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10/23/2007 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING,PUBLIC SESSION 2007 OCTOBER 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 -Port Stanley P.S.Junior and Senior Choir V 4.APPROVAL OF AGENDA M 5.OFFICIAL RECORD M 6.RECOGNITIONS a.Safety Patrollers of the Year V 7.CONFLICTS OF INTEREST V 8.CHAIR'S ANNOUNCEMENTS V 9.DIRECTOR'S ANNOUNCEMENTS V 10.MINUTES OF THE 2007 OCTOBER 09 BOARD MEETING M a.Confirmation of Minutes b.Business Arising from the Minutes i.2007-08 Budget Recommendations V 11.STUDENT TRUSTEES'UPDATE V 12.REPORTS FROM THE ADMINISTRATION 7:30 p.m.a.Naming of New Public School to be built in South-East St.Thomas M 8:00 p.m.b.Proposed Additions and Renovations to Medway High School M c.Departmental Updates M 13.REPORTS OF COMMITTEES a.SEAC Chair's Report of 2007 October 01 V b.Audit Committee,2007 October 09 M c.Native Advisory Committee,2007 October 09 M d.Chairs'Committee,2007 October 17 M e.Committee of the Whole,In Camera,2007 October 23 V 14.COMMUNICATIONS a.Chair's Summary Update V b.Ontario Public School Boards'Association -Update V 15.NOTICE OF MOTION 16.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 17.ADDITIONAL ITEMS 18.QUESTIONS/COMMENTS BY MEMBERS 19.ADJOURNMENT THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING,PUBLIC SESSION .2007 OCTOBER 23 The Board met in regular session on 2007 October 23 In the Board Room at the Education Centre,meeting In public session at 7:00 p.m. to 10:50 p.m.The following were in attendance: TRUSTEES K.Patterson J.Bennett S.Peters F.Exiey S.Polhlll T.Grant T.Roberts G.Hart ADMINISTRATION AND OTHERS J.Thorpe S.Hughes L. Elliott M.Moynihan B.Greene V.Nielsen M.Sereda B.Tucker K.Dalton P.Tufts J.Emprlngham B.Wagner K.Wilkinson Regrets:J.Rowe,P.Jaffe Absent:S.Doub,M.Hendrick P.Battler (Chair) J.Stewart R.Tisdale J.Antoniak K.Bushell S.Christie S.Dawson K.Meeson W.Scott S.Young 1.CALL TO ORDER. Board Chairperson Sattler called the meeting to order at 7:00 p.m. 2.13.O CANADA AND MUSICAL PRESENTATION The appreciation of the Board was extended to the Port Stanley P.S.Junior and Senior Choir, cdnductor Shannon Watson and accompanist Amanda Vallejos for leading In the singing of O'Canada and performing three musical selections. 4.APPROVAL OF AGENDA The agenda was amended to add "Report of the Budget Advisory Committee"as item 13.f.The amended agenda was approved on motion of T.Roberts,seconded by F.ExIey. 5.OFFICIAL RECORD S.Christie,Supervisor -Corporate Services,read the following official record Into the minutes: We regret to record the death of Paul Garberg,an 18-year-oId student at Oakridge Secondary School,London,on 2007 October 14. 6.RECOGNITIONS a.SAFETY PATROLLERS OF THE YEAR Supt.S.Hughes introduced Grade 6 students Shpend Bytyql and Devdutt Kamaph and Learning Support Teacher Susan Maslotra from Sir Georges Etienne Cartier P.S.,London. Ms.Maslotra explained that Shpend and Devdutt,In their capacity as school Safety Patrollers,have been recognized for their heroic efforts In preventing a Grade 1 student from being Injured at a cross walk on 2007 May 08.Shpend and Devdutt were awarded the CAA South Central Ontario Award as the Safety Patrollers of the Year as well as recipients of the Patricia Curran Award.The students have also been nominated for a Governor General's Award for life saving.The congratulations of the Board were extended to Shpend and Devdutt. 7.CONFLICTS OF INTEREST -No conflicts of interest were declared. 2007 October 23...2 8.CHAIR'S ANNOUNCEMENTS Chair Sattler referred to a previous discussion held at the 2007 September 11 Board meeting regarding a 100 percent Goods and Services Tax (GST)rebate for school boards.She advised that she was scheduled to make a presentation in support of GST rebate issue at the Federal Pre Budget Public Consultation Session;however,at the end of2007 September,the Federal Finance Committee was disbanded.A new committee is to be established based on the details contained in the recent Throne Speech.Chair Sattler will keep theTrustees informedregarding future opportunities to make her presentation to the Ministryof Finance. She advised that she,along withDirector Thorpe and Exec.Supt.Elliott,will be meeting with Chester Langllle,Executive Director of the N'Amerind Friendship Centre,on 2007 October 24 to continue discussions on a Native Immersion school for urban aboriginal students. Chair Sattler highlighted information about the Neighbours,Friends and Family Public Education Campaign being held at the Education Centre on 2007 October 30 and November 07 and at Althouse College on November 08.The workshops will focus on strategies to keep abused women safe by teaching the people in their circle of influence how to recognize danger signs as well as the appropriate action necessary to assist families when they witness abuse.Trustees interested in attending the workshop(s)were asked to contact S. Pullam,Trustees'Office,to register for the event. Chair Sattler and Vice-Chair Stewart met with Chair B. Hopkins and Vice-Chair A.Morell of the Thames Valley District School on 2007 October 23.Chair Sattler advised that Ms.Hopkins and Ms. Morell are the onlytwo certified parent liaisons in Canada having completed an accreditation program offered at San Diego University.Chair Sattler noted that a Parent Involvement Workshop,facilitated by Dr. Betty Boult,is to be held at the Education Centre on Saturday,2007 November 10.The one- day event provides participants with an opportunity to learn how to engage parents intaking a more active role in their children's education. 9.DIRECTOR'S ANNOUNCEMENTS none 10.MINUTES OF THE 2007 OCTOBER 09 BOARD MEETING a.CONFIRMATION OF MINUTES The minutes of the Regular Board Meeting of 2007 October 09 were adopted on motion of F. Exiey,seconded by G. Hart. b.BUSINESS ARISING FROM THE MINUTES i.2007-08 Budget Recommendations In reference to the 2007 October 09 Board minutes (Item 13.a),the Administrative options developed to make effective use of the balance of the Enhanced Funding in response to cost pressures was discussed.The trustees suggested other possible allocations for the Funding for consideration at the 2007 November 13 Board meeting.It was noted that the funds must be allocated by the end of 2007 November. The allocation of funds to the instrumental program in both the elementary and secondary panel was once again cited as an important Board-wide priority to ensure that all students have an opportunity to participate in the program.Director Thorpe advised that, given approval to enhance the music program, the Administrationwould ensure that the elementary schools identified receive the required instruments immediately,and that qualified music teachers and facilities are In place to adequately equip new programs.Trustee Hart supported using the recommended amount of $600 000 for musical Instruments. 2007 October 23...3 10.MINUTES OF THE 2007 OCTOBER 09 BOARD MEETING -cont'd b.BUSINESS ARISING FROM THE MINUTES -cont'd I.2007-08 Budget Recommendations -cont'd Trustee Roberts suggested that an amount of $200 000 be considered for Professional Development to ensure quality leadership in school administration.He emphasized that TVDSB,as a large urban board,should be providing opportunities to ensure that qualified staff have the resources available (e.g.release time) to participate in leadership opportunities.He emphasized the importance of the mentor/coach program as well as engaging professional,international,facilitators/speakers to demonstrate positive goals and strategies to ensure that school administrators relate effectively and efficiently.The quality leadership model should promote recruitment w^lthin Thames Valley to equip staff with the necessary tools to prepare them for the role of school administrator. Other options for consideration under Enhanced Funding included:secondary school athletics programs inthe amount of$50 000 and $200 000 for the Children's Mental Health Committee.Director Thorpe noted that the restoration of provisional funds to the operations area would address significant needs within Thames Valley schools each year. Trustee Peters suggested using a portion of the funding for additional secondary school staffing.Exec.Supt.Dalton and Supt.Wilkinson presented an overview of secondary staffing allocations.Supt.Wilkinson explained the rationale for lines assigned during 2007 July 5 and October 17,highlighting,as an example,the range of program offerings in grade 9 Academic,English,Science,and French as well as the types of lines requested based on programming,enrolment and collective agreements.Some additional lines have been allocated now and more may be allocated next semester based on the decisions made at the school level.Exec.Supt.Dalton noted that there is a different methodology between allocating early lines and allocating additional lines in both elementary and secondary schools. Trustee Exley asked If a shortage exists related to textbooks and science equipment. Director Thorpe commented that he could not categorically state that ItIsnot an issue without first seeking clarification from Program Services staff and principals/vice principals.Exec. Supt.Dalton commented that presently the purchase of educational resources is being funded over either a three or five-year plan.Exec.Supt.Elliott referred to the senior mathematics curriculum just released noting staff concern over the availability of textbooks. She noted that issues surrounding this new curriculum are being raised with the Ministry. Trustee Tisdale asked for a report on the Capital Reserve Funds for the 2007 November 13 Board meeting.Exec.Supt.Greene advised that the report Is included with the Audited Financial Statements to be presented at that meeting. The following motion was moved by T.Grant,seconded by R.Tisdale and carried: That allocation of the remaining Enhanced Funding amount be deferred to the 2007 November 13 Board meeting. 