera meeting.
The following recommendation is presented for consideration by the Board:
That trustees consider the Trustee In-Service/Professional Development Proposal for up
coming in house Trustee professional development with "Our Vision"as the focus.
5.EDUCATION WEEK INITIATIVE
P. McKenzie explained the initiativefor Education Week which all schools,departments and
facilities will be asked to participate in.The memo which will be sent to the system along with
a template was provided outlining the criteria and process for submitting a flower shaped
coroplast board which should reflect this year's theme - A Caring, Learning Community -
"Achieving Together".It was suggested that the Trustees participate in this Initiative.8.
Polhill agreed to prepare a draft to bring to the Trustees in anticipation of making a
submission for Education Week.
6.2006-2007 BUDGET REVIEW
There was discussion related to the Trustee 2006-2007 Budget.The following
recommendation was presented for consideration by the Board;
That in the Budget preparation for 2007-2008,the Supplies and Services (Trustees'
Office)budget be set at $65 000 as per Ministry Guidelines.
2007 January 22...7d
12.REPORTS OF COMMITTEES -cont'd
d.REPORT OF THE TRUSTEE PROFESSIONAL DEVELOPMENT COMMITTEE-cont'd
A request of funds/proposal for REPORTING OF PD
That the proposal for aprocess for Request for P.D.Funds be adopted that the Trustee Pn
Reflectionsrrj°^^S%'^°^^^^^^^^^^^
8.OTHER BUSINESS
a.HIGH SPEED INTERNET SERVICE
b. STAFF DEVELOPMENT
pnor to the event so that trustees can be registSteTefsrualytw^^^^^
9.NEXT MEETING -To be determined.
10.ADJOURNMENT
The meeting was adjourned at 2:00 p.m.
RECOMMENDATIONS;
2007 January 23...25
12.REPORTS OF COMMITTEES-cont'd
d. REPORTOFTHE TRUSTEE PROFESSIONAL DEVELOPMENT COMMITTEE-cont'd
RECOMMENDATIONS -cont'd
3. That the Trustee P.D.form be completed for all trustee P.D.activities and that the
Professional Learning Session Reflections form be completed bytrustees after all P.D.
sessions.
T.ROBERTS.
Chairperson
The Recommendations 1and 3were adopted on motion ofT. Roberts,seconded byS.Polhill.
Recommendation 2 was amended byfriendly amendment to readl
That in the Budget preparation for 2007-2008,consideration be given to setting the Trustees'
Officebudget at $65,000 as per Ministry Guidelines.
Itwas moved byT. Roberts,seconded byS.Polhill and carried.
e. REPORTOFTHE BUDGET ADVISORY COMMITTEE 2007 January 16
3:00 p.m.-4:30 p.m.
MEMBERS ADMINISTRATION AND OTHERS
T.Roberts (Chair)R.Tisdale B.Greene 8.Macey
F.Exley P.Sattler (3:50)J.Roth S.Christie
Trustee Visitor: T.Grant (3:50)
P.Hearse C.Dennett
R.Kamphuis
1.ELECTION OF COMMITTEE CHAIRPERSON
Trustee Terry Roberts was nominated and acclaimed tothe position of Committee Chair for
2007.
2. APPROVAL OF AGENDA -The agenda was approved.
3.CONFLICTS OF INTEREST-none declared
4.REVIEW BUDGET ADVISORY COMMITTEE MANDATE
Executive Superintendent B.Greene reviewed the Budget Advisory Committee mandate.
Itwas agreed that no changes were required.
5.REVIEW OF 2006-07 BUDGET BINDER
Exec.Supt.Greene reviewed the Budget binder from 2006-07 and described highlights of
the Budget.It was noted that it was necessary toadd 18 additional teacherslast year to
support the Primary Class Size initiative ata cost of $1.4M.It is anticipated thata similar
situation may occur for the 2007-08 Budget.
Exec.Supt.Greene highlighted the 2006-07 major budget issues and solutions to balance
the budget.He reminded the committee that they were one-time solutions and it is very likely
that these funds would not be available for the 2007-08 Budget.
