12/16/2008 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR BOARD MEETING,PUBLIC SESSION
2008 DECEMBER 16,7:00 P.M.
BOARD ROOM,EDUCATION CENTRE
AGENDA
V-verbal
M -material
1.CALL TO ORDER V
2.O CANADA V
3.SPECIAL MUSICAL PRESENTATION - F.D.Roosevelt P.S.,&Winston Churchill P.S.,
London,Allied Winds V
4.APPROVAL OF AGENDA M
5.OFFICIAL RECORD
6.RECOGNITIONS
a.Sea of Pink Canfipalgn V
7.CONFLICTS OF INTEREST V
8.CHAIR'S ANNOUNCEMENTS V
9.DIRECTOR'S ANNOUNCEMENTS V
10.PRESENTATIONS
a.Centra]Secondary School Environmental and Social Justice Club •M
Bottled Water
11.MINUTES OF THE 2008 NOVEMBER 25 REGULAR BOARD MEETING,2008 M
DECEMBER 02 SPECIAL BOARD MEETING,2008 DECEMBER 09 INAUGURAL
BOARD MEETING
a.Confirmation of Minutes
b.Business Arising from the Minutes
12.STUDENT TRUSTEES'UPDATE V
13.BEVERAGE CONTRACT VENDING UPDATE M
14.DIRECTOR'S ANNUAL REPORT M
(To be distributed)
15.REPORTS FROM THE ADMINISTRATION
a.Secondary French Immersion in Oxford County M
b.Long Term Financing Arrangements M
c.Departmental Updates M
16.REPORTS OF COMMITTEES
a.Policy Working Committee,2008 November 25 M
b.Special Education Advisory Committee,2008 December 02 M
c.Chairs'Committee,2008 December 03 M
d.Chairs'Committee,2008 December 10 M
16.REPORTS OF COMMITTEES -cont'd
e.Budget Advisory Committee,2008 December 12 M
(To be distributed at meeting)
f.Committee of the Whole,in Camera,2008 December 16 V
17.COMMUNICATIONS
a.Chair's Summary Update V
b.Ontario Public School Boards'Association -Update V
18.NOTICE OF MOTION
19.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none
20.ADDITIONAL ITEMS
21.QUESTIONS/COMMENTS BY MEMBERS
22.ADJOURNMENT
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING,PUBLIC SESSION
2008 DECEMBER 16
The Board met in regularsession on2008December16inthe Board Room atthe Education Centre,meeting
in public session at 7:00 p.m. to 9:12 p.m. The following were in attendance:
TRUSTEES
J.Bennett P.Jaffe
S.Doub S.Peters
F.Exiey T.Roberts
T.Grant J.Rowe
G.Hart
Regrets:S. Polhill, M.Hendrick
ADMINISTRATION AND OTHERS
B.Tuci<er S.Hughes
L Elliott M.E.Smith
B.Greene B.Sonier
M.Sereda J.Thorpe
K.Wilkinson P.Tufts
C.Bourbonnais-MacDonald B.Wagner
L.Griffith-Jones
P.Sattler (Chair)
J.Stewart
R.Tisdale
L.Varghese (-8:30)
K.Bushell
S.Christie
K.Young
W.Scott
1.CALL TO ORDER.
Board Chairperson Sattler called the meeting to order at 7:00 p.m.
2./3.O CANADA AND MUSICAL PRESENTATION
The appreciation of the Board was extended to the F. D.Roosevelt Public School and Sir Winston
Churchill Public School "AlliedWinds"and Conductors Trish Brooks and Noel Brooks for leading in
the singing of 0'Canada and performing three musical selections.
4.APPROVAL OF AGENDA
The agenda was approved on motion of T.Roberts,seconded by G. Hart.
5.OFFICIAL RECORD -none
6.RECOGNITIONS
a.Sea of Pink Campaign
Supt. B.Sonier provided opening remarks regarding the TVDSB "Sea of Pink"campaign noting
the efforts ofToni Wilson and Susan Dale,Learning Coordinators,Safe Schools,inthis important
initiative. Ms. Dale provided background information on the origin of the Sea of Pink noting that
this initiative is intended to empower student leaders to participate in making schools a safe
learning environment for all students.Ms Dale read an excerpt from a statement delivered by
London MPP Khalil Ramal to the Ontario Legislature on November 17 regarding the system's
stand against bullying.
Ms.Dale advised that 2008 November 17 was the kick-off of the Sea of Pink campaign that saw
11,000 staff and students participate.Students and staffwore pink t-shirts bearing the words "Be
A Someone"and "Take a Stand"to signify the powerful role of the bystander.A two-minute video
highlighting the initiative was viewed.
R.Hoffman,Public Affairs Officer,and the Public Affairs and Community Relations staff were
thanked for their involvement in producing the video. As well,congratulations was extended to
TVDSB staff and students for their overwhelming response to the Sea of Pink campaign.The
contribution of R.Hughes,National Education Coordinator for the Fourth R Project,with the
CAMH Centre for Prevention Science,was also acknowledged.
2008 December 16...2
7.CONFLICTS OF INTEREST -No conflicts of interest were declared.
8.CHAIR'S ANNOUNCEMENTS -none
9.DIRECTOR'S ANNOUNCEMENTS
a. Director Tucl<er asl<ed that Supt. B.Sonier comment regarding the Urban and Priority High
Schools Funding.She advised that the purpose ofthe Ministry of Education funding Isto provide
additional help for select secondary schools in urban neighbourhoods facing challenges such as
poverty,criminaland gang activity,lacl<ofcommunity resources and student achievement issues.