11.STUDENT TRUSTEES'UPDATE Student Trustee K.Patterson advised that a letter to secondary school principals seeking more Student Council participation has been completed and is to be mailed in the next few days.A Student Advisory Committee meeting is scheduled for the week of 2007 November 12 with the final date to be confirmed.Trustee Patterson advised that an email message regarding the date and time of the SAC meeting will be sent to all tnjstees inviting them to attend. 2007 October 23...4 12.REPORTS FROM THE ADMINISTRATION a.NAMING OF NEW PUBLIC SCHOOL TO BE BUILT IN SOUTH-EAST ST.THOMAS Exec.Supt.K.Dalton,Operation Services,presented a report which recommends two possible names for the new public school to be built In south-east St.Thomas.She noted that, In accordance with the Board's policy and procedures regarding Naming of Schools,a Committee was established to recommend the name for the new school. On 2007 October 10,the Board approved the following membership to the Naming Committee: Pam Duguay,Community Representative,Elgin Court Public School; Shawnda Moes,CommunityRepresentatiye, Forest Park PublicSchool; Mary Yates,Community Representative,New Sarum Public School; Frank Exiey,Trustee; Tracy Grant,Trustee; Karen Wilkinson,Superintendent of Education. On 2007 October 12,the Naming Committee met to review the submissions that were received by the Supervisor -Corporate Services by the 2007 October 09 deadline.The submissions were organized In alphabetical order and assigned numbers by administrative staff.The details regarding the historical background and/or significance of the names suggested were assigned corresponding numbers to assist with the review.Committee members were not provided with information about the source of the submissions. In total, 26 submissions were received and reviewed by the Committee.As a result of its deliberations,the Committee recommends that the following two names,in priority order,be considered for selection by the Board: Mitchell Hepburn Public School (originally submitted as Mitch Hepburn Elementary School) Colonel ThomasTalbot Public School (originally submitted as Thomas Talbot Public School). The following background information was provided: Mitchell Frederick Hepburn.1896-1953 Mitchell F.Hepburn was a politician and the Liberal Premier of the Province of Ontario between 1934 and 1942.He was born on August 12,1896 on a farm in Yarmouth Township, Elgin County.The son of William and Margaret Fulton, he attended a local public school and St.Thomas Collegiate.He worked for the Canadian Bank of Commerce between 1913 and 1917 and he brieflyserved inthe RoyalAirForce. In 1918,he returned tothe 950 acre family farm and married Eva Burton. A popular farmer,"Mitch"entered federal politics In 1926 with a victoryinElgin West.He was reelected In 1930 and later that year he became leader of the Liberal Party of Ontario.In the 1934 provincial election,Hepburn won an overwhelming victory and became the eleventh Premier of Ontario. As Premier during the Great Depression,Hepburn Implemented a number of populist measures such as the closing of the lieutenant-governor's residence inan attempt to alleviate the effects of government spending on the economy."He also cancelled power contracts with Quebec companies,provided funding for mining in Ontario,and introduced compulsory milk pasteurization.His leadership was notwithout controversy and the most notable event ofhis first administration was the strike at General Motors In Oshawa In 1937. 2007 October 23...5 12.REPORTS FROM THE ADMINISTRATION cont'd a.NAMING OF NEW PUBLIC SCHOOL TO BE BUILT IN SOUTH-EAST ST.THOMAS -cont'd Mitchell Hepburn resigned as Premier in 1942 and served as provincial treasurer in 1943. The Liberals asked him to lead the party in the 1945 election, but the partywas defeated. Following the election,Mitchell Hepburn retired to Bannockburn Farm where he liveduntilhis death on January 4,1953. Colonel Thomas Talbot (1771-1853) Colonel Thomas Talbotwas born intoan aristocratic family at Malahide Castle in Ireland on July 19,1771,the son of Rich and Margaret Talbot. Atage 11 he received his firstcommission inthe British army and he served as the private secretary toGovernorJohn Graves SImcoe ofUpper Canada 1791-1794.In theearly 1800s, Thomas Talbot sold his commission and Immigrated to Upper Canada.He received a land grant of approximately 2000 hectares which became the basis of the Talbot Settlement. Thomas Talbot was eventually given responsibility for settling thousands of acres on the north shore of Lake Erie,today's counties of Elgin,Essex,Haldimand, Kent, Middlesex and Norfolk.The principal city ofthis region todayis London,Ontario.During the next fifty years of development,Thomas Talbot brought innumeroussettlers and built mills and highways In the region. Despite his accomplishments, he was not popular with everyone.Colonel Talbot believed that he had the aristocratic rightto rule the people on the land he granted which led to growing dissatisfaction withthe settlers.Eventually, his influence was reduced by reforms of the provincial government. Colonel Thomas Talbotsettled large parts ofwhatisnowsouthwestern Ontarioand the City ofSt.Thomas and otherplaces intheregiontaketheirname from thisenergeticand unusual colonizer.He never married and lived with his servants in his castle at Port Talbot.He died at the age of 81 on February 5, 1853 in London, Upper Canada and was buried In the Anglican cemetery at Tyrconnell,a few miles west of Port Talbot. RECOMMENDATION: That the Board approve the name ofthe new South-East St.Thomas Elementary School to be "Mitchell Hepburn Public School". The recommendation was adopted on motionof F.Exiey,seconded byT. Grant. b.PROPOSED ADDITIONS AND RENOVATIONS TO MEDWAY HIGH SCHOOL Exec. Supt. Dalton introduced the report on the proposed project at Medway High School.K. Bushell,Manager,Projects &Maintenance,introduced J.Sheffield,Architect. Malhotra Nicholson Sheffield Architects,M.Macdonald,Principal,Medway H.S.,GlenTlgert,Chair,Medway School Council and C. Attard and N.Hindmarsh,Facility Services. Mr.Bushellexplained that on 2006 March26, the Board approved the Administration preparing a plan for additions and renovations to MedwayHighSchool and to report back to the Boardwith respect to: detailed plans; funding; estimated cost/budgets; schedule. The status of these items was highlighted and approval was sought for the proposed plans and tendering of the project.The tender results and related recommendations would be presented to the Board on 2007 November 27. 2007 October 23...6 12.REPORTS FROM THE ADMINISTRATION cont'd b.PROPOSED ADDITIONS AND RENOVATIONS TO MEDWAY H.S.