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5/8/2007 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING,PUBLIC SESSION 2007 MAY 08,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA V-verbal M -material 1.CALL TO ORDER V 2.O CANADA V 3.SPECIAL MUSICAL PRESENTATION -Woodland Heights P.S. 4.APPROVAL OF AGENDA M 5.OFFICIAL RECORD 6.RECOGNITIONS -none 7.CONFLICTS OF INTEREST V 8.CHAIR'S ANNOUNCEMENTS V 9.DIRECTOR'S ANNOUNCEMENTS V 10.PRESENTATIONS a.Thames Valley Education Foundation (TVEF) - 5 Year Plan M 11.MINUTES OF THE 2007 APRIL 24 BOARD MEETING M a.Confirmation of Minutes b.Business Arising from the Minutes 12.STUDENT TRUSTEES'UPDATE V 13.REPORTS FROM THE ADMINISTRATION a.Budget Issues:First NationSi Metis &Inuit Education Supplement M b.Graduation and Lighthouse Projects Information M 14.2007 MARCH 20 DEFERRED MOTION RE ADDITIONAL SECONDARY SCHOOL STAFFING M 15.REPORTS OF COMMITTEES a.Policy Working Committee,2007 April 24 M b.Chairs'Committee,2007 May 02 M c.Committee of the Whole,In Camera,2007 May 08 V 16.COMMUNICATIONS a.Ontario Public School Boards'Association -Update V b.District School Board Ontario North East M c.The Regional Municipality of Durham M 17.NOTICE OF MOTION -none 18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN Trustee Stewart M 19.ADDITIONAL ITEMS 20.QUESTIONS/COMMENTS BY MEMBERS 21.ADJOURNMENT THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING,PUBLIC SESSION 2007 MAY 08 The Board met In regularsession on2007 May 08 In the Board Room at the Education Centre,meeting In public session from 7:04 p.m.to 10:45 p.m. The following were inattendance: TRUSTEES J.Bennett 8.Doub F.Exiey T.Grant ADMINISTRATION AND OTHERS L.Elliott B.Greene M.Sereda J.Thorpe D.Blair P.Jaffe K. North (-10:30) 8.Peters 8.Polhill J.Empringham 8.Hughes L.Hutchinson B.Wagner K.Wilkinson RegretsrM.-Hendrick,G.Hart;-J.Kosclk T.Roberts P.Satller (Chair) J.Stewart R.TIsdale (-8:30 +9:05) 8.Christie C.Dennett 8.Killip J.Roth W.Scott 1.CALL TO ORDER Board Chairperson P.Sattler called the meeting to order. 2./3.O CANADA AND MUSICAL PRESENTATION The appreciation of the Board was extended to the Woodland Heights Public School (London) "Timbre Wolves,"and Co-Conductors Katherine Jones and Jane Lam for leading in the singing of 0' Canada and performing two musical selections. 4.APPROVAL OF AGENDA The agenda was approved on motionof F.ExIey,seconded by R.TIsdale. 5.OFFICIAL RECORD -none 6.RECOGNITIONS -none 7.CONFLICTS OF INTEREST - No conflicts of Interest were declared. 8.CHAIR'S ANNOUNCEMENTS Chair Sattler advised that 2007 May08 Is National Teachers'Dayand extended appreciation to all the TVDSB teachingstaff. She commented that Education Week held2007 April 30 toMay04also provided an opportunity to raisethe profile ofThames Valley students and teachers. 9.DIRECTOR'S ANNOUNCEMENTS Director Bryce also recognized National Teachers'Day as a tribute to one specificgroup within Thames Valley.Headvisedtrustees thata numberofSuperintendentsof Education are working on staffing assignments and will be joiningthe Board meeting later inthe evening. Director Bryce announcedthaton2007 May 03 Executive Superintendent B.Greenewas electedto the office of President of the Ontario Association for School Business Officials (OASBO)for a 12 month period.Congratulations was extended to Supt. Greene. The Directorcommented onthe parentguide publication distributed to Trustees entitled,"How Does School Funding Support My Child's Education",noting that School Councils will also receive copies of this publication. 2007 May 08...2 9.DIRECTOR'S ANNOUNCEMENTS -cont'd Trustee Jaffe referred to a recent Ministry news release related to investing In schools In small communities which provides fundingfor schools beyond identified distances.Exec. Supt. B.Greene advised that the TVDSB elementary or secondary schools do not qualify for this funding. 10.PRESENTATIONS a.THAMES VALLEY EDUCATION FOUNDATION Thames Valley Education Foundation (TVEF)President Jan Hunter,Vice-President Margaret MacPherson and Past President John Leitch were Introduced and presented a report ofthe TVEF five-yearplan. The Foundationsought re-affirmation from TVDSB foritscontinued support and requested an Increase in resources to Implement recommendations from the 2005 May Consultant's Report -Development Program FeasibilityStudy and providefor strategic long-term growth for TVEF. The Board endorsed the establishment of the TVEFInthe Spring of 2001 and provided it with a seven-year windowofsupport. Since Its Inception,the Foundation has established a reputation and profile with community audiences across the Thames Valley. It has Increased its asset base from $359 900 to $4 474 974. The Foundation provided a presentation to Trustees on 2006 November 14 that contained an update on Its activities and success to date. The 2005 Consultant's Report validates the potential for TVEF to raise significant dollars for TVDSB and makes a number of key recommendations for Implementation. In following the Report's recommendations,the TVEF Board of Directors has developed a five-year plan to Increase the profile ofthe Foundation,build Internal support across Thames Valley and launch a major fundraising campaign in 2010. The TVEF requested continued and additional Board support for Increased In-kind staffing supportas well as newresources fora two-yearcontract position.The currentstaffsupportfor the Foundation comes from the Public Affairs and Community Relations Department and Financial Services. HighstreetAsset Managementlnc.(lnvestorsfor TVEF)estimates growth (conservative)ofthe Foundationat $250,000per year projectedover next five years with ongoing commitment from TVEF staff and the Foundation's Board of Directors.The addition of the two-yearcontract position would enable TVEF to signiflcantlylncrease Its asset base and tobe In a position to Invite grant applications from TVDSB schools. The contractperson will workcloselywith existingstaff to lay the groundwork for a major fundraising campaign in 2010 -2011 to raise funds over and above the projected yearly growth.The expectation for that campaign will be set at $1,000,000. The costs associated withthe request include Increased In-kind staffing from 1.5 FTE to 3 FTE (net 1.5 FTE increase);Increased In-kind public relations and technical support and new resources:hiring ofa Contract Position with a salaryof$50000 -$70 000 per year (twoyears). The following recommendations were submitted for the Board's consideration: RECOMMENDATIONS: 1.That the Thames ValleyDistrictSchool Board approve the continuance ofthe current In- kind supporttothe Thames Valley Education Foundation and its valuable partnership. 2.That the Thames Valley DistrictSchool Board approve the request from the Thames Valley Education Foundation foran increase inresources as proposed In Its five-year plan. The presenters responded to question of clarification. 2007 May 08...3 10.PRESENTATIONS -cont'd a.THAMES VALLEY EDUCATION FOUNDATION -cont'd Chair Sattler extended appreciation to the presenters and explained that any action related to the presentations from the Thames Valley Education Foundation would occur at the 2007 May22 Board meeting under "Business Arising from the May 08 Minutes" and be conveyed to them. Trustee Jaffe asked that at the next Board meeting the Administration provide more background Information including costs related to the TVDSB and TVEF partnership.Trustee Roberts noted that should the Board approve the recommendations In principle, It must be determined during the 2007-08 Budget process w/here the dollars are to be found. 11.a.CONFIRMATION OF MINUTES OF 2007 APRIL 24 The minutes of 2007 April24 were approved on motion of R.Tisdale and seconded byJ.Stewart. b.BUSINESS ARISING FROM MINUTES Trustee Stewart referred to item 13.6.,Report of the Audit Committee Feasibility Ad Hoc Committee,noting that a recommendation to establish the Committee had not been previously approved by the Board as was indicated at the April 24,2007,meeting.Trustee Roberts expressed concern regarding the misinformation given at the April24 Board meeting that resulted in the Audit Committee membership and mandate being approved before the Committee had been established.Trustee Roberts also noted that he Is now comfortable with the proposed mandate of an in-house Audit Committee. The following motion was moved by J.Stewart,seconded by T.Grant and carried: That the Board approve the establishment of an Audit Committee as a standing committee ofthe Board pursuant to the recommendations approved at the 2007 April 24 Board meeting. Trustee Roberts advised that at the Budget Advisory Committee meeting held on 2007 May08, a discussion was held regarding the 2007 June 11 public input session meeting scheduled to receive publicinputon the 2007-08 Budget. Arevised presenter's package Isto be prepared with an example of the new TVDSB Budget website template.Trustee Roberts emphasized that during the input session clarification must be made regarding what Is a budget issue and what Is an accommodation Issue.He advised that there will not be a Board Budget meeting on 2007 May 15.Trustee Tisdale requested that the deadline for submission of the presenter's packages be extended to 2007 June 08. The following motion was moved by R.Tisdale,seconded by T.Grant and carried: That the deadline for presenter's packages for the 2007 June 11 Budget Input meeting be extended to 2007 June 08. 