Three Thames Valley schools were approved forfunding which totalled $783,320.Clarke Road
S.S.will receive $275,000 for their proposal which includes a breal<fast program,tutoring
homework program,extended library hours and a literacy/numeracy coach;Beal S.S.will receive
$308,320 .for their proposal which includes mental health services,support for Aboriginal
students,peer mentorship and student leadership initiative;Westminster S.S.will receive
$200,000 fortheir proposal which includes settlement worker supportfor parents,peer mentoring,
homework clubs and an Educational Assistant.Appreciation was extended to the three
secondary school principals M.Anderson,D.Macpherson,and C. May,as well as S.Klllip,
Research &Assessment;and Ray Hughes and Debbie Chiodo,CAMH Centre for Prevention
Science,for their collaborative efforts in preparing comprehensive plans and excellent
applications.
b. K.Young,Manager,PublicAffairs and Community Relations,described a two-month pilot project
through PACR called "Media Scan"to commence 2009 January.A linkon TVDSB's First Class
email Is being designed.All the stories generated by the media related to education will be
available to the same group of 40 individuals including trustees and senior administrators
presently receiving the weekly newspaper clippings.The website is to be updated daily in order
to give more immediacy to the information being received.At the end of2009 February,trustees
will be asked for their Input to determine if the practice is meeting their needs.A demonstration
of how to access the media information was presented.It was noted that this new Initiative is
intended to eliminate an enormous amount of paper and staff preparation time.
Trustee Hart commented that this form of media information Is an essential service for trustees
In order that they are well informed about newsworthy events across the District.
10.PRESENTATIONS
a.CENTRAL SECONDARY SCHOOL ENVIRONMENTAL AND SOCIAL JUSTICE CLUB-
BOTTLED WATER
A presentation was provided by Jean Gordon,MacKenzie Barnett,liana Guslits and Beth
Armstrong,four students from Central Secondary School's Environmental and Social Justice
Club.The presentation outlined the production and transportation costs of manufacturing plastic
bottled water as well as emphasized health risks and the impact of hazardous waste of plastic
bottled water.The students indicated that a petition being circulated has 450 signatures from
students who support the ban on plastic water bottles.The students urged the Board to
eliminate the practice of providing bottled water in plastic containers.
The presenters responded to questions posed by trustees.Chair Stewart,on behalf of the Board,
extended appreciation to the presenters.He advised that the Board will consider the presentation
at its 2008 January 13 meeting under "Business Arising".
11.MINUTES OF THE 2008 NOVEMBER 25 REGULAR BOARD MEETING,2008 DECEMBER 02
SPECIAL BOARD MEETING,AND 2008 DECEMBER 09 INAUGURAL BOARD MEETING
a.CONFIRMATION OF MINUTES
The minutes ofthe Regular Board Meeting,2008 November 25 were adopted on motion F.Exiey,
seconded by R.Tisdale.The minutes of the Special Board Meeting,2008 December 02 were
adopted on motion of, F.ExIey,seconded by R.Tisdale.The minutes of the Inaugural Board
Meeting,2008 December 09 were adopted on motion of F.ExIey,seconded by R.Tisdale .
2008 December 16...3
11.MINUTES OF THE 2008 NOVEMBER 25 REGULAR BOARD MEETING,2008 DECEMBER 02
SPECIAL BOARD MEETING,AND 2008 DECEMBER 09 INAUGURAL BOARD MEETING -cont'd
b.BUSINESS ARISING FROM MINUTES -none
12.STUDENT TRUSTEES'UPDATE
Student Trustees J. Rowe reported that he and L Varghese have distributed holiday cards to many
student council leaders across the District.Student Trustee Rowe advised that the Student Advisory
Council meeting is to be held on 2009 January 15 at 4:30 p.m.Student Trustees Rowe and
Varghese have been working with Public Affairs and Community Relations staff In order to create
posters that promote the roleofthe student trustee.These posters are to be distributed to secondary
schools across the Valley.
13.BEVERAGE CONTRACT VENDING UPDATE
Exec.Supt.B.Greene presented an overview of the vending contract for beverage products,the
usage of all beverage products,Including bottled water and the recycling program.
Vending Contract -Beverages
The Ministry of Education has Issued Policy/Program Memorandum #135,"Healthy Foods and
Beverages in Elementary Schools",2004 October 24.The Ministry Policy/Program Memorandum
recommended lower-fat and non-fat milk plus 100%fruit juices in elementary school vending
machines.Water was also a recommended choice.Milk vending was Introduced In elementary
schools but was discontinued due to low sales and problems with the vendor.Approximately 50
elementary schools have beverage vending machines withfruitjuices and water. Bottledwater Is
providedwhen adverse water results. Afive-year contract for vending beverage services awarded
to Pepsi Bottling Group expires on 2009 August 31.A summary provided Informationon product type,
sales per unit for 2006-2007 and the commissions,by product, which are returned 100% to the
schools.
The following is a summary of the report:
Total Products Sold 2006-2007
Bottled Water 664,992 bottles
%Sales -Bottled Water 93,432 bottles
2006-2007 Commissions to Schools 14.1%
2006-2007 Commissions -Bottled Water $389,162
Total Commissions to Schools (Five-Year $56,059
Contract)$1.gM
All products are provided in plastic bottles. The commissions paid to schools are used to support
student activities and school needs.Purchasing Services will issue a new Request for Proposal for
vendingservices in 2009 January. Itisthe intentto bring a recommendationtothe Boardfora five-
year contract effective 2009 September 01.