-cont'd PROCESS During 2006 April,a DesignCommitteewas established todevelop the plans forrenovationsand additions to Medway High School. The Design Committee consisted of a community representative, theschool principal,schoolstaff,the area Superintendent ofEducation, Manager of Projects and Maintenance and a Project Coordinator. The Design Committee has worked with Malhotra Nicholson Sheffield Architects over the past 18 months to develop and refine the proposed additions and renovations at Medway High School. The project was presented to the school community on 2007 October 03. The process to date has been very beneficial and has resulted ina plan that meets the needs of students^staff and the community. PROJECT OVERVIEW Proiect Synopsis Mr.Sheffield advised that the program for Medway High School Involves the construction of three separate additions and renovations tothe existing school to accommodate enrollment pressures and enhance the program offerings.The program standards developed byTVDSBAdministration were reviewed by the Medway Design Committee to formulate the spaces ofa reworked Medway High School.The on-the-ground (OTG)capacity for Medway will be 1,257 students which matches the projected enrollment for the area. Because of the extensive renovations required to the existing school for school renewal and program enhancements,itis proposed that the staff and students of Medway H.S. be temporarily accommodated at Montcalm S.S.for the 2008-09 school year.The relocation would involve Montcalm students and staff attending in the morning hours and Medway students and staff attending in the afternoon.Staff committees have been formed and have started to meet to discuss the logistics of making such a partnership work.Over the next eight months,questions, concerns,and challenges will be addressed ina collaborative manner.Parents and students will be engaged in the process as the two school administrations work together to manage the twinning of the two school communities. Mr.Sheffield advised that additions and renovations to Medway High School include the following: Ground Floor Five (5)new science classrooms New Resource Centre,complete with seminar rooms and computer resource rooms New main entrance with an elevator Renovated Administrative Offices and staff workrooms Renovated Theatre Arts classroom New Learning Resource Centre Renovated Developmental Centre for 40 students New third gymnasium with associated change rooms and renovations to existing gymnasiums New dance/aerobics studio Renovated weight training room Renovations and expansion to the cafeteria Consolidation,renovations and addition to the technology wing (construction,transportation, communications,manufacturing,and design technologies) Conversion and renovations creating three (3)additional classrooms 2007 October 23...7 12.REPORTS FROM THE ADMINISTRATION cont'd b.PROPOSED ADDITIONS AND RENOVATIONS TO MEDWAY H.S.-Project Synopsis -cont'd Second Floor Renovations to the Family Studies area Renovated Arts classroom Consolidation and renovation of four (4)computer classrooms Nine (9)new classrooms Conversion and renovations creating three (3)additional classrooms Additionally,the project will involve complete replacement of mechanical and electrical systems within the existing school together with Installation of new systems in the additions.Because of the replacement of these systems extensive asbestos abatement is required to the school including all texture ceilings,flooring and pipe insulation.The new mechanical systems include new water service,distribution piping and domestic water heating system,fire protection systems (sprinklers),new high efficiency heating system,new energy recovery ventilation units, new dedicated ventilation and dust/fume collection systems for technology shops,and new control systems. The electrical work In renovated areas includes replacement of light fixtures, wiring,and switching, new emergency lights as required,replacement of exit signage with LED type, new power and data In classrooms to allowfor installation of Smartboards,new fire alarm system and components including wiring,reinstallation and upgrades to security system,and removal of redundant components. ESTIMATED COST/BUDGET Mr.Bushel!explained the estimated cost and proposed funding for the project. Design and Construction Pupil Accommodation Program Enhancement •School Renewal Subtotal $ 2 129 367 $ 6 917 783 $ 6 745 851 $15 793 001 $250 000 $550 000 $200 000 $16 793 001 Disbursements including permits Furniture &Equipment Temporary Accommodation/Renovations to Montcalm S.S. Total It was noted that a 5 percent construction contingency allowance carried In estimated cost for design and construction section.All costs are net GST. FUNDING School Renewal Grant $8,874,428 Good Places to Learn Stage 11 Grant $ 7 168 573 TVDSB Other Capital Reserve Fund $750 000 TOTAL $16 793 001 (To be funded over 3 years) 2007 October 23...8 12.REPORTS FROM THE ADMINISTRATION -cont'd b.PROPOSED ADDITIONS AND RENOVATIONS TO MEDWAY H.S.-Timelines -cont'd TIMELINES Community Meetings 2007 October 01 -Montcalm 2007 October 03 -Medway Administrative Council Review of Project/Board Report 2007 October 15 Presentation to the Board 2007 October 23 Tender Period 2007 November Board Approval to Award Construction Contract 2007 November 27 Construction to Commence on Additions 2007 December 01 Renovation to Existing School (student relocation)2007 July 2007 Commissioning of Project 2009 August School Set-up 2009 August School Occupancy 2009 September Principal Macdonald explained why proposed additions and renovations to Medway H.S.are vital and outlined some of the new and enhanced areas of studies to improve student success.G. Tigert, Chair, Medway School Council,thanked the Board for the opportunity to be involved in the project, noting that the existing structure needed to be upgraded to enhance programs and address enrolment growth. He advised that the Medwaycommunity supported the project after concerns about student safety and the necessity of moving the students to Montcalm S.S.were addressed.Exec.Supt.Dalton explained the rationale for Medway moving to a semester system just during the twinning process.L.Mills,Principal, Montcalm S.S.and H.Liaabotis,Chair,Montcalm School Council,were introduced and thanked for partnering as the host school. Chair Sattler stressed the importance of a communication strategy that will keep all stakeholders informed about the progress on the addition/renovation project at MedwayH.S. It was noted that parent/community communication strategies are being considered by Principals Macdonald and Millssuch as using the schools'website links as well as publication of a joint secondary school newsletter.As well.Principal Mills will be visiting with feeder school principals.It was noted that the schedule for extracurricular activities is being discussed by the staff and students of Montcalm and Medway Secondary School. RECOMMENDATIONS: 1.That the Board approve the plans,budget and schedule for the proposed additions and renovations to Medway High School. 2.That the Administration proceed to tender the additions and renovations to Medway High School. 2007 October 23...9 Recommendation 1 was moved by T.Grant,seconded by T.Roberts and approved on a Poll Vote as follows: Yeas:J.Bennett,F.Exiey,T.Grant,G. Hart, S.Peters,S.Polhill,T.Roberts,P. Sattler,J.Stewart,R.TIsdale Nays:none Abstentions:none Student Trustee Patterson:Yea Recommendation 2 was moved by G. Hart,seconded by S. Polhill and approved on a Poll Vote as follows: Yeas:J.Bennett,F.ExIey,T.Grant,G. Hart, S.Peters,S.Polhill, T.Roberts,P. Sattler,J.Stewart,R.TIsdale Nays:none Abstention:none Student Trustee Patterson:Yea Trustee Hart asked if permission has been received from the Ministryto proceed withthis project. Exec.Supt.Dalton stated that following the meeting,a letter will be sent to the Ministry with the proposed schedule for Medway and Montcalm S.S.Congratulations was extended to the members of the Design Committee for an informative presentation. c.DEPARTMENTAL UPDATES Human Resource Services Exec.Supt.Sereda advised that the 2007 October publication of Human Resource Services Update was distributed to Trustees with their Board package.He extended thanks to P. Heath,Employee Relations Officer and the Public Affairs and Community Relations staff for preparation of the newsletter; Disability Management isworking with approximately 62 staff members intheir return towork programs as a result of non-occupational and occupational illnesses and injuries; Occasional teacher hiring process has been revised in the elementary/secondary panels. Henceforth,all teacher applicants who have applied to ATTN will be interviewed.In future, postings on ATTNwill advise Interested teachers that TVDSB has an open enrolment and will continue to review candidates for inclusion on the occasional teacher list; Teachers interested in pursuing a career with Thames Valley will be asked to apply to ATTN and have the following documents available prior to an interview: a.Copy of Apply to Teach Application; b.Ontario College of Teachers'number -indicating that the teacher is in good standing; c.Three to four references with at least one written of which two will be checked by the Principal; d. Original Criminal Background Check dated within the last six (6)months including Vulnerable Sector Screening and Pardoned Sexual Offences Records Search (in sealed envelope); e.Social Insurance Number and date of birth (in a sealed envelope). Teachers who possess all the required documents may receive an interview at a school by two administrators.If the teacher meets all the criteria,the Principal may recommend to Human Resource Services that the teacher be added to the Occasional Teachers'List.The Principal submits the checklist with all documents attached to Human Resource Services. Human Resource Services processes all paperwork,confirms that the teacher has not been interviewed in the past 18 months and invites the teacher to attend the next Orientation. Orientation sessions are to be offered several times throughout the year; 2007 October 23...10 12.REPORTS FROM THE ADMINISTRATION -cont'd c.DEPARTMENTAL UPDATE -cont'd Human Resource Services -cont'd The teacher attends the Orientation and