Areport will be brought to the Committee identifying any new proposals or pilot projects for
the Committee's information.The reportwill include funding costsandany supporting grants.
2007 January 23...26
12.REPORTS OF COMMITTEES -cont'd
e.REPORT OF THE BUDGET ADVISORY COMMITTEE -cont'd
6.MINISTRY OF EDUCATION MEMORANDUM 2006-B14
He noted that the Ministry is preparing to worl<with selected boards on preliminarv finanrial
TWs VPs'!"h"planning assumptions for the 2007-08 GSN budget cycleflatfnH'r are required to submit balanced budgets by June 30 and it is anticioatedthatfundingfigureswillbereleasedbyMarch/April.dna it is anticipated
hinh t to improving student achievement increasina
and QuaSfon^^F°fthe FoundationadditfonSallocationindicatesthatThamesValleymayqualifyfor
2007-08,2008-09 ENROLMENT PROJECTIONS
MOE Memo 21 related to enrolment projections for 2007-0fi and 9nnft no j
SCHOOL BOARDS'ASSOCIATION -FUNDING FOR <5THnPMT
Th 9mR funding in ONTARIO,2006 NOVEMBER
disLssed an°dTov^Ld''fnr®^'"''"''r'°"^"""'"9 i"0"tario wasQiscusseaanaprovidedforfuturereferencedurinqtheBudoetnrorp<5Q u «
synopsis of the Issues and recommendations regarding budget issues.
9.board RpPONSE TO MINISTER REQUEST OF 2006 OCTOBER 24
model waln^^Pri°A^V°regarding recommendations to Improve the funding
10.COMMUNICATION PLAN
."zrssr ™u:
theTySem ?r^edi2T«H !°1°"®k®'™P™ve communication with
2ss:=£ser—
Manager Dennett will speak with principal representatives to assist in develnninn a
communication package for discussion at the next meeting.
11.DATE AND TIME OF NEXT MEETINGThenextmeetingwasscheduledforTuesday,February 13,at 3;00 p.m.
12. OTHER BUSINESS-none
7.
8.
2007 January 23...27
12.REPORTS OF COMMITTEES -cont'd
e.REPORT OF THE BUDGET ADVISORY COMMITTEE -cont'd
13.ADJOURNMENT -The meeting adjourned at 4:30 p.m.
RECOMMENDATIONS;none
T.ROBERTS.
Chairperson
A motionto sit to 11:15 p.m. was moved by 8.Polhill,seconded byT. Roberts and carried.
f.REPORT OF THE CHAIRS'COMMITTEE 2007 January 17
9:40 a.m.-11:26 a.m.
MEMBERS ADMINISTRATION AND OTHERS
P. Battler (Chair) J. Stewart B.Bryce S. Christie
G.Hart
Regrets:J.Bennett
1.APPROVAL OF AGENDA
The agenda was approved.
2.CONFLICTS OF INTEREST -none declared
3.REVIEW OF 2007 JANUARY 23 BOARD AGENDA
The agendas forthein-cameraand publicBoardmeeting of2007 January 23werediscussed
and updated.
The following motion was moved and approved:
That the agenda template be amended to move the Student Trustee Update to Item 11
to follow "Minutes of the Board Meeting".
4.CORRESPONDENCE
The following correspondence will be added to "Communications"on the January 23 Board
agenda:
Glencoe D.H.School Council re staffing allocation;
Rogers Television re election coverage.
5.ST.THOMAS LIBRARY BOARD APPOINTMENTS
Applications torepresentthe Board ontheSt.Thomas Public Library Board were considered.
The following motion was moved and approved:
That Deborah Laverty be recommended for appointment as the Thames Valley
representative on the St.Thomas Library Board for the term 2006-2010 and Linda
Chapman as the alternate representative.