Recycling Program
A summary of recycling program essentials was provided.
The Administration responded to questions posed by Trustees.Trustee Sattler stated that this would
be a timelyopportunityforthe Boardto consider phasing outbottledwater throughout Thames Valley.
She noted that Waterloo,Hamilton-Wentworth and Upper Grand DSB as well as several
municipalities are phasing out bottledwater. She presented the following proposed motion to be
discussed at the 2009 January 13 Board meeting:
1.That the Thames Valley District School Board phase outthe provision and sale of single-use
bottled water inTVDSB schools and board facilities at the expiration ofour current vending
contract 2009 September 01 where the municipalwater supply has been determined to be
safe by the local Medical Office of Health,and
2008 December 16...4
13.BEVERAGE CONTRACT VENDING UPDATE -cont'd
Battler's Proposed Motion -cont'd
2.That staff develop an implementation plan to ensure student,staff and community access
to safe drinking water at schools and board facilities once the phase out Is complete,
including (but not limited to) Installation of water fountains, provision of reflllable water
containers for students,and supplying jugs and glasses for community meetings.
Trustee Bennett asked for additional information related to other Issues dealing with school water
systems (well water,coolers,water fountains,etc.).Exec.Officer K.Bushell commented on the water
safety issues In schools and Indicated that Metcalfe Central P.S. is supplied with bottled water
because of high levels offluoride. He explained that water dispensers are placed at some schools
on well systems if there Is a negative reading noting that when potable water is a problem, bottled
water Is used.The Administration was requested to provide a report at the 2009 January 13 meeting
of alternate options should the Board decide to eliminate bottled water and the costs associated with
making the change.
Exec. Supt.Greene commented on Ministry of Education Policy No. 135 regarding eliminating
carbonated beverages In schools noting that requests were made that soft drinks no longer be
available and that bottled water be an alternative.Discussion occurred around what form of
leadership Thames Valleyshould be taking In limiting choices when a significant number of people
may want to continue to purchase bottled water.Trustee Hart suggested that the Board needs to take
time to discuss the Issue and not proceed with any bans untilall of the facts are known.It was noted
that trustees maysubmit any additional questions tothe Administration priortothe 2009 January 13
Board meeting.
14.DIRECTOR'S ANNUAL REPORT
DirectorB.Tucker introduced the draft2008 Director'sAnnualReport. He explained that Inorder to
fulfill the requirement ofSection 283(3) ofthe EducationAct,that at the firstmeeting in December of
each year, the chief executive officer of a board shall submit to the Board a report In a format
approved by the Ministry on the action he or she has taken during the preceding 12 months under
subsection (2) and a copy ofsuch report shall be submitted to the Ministry on or before the 31®^day
of January next following.The Director'sAnnualReport Isalso required to be posted on the TVDSB
website by 2009 January 31.
In response to the Government's three key goals In education: to Improve student achievement,
reduce gaps in student outcomes;and Increase confidence In publicly-funded education, the
Director'sAnnual Reportfor2008 will demonstrate the Board's progress In these identified areas as
well as provide additional Information regardingnotable accomplishments during the past year.
The Chief Executive Officer Is required to submit the Director's Annual Report to the Ministeron or
before 2009 January 31.
DirectorTucker added that it is his intentionto come back to the second Board meeting of 2009
January 27 to receive trustees'Input before filing the Annual Report with the Ministry of Education.
15.REPORTS FROM THE ADMINISTRATION
a.SECONDARY FRENCH IMMERSION IN OXFORD COUNTY
Acting Exec. Supt.Wilkinson presented a report regarding extending the French Immersion
Program in Oxford County to the secondary school level.
Aspartofthe overall planofprogram harmonization afteramalgamation,an ElementaryFrench
Immersion programwas Introduced In twosites In Oxford County(Victory Memorial and Tollgate
Central Public Schools)forSeptember,2001.The programwas consolidatedatTollgateCentral
In2004 SeptemberandTollgate Central became a single-trackFrench ImmersionSchool In 2006
September.
2008 December 16...5
15.REPORTS FROM THE ADMINISTRATION -cont'd
a.SECONDARY FRENCH IMMERSION IN OXFORD COUNTY -cont'd
The first class is now in Grade 8 and those students require a secondary school program.
Following the 2008 November 26 accommodation report tothe Board, a survey of current Grade
8 French Immersion students and their parents/guardians was undertaken.The results indicated
that, of the current class of 21 pupils, 16 definitely will register for the new program, 4 may
register and only 1 definitely willnot.
As a result.Administration is recommending that trustees approve the recommendation to begin
the secondary French Immersion program InOxfordCounty forthe 2009-2010 school year. The
start up costs are within current budgets estimates within the 2009-2010 budget and staffing
allocations.
RECOMMENDATION:
That a secondary French Immersion Program be introduced foreligibleOxfordCounty students,
effective 2009 September 01,at Woodstock Collegiate Institute,beginning with the Grade 9
Class.
The Administration responded to questions posed by trustees.Trustee Hart commented on the
Importance of beginning the program Immediately with the expectation that it will grow over time.
He emphasized that secondary level programming will be a welcomed enhancement in the
community and encourage elementary French Immersion students to continue studies at the
secondary school level.