receives their employee ID number and fills out payroll forms.Presentations are provided highlighting the Board, Union affiliation, how to access TVARRIS and First-class.A teacher who holds the qualifications to work in both panels needs only to be interviewed for one panel and express in writing their wish to be added to the other panel; Proposals from vendors interested in supplying physiotherapy services are being reviewed because the current contract is due to expire later this year; Enrollment levels in the three retiree benefit plans are being confirmed and premium rates for the new year determined with the carrier; Secondary teaching staff for the fall term still being confirmed.Compensation and benefit records are being established as well as credentialing,WHMIS,criminal background checks, etc.being completed; MR staff are presently interviewingmore than 300 Occasional Teachers who expressed an Interest inour Board as a result ofthe last posting. The current supply of occasional teachers is just over 700 (approximately 28 percent are retirees). Operation Services Registration is in process for the Principals'and Vice Principals'2007 November 26 session on Assessment and Evaluation as a follow-up to the October 17Community of Schools meeting re examination of the new elementary guidelines.The "School-based Projects to Improve Student Learning"funding applications were submitted by Principals'groups totheir respective Superintendent.These projects will allow teachers time and resources to complete action research on howspecific instructional strategies affect student learning. On 2007 October 19,Barrie Bennettcontinued working with teachers to discover a variety of instructional strategies to engage students invarious ways; Secondary Enrolment &Staffing As of2007 October 15,secondaryenrolment forthesystem is26,856.50 Full-time Equivalent (FTE).The projected enrolment for 2007 October 31 was 26,484.46.The annualized enrolment is anticipated to be about 126 FTE or0.49 percent above projection based on the historical patterns; On 2007 September 27 principals were asked to submit requests for additional staff based on 2007 August and September new registrations and projected enrolment.In total, 97 teaching lines were requested for implementationduringthe 2007-2008 school year; Following a reviewofthe enrolment data for each school, the Ministry requirement to meet a 22:1 pupil-teacher ratio for the system,as well as class size and teacher workload situations and programming considerations,an additional 52 lines were allocated to 21 secondary schools. Elementary Enrolment &Staffing Primarv Class Size With full implementation of the additional teachers allocated 91.20 percent of Junior Kindergarten/Senior Kindergarten to Grade Three classes have 20 or fewer students,and zero classes have more than 23 students.It was noted that 10.0 FTE additional teachers have been allocated from the Enhanced Funding allocation and holdback this fall in order to achieve Ministry expectations; 2007 October 23...11 12.REPORTS FROM THE ADMINISTRATION -cont'd c.DEPARTMENTAL UPDATES -cont'd Operation Services -cont'd Junior/Intermediate Classes The current average class size for Grades Four to Eight (Including Grades 3/4 splits)is 25.67 less than the Ministry expectation of 26.5.It was noted that 15.0 FTE additional teachers have been allocated from the enhanced funding allocation and holdback this fall in order to meet this Ministry expectation,as well as to reduce individual class sizes; Work continues with respect to the major data collection requirements and coordinating of information in preparation of the ARC Templates for the ten ARC'S that began their work in the fall.The first in a series of public input meetings will begin in 2007 October for most ARCs; On 2007 October 11,new Elementary/Secondary Administrators participated in a fullday interactive session with the outcome being to enhance instructional practices and student learning within their school.The topics presented included:Assessment for Learning facilitated by Exec.Supt.L. Elliott and Learning Supervisor J.Verbakel;Use of Data to Support Student Learning facilitated by Manager S.Killip,Research and Assessment and Student Success facilitated by M.Chambers,Student Success Leader; Throughout 2007 October professional learning for school administrators continue on the topic of Assessment for Learning via the distribution of a comprehensive resource entitled TVDSB Assessment and Evaluation:Guiding Principles.This resource,a compilation of the several items,outlines the expected assessment practices for both elementary and secondary schools as well as enables administrators and teachers to explore the similarities in practices from one panel to another.School administrators will facilitate professional learning within their school throughout the year to ensure consistency in practice which ultimately benefits all students; A partnership between the Ontario Principals'Council, Ministryof Education and the Board continues to support teams of school administrators (Principal Learning Teams or PLTs)as they collaborate to improve student learning.The PLTs are established to enhance system leadership capacity through professional networking and dialogue with a focus on student learning.As a pilot project in 2006-07 It continues into the 2007-08 school year as a formal Mentor/Coaching training to build the leadership capacity of the mentors.Essentially,once new administrators 'graduate'from the New Administrator Program individuals are partnered with a mentor and form one pair in a Principal Learning Team.Commencing in 2008 January,a second cohort of PLTs will involve approximately 146 school administrators in the program; Safe Schools update included:Secondary Violence Prevention Committee,Eva Olsson's Holocaust Survivor presentation,UWO facilitators'presentation re dating violence.Youth Safe Schools Conference,The Fourth R,OSSTF's - Beyond Bullying Workshops,Barbara Coloroso's presentation:Beyond Bullying;and Neighbours,Friends and Families Public Education Campaign; Research and Assessment Services staff undertook/completed the following major project components during 2007 October: •Phonological Awareness -Preparation of initial class report to SLPs; OLSAT -preparation for administration of assessment; Hearing Impaired Review Committee - reviewing draft of summaries and key findings; Grade 9 DRP Reading Assessment and Level Reading Assessments; data analysis and report preparation for Coaches and Understanding Math Project; •practice OSSLT and 2007 March results -Summary of results prepared for schools; EQAO Gender data -longitudinal graphs of achievement and attitudinal differences; summary of program staff comments from Program Services AGM; 2007 October 23...12 12.REPORTS FROM THE ADMINISTRATION -cont'd c.DEPARTMENTAL UPDATES -cont'd Operation Services -cont'd Research and Assessment Services -cont'd summary and written report re student career survey data; cleaned 2007 May Grade 3/6 EQAO data; created EQAO reports for French immersion schools and feeder reports; created Grade 9 math and OSSLT elementary to secondary feeder reports; mobility (transferred students)reports based on EQAO Grade 3/6 data; mapping for ARC London Study Area 1; development of new EQAO on-line profile; Primary and Junior DRA material prepared and distributed; EQAO file fix documentation completed and distributed; Updates to the Research and Assessment web site; DRA data entry interface - pilot testing; data analysis and preparation for Ministry indicator reporting; evaluation of external research requests; work with Privacy and Information Management Taskforce; presentation to Learning Supervisors/Coordinators on EQAO; data use workshop for new administrators; examination of the credit recording and tracking process in Trillium; support for the elementary and secondary staffing process. Program Services Special Education This year's budget for the Council of Directors of Education (CODE)project has been reduced to $110,000 based on "lessons learned"from last year's project.It includes the purchase of 15 Smartboards for some of our self-contained special education classes as well as inservice costs for release time for those teachers.Training will continue to be provided for any new teachers to self-contained programs in DRA and Prime Math, as well,one day release time for both elementary and secondary self-contained special education teachers to focus on literacy and numeracy strategies; During the summer a team of teachers received four days of training on Applied Behavioural Analysis (ABA).This team is to provide inservice to Learning Support Teachers and classroom teachers.As well, 12 principals attended a one day inservice to provide an overview of PPM 140.These principals will be providing inservice at Community of Schools meetings In October or November.A planning committee,which includes representation from Thames Valley Children's Centre Autism Spectrum Disorder group,met twice to prepare for the presentation; The lEP Collaborative Review ofall School Boards has been completed reports received and recommendations being reviewed.General areas that require more work include: detailing communication which occurs with parents at various stages of the lEP process and consistency between the lEP and the report card. Character Develooment Initiative fCDH In the fall of 2006,the Ministryof Education released the document,"Finding Common Ground",which laid the groundwork for each school board to establish a CDl team and plan. In response,TVDSB formed its own CDl Capacity Building Team in the spring of 2007.Between 2007 April and June,group members attended various regional symposiums on Character Development as well as visiting the Hamilton-Wentworth DSB that is about one year ahead of TVDSB in their planning. 