6.REQUEST FROM ELGIN COUNTY COUNCIL
Arequest from the Elgin County Council for trustee representatives to attend a future Council
meeting to update the Council onthestatusof rural school closures was considered.Chair
Sattler will contact the Elgin trustees inviting them to attend a future Council meeting with
Trustee Hart.
2007 January 23...28
12.REPORTS OF COMMITTEES -cont'd
f.REPORT OF THE CHAIRS'COMMITTEE -cont'd
7.MP/MPP MEETING DATES
considered.The meeting with theregionalI^Ps was scheduled for Friday,May 25,at 9a.m.at the Education Centre Chair
fcco^in'lyadv^Lste^s
8. FOCUS GROUP MEETINGS
for trustee orientation will be sctieduled for
n m frP(h D rP (^°"owed by a tour of the Education Centre)and January 30 at 7*00p.m.in the Board ,Room atthe Education Centre.
mpp7n°n^future issues around the scheduling of Information Committee of the Wholemeetings,the foiiowing motion was moved and carried:
That Bylaw 5.16 related to Information Committee of the Whole Meetinqs be amendedtoindicatetheywillbeheldthefirstTuesdayofthemonth.
9.CAPITAL PLANNING FAQS AND TIMELINE
Plfr^atono wTh'Tnmnn°"H r®asked questions pertinent to the draft CapitalPlan,along with a proposed time line,was discussed and will be circulated to the ^taffinvolved•!]the capital planning process for input.It will be released publicly at the February6,2007,Capital Planning Advisory Committee (CPAC)meeting.
EducatioVSnfrpTn P-'"-"1®London Room of thecommmki^e Capital Planning FAQ
10.CAPITAL PLANNING ADVISORY COMMITTEE VACANCIES
niandate of the Capital Planning Advisory Committee provides for two communitv
represematives on each regional sub-committee,a second representative for each of the
a^d"ca°fed:committees was considered.The following motion was moved
''®appointed the second community representative on theCapitalPlanningAdvisoryCommitteefortheareasindicated:=>«niaiive on the
Linda Stevenson -Elgin County
Norma Wright -Middlesex County
Bob Ball -Oxford County
All community representatives will be contacted for permission to make their contactinformationpubliclyavailable.The full list of CPAC members will be posted to the Bond's
AGENoi advisory COMMITTEE MEETING -2007 FEBRUARY 06 -
r-a-rivsr '»••s:s
2007 January 23...29
12.REPORTS OF COMMITTEES -cont'd
f.REPORT OF THE CHAIRS'COMMITTEE -cont'd
12.CAPITAL PLANNING ADVISORY SUB-COMMITTEE MEETING DATES
Dates for the Capital Planning Advisory sub-committees were discussed.The following
datesweresuggestedand will be confirmed attheJanuary23 Board meeting:
Oxford -March 5
London -March 6
Elgin -March 7
Middlesex -March 8
13.CANADIAN RURAL EDUCATION RESEARCH PROPOSAL
A seven-year research proposal from a collaborative of university academics seeking
Thames Valley's participation to partner with In kind supportfor staff input was discussed.
The intent of the projectis to document and analyse rural education in Canada.It was
agreed that support in principle will be provided.Director Bryce will seek input from the
Research and Assessment Department regarding its participation inthe project.
14.HIGH SPEED INTERNET
Arequest that the Board payfor high speed internet for tmslees was considered.It was
agreed thatthe matter will be referred tothe Trustee PD Committee for consideration.
15.OTHER BUSINESS
a.BOARD COMMITTEES
The issue of identifying alternates for community representatives who sit on Board
standing committees was discussed. The following motion was movedand carried:
That the mandate of the Native Advisory Committee be amended to allow for the
appointmentofalternates forFirstNationsrepresentatives on the committee.
It was clarifiedthat alternates are not officially appointed to Board standing committees
and ad hoc committees.However,there is provision for alternates for community
representatives onthe Board'sSpecial Education Advisory Committeeas itisastatutory
committee.
b.SWEETGRASS CEREMONY
A suggestion to hold a sweetgrass ceremony at an upcoming Board meeting was
considered.
c.NEW TRUSTEE EQUIPMENT NEEDS
The time lineforthe newly-elected trustees to receive theircomputers was discussed.