The recommendation was adopted on motion of G. Hart,seconded by P.Jaffe.
b.LONG TERM FINANCING ARRANGEMENTS
Exec.Supt.B.Greene requested Board approval to provide authority for the transition from the
currentshort-termfinancing arrangementfortheStrathroy District Collegiate Institute newschool;
subsequent addition outstanding capital expenditure balance;and to the long-term financing
arrangement with the Province of Ontario.
Manager K.Meeson explained that approval is necessary in order for the Board to participate with
other school boards In the provincial long-term financing arrangement through the Ontario
Financing Authority (OFA).This authority allows Thames Valley to participate with other school
boards In the provincial long-term financing arrangement through the Ontario Financing Authority
(OFA).
At its meeting of 2001 March 27,the Board approved the awarding of a tender to construct the
new Strathroy District Collegiate Institute as a joint use project with the London District Catholic
School Board.Long-term funding for Thames Valley's share of the project is through the New
Pupil Place -Prohibitive to Repair grant.
On 2006 September 26,the Board approved an addition to Strathroy District Collegiate Institute.
Long-term funding for the addition is again through the New Pupil Place - Prohibitive to Repair
grant.
On 2008 March 26,the Ministry of Education released memorandum 2008:82 "Education
Funding for 2008-2009."In that announcement,the Ministry stated that they would work with
school boards to provide long-term financing through the Ontario Financing Authority for costs
funded through the New Pupil Places allocation that are not yet permanently financed.
The Ministryof Education issued memorandum 2008:SB30 "NPP Capital Projects Arrangements
for Long Term Financing Through the Ontario Financing Authority (OFA)," on 2008 October 24
Indicatingthe OFA was planning a long-term financing debenture forthe end of2008 November.
2008 December 16...6
15.REPORTS FROM THE ADMINISTRATION -cont'd
b.LONG TERM FINANCING ARRANGEMENTS -cont'd
Thames Valley DistrictSchool Board's participation in the long-term financing arrangement
through the Ontario Financing Authority (OFA)consists ofthe outstanding balance of these two
projects at 2008 August 31 as follows;
Strathroy District Collegiate Institute
New School $13 838 497
Addition 5 341 170
Total Long-Term Financing $19 179 667
RECOMMENDATION:
Thatthe Boardapprove By-law #8toauthorizea loan from theOntario Financing Authority (OFA)
inthe principle amount of $19179 667 pursuant to a loan agreement under Section 12 ofOntario
Regulation 466/97.
The recommendation was adopted on a motionof R.Tisdale,seconded byT. Roberts.
c.DEPARTMENTAL UPDATES
Program Services
Exec. Supt.L.Elliott advised that Charmaine Graves, Learning Supervisor is retiring at the
end of 2008 December after 30 years of service.Exec. Supt.Elliott commented on Ms.
Graves professional contribution and extended appreciation for her work ethics, and
outstanding contribution to the Thames Valley DistrictSchool Board.
-Three years ago tlie Social Sciences'portfolio partnered with the London Jewish Film
Festival Committee to providean opportunityfor students from Grades 6-10 to explore the
history surrounding the Holocaust. TVDSB created teaching notes while the festival
committee provideda copy of the book Paper Clipsand an opportunityto see the film and
meet survivors of the Holocaust.During the last week of November,students from across
the Valley participated in this year's film festival at three locations: Rainbow Cinemas in
London and the gymtoriums of both Huron Park S.S.and Glencoe District H.S. More than
1700 students came toviewthe film Paper Clips,the storyofhowone elementaryschool In
Whitwell Tennessee began studying tolerance and ended by creating the Children's
Holocaust Memorial.The memorial is actually an old railway car that was used to holdthe
Jews who had been marked for death. Inside the car, the students have placed 11 million
paper clips-1 for each person killed or persecuted bythe Nazis. Afterthe film,the students
were able to meet and question the Dagmarand Peter Schroeder, twoGerman journalists
who were instrumental Inobtaining the box car that eventually became the memorial.The
festival was a great success and many teachers used the film as a call to social action for
their students.
- Overthe fall,the Language Portfolio has in-serviced all of the Grade 1 and Early Years'
teachers in the area of writing.Teachers haveshared Instructional strategies with each other
and have engaged in teacher moderation using TVDSB student samples.TVDSB has taken
the lead to create a Second Language Frameworkusingthe Common European Framework
as a guide. To complete this project the Board has partnered withthe LDCSB,HPDSB,
UWOand the Ministry ofEducation.To-date, a gap analysis has been completed and several
of the oral tasks have been drafted. ItIs hoped that the framework will be ready for pilot
implementation in early spring.
2008 December 16...7
15.REPORTS FROM THE ADMINISTRATION -cont'd
c.DEPARTMENTAL UPDATES -cont'd
Program Services -cont'd
The ESL/ELD department Iscurrently inthe midst oftwo ministryfunded initiatives.The first
initiativeis focused on ELL'swith special education needs.This project involves both ESL
and Special Education teachers and learning coordinators and will result in some in-service
for both departments.The second project is the production and presentation of teaching
modules designed to assist teachers in delivery of program for intermediate ELL's.Formats
explicitly taught included recount, free verse poetry, 'how to' books, simple reports and
narrative.
Elementary Mathematics
- A series of optional, two hour,after school workshops for primary and junior teachers have
proved highly successful withover500 teachers voluntarily attending the Primaryworkshops,
and 270 teachers attending the Junior workshops duringthe Fall.These workshops focused
on the content of each of the Ministry's Guides to Effective Instruction inMathand modeled
teaching throughand about problemsolvingthrough sample lessons whichincludedthethree
part lesson format,use of manipulatives/tools and the sharing of varied student responses
through collective thinkpad or bansho techniques.