2007 October 23...13 12.REPORTS FROM THE ADMINISTRATION -cont'd c.DEPARTMENTAL UPDATES -cont'd Program Services -Character Development Initiative (GDI)-cont'd As a result of information gathering, 20 TVDSB staff (Principals,Vice-Principals, Teachers,Leaning Coordinator,LearningSupervisors) decidedwhat TVDSB's approach would looklike. Itwas concluded that most, ifnot all schools already have programs that could fall under the category of CDl (Reading Buddies, Playground Peacekeepers,Peer Mentors,Outreach tothe Community,etc.). Therefore, a CDl Kick-Off planwas recently delivered where each school in Thames Valley sent a teacher,two students and an appropriate community representative to attend the event in order to share their ideas withother schools. The goal was that participants leave our event feeling supported in their efforts and withthe knowledge ofsimpler ways to enhance existing programs.The event was held on the mornings of 2007 October 1,2 and 3 and participant feedback indicated that goals were achieved and perhaps surpassed expectations; Nowthat this event is completed,our Team is ready to take on the next challenge ofhow to build on our recent success and help our schools and students move fonward with Character Development.Thanks was extended to Chris Friesen,Chair of the Character Development Team for his leadership. School and Communitv Services This fall speech and language staff are screening all senior kindergarten students' phonological awareness skills in order to provide valuable information for teachers and staff to assist inbuildingearly literacy skills.Strategies and suggestions will be shared with teachers to assist them in developing these skills during classroom activities. A followup screening will also be administered in2008 May; The St. Julien Fairon HamiltonRoad took place in2007 September.Staff from Speech and Language Services,Attendance and Social Work Services,and Ready for School, provided display booths to share relevant Information about communication, language and literacy,early intervention,and the Importance ofschool attendance.Avarietyof games,activities and take home suggestions were shared with families from the Seal Community of Schools; School and Community Services staff will be providing a variety of workshops for teachers for the 2007 October Learning Conference.Sessions will focus on emergent and early literacy strategies related to oral language development,strategies and resources to reduce student disengagement,character education,and engaging families of early years students in the education process; Ministry funding through the Ontario Psychological Association (OPA)Student Assessment Project resulted In assessments for approximately 250 students over the summer months.The goal of this project is to reduce wait times for speech and language and psychological assessments and increase teacher capacity in meeting student needs identified through the assessment process.Professional development sessions for teachers are presently in the planning stages.Early years teacher workshops,in conjunction with the Languages Portfolio,are scheduled for late fall and early winter with a focus on student checklists to assist in early identification and Intervention.Additional workshops for Grades 1 to 4 teachers scheduled for the end of 2007 November will emphasize the use of teacher observation to identify needs and implement appropriate strategies prior to a referral for a standardized assessment. During the next phase of this project Ministry expectations require qualitative feedback from a wide variety of stakeholders,including trustees,regarding the satisfaction of OPA outcomes and results; 2007 October 23...14 12.REPORTS FROM THE ADMINISTRATION -cont'd c.DEPARTMENTAL UPDATES -cont'd Program Services -School and Community Services -cont'd Grade 7 and 8 Oxford County students have been Invited to an internet safety presentation on 2007 October 23. This one hour presentation is being provided by Mutual Insurance Company and features world renowned speaker "Rob Nickel". A parent information session is being held on the evening of 2007 October 24 at St. Mary's High School,Woodstock; The implementation of Risk Watch (injury prevention curriculum for JK - 8)continues to grow throughout the Valley with program funding being received from local Tim Mortons owners.All of our fire departments,police departments and health units continue to support Risk Watch.Last year the Canadian version of Risk Watch was launched and in-service sessions are being prepared for approximately 80 elementary teachers on 2007 November 01; Attendance and Social Work Services will be offering Roots of Empathy in28 elementary schools this year.Roots of Empathy involves the visitation of infants and parents to classrooms once a month.Through observation and discussion,students develop increased .levels of emotional literacy,learn to take others'perspectives,and enhance their conflict resolution skills; In recognition of October as Child Abuse Prevention month Attendance and Social Work Services staff are offering inservice sessions at school staff meetings on Reporting Child Abuse and Neglect; Attendance counsellors are continuing to respond to new issues as a result of Bill 52 re Learning to 18 Including access to SALEP and working with Student Success teams to provide supports to keep students engaged in school; First Nations Counsellors James Antone and Tracey Slllaby-Ramsey were honoured at the Fourth R Recognition Reception on 2007 October 01 and awarded for their role in the Fourth R project. Business Services Facility Services Projects and Maintenance update Included Capital Projects at Southeast St. Thomas Elementary School,StrathroyDCl,Hickson Central P.S.,Algonquin P.S.Additional portables,site plans and building permit applications for moving portables; Financial Services staff are finalizing the 2006-07 year-end results as well as the annual financial statement package for the Ministry due 2007 December 14. Preparations underway for the 2007 August Thames Valley Education Foundation year-end; Support Services update included: Printing and Mail Services and Purchasing Services. Director's Services Acting Director of Education John Thorpe attended the following meetings and events; Regional Education Council;CEO/Administrators; Education Centre UnitedWay Campaign Kick-Off; UWO Faculty of Education Luncheon and Teachers'Wall of Fame Induction Ceremony;Vision Advisory Committee;Council of President;"An Evening with Stephen Lewis"sponsored by ETFO Thames Valley; Huron University College:Principal's Reception; Parent Learning Conference:"What Every Parent Needs to Know";and the United Way Union Management Breakfast; 2007 October 23...15 12.REPORTS FROM THE ADMINISTRATION -cont'd c.DEPARTMENTAL UPDATES -cont'd Director's Services -cont'd Director Thorpe brought greetings at the following events:South-East St.Thomas Public School Official Ground Breaking Ceremony; City of London's Crime Prevention and Community Safety Advisory Committee;Safety Poster Awards Night;South Secondary School Home Coming event re new Gym Floor and James A. Giffen Memorial Field Dedication Ceremony; Wllma DeRond, Director, LondonDistrictCatholicSchool Board, and Director Thorpe hosted trustees,supervisory officers,managers and business associates at the Grand Theatre's high school production of Les Miserables;. Staff Development initiatives Included:NTIP -The Effective New Teacher Part 1 and Part 11; Fall Mentor/New Teacher Observation Debrief; Leadership: the TVDSB Picture; Administrative Mentoring Program;LeadershipStrategic Planning;Fall ProfessionalReading Program;Experienced Teachers'Self-directed P.D.;Teacher CandidateSession;Elementary Occasional Teachers;2007 Learning Conference and the 2008 Leadership Conference; PublicAffairs and Community Relationsupdate Included:Official groundbreaking ceremony fornew south-east St.Thomas P.S., held 2007 October 04; Learning to 18 Initiative "Geared to Graduate" campaign; 2007-08 United Way Campaign kick-off event; Parent Learning Forum,Remembrance Day Ceremonies,Take Our Kids to Work;2008 Education Week Committee and recent donation fromthe late John Miller Greenslade to the Thames Valley Education Foundation. 