Chair Sattler willfollow up and advise the trustees.
d. AD HOC COMMITTEE ON COMMUNITY PARTNERSHIPS
Trustee Stewart will speak with members of the Ad hoc Committee on Community
Partnerships to set the initial meeting date.
e.TRUSTEE SOCIAL
The concept of planning a trustee social was considered.It was agreedthat Chair
Sattler will explore the suggestion with trustees.
2007 January 23...3n
12.REPORTS OF COMMITTEES -cont'd
f.REPORT OF THE CHAIRS'COMMITTEE -cont'd
16.date AND TIME OF NEXT MEETING
Ire^Thedu°edTor®®scheduled for February 7,at 9:00 a.m.Future meetings
-February 21;
-March?,21;
-April 4,18;
- May 2, 16;
-June 6,20.
17.ADJOURNMENT
The meeting adjourned at 12:26 p.m.
RECOMMENDATIONS;
^amended to move the Student Trustee Update to Item 11 tofollowMinutesoftheBoardMeeting".
2.That Deborah Laverty be recommended for appointment as the Thames Valiev
4.That the follovying persons be appointed the second community representative on the Caoital
Planning Advisory Committee for the areas indicated:J>eruaave on me capital
Linda Stevenson -Elgin County
Norma Wright -Middlesex County
Bob Ball -Oxford County
Innlill'm Advisofy Committee be amended to allow for theappointmentofalternatesforFirstNationscommunityrepresentativesonthecommittee.
P.SATTLER,
Chairperson
®Planning Advisory Committee meetings in MarchbereconsideredbasedontheMarchBreakandtheavailabilityofcommunitymemberstoattendhesemeetings.Exec.Supt.Thorpe commented that the change of date mu^sTbe^nme^ajjpropnate avaiiabiiity of support staff.The Chairs'Committee Ji dLcuss tWs matter
Recommendations 1.2.3.4,5were adopted on motion of G.Hart,seconded by T.Grant.
13.COMMUNICATIONS
a. CHAIR'S SUMMARY UPDATE
With the Thames Valley District School Council on 2007January18todiscussissuesofmutualconcern.She also presented on behalf of the TVDSB at
Convmnm rpnf^lf r°h Pre-Budget Consultation on January 23 held at the LondonConventionCentre.Stakeholders represented awide rangeof community agencies and servicesfromacrossSouhwesternOntanoandweregiventwominutestodescribetheirissues/concernstoFinanceMinisterGregSorbaraandMinisterofTraining,Colleges.Universities Chris Bentley
2007 January 23...31
13.COMMUNICATIONS -cont'd
a.CHAIR'S SUMMARY UPDATE-cont'd
As a follow-up to previous minutes of the Chairs'Committee,she advised that a TVDSB Board-
wide calendar was now available in the bottom right corner of the home page of the TVDSB
website indicating all public meetings of the Board,all meetings with system-wide significance,
and all Regional and District School Council meetings.
b.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION (OPSBA)
Trustee Jaffe commented on the OPSBA media conference advising that it started with the
TVDSB resolution and establishment of an ad hoc committee with vast stakeholder
representation.Jeff Sprang,Director of Communications &Media Relations,OPSBA,organized
the press conference and provided excellent support.