12.STUDENT TRUSTEES'UPDATE Student Trustee North advised that she assisted in the Student Trustee elections held on 2007 April 27.Several excellent topics were chosen for discussion such as the Board's smoking policy,safe schools and healthy schools,among others.She extended appreciation to the trustees and the Administration who were able to attend the election and announced that Katie Patterson,London Central S.S.,and Jacob Rowe,West Elgin S.S.,West Lome,were elected as the new Student Trustees effective 2007 August 01.Trustee North thanked Chairperson Sattler for sending a letter of congratulations to Katie and Jacob noting that they are both excited about their new role. Trustee North attended the 2007-08 Education Week launch held at the Education Centre on 2007 April 30.She commented that it was an excellent event with students participating in vocal and dance demonstrations as well as three presentations of the "Garden of Achievement"flowers created by Thames Valley students and staff.She also commented on the positive experience from participating on the Education Week Committee. 2007 May 08...4 12.STUDENT TRUSTEES'UPDATE -cont'd She advised that she and Student Trustee Kosick are involved In preparations for the Ontario Student Trustees*Association (OSTA)AnnualGeneral Meeting as well as keeping busy with school activities. 13.REPORTS FROM THE ADMINISTRATION a.BUDGET ISSUES -FIRST NATIONS,METIS &INUIT EDUCATION SUPPLEMENT B.Greene,Executive Superintendent,Business Services,advised that Information related to major budget Issues is to be presented at each regular Board meeting. The Budget Advisory Committee,at Its meeting of 2007 March 21,Identified a number of issues to be presented. L.Elliott,Executive Superintendent,Program Services,provided an overview of the First Nations, Metis &Inuit Education Supplement. First Nations.M6tls &Inuit Education Supplement On 2007 March 19,the Ministry of Education Issued Memorandum 2007:B2,Education Funding for 2007-08.Included In the funding announcement for 2007-08 was the introduction of a new grant allocation for First Nations,M^tls and Inuit Education Supplement.This new grant allocation replaces the Native Language Grant from previous years funding. For the 2006-07 year,the Board received funding based on the number of pupils enrolled in the Native Language program as follows: Elementary $15120 Secondary 679 $15 799 The new grant for 2007-08 generates funding of $335 482, a significant increase over previous years'allocations.To support the goal of Improved achievement as outlined in the Ontario First Nation, Metis and Inuit Education Policy Framework document of 2007 January,the 2007-08 GSN will introduce a new First Nations,Metis and Inuit Education Supplement.The allocated funding was presented as follows: Native Languages -Elementary $ 95 548 Native Languages -Secondary 14 883 Native Studies -Secondary 55 067 Per Pupil Allocation 169 984 $335 482 The grant allocation Is to fund Native Languages programs offered in any of the seven Native Languages recognized in the Ontario curriculum.The elementary funding benchmarks are Increased to fund the equivalent of0.2 ofan elementary teacher for every eight students enrolled Ina Native Languages program that averages 20-39 minutes a day and the equivalent of 0.3 of an elementary teacher forevery eight students In programs averaging 40 or more minutes a day. The secondary funding benchmarks are Increased to fund the equivalent of 0.167 ofa secondary teacher for every eight students enrolled. The funding for Native Studies secondary will be allocated based on the same benchmarks used to allocate funding for secondary Native Languages programs,as described above -that Is,the equivalent of 0.167 of a secondary teacher for every eight students enrolled in any of the ten Native Studies courses available inthe Ontario curriculum. The per pupilallocation is determined using a benchmark of$69 per estimated Aboriginal student,with a weightingfactor that directs more funding to boards with a higher estimated proportion of First Nations,M6tls and Inuit students.As only a limited number of boards currently have confidential,voluntary self- identification policies In place for their First Nations,Metis and Inuit students,this component Is allocated based on 2001 Census data as an interim measure. 