13.REPORTS OF COMMITTEES a.SEAC CHAIR'S REPORT OF 2007 OCTOBER 01 J. Bennett, Special Education AdvisoryCommittee Chair,presented a summary of the 2007 October 01 SEAC meeting.Supt. S.Hughes advised that he met with Exec. Supt. B.Greene todiscuss the Budget including the $1.1M received from the Ministry inlate2007Augustand the option to offset the Special Education deficit. The Committee decided that this funding should not be applied to offset the deficit.Itwas suggested that Exec. Supt.Greene attend a future SEAC meeting to discuss budget issues. Supt. V. Nielsen explained that the Ontario School Information System (ONSIS)is Intertwined withManaging Informationfor Student Achievement (MISA).It involves data collection and data use in an electronic web-based system to plan and find accurate information about students and schools. The following three subcommittees were formed with SEACmembership: Reviewofthe Respite Care Transportation Guidelines;Mental Health Committee will reconvene with staff and trustee representation;and Special Education Planning Review using the "Education for All"document as part of the discussion. A team of Learning Co-ordlnators received training oh ABA-Applied Behavioural Analysis. This team will provide in-service to Learning Support Teachers (LST)and classroom teachers. Principals will receive In-service at Community of Schools meetings.Educational Assistant training will be ongoing through the Geneva Centre. 2007 October 23...16 13.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE AUDIT COMMITTEE 2007 October 09 4:00 p.m.-4:45 p.m. MEMBERS T.Grant J.Stewart R.Tisdale Trustee Visitor:S.Peters ADMINISTRATION AND OTHERS B.Greene Auditor D.Gurnham,Deioitte J.Thorpe K. Vink,Manager,Deioitte S.Christie S.Lantz,Senior Manager,Deioitte Exec.Supt.B.Greene presided over the meeting pending the election of the Committee Chair. 1.APPROVAL OF THE AGENDA The agenda was approved on motion. 2.CONFLICTS OF INTEREST -none declared 3.ELECTION OF COMMITTEE CHAIR Exec.Supt.B.Greene led the election of the Committee Chair.Trustee Stewart was nominated and acclaimed and led the remainder of the meeting. 4.MANDATE,MEMBERSHIP AND TERM OF THE COMMITTEE Exec.Supt.Greene suggested that the mandate be reviewed and priority items identified. Discussion will continue at the next meeting. The issue of professional development for committee members was raised and will be considered for both trustees and community members covered through existing operating funds. Mr.Greene suggested that a standard date be established for the monthly committee meetings.Possible dates for committee meetings were discussed.It was agreed to schedule meetings for 3:00 p.m.on the third Tuesday of each month at the Education Centre as a standing meeting date.An organization meeting be scheduled for October 23 at 2:00 p.m. 5.LETTER OF ENGAGEMENT OF 2006-07 AUDITOR Exec.Supt.Greene advised that the letter of engagement with Deioitte is required prior to beginning the audit.Trustees are required to approve the terms and conditions of the 2006- 07 audit of the financial statements. Copies of the letter of engagement were distributed.Auditor David Gurnham noted that a Director's Series session is being held at the Four Points by Sheraton on 2007 October 17. The following motion was moved and carried: That the trustees approve the terms and conditions of the 2006-07 audit of the financial statements as outlined in the letter from Deioitte dated 2007 September 26. 6.PROCESS FOR THE APPOINTMENT OF COMMUNITY MEMBERS Brian advised that community members with a financial background who have served on a board and/or audit committee will be sought to serve on the committee.It was suggested thatrepresentatives also have experience ina non-profit organization.Auditor D.Gurnham will provide sample criteria used by other organizations. 2007 October 23...17 13.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE AUDITCOMMITTEE -Appointment of Community Members -cont'd It was suggested that the committee write to the four regional Chambers of Commerce seeking a nominee from each.An advertisement will be posted on the Board's website and responses will be submitted to the Committee for consideration. After a lengthy discussion on the issue,the following motion was moved and carried: That mileage for Audit Committee community members be reimbursed by the Board. 7.MANAGEMENT LETTER FOR THE YEAR ENDING 2006 AUGUST 31 Exec.Supt.Greene described the Management Letter for the year ending 2006 August 31. He described the purpose of the letter covering observations,implications and recommendations from the annual audit and noted that department comments are prepared and approved by the Board's Executive Council for discussion with Deloitte.It is intended as tool to tighten controls and enhance efficiency.Observations raised In the management letter were discussed. 8.OTHER BUSINESS-none 9.DATE AND TIME OF NEXT MEETING The next meeting was scheduled for October 23 at 2:00 p.m.as an organizational meeting with the first regularly-scheduled meeting on November 20 at 3:00 p.m. At the next meeting,the following issues will be discussed: Community Members; Mandate of the Committee; Review of the 2007 Audit Plan. 10.ADJOURNMENT The meeting adjourned at 4:45 p.m.by motion. RECOMMENDATIONS: 1.That the trustees approve the terms and conditions of the 2006-07 audit of the financial statements as outlined In the letter from Deloitte dated 2007 September 26. 2.That mileage for Audit Committee community members be reimbursed by the Board. J.STEWART. Chairperson Trustee Bennett requested that the recommendations be separated out.Concerns were expressed that granting the Audit Committee community members reimbursement for mileage sets a precedent citing that several other Board committees do not reimburse their community members for mileage. Recommendation 1 was adopted on motion of J.Stewart,seconded by T.Grant. Recommendation 2 was moved by J.Stewart,seconded by T.Grant and defeated. 2007 October 23...18 13.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE NATIVE ADVISORY COMMITTEE MEETING 2007 October 09 1:44 p.m.-3:17 p.m. Members M.Hendrick,Trustee,Chair R.Doxtator,Oneida of the Thames J.Bennett,Trustee IVI.Elijah,Oneida of the Thames T.Grant,Trustee G.McGahey,Chlppewas of the Thames 8.Aibert-Nlnham,Chlppewas of the Thames C.VanEvery-Albert,Oneida of the Thames C.Dolson,Munsee-Delaware Administration and Others L. Elliott,Executive Superintendent,Prog.Serv.T.Slllaby-Ramsey,Native Counsellor, S.Boddaert,Learning Co-ordinator H.B.Beal S.S. E.Good,Languages &Social Sciences S.Stajfer,Teacher,Thames S.S. C.Graves,Languages &Social Sciences P.Sydor,Vice Principal,Saunders S.Miller,Attendance &Social Work Services S.S. L. Brown,V.P.,H.B. Beal S.S.B.Tichenoff,Principal A.E. Duffield P.Cornelius,Native Counsellor,A.E. Duffield P.S.P.S. S.McCombe,Principal,M.B.McEachren P.S.G. Ball,Corporate Services Regrets:P.Sattler,T.Smith Guests: Absent:V.Hopkins M.B.McEachren students,Branden and Brady,opened with an Oneida prayer Inboth Ojibway and English. 1.CALL TO ORDER The meeting convened at 1:44 p.m.in the Resource Room at M.B.McEachren P.S. 2.APPROVAL OF AGENDA The following additional items were added under item 14: 1.First Nations Counsellor 2.Process for Native Advisory Meeting Cancellation 3.Agenda Preparation 4.Language Sub-Committee 5.Oneida Student Awards A motion to accept the agenda,as amended,was moved and carried. 3.CONFLICTS OF INTEREST No conflicts of interest were declared. 4.CONFIRMATION OF VOTING MEMBERS -Trustees (3)J.Bennett,T.Grant,M.Hendrick -Oneida of the Thames (3)R. Doxtator, M. Elijah, C.VanEvery-Albert -Chlppewas of the Thames (2) S.Albert-Nlnham,G.McGahey -Munsee-Delaware Nation (1) C.Dolson 5.WELCOME AND INTRODUCTIONS Chair Hendrick welcomed the participants. 2007 October 23...19 13.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE NATIVEADVISORY COMMITTEE MEETING -Report of Meeting -cont'd 6.REPORT OF MEETING -2007 September 11 It was clarified that Chair Hendrick chaired the 2007 September 11 meeting. The A.C.Askew Awards were presented to the 2005,2006 and 2007 recipients at the 2007 September 25 Board meeting.Chair Hendrick made a presentation on the role of the Native Trustee representing the First Nations community/culture.She will continue to make presentations about the First Nations communities and cultures at future Board meetings. A motion to approve the report of 2007 September 11,as amended,was moved and carried. 7.NATIVE CULTURAL HERITAGE-ONEIDA Mary Elijah,Oneida Nations of the Thames,made a presentation on the Oneida.Nations settling in the Munsee-Delaware area In 1840 to the present day involvement within the London community.A written report will be available at the next meeting to be included with the minutes. 