Intermediate/Secondary Mathematics
- Math CAMP (Colleagues Assisting In Mathematical Pursuits)funded through Student
Pathways for Success offers fiveday workshop series between September and Mayfocusing
on teachers who are new to teaching mathematics in grades 7 and 8.There are 98 teachers
involved, 10 ofwhom are members ofthe Intermediate Math Task Force with responsibilities
for leading various components ofthe PD.The goal ofthis professional development series
is to help teachers develop a deeper conceptual understanding of the mathematics they
teach,allowing them to consider a variety of ways to differentiate their instnjction for
improved student learning.
Grade 9 Applied Math teachers from all secondary schools have been invited to attend a
workshop series targeted at increasing their understanding and instructional repertoire in
grade 9 applied mathematics.Teachers are encouraged to self-identify an area of
professionallearningthattheydeem necessary to assist them in improving student learning
intheir classroom.There are two cohorts that will run during 2008-2009.The first cohort has
been meeting monthly from September until December and the second cohort will meet
monthly from February until May.Giventhe importanceof helping ensure students pass this
grade 9 applied course, it is critical that teachers are able to fully engage students and
ensure understanding of the content to help ensure their on-going math success.
Co-operative Learning in Mathematics
Recognizingthe importance of"math-talklearningcommunities" inhelping students deepen
their understanding of mathematical concepts,a repeat of the math co-operative learning
workshop series from 2007-2008 istaking place between December and March. On Dec 4,
130 teachers from grades 7-12 attended a co-operative learning session geared specifically
to mathematics.These teachers will return in January and March for small group followup
sessions,to learn further strategies and to discuss the successes and challenges they have
experienced inapplyingthe cooperative learning structures intheir mathematics programs.
Smarter Science
- The Elementary Science and Technology Smarter Science program is an innovative
frameworkforteaching literacyand numeracy through Science and TechnologywhichIs fully
aligned withthe Revised Science &Technology Grades 1-8curriculum. This program was
developed by TVDSB teachers and includesengaging,inquiry-based,hands-on lessons for
grades K- 8.It Is being adopted as the teaching model forScience and Technology in
elementary classrooms across Ontario.
2008 December 16...8
15.REPORTS FROM THE ADMINISTRATION -cont'd
c.DEPARTMENTAL UPDATES -cont'd
-Teachers fronn the 30 schools involved In the Smarter Science PilotProject will participate
intwo half-day PD sessions relatedto numeracyand literacy links inScience &Technology
Revised Science &Technology curriculum, participating teachers will be involvedina lesson
study that will focus on developing explicitliteracyand numeracy links as well as assessment
strategies during which team members will become model Smarter Science teachers;
demonstrating sound,effective instructional practices for S&T in their own classrooms
(ultimatelyserving as mentors,coaches and leaders).
-Snippets on Science Is a series of networking sessions open to all teachers from
Kindergartento Grade 8. At these sessions,participants reflecton theircurrent practice as
it relates to different themes ofthe revised Science &Technology curriculum(e.g., teaching
through investigation, integrating keyliteracyskillsnamely reading comprehension strategies
and forms of expository writing,assessment &evaluation of investigation skills).Sessions
will be held after school in three or four different regions throughout the Board.
- Thirty-six science teachers have formed the Revised Science Curriculum Team which will
help teachers across our Board with the implementation of the Ministry revised science
courses grades 9-12.These teachers are working In 15 course specific groups preparing to
revise current course materials to bring them in line with the revised curriculum which will
come from the Ministrythis winter.
- The revised science curriculum implementation process will take place in four phases,
starting with a gap analysis between the current and then the revised curricula.This work
will continue overthe Winterand Spring months with new course materials being developed
by the team members in line with the Ministry revisions.
One of the main foci of the revised courses is teaching science through inquiry and
technological problem solving, modeling the processes of real science.In addition, the
integrationof literacyand numeracy components is being emphasized.Inthe Spring, the
team will lead awareness sessions for teachers focusing on the new expectations and
processes of science.
Environmental Education
-Several successful Ecoschools workshops were held Inthis Fall as follows: 25 new schools
attended an Introductory workshop on 2008 Nov. 5; 19 schools attend a certification and
celebration workshop on 2008 Nov.11;schools will be invited to attend a certification
workshop In February to prepare for the certification process In April;
- Thisnew Environmental Education Frameworkfrom the Ministry will be launchedinFebruary
2009 and will affect how environmental education is handled at the ministry,school board
and school levels. The document is set to be released at a February symposium;
- Relocation ofthe environmental education program formerlyat Westminister Ponds until last
year, toa "new"Westminster Ponds site is In the process ofbeing finalized throughthe City
of London. In addition, this will allow for a reinvigoratlon of the Pond Mills site and several
of its programs.
-The first ever Carolinian Forest Festival was held In October 2008 at Jaffa EEC in
conjunction with the CatfishCreek Conservation Authority.Thisfestivalwas initiated and led
by Lauren Selby the new environmental educator at Jaffa, in conjunction with partners at
CatfishCreek,the Ministry of Natural Resources and others. Itwas an extremelysuccessful
three dayeventforallthestudents ofthe area whoattended and numerousvery positive and
a creditto the leadership and foresightofour staff In conjunction with our verysupportive
partners.
2008 December 16...9
15.REPORTS FROM THE ADMINISTRATION -cont'd
c.DEPARTMENTAL UPDATES -cont'd
- The upcoming 3rdAnnual Children's Water Festival will be held at Pittock Conservation Area
In 2009 May.Students from our Board have enjoyed and learned from this event for the past
two years.