2007 May 08...5 13.REPORTS FROM THE ADMINISTRATION-cont'd a.BUDGET ISSUES -FIRST NATIONS,METIS &INUIT EDUCATION SUPPLEMENT -cont'd Weighting Factor -cont'd The following weightings were offered: Estimated percentage of Weighting First Nations,Metis and factor Inuit student population between 7.5%and 14.99%2 15%or more 3 Exec. Supt.Elliott advised that presently, the Oneida language Is offered in five elementary schools as well as twolines of NativeStudies and Native Languages (Oneida and Ojibway)at Beal S.S.and Saunders S.S.She emphasized that the challenge is infinding qualified teacher of Native Languages.She reported that In partnership withFirst Nations,Program Services staff prepared a proposal that was submitted to the CouncilofOntario Directors of Education (CODE) requesting fundingInthe amount of$500 000forvarious initiatives (e.g. literacy/numeracy,etc.), and that an amount of$200 000 has been approved. A revised proposal is being submitted to CODEfor$200 000.Initiatives are being significantly funded bythe Ministry towards improving achievement at all levels of the school system. The NativeAdvisory Committee is excited about the additional funding in order to move forward withthe implementation of self-identification a policyforAboriginal students.Exec.Supt.Elliott noted that Principals continue to encourage students to sign up for Native Studies and First Nations languages courses. b.GRADUATION RATES,LIGHTHOUSE PROJECTS AND STUDENT SUCCESS Exec. Supt.Elliott introduced a report on graduation rates and cited a number of programs and initiatives used to review and plan for student success.She Introduced S.Killip,Manager; and Jackie Wood,Associate,Research &Assessment;Marie Chambers,Learning Supervisor, Program;and Scott Hughes,Superintendent of Education. Information was presented on how graduation rates are defined.Success on the various graduation requirements were shown as well as illustrating how this information can be used in program planning.Results from the Student Pathways for Success Lighthouse projects were presented and Ms.Wood and Mr.Killip highlighting the data and current successes.The necessity of employing a variety of Lighthouse projects to address the needs of students was shown by presenting the idea oflevels ofriskfornot graduating.The value ofongoing monitoring and tracking of student success to enhance planning was illustrated with a specific example of a proposed project.Ms.Chambers explained additional success such as Credit Recovery programs.As well,Specialized Co-op and Reconnect programs are geared to encourage students that have left school to gain their OSSD. Chair Sattler thanked the presenters for a comprehensive report. 14.2007 MARCH 20 DEFERRED MOTION RE ADDITIONAL SECONDARY SCHOOL STAFFING The following motion was moved by S.Peters,seconded by T.Grant: That the Board put in the 2007-08 Budget up to five extra secondary staff for its five smallest, composite,secondary schools. The Administration responded to questions of clarification regarding course offerings at the six smallest,composite,secondary schools.K.Wilkinson,Superintendent of Education,provided preliminaryallocation information forthe six schools involved:Glencoe DistrictHS, NorwichDistrict H.S., North Middlesex District H.S.,West Elgin S.S.,Lord Dorchester S.S.and Woodstock Cl.Supt. Wilkinson also commented on other schools across the District that are forced to cancel courses necessitating changes to the staffing allocation. 2007 May 08...6 14.2007 MARCH 20 DEFERRED MOTION RE ADDITIONAL SECONDARY SCHOOL STAFFING - cont'd The following motion was moved by F.Exiey,seconded by J.Stewart and carried: That the motion related to adding up to five extra secondary staff to the five smallest,composite, secondary schools be deferred to the 2007 May22 Board meeting. The following motion was moved byT.Grant,seconded by F.ExIey.The motion was withdrawn after discussion: That the Board put in the 2007-08 Budget extra secondary staff to offset loss of programs which would occur as a result of staff reductions based on projected declining enrolment. The following motion was moved by T.Roberts,seconded by S.TIsdale and defeated. That the motion related to adding up to five extra secondary staff to offset the loss of programs as a result of staff reductions based on projected declining enrolment be referred to the 2007-08 Budget process. 15.REPORTS OF COMMITTEES a.REPORT OF THE POLICY WORKING COMMITTEE 2007 April 24 3:00 p.m.-4:59 p.m. MEMBERS ADMINISTRATION AND OTHERS J.Bennett (Chair) T.Roberts B. Bryce S.Christie 8.Doub R.TIsdale J.Thorpe L. Elliott P.Jaffe B.Greene Community Visitors:A. Morell, B.Hopkins Trustee Visitors: J.Kosclk,S.Peters,T.Grant,J.Stewart,G. Hart, F.ExIey (3:25) 1.APPROVAL OF AGENDA -The agenda was approved by motion. 