8.CODE PROJECT -PROJECT MANAGEMENT Executive Superintendent L. Elliott provided an update on projects funded by the Council of Directors of Education (CODE).A report is due to the Ministry of Education in 2008 June. The mandate of the funding requires that the three noted tasks are to be complete by 2008 June 30. In moving forward with this project,it was determined that names would be forwarded to Exec. Supt.Elliott by 2007 Oct. 12.The membership would Include Administration and one representative from each of the First Nations.It was suggested that participation from the school level would be appreciated and one representative from the secondary panel and one from the elementary panel would be an asset.A meeting will be established to convene within two weeks. 9.SEAC ALTERNATE REPRESENTATIVE Exec.Supt.Elliott noted a request for an alternate representative on the Special Education Advisory Committee,SEAC had been received.Presently,G.McGahey is the First Nations representative with no alternate appointed.A request to have the terms of reference forwarded to all the First Nations regarding this position was put forward.One representative is to serve the First Nations communities and an alternate is to be selected to attend meetings when the member Is not available. It was requested that interested members submit their interest to Ms. Elliott's office by 2007, Friday,October 12. 10.PRESENTATION TRUSTEE M.HENDRICK Deferred to the 2007 November 1 Native Advisory Committee meeting. 11.CIRCLE OF LIGHT CONFERENCE Exec.Supt.Elliott indicated that registration for the Circle of Light Conference,2007 November 26-28,was open October 3 for a maximum of two representatives from the Board. After October 20,registration would be open for additional participants on first-come,first- served-basis.The TVDSB is prepared to support the accommodation and travel expenses forfive people.An Individual from each First Nations community will be chosen and will make their registration through the website,www.circleoflight2007.ca.Receipts will be submitted after the conference.E.Good will be the Administrative representative.It was suggested that Chair Hendrick be the representative forthe second reserved spot fromthe initial registration. Attendees are to notifyMs.Elliott when registration has been confirmed. 2007 October 23...20 13.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE NATIVE ADVISORY COMMITTEE MEETING -cont'd 12.SELF-IDpNTiFICATION Exec. Supt.Elliott advised that she has a meeting scheduled for 2007 October 31 to move forward with the Self-Identification initiative at Standing Stone School.Members will be advised of the time. 13.PRINCIPALS*UP-DATE S.McCombe,M.B.McEachren P.S.,thanked the Committee for attending M.B.McEachren P.S.noting the opportunity to be greeters for the Native Advisory Committee gave the students a sense ownership.The girls' volleyball team is up and running with a representative from Oneida.The school is pleased to have an Ojibway story teller as a guest.The refreshments for the meeting were catered from Mrs.Koudys'hospitality class from Sir Frederick Banting S.S.and the doughnuts from the bakery at Oneida. L. Brown, H.B.Beal S.S.,reported that the student conference held at the end of September was very successful with more than 700 students nation-wide attending.Billeting was provided to 350 students.The Pow-Wow was a great success with students from Saunders S.S.and Thames S.S.involved. The Parent-Teacher interviews are scheduled for October.The first progress reports have been sent home.The production of "Young Americans"is being held on October 25 and commencement is on October 26. B.Tichenoff,A.E. Duffield P.S.,reported a successful "Meet the Teacher Night"in September and the Terry Fox campaign raised more than $500. The cross country team was very active with representatives from Oneida.The grades 7 and 8s will be attending the production of "Les Miserables"this month.The Turkey Trott is to be held on Friday,October 12 with participation from Standing Stone School and M.B.McEachren P.S.This fun event includes a cross country run and a turkey draw. P.Sydor,Saunders S.S.,reported that construction started at the school on October 1.There will be calls home regarding the progress reports being distributed.The Parent-Teacher night Is scheduled for October 18.Awards night is October 25.The Native students assembly is scheduled for October 12. Ms. Miracle, Native Teacher,will provide information about the services available to the Native students to support their learning and what the Native Student Council is about.A Native Student Counsellor is starting In Semester two,he noted that it is exciting to have this placement at Saunders S.S. S.Stajfer,Thames S.S.,reported on behalf of B.Miskiman.The school is moving ahead with the Pathways program with success.The Native students are involved with the Peer Mentoring program. 14.ADDITIONAL ITEMS a.First Nations Counsellor:The First Nations communities would have liked to be involved with the hiring process of the First Nations Counsellor.Exec.Supt Elliott indicated that this position is in conjunction with the N'Amerind Friendship Centre alternative school, Wiingashk.Itis supported through the Light House Project with the contract ending In 2008 June. b.Process for Native Advisory Meeting Cahcellations:It was clarified that the decision for cancelling a meeting is made between Exec.Supt.Elliott and Chair Hendrick.The requirements for quorum is to have five voting members at the meeting.The meeting of 2007 June 12 was cancelled because of the lack of agenda items. 2007 October 23...21 13.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE NATIVE ADVISORY COMMITTEE MEETING -cont'd 14.ADDITIONAL ITEMS -cont'd c.Agenda Preparation:The agenda is prepared by Corporate Services,withdirectionfrom Exec.Supt.Elliott and Chair Hendrick.Members are to submit their agenda items to Corporate Services,519-452-2000,ext.20216.Itis Important to follow-upwith the RSVP that is sent out with the agenda paci<age two days prior to the meeting.This is to ensure that quorum is established and meeting arrangements completed. d.Language Sub-Committee:The Language Sub-Committee was established with M.Elijah, G.McGahey and C. Langllle from N'Amerind Friendship Centre participating. e.The Oneida Student Awards ceremony is being held at Standing Stone School on October 10 at 5:00 p.m. 15.FUTURE AGENDA ITEMS -"First Nations Languages",M. Elijah -Learning About First Nations Communities,Members 16.DATE,TIME LOCATION OF FUTURE MEETINGS The following Committee meetings have been scheduled: Tuesday,November 13,1:30 p.m.Chlppewas of the Thames; Tuesday,December 11,1:30 p.m.,Oneida of the Thames. 17.ADJOURNMENT A motion to adjourn the meeting at 3:17 p.m.was carried. RECOMMENDATIONS:None d.REPORT OF THE CHAIRS'COMMITTEE MEMBERS J.Bennett (9:13)P.Battler (Chair) G.Hart J.Stewart M.HENDRICK. Chairperson 2007 October 17 9:12 a.m.-11:30 a.m. ADMINISTRATION AND OTHERS J.Thorpe C.Dennett S.Christie 1.APPROVAL OF AGENDA Item 10 was deferred to the next meeting.The agenda,as amended,was approved. 2.CONFLICTS OF INTEREST -none declared 3.REVIEW OF 2007 OCTOBER 23 IN-CAMERA AND BOARD MEETING AGENDAS The agendas forthe 2007 October 23 in-camera and publicBoard meetings were discussed and updated. 4.CORRESPONDENCE -none 5.CAPITAL PLANNING CAUCUS Arrangements for the Trustee Capital Planning caucus on October 22 were discussed. DirectorThorpe distributed an agenda for Inclusion inthe trustees'information packages. 2007 October 23...22 13.REPORTS OF COMMITTEES -cont'd d.REPORT OF THE CHAIRS'COMMITTEE - ARC Template -cont'd 6.ARC TEMPLATE Executive Superintendent K.Dalton joined the meeting.Trustee Stewart requested a review of the use of the ARC template.Director Thorpe described the use of the template and weighting of factors. Exec.Supt.Dalton advised that an ARC may ask for additional information or clarification on the template;however,it is not provided for approval but to assist in consideration of school facilities. It was agreed to ask G.Owens to prepare a working copy of the standard template for ARC Chair Stewart for discussion with the Oxford 4 ARC. Exec.Supt.Dalton offered to meet with Committee representatives to explain the weightings,upon request. 7.UPDATE -S.O.COMPETITION Director Thorpe updated the Committee on the schedule,screening and interviewing for the supervisory officer competition.It was agreed that Trustees Bennett and Stewart will participate on the interview committee.Itwas clarified that Executive Superintendents should be cautious of providing references for candidates ifthe they will be sitting on the interview committee.The appropriateness of supervisory officers providing references to candidates was supported and confirmed. 8.BUDGET ADVISORY CAUCUS . Chair Sattier advised that the Budget Advisory Committee has requested a half-day Budget caucus to plan for the 2008-09 Budget.It was agreed that the Chairs'Committee endorses the concept of a Budget caucus but will ask the Budget Advisory Committee to provide clarificationof agenda items at its October 19 meeting before proposing dates. 