The Environmental Advisory Committee withits broad representation from across oursystem
makes continued progress to provide a system focus to our environmental programs,
including recycling,hazardous waste removal, and several initiativesto help our Board work
towards greater sustainability and ecofriendly processes.
Business Services
Exec. Officer Bushell provided a Facility Services Projects and Maintenance update that
included the Capital Projects at: Medway HighSchool Additionand Renovation;Southwest
St.Thomas Elementary School;Princess Anne French Immersion P.S.Addition and
Renovation: New Elementary School In Thorndaie,Lucan and Drumbo and Homedale P.S.
Support Services update included;Purchasing Services new web based
purchasing/tendering system 2009 January implementation;Warehouse/Distribution Centre
annual inventory of supplies/equipment underway; Printing and Mall Services training
sessions;Southwestern Ontario Student Transportation Services effective 2009 January is
changing the of communicating inclement weather delays and cancellations.
Director's Services
Director of Education bill tucker visited Southside and Lome Avenue Public School,College
Avenue and Arthur Voaden Secondary Schools and G. A.Wheable Centre for Adult
Education touring the facilities and meeting with student,staff and parents..As well he
visited information Technology Services staff learning about ITS support to the System;
- •The following meetings/events were attended bythe Director:London DistrictCatholicSchool
Board Inaugural; London Police Services Social; OPSBA negotiations;REC meeting;
Mentorship Meeting, Director Langan's Retirement;Thames Valley Education Foundation
meeting and Youth Opportunities Open House;
Director Tucker brought greetings and/or presented at the following events and meetings:
Central Elgin Council;Lome Avenue Cooking with KidsCelebration; CEO/CAO Bl-quarterly
meeting.
-The Director met with the St.Thomas Children's Aid Society Executive Director to discuss
current joint initiatives and future partnerships;
Exec.Supt.L.Elliott,Supts.Bourbonnais-MacDonald,M.Moynihan and the Directormetwith
Dr.Hewitt to discuss Initiatives to raise student standards within our system;
Exec. Supt.Elliott,Supt. Wilkinson and the Director met with Dr. Rundle and Fanshawe
College administration to discuss joint projects and partnerships.
PublicAffairsand Community Relations update highlighted that Sir Wilfrid Laurier Secondary
School's video "Scream and Shout the one and only Canadian entry in an International
online technology contest won the big prize of $25,000.The music video was crafted by
teacher Vickl Cough's and her class of 16 students shows the uses of technology; Time
Projecta 24-hourlearningmarathon;U-Turn Open House;Aboriginal TransitionConference;
Strathroy-Caradoc Community-Wide Take Action Campaign;Starting 2009 January a pilot
project will provide a linkon First Class for all stories generated by media;
Electronic Publishing and Graphics update included Crisis Response Information access
point revamped;Student Trustee Awareness Campaign;System InitiativeSupport; United
Way campaign support; Community Use of Facilities
2008 December 16...10
15.REPORTS FROM THE ADMINISTRATION -cont'd
c.DEPARTMENTAL UPDATES -cont'd
Director's Services -cont'd
- The Thames Valley Education Foundation (TVEF)lsdelighted vi^lth the response to itscallfor
grant applications to the Learning Enhancement Fund.The Foundation's Grants Committee
will be carefully reviewing and rating the submissions received from schools across the
District:Seasonal greetings are being sent to all TVEF donors;
-The TVDSB10th Anniversary commemorative book entitled">4 Week inthe Lifeofthe Valley"
continues to impress members of the TVDSBcommunity and sale of the book continue.
Human Resource Services
Exec. Supt.Sereda advised that the Reorganization Staffing Committee,comprised of
Human Resource Services personnel and ETFO Executive members,has begun to meet to
discuss the reorganization ofstaff in schools affected byARC decisions.The Committee Is
setting outthe process,communicationand timelines,and will meet with each staffto provide
an overview of the staffing process;
-There has been no additional staff added to the Elementary Occasional Teachers'list;
- Staff Development update Included:Support StaffOrientation;NTIP:Principals, Mentors and
New Teachers;NTIP Collaborative Strategies Sessions;NTIP -The Effective New Teacher
Part 111 - Instructional Strategies that Engage the Brainby Dr.MarciaTate; 7 Habitsof Highly
Effective People;Leadership:Leadingthrough Staff Development; Leadership: Administrator
InTraining:The Winter Professional Reading Program;Masters ofEducation Cohorts:Living
and LeadingChange; LeadingforResults; Staff Development Focus Group - Teaching and
Administration;Occasional Teachers;2009 Leadership Conference;2009 Leadership
Programs;Effective Meetings and New Hire Online Orientation;
Operations Services
- Acting Exec. Supt. Wilkinson commented on the preparation is undenway for the first
organizational meeting of the 5 Accommodation Review Committees which are scheduled
tooccur in2009 January. Inthat firstmeeting, weightings forthe valuation templates will be
determined by the ARC;
Enrolment projects for next year are being determined:
On 2008 December 09, the new administrators appointed in .2008 January, February and
July participated intheirfinal session withthe fociofSupport StaffCollective Agreements as
well as Elementary and Secondary Staffing. The session concluded with a graduation
ceremony and motivational remarks.Graduates of the New Administrator Program will
become part of the Principal Learning Teams commencing in January;
In late November, Cohort II Principal Learning Teams (PLTs)gathered to review the mentor
coaching process,as well as PLT and mentor/protege goals. The group participated Inan
activity which facilitated an understanding of Ken Leithwood's Conditions of Learning
(academic press/disciplinary climate/collective teacher efficacy/teacher trust in colleagues,
parents and students/time for learning/focused instruction)as described as part of the
Leading Student Achievement Project in Ontario.This cohort isintheirfinalyear ofthe two-
year Initiative and Iscomprised of65 administrators fromthe System.