2.CONFLICTS OF INTEREST-none declared 3.COMMITTEE REPORT OF 2007 FEBRUARY 27 AND TRACKING SHEET- provided for Information 4.INTRODUCTION OF DRAFT POLICY/PROCEDURE -none 5.CONSIDERATION OF POLICY/PROCEDURE FOLLOWING PUBLIC INPUT a.Independent Procedure:Pediculosis Control Exec.Supt.J.Thorpe described the background to bringing revisions to the Committee regarding pediculosis control in his review of Operations policies/procedure.He noted that the Board ofHealthIdentifiedoutdated InformationInthe Independent procedure and suggested that It be updated.A petition was received requesting that any changes not be made.He suggested movingforward with the requested changes and communicating with the petitioners clarifying that the Board Is communicating information consistent with the Board of Health regarding the management of pediculosis. 2007 May 08...7 15.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE POLICY WORKING COM MITTEE -cont'd 5.CONSIDERATION OF POLICY/PROCEDURE FOLLOWING PUBLIC INPUT -cont'd a.Independent Procedure:Pediculosis Control -cont'd Concern was raised by trustees regarding the intention to delete the statement related to students should not return to school until there Is no evidence of pediculosis.Exec. Supt.Thorpe Indicated that the Board is not the definitive voice w/hen it relates to medical Issues and that parents should not rely on advice from Itin these instances.The Board isobligedto establish protocolsto deal withthe issues as indicated bythe authoritywho has this responsibility,namely the Board of Health.He reiterated that the review was undertaken at the request of the Boards of Health to include accurate information related to pediculosis handling. The following motion was moved and carried: That the public consultation period be extended foran additional 30 days to allowan opportunity for the Home and School Association to respond and in the interim,that further information be sought from the public health unit. b.Procedure:Expense Reimbursement Exec.Supt.B.Greene spoke to the amendments to the Expense Reimbursement procedure notingno publicinput was received.He suggested that the issue ofhospitality be included inthe procedure addressing situations when staff host non-Board persons, as is included with Ministryof Education (MOE) fOE procedure. The following motion was moved and carried: That the issue of hospitality be included In the procedure on Expense Reimbursement to address situations when staff host non-Board persons. It was clarified that the name of the hosted person is to be included on the receipt in these instances.The following motion was moved and carried: That the revised procedure on Expense Reimbursement be forwarded to the 2007 May 08 Board meeting for infonmation. c.Independent Procedure:Educational Assistant Staffing Allocation Exec.Supt.L. Elliott and Supervisor B. Noble joined the meeting to describe amendments tothe independent procedure on Educational Assistant Staffing Allocation. Exec.Supt.Elliott advised that the document was posted and no public Input was received.The issue of deployment of Educational Assistants was discussed in relation to the Primary Class Size cap. The following motion was moved and carried: That the revised Independent procedure on Educational Assistant Staffing Allocation be forwarded to the 2007 May 08 Board meeting for information. d.Independent Procedure:Selection Procedure and Appointments for Learning Coordinators and Teachers on Special Assignments Exec.Supt.L. Elliott described wording changes to the Independent procedure: Selection Procedure and Appointments for Learning Co-ordinators and Teachers on Special Assignments.No public input was received during the posting period. 2007 I\/Iav08...8 15.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE POLICY WORKING COMMITTEE -cont'd 5.CONSIDERATION OF POLICY/PROCEDURE FOLLOWING PUBLIC INPUT,cont'd The following motion was moved and carried: That the revised independent procedure:Selection Procedure and Appointments for Learning Co-ordinators and Teachers on Speciai Assignments be fonwarded to the 2007 May 08 Board meeting for information. e. Policy and Procedure:Healthy Schools Chair Bennett spoke to revisions to the Healthy Schools policy and procedure following discussion at the 2007 January meeting.Proposed amendments to the documents were distributed including the Ministryof Education's definition of a healthy school. Exec.Supt.Elliott indicated that she has received proposed amendments from the Middlesex-London Health Unit and advised that the Food in the Schools procedure is also being amended supporting the Healthy Schools documents. The following motion was moved and carried: That the Healthy Schools policy and procedure be referred back to the Program Department for expansion