9.OPSBA UPDATES Chair Sattier advised that she is seeking a process to receive issues from trustees for OPSBA consideration.It was agreed that OPSBA Board of Directors agendas will be distributed to trustees for comment. 10.TVDSB 10"^ANNIVERSARY UPDATE -deferred tonext meeting 11.RECEPTION SIGN-IN PROCEDURE The new Reception Centre sign-in process was discussed.It was agreed to,initially,place a card at the Reception counter asking visitors to sign the register. The importance of completing the register to assist In relaying messages and to facilitate evacuation of the Education Centre if necessary was stressed. 12.OTHER BUSINESS a.Executive Search for Director of Education Chair Sattier updated the Committee on the executive search for the Director of Education. 13.DATE AND TIME OF NEXT MEETING The next meeting was scheduled for Tuesday,November 6, at 2:00 p.m. 14.ADJOURNMENT The meeting adjourned at 11:30 a.m.by motion. 2007 October 23...23 13.REPORTS OF COMMITTEES -cont'd d.REPORT OF THE CHAIRS'COMMITTEE -cont'd RECOMMENDATIONS:None P.SATTLER, Chairperson Chair Sattler advised that Sue Pullam,Trustees'Office,will ensure future agendas for OPSBA Board of Directors'meeting are copied and distributed to trustees to enable them to provide input on the topics being discussed. e.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA 2007 October 23 MEMBERS PRESENT J.Stewart(Chair)S.Peters J.Bennett S.Polhill F.Exiey T.Roberts T.Grant P.Sattler G.Hart R.Tisdale K.Patterson Regrets:P.Jaffe,J.Rowe Absent:S.Doub,M.Hendrick ADMINISTRATION AND OTHERS J.Thorpe K.Dalton L.Elliott M.Sereda S.Hughes B.Wagner S.Christie J.Antoniak The Committee met in camera from 5:00 p.m.to 5:10 p.m. 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST -No conflicts of interest were declared. 3. A confidential personal matter was discussed. 4.RISE AND REPORT A motion to rise and report was moved at 5:10p.m.and carried. RECOMMENDATION: That the motion approved at the In-camera session of 2007 October 23 related to a resignation and a resignation for retirement by mutual consent be approved. J.STEWART, Chairperson The recommendation was adopted on motion of J.Stewart,seconded by G. Hart. Director Thorpeextended best wishes toBev Noble,Learning Supervisor,on her retirement effective 2007 November 30. He advised that Jeannette Johnston,Principal,John P.Robarts P.S.,(London) has been appointedtothe position of Learning Supervisor,SpecialEducation, effective2008January 01. 2007 October 23...24 13.REPORTS OF COMMITTEES -cont'd f.REPORT OF THE BUDGET ADVISORY COMMITTEE 2007 October 19 9:30 a.m.-11:23 a.m. MEMBERS PRESENT ADMINISTRATION AND OTHERS F.Exiey , R.Tisdale J.Thorpe 8.Macey T.Roberts P.Sattler B.Greene K.Sadlowski Trustee Visitor:T.Grant 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST -none declared 3.MANDATE -BUDGET ADVISORY COMMITTEE The mandate of the Budget Advisory Committee was discussed.The following motion was moved and approved: That the number of Trustee members on the Budget Advisory Committee be increased to five. It was agreed to amend the Committee's mandate to read: The Budget Advisory Committee makes recommendations to the Board on budget assumptions for each fiscal year.The Committee assists in the development of the annual budget of the Thames ValleyDistrict School Board by providing information,advice and liaison between the trustees and staff charged with the development of the budget. The Committee participates in the development and implementation of a communications plan to provide budget information to the community and receive input from parents,students,staff and other stakeholders on budget issues. The Committee monitors provincial budget issues and considers the impact of provincial issues on the Tliames Valley District School Board.It also considers the impact of other budgetary pressures that may be unique to Thames Valley. The Committee meets as required.Five trustees serve on the Committee.• The revised mandate will be referred to the Chairs'Committee for approval. 4.BUDGET DEVELOPMENT GROUP The membership and proposed format"of a Budget Development Group was considered.It was agreed that the Principal membership of the Budget Development Group should be representative in proportion to the number of elementary and secondary schools within the Board. It was agreed that the Principal membership will be amended to include four principals representing elementary and two principals representing secondary. 2007 October 2Z...25 13.REPORTS OF COMMITTEES -cont'd f.REPORT OF THE BUDGET ADVISORY COMMITTEE -cont'd Further discussion centered around information routing among the Budget Development Group,the Budget Advisory Committee and the Board.Executive Superintendent B.Greene presented examples of the operating models of other boards.It was decided that he will seek the input of Administrative Council and will report back to the Budget Advisory Committee for discussion and decision at the next meeting. 5.OTHER BUSINESS Budget Advisory Committee Meeting with Trustees The timing of the process for presentation to trustees was discussed.Given that trustee committee members are selected at the first Board meeting in December with approval at the second December meeting,it was decided that the minCites of this meeting will be added to the Board agenda of 2007 October 23. it was further decided that the Budget Advisory Committee will meet with ail trustees in early January to review Issues identified by the Budget Development Group. Trustees will have an opportunity for input.The intent is to finalize a list of Issues to be reviewed by the Budget Development Group. 6.DATE AND TIME OF NEXT MEETING The next meeting was scheduled for 2007 November 19 at 3:00 p.m. 7.ADJOURNMENT A motion to adjourn was,moved and carried at 11:23 a.m. RECOMMENDATION: That the number of Trustee members on the Budget Advisory Committee be increased to five. T.ROBERTS, Chairperson Trustee Roberts requested that the revised Budget Advisory Committee mandate be referred to the Chairs'Committee for approval. The recommendation was adopted on motion of T.Roberts,seconded by T.Grant. 14.COMMUNICATIONS a.CHAIR'S SUMMARY UPDATE Chair Sattler reported that, during 2007 October,she attended the following meetings/events:Montcalm S.S.Parent Information Night;official groundbreaking ceremony for Mitchell Hepburn P.S.;Welcome Back Feast for Wiingashk Culture Camp; ETFO Dinnerwith guest speaker Stephen Lewis;Thames ValleyDistrict School Council; N'Amerind Friendship Centre;OSSTF Dinner with guest speaker Justin Trudeau;St. Georges P.S. re opening of Snoezelen Room and the TVDSB Leadership Conference. b.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION -UPDATE Chair Sattler reaffirmed that the agenda for the OPSBA Board of Directors'meeting to be held the end of 2007 November is to be circulated to trustees.Trustee Tisdale advised that she has a list of OPSBA priorities that will be fonwarded to all trustees. 2007 October 23...26 15.NOTICE OF MOTION •none 16.MOTION •NOTICE OF WHICH HAS BEEN GIVEN -none 17.ADDITIONAL ITEMS -none 18.QUESTIONS/COMMENTS BY MEMBERS Trustee Grant advised trustees that she will be attending a special education conference as a parent of a special needs child and will bring Information back for trustees. Trustee Bennett provided highlights on some of events held throughout the community during Safety Week. 19.ADJOURNMENT The meeting adjourned at 10:50 p.m.,on motion of S.Peters,seconded by T.Grant. The following recommendation of 2007 October 24 was approved by electronic vote as follows: That Board Chair Peggy Sattler be appointed the voting delegate for the OPSBA special general meeting on 2007 November 30 and Trustee Graham Hart as the alternate. CONFIRMED: Chairperson 2007 October 23...27 SUMMARY OF APPROVED RECOMMENDATIONS OF 2007 OCTOBER 23 That the remaining Enhanced Funding amount be deferred to the 2007 November 13 Board meeting. That the Board approve the name of the new South-East St.Thomas Elementary School to be "Mitchell Hepburn"Public School. That the trustees approve the terms and conditions of the 2006-07 audit of the financial statements as outlined inthe letter from Deloitte dated 2007 September 26. That the motion approved at the in-camera session of 2007 October 23 related to a resignation and a resignation for retirement by mutual consent be approved. That the number of Trustee members on the Budget Advisory Committee be Increased tofive. That the Board approve the plans, budget and schedule for the proposed additions and renovations to Medway High School. That the Administration proceed to tender the additions and renovations to Medway High School. 2007 October 24 Electronic Vote That Board Chair Peggy Sattler be appointed the voting delegate for the OPSBA special general meeting on 2007 November 30 and Trustee Graham Hart as the altemate.