- As well,the navigatorsand mentors from our newly established Cohort 111 Principal Learning
Teams gathered in late Novemberforthe firstofthree mentor/coaching training sessions.
Participants learned strategies to implement when mentoring and coaching new
administrators (proteges),colleagues,staff,and students.
2008 December 16...11
15.REPORTS FROM THE ADMINISTRATION -cont'd
c.DEPARTMENTAL UPDATES -cont'd
Operations Services -Cohort III Principal Learning -cont'd
Cohort III participants are the first to have the opportunity to receive this mentor/coaching
training from four of our own administrators who,In turn,have received "trainer"in-service:
Lynda Pressey,Cindy Mann,John Clements,and Frank Galizla.All participants were most
appreciative of both the training and the Thames Valley connections.Navigators and
mentors will formally meet their proteges In January forming a group comprised of 94 school
administrators.
Safe schools update Included:"Sea of Pink"anti-violence campaign;Urban and PriorityHigh
Schools Funding will be received by Clarke Road,Beal and Westminster Secondary Schools.
Supts.S.Hughes and V.Neilsen are meeting with the APPLE Committee to go fon/vard with
the discussions.Trustee Exiey asked that the present enrolments figures will come through
Capital Planning Advisory Committee.
DIrectorTucker discussed the upcoming CPAC meeting adding thatthe formatwill mirror the
previous process with one meeting being held.The cross-boundary groups will also be
considered at the CPAC meeting to be held on 2009 January 20.Trustee Hart commented
that when no action has been taken regarding a Accommodation Review Committee (ARCs)
past practice has been that discussions occur at Chairs'Committee.
16.REPORTS OF COMMITTEES
a.REPORT OF THE POLICY WORKING COMMITTEE 2008 November 25
3:00 p.m.-3:25 p.m.
MEMBERS ADMINISTRATION AND OTHERS
J.Bennett (Chair)T.Roberts B.Tucker S.Christie
R.Tisdale F.ExIey V.Nielsen
Absent:S.Doub
Trustee Visitor:T.Grant
1. APPROVAL OF AGENDA -The agenda was approved on motion of
2.CONFLICTS OF INTEREST-none declared
3. COMMITTEE REPORT OF SEPTEMBER 23 -provided for Information
4.INTRODUCTION OF DRAFT POLICY/PROCEDURE -none
5.CONSIDERATION OF POLICY/PROCEDURE FOLLOWING PUBLIC INPUT
a.Food In Our Schools Guideline
Supt.V.Nielsen attended to report on any public input received on the Food In Our
Schools Guideline independent procedure.She indicated that no public Input was
received during the period It was posted to the Board's website.
She advised the Committee that the document Is consistent with the RFP for cafeteria
services.It was suggested and agreed that the attachment of the Board's Healthy
Schools policy be renumbered to Appendix A.It was further suggested that a review of
the Healthy Schools policy be conducted to ensure congruence with the Food In Our
Schools Guideline.
2008 December 16...12
16.REPORTS OF COMIWITTEES -cont'd
a.REPORT OF THE POLICY WORKING COIWWIITTEE-cont'd
5.CONSIDERATION OF POLICY/PROCEDURE FOLLOWING PUBLIC INPUT -cont'd
b.Allocation of Funding -Parent Involvement Committees Policy and Procedure -
cont'd
The following motion was moved and carried:
That the Food in Our Schools Guideline Independent procedure be fon/varded to the
November 25 Board meeting for information.
b. Allocation of Funding -Parent Involvement Committees Policy and Procedure
Director Tucker advised the Committee that no public input was received on the policy
and procedure related to Allocation of Funding -Parent Involvement Committees.It was
suggested and agreed that the document be revised to include the current per diem rate.
It was clarified that the documents are maintained by Director's Services while the Exec.
Supt.of Human Resources will be responsible for administering the procedure.
The following motion was moved and carried:
That the Allocation of Funding -Parent Involvement Committees policy be forwarded to
the December 16,2008,Board meeting for approval and the procedure for information.
6.DRAFT POLICY/PRGCEDURE REQUIRING FURTHER CONSIDERATION -none
7.SUGGESTED POLICY/PROCEDURE REVISIONS -none /-
8.OTHER BUSINESS
Chair Bennett thanked the members of the committee for their hard work and commitment
In dealing with policies and procedures that affect the Board's operation.Trustee Roberts
extended appreciation to Chair Bennett for her leadership on the many issues presented to
the committee.
9.ADJOURNMENT -The meeting adjourned at 3:25 p.m.
RECOMMENDATION:
That the policy on Allocation of Funding -Parent Involvement Committees be approved.
J.BENNETT.
Chairperson
The recommendation was adopted on motion of J.Bennett,seconded by T.Roberts.Trustee
Grant thanked Trustee Bennett for her role as Chair of the Policy Working Committee for 2008.
2008 December 16...13
16.REPORTS OF COMMITTEES -cont'd
b.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE 2008 December 02
12:23 p.m.-2:50 p.m.