including consideration of monitoring the Healthy School program through the school grovirth plans. Exec.Supt.Thorpe clarified that the document addressed the MOE's expectations. .6.DRAFT POLIGY/PROCEDURE REQUIRING FURTHER CONSIDERATION -none 7.SUGGESTED POLICY/PROCEDURE REVISIONS a.Independent Procedure:Communicable Disease Procedure -Employees Exec. Supt.M.Sereda indicated that the MOE has revoked a memoranda requiring potential employees to have a tuberculin test.It was,therefore,recommended that this requirement be deleted fromthe Board's independent procedure.Other housekeeping changes have also been made. The following motion was moved and carried: That the independent procedure "Communicable Disease Procedure"be posted to the Board's website for 60 days for public input. b.Policy and Procedure:Student Trustees on the Board Director Bryce spoke to proposed amendments to the Student Trustees on the Board policy and procedure related to eligibility and the election process,consistent with amendments to the Education Act It was noted that the provision for having student representatives for both the rural and urban areas has been maintained. Committee members were advised that additional guidelines have been received from the Minister of Education regarding attendance and conflicts of interest and will be brought tothe next meetingforthe committee's consideration. Itwas, therefore,agreed to hold the documents pending the additional changes to be presented at the May22 meeting. It was noted that the new election process is not as prescriptive as the Board's former process. 2007 May 08...9 15.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE POLICY WORKING COMMITTEE -cont'd 7.SUGGESTED POLICY/PROCEDURE REVISIONS,cont'd c.Procedure:Information and Records Management Proposed amendments to the procedure on Information and Records Management were described noting that the Retention Schedule has been updated in accordance with the citation of retention periods outlined in the supporting provincial Acts and Regulations. Amendments have been considered by the Board's solicitor and approved.It was agreed that as the amendments are administrative,Itis not necessary to seek public input in this instance. The following motion was moved and carried: That the revised procedure on Information and Records Management be fonwarded to the May 8,2007,Board meeting for information. d.Independent Procedure:Computer Security Procedure Exec.Supt.L.. Elliott advised the committee that a recent order from the Information Privacy Commissioner regarding Information on a stolen laptop will be examined and folded into the Computer Security procedure. Supt.L.Hutchinson suggested that a policy be developed directing staff to ensure that personal student Information Is deleted from laptops when staff leave the Board's employ.He advised that it will be necessary for all personal Information to be on an encrypted flash drive requiring comprehensive staff training. New employees sign a form indicating that they will comply with the Board's computer security.He noted that It has been suggested that this,sign-off be completed annually.A data warehouse Is being developed to include elemental student data. As well,personal use equipment which is hooked to the Board's network must be addressed looking at the issue of transferring viruses.Student use of cell phones and MP3 players in the classroom Is being addressed at the school level. The following motion was moved and carried: That amendments to the independent procedure "Computer Security Procedures" be posted to the Board's website for 60 days for public input. e.Procedure:Transportation Trustee S.Peters described concerns of the Oxbow PS School Council related to the closing of schools during periods of severe Inclement weather.As a 100%bused community,the Council has requested an exemption from the procedure In orderto have the school remain open to allow parents to drive their children in these situations. Concern was raised over requiring staff drive to the school during Inclement weather. Exec.Supt.J.Thorpe indicated that the bus operators make the decision as to whether they feel ItIs appropriate for the buses to run during serious weather conditions.ItIs the assumption behind the procedure that when ItIs not safe for students to be transported, Itis not appropriate for staff to be expected to make their way to the school.He noted that it Is not possible to look at schools Individually but on a system level to ensure student and staff safety.It was suggested that student work be posted to the Board's website to assist students during these times as well as considering the consolidation of schools where there are walking populations. Chair Bennett will communicate the views of the Committee to the Oxbow PS School Council. 