Trustee Jaffe advised that a workshop regarding the impact of media violence on children and
adolescents is being presented at the annual OPSBA Public Education Symposium on 2007
February 01-03 in Toronto as a result of the current innovative strategies emanating from the
OPSBA Committee on Media Violence.He extended his thanks to his colleagues for their
support in this importance initiative.
c.STUDENT TRUSTEES'UPDATE
Student Trustee North advised that another Student Advisory Council meeting is being
considered for the end of 2007 February.
d.ROGERS TELEVISION -LONDON
A letter was received from Mike Patterson,.Station Manager,Rogers Television London,
responding to former Chair Hart's letter regarding the lack of media coverage of the recent
municipal election of school board trustees.
e.GLENCOE DISTRICT HIGH SCHOOL -SCHOOL COUNCIL
A letter was received from Robbie McNaughton,Chair,Glencoe District High School Parent
Council,regarding maintaining the additional staffing allocation for2007-08.The following motion
was moved by S.Peters,seconded by S.Doub and carried:
That the letter from Glencoe DHS Parent Council dated 2007 January 12 be referred to the
February 13 Board meeting for consideration.
f.AUTISM ONTARIO,LONDON
A letter was received from Marti Lussler,President,Autism Ontario,London,regarding the
appointment of the organization's representative and altemate on the Board's Special Education
Advisory Committee.The following recommendation was adopted on motion of G.Hart and P.
Jaffe:
And resolved that Brenda Hoffman be appointed the Autism Ontario London representative
and Mel Muir the alternate representative on the Board's Special Education Advisory
Committee.
14.NOTICE OF MOTION
The following motion was presented by Trustee Stewart for consideration at the 2007 February 13
meeting:
That the Thames Valley District School Board establish a permanent Audit Committee and
develop Audit Committee Bylaws.
15.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none
A motion to sit to 11:20 p.m.was moved on motion ofS. Polhill,seconded by T.Roberts and carried.
2007 January 23...32
16.ADDITIONAL ITEMS
announcement produced bythe London Anti-
17.QUESTIONS/COMMENTS BY MEMBERS -none
18.ADJOURNMENT
The meeting adjourned at 11:15 p.m.on motion of S.Peters,seconded byT.Grant.
CONFIRMED:
Chairperson
2007 January 23...33
SUMMARY OF APPROVED RECOMMENDATIONS OF 2007 JANUARY 23
That the request for $10 000 from the Oxford Technical Training Centre be referred to the 2007-08
Operating budget process.
That the Board approve the transfer of funds from the pupil accommodation reserve fund to cover the
additional accommodation costs of these projects which are not eligible for primary class size funding
as follows:
Chippewa Public School $232 500
Clara Brenton Public School $116 250
Kensal Park Public School $232 500
Total $581 250
That the Administration prepare a brief report identifying the staffing level required to provide viable
program needs for students at smaller (rural)composite secondary schools,and that this information
be shared at the next Board meeting,if possible,to assist with the 2007/08 preliminary budget
process,to facilitate the consideration of good program decisions for all students of the TVDSB.
That trustees consider the Trustee In-Service/Professional Development Proposal for upcoming,in-
house Trustee professional development with"Our Vision"as the focus.
That in the Budget preparation for 2007-2008,consideration be given to setting the Trustees'Office
budget at $65,000 as per Ministry Guidelines.
That the Trustee P.D.form be completed for all trustee P.D.activities and that the Professional
Learning Session Reflections form be completed by trustees after all P.D.sessions.
That the agenda template be amended to move the Student Trustee Update to Item 11 to follow
"Minutes of the Board Meeting".
That Deborah Laverty be recommended for appointment as the Thames Valley representative on the
St.Thomas Library Board for the term 2006-2010 and Linda Chapman as the alternate
representative.
That Bylaw 5.16 related to Information Committee ofthe Whole Meetings be amended toindicate they
will usuallv be held the first Tuesday of the month.
That the following persons be appointed the second community representative on the Capital
Planning Advisory Committee for the areas indicated:
Linda Stevenson - Elgin County;
Norma Wright -Middlesex County;
Bob Ball -Oxford County.
That the mandate of the Native Advisory Committee be amended to allowfor the appointment of
alternates for First Nations community representatives on the committee.
That the letter from Glencoe DHS Parent Council dated 2007 January 12 be referred to the February
13 Board meeting for consideration.
And resolved that Brenda Hoffman be appointed the Autism Ontario London representative and Mel
Mulr the alternate representative on the Board's Special Education AdvisoryCommittee.