2007 May 08...10 15.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE POLICY WORKING COM MITTEE -cont'd 8.OTHER BUSINESS -none 9.DATE AND TIME OF NEXT MEETING The next meeting Is scheduled for 2007 May22 at 3:00 p.m. In the Oxford Room. 10.ADJOURNMENT -The meeting adjourned at 4:58 p.m. by motion. RECOMMENDATIONS:none J.BENNETT, Chairperson b.REPORT OF THE CHAIRS' COMMITTEE 2007 May 02 9:10 a.m.-11:30 a.m. MEMBERS ADMINISTRATION AND OTHERS J.Bennett P.Sattler (Chair) B. Bryce G. Hart - via teleconference J.Stewart (9:13) S.Christie 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST -none declared 3.REVIEW OF 2007 MAY 08,BOARD AGENDA The agenda for the 2007 May08 Board meeting was discussed and updated.Director Bryce will provide copies of the Ministry of Education document regarding development of the Accommodation Review Committee valuation template. 4.CORRESPONDENCE The following correspondence was added to the May 8 public agenda under "Communications": District School Board Ontario North East to Minister of Education re Inequity in the Grants for Student Needs; The Regional Municipality of Durham to Ontario Hockey League Commissioner re a ban on fighting In Junior A hockey/amateur hockey. A letter from the Near North D.S.B.regarding one publicly-funded school board system will be included In the trustees'information packages.It was suggested that trustees should have an opportunity to discuss each of the motions going forward to the OPSBA general meeting. 5.ESSAY CONTEST WINNER RECOGNITION A request to recognize school award winners of an essay contest at an upcoming Board meeting was considered.Additional information will be sought and discussed at the next meeting. r-, 2007 May 08...11 15.REPORTS OF COMIWITTEES -cont'd b.REPORT OF THE CHAIRS'COMMITTEE -cont'd 6.ENGLISH AS A SECOND LANGUAGE PROGRAM Chair Sattler requested information on Thames Valle/s English as a Second Language program and funding inlightof the recent provincial concern raised by People for Education. Director Bryce will report on the matter at the May 8 public Board meeting. 7.MP/MPP MEETING 2007 MAY 25 Chair Sattler reviewed plans for the joint MP/MPP meeting scheduled for 2007 May25 from 9:00 a.m.to 11:30 a.m.The following agenda items were identified: MPs meeting (9:00 a.m.to 10:00 a.m.) -GST; copyright,and child care MPPs (10:00 a.m.to 11:30 a.m.) -ARCs; budget (especially special education and utilities); Primary Class Size; community partnerships; small schools. Director Bryce wili seek additional items from the Executive Council,and Chair Sattler will seek suggestions from trustees at the Board meeting.The agenda will be finalized at the next Chair's Committee meeting on May 16 for circulation to the MPs and MPPs. 8.PROPOSED AUDIT COMMITTEE The April 24 motions on the mandate and composition ofthe proposed Audit Committee were discussed.It was noted that the Board has not officially approved the establishment of the committee.It was suggested that itwould be appropriate to bring forward a motion In this regard at the May8 Boardmeeting under "Business Arising fromthe April 24 Minutes".Ifthe committee Is approved,membership on the committee will be considered at the next Chairs' Committee meeting. 9.TRUSTEE CAUCUS REGARDING ONE PUBLICLY-FUNDED SCHOOL SYSTEM Chair Sattler reported that the Issue of one publicly-funded school system for each of Canada's official languages was discussed at length at the OPSBA Board of Directors meeting.It was agreed that a caucus meeting will be held on May8 following the in-camera Committee of the Whole meeting for trustees to review the issue in preparation for the debate at the OPSBA Annual General Meeting.Trustees will also review the other motions going forward to the AGM. Background Information that was circulated at the OPSBA Board of Directors meeting will be provided to trustees Intheir information packages. 10.OPSBA -TRUSTEE P.D. Since there was a lack of consensus about dates for the June PD sessions on the Board/Director role description and evaluation,It was agreed to hold the sessions in the fall. Various options for format and venue were considered for discussion and decision by trustees by May 08. 2007 May 08...12 15.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE CHAIRS'COMMITTEE -cont'd 11.WORD PROCESSING SOFTWARE Chair Sattler raised a concern that Thames Valley predominantly uses the WordPerfect program rather than MSWord, which is used by many parents and organizations throughout the system.Director Bryce will follow up on the matter and report at the May 8 Board meeting. 12.STUDENT TRUSTEE REQUEST TO ATTEND CONFERENCE A request by incoming student trustee Katie Patterson to attend the Ontario Student Trustees'Association Annual General Meeting from May 24-27 was approved by motion. 13.OTHER BUSINESS a.London Free Press Pesticide Article Chair Sattler reported on an article in the London Free Press recently regarding the Board's use of pesticides on school properties.She will prepare a letter to the editor clarifying that the Board does not spray on school fields unless there is a threat to health or safety. b.Community Safety Partnerships Chair Sattler described a session held at Northbrae Pubic School with the students and Cityof London councilors regarding community safety issues.It was agreed that she will speak with the London trustees regarding convening a meeting with the Cityof London to discuss the issues raised. 14.DATE AND TIME OF NEXT MEETING The next meeting was scheduled for May 16 at 9:00 a.m. 15.ADJOURNMENT The meeting adjoumed at 11:30 a.m. RECOMMENDATIONS:None P.SATTLER. Chairperson d.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA 2007 MAY 8 MEMBERS PRESENT ADMINISTRATION AND OTHERS J.Stewart(Chalr)P.Jaffe B.Bryce J.Thorpe J.Bennett S.Peters B.Greene S.Christie S.Doub S.Polhill C.Murphy C.Dennett F.Exley T.Roberts M.Sereda T.Grant P.Sattler R.Tisdale Regrets:G. Hart, M.Hendrick,J.Koscik r 2007 May 08...13 15.REPORTS OF COWIWIITTEES -cont'd d.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA-cont'd The Committee met In camera from 5:09 p.m.to 5:40 p.m. 1.APPROVAL OF AGENDA The agenda was approved by motion. 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 at 5:40 p.m.and carried. RECOMMENDATION: That Celine Bourbonnals-MacDonald be appointed to the position of Superintendent ofEducation with the Thames Valley District School Board effective 2007 August 01. JAMES STEWART Chairperson The recommendation was adopted on motion of J.Stewart,seconded by R.TIsdale. 16.COMMUNICATIONS a. ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION (OPSBA) Chairperson Sattler and Trustee Doub attended the OPSBA Executive Council and Board of Directors meeting held on 2007 April 26 to 27.The report of the Ad Hoc Governance Review Committee was discussed noting the four recommendations requiring constitutional amendments will go forward for confirmation at the 2007 Annual General Meeting.Chair Sattler highlighted other issues discussed including policy resolutions from individual boards regarding one publicly- funded school system for each of Canada's official languages and the ban on fighting in Junior A hockey. b.DISTRICT SCHOOL BOARD ONTARIO NORTH EAST A letter from the Chair,District School Board Ontario North East,to the Minister of Education expressing concern with the Inequity regarding Grants for Student Needs has been received. 16.COMMUNICATIONS -cont'd c.THE REGIONAL MUNICIPALITY OF DURHAM A letter from the Regional Municipalityof Durham to Ontario Hockey League Commissioner re a ban on fighting In Junior A hockey/amateur hockey has been received. 17.NOTICE OF MOTION -none 18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN Trustee Stewart requested that his notice of motion, below,be deferred to the 2007 May 22 Regular 2007 May 08...14 Board meeting for consideration: Whereas District School Boards and Per Pupil Funding were established by the Minister in 1998 to provide equal education resources to students across Ontario; Whereas the Thames Valley District School Board predecessor boards were not uniform in revenues or expenditures per pupil; Whereas the need for equity In public education is paramount; Be It Resolved that the staff produce a report that identifies grant revenues and money expenditures per ward for the Thames ValleyDistrictSchool Board. 19.ADDITIONAL ITEMS -none 20.QUESTIONS/COMMENTS BY MEMBERS 21.ADJOURNMENT The meeting adjourned at 10:45 p.m. on motion of J.Stewart,seconded by S.Peters. CONFIRMED: Chairperson r 2007 May 08...15 SUMMARY OF APPROVED RECOMMENDATIONS OF 2007 MAY 08 That the Board approve the establishment of an Audit Committee as a standing committee of the Board pursuant to the recommendations approved at the 2007 April24 Board meeting. That the deadline for Presenters'Packages for the 2007 June 11 Budget input meeting be extended to 2007 June 08. That the motion related to adding up to five extra secondary staff to the five smallest,composite, secondary schools be deferred to the 2007 May 22 Board meeting. That Celine Bourbonnais-MacDonald be appointed to the position of Superintendent of Education with the Thames Valley District School Board effective 2007 August 01.