MEMBER
J.Bennett,Trustee
T.Grant,Trustee
R.Tisdaie,Trustee
M.Barbeau,VOICE for Hearing-Impaired Children
D.Ensing,Assoc.for Bright Children
J.Gritzan,Thames Valley Children's Centre
B. Harvey,Epilepsy Support Centre
A.Loebus,London Down Syndrome
G.McGahey,Chippewa of the Thames First Nation Board of Education
B.Montminy,Madame Vanier Children's Services
D.Smith,Thames Valley District School Council
S.Wilson,Community Living Education Committee
Administration and Others
S.Hughes,Superintendent of Education,Special Education
J.Johnston,Learning Supervisor,Special Education
L.Carswell,Elementary Principal
J. Van Bommel,Secondary Principal
Regrets: S. Casseli, The Learning Disabilities Assoc. Of Ontario-London Region,B.Hoffman,
Autism Ontario London, E.Karry,Children's Aid Society of London &Middlesex, A. Morse,
Easter Seal Society, S. Fox Children's Aid Society of London and Middlesex
Absent: D.Almost, Ontario Assoc.For Families of Children with Communication Disorders
M.Masters Integration Action for Inclusion London Chapter,
1.CALL TO ORDER
The meetingwas calledto order at 12:23 p.m. inthe London Roomat the EducationCentre.
J.Bennett,Trustee,was the Chair for this meeting.
2.CONFIRMATION OF AGENDA-The agenda was confirmed as printed.
3.CONFLICTS OF INTEREST -There were no conflicts of interest declared.
4.REPORT OF MEETING FROM OCTOBER 6,2008
The report ofthe November 4, meeting was approved as distributed.
J.Bennett welcomed B.Tucker,Director of Education and Trustee T.Roberts,Chair of the
Budget AdvisoryCommittee to the SEAC meeting.
5.BUSINESS ARISING FROM THE REPORT OF NOVEMBER 4,2008
Budget - B.Greene,Executive Superintendent of Business Services and K.Meeson,Manager
of Financial Services attended the SEAC meeting to discuss Budget items. B.Greene
distributed the Special Education 2007-08 Year End Budget (attached)and the 2008-2009
Approved Budget Special Education June 2008 (attached) to the members.K.Meeson
reviewedand discussed the expenditures and revenues on the twobudget sheets.K.Meeson
offered that members having questions with respect to the two handouts are welcome to
forward their questions to her and she will provide answers.Any questions /clarifications
should be forwarded to S.Piltman to send on to the Finance Department.
2008 December 16...14
16.REPORTS OF COWIWIITTEES -cont'd
b.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd
5.BUSINESS ARISING FROM THE REPORT OF NOVEMBER 4,2008 -cont'd
Executive Superintendent B.Greene fielded questions from the floor related to the TVDSB
budget process.Discussion pertained, in particular,to the reporting of a deficit inany given
year. Executive Superintendent Greene clarified the rationale forthis budget procedure.
Executive Superintendent Greene advised that the Budget will be taken tothe Board at the last
meeting in January and that Executive Superintendent Greene and K.Meeson will be in
attendance at our 2009 February 03 meeting to discuss further budget Items.
Special Olympics - D.Gosset,Program Services,Officer attended the meeting to discuss
concerns related to additional students from integrated classes being able to attend and
participate inthe Special Olympics. A. Loebus stated that many parents are willing to drive
and be at the Special Olympics event forthe day in order that their children will be able to have
the opportunityto compete inthe Special Olympicsand have the opportunityto compete, the
chance to succeed and Improvesocial skills not onlyinschool but also for these types of life
events. He stated that the parents at the London DownsSyndrome Association feel very
strongly that their children should have this opportunity.
D.Gosset explained that there are Issues with respect to safety of students and transportation
as well as coverage for teachers whowouldhave to accompany the students to the event for
the day. S. Hughes Informed that the Program Services department will set up a sub
committee tofurtherinvestigatethe number of students thatwouldbe interested In participating
and to develop possible scenarios that could be applied to include these students.D.Gosset
will contact OPHEAand discuss withthem their guidelines with respect to "school teams"as
this event Is not seen necessarily as a "team" event.
6.OPA UPDATE
R.Salazer,Manager,Parent and FamilyLiteracyCentres,attended SEACtobring updates with
respect to Ontario PsychologicalAssociation (OPA).R.Salazer outlinedthe fourgoals ofthe
OPA project.
reduce the waittimes forstudents In juniorkindergartentograde 4 requiring professional
assessments
-enhance teacher capacity to provide effective programming for students provided with
professional assessments
Improve literacy/numeracy for students provided with professional assessments
sustain assessment process Improvements for long term
7.SPECIAL EDUCATION GOALS /ACTION PLAN
J.Johnston Informedthe members that A. Morse, S. Hughes and J.Johnston met last week
to further develop the three main activities /goals for SEAC for the remainder of this school
year.J.Johnston distributed the "SEAC Action Items for 2008 - 09 Overall Goal:Enhance
Parent Engagement In Special Education".J.Johnston discussed the Items and asked SEAC
members to review the action items.
Next steps forthe goals / actionitemsare at our2009January 06 meetingwe will ask fortwo
representatives to be a part ofeach subcommittee to assist department staffto develop and
work on these plans.
8.COMMUNICATION GUIDE
J. Johnston provided a DRAFT copyofthe "Parent Engagement:Communication Guideand
Information forParentsand Students"tothemembersfor review and input.Suggestionswere
madewith respectto improving the pamphlet for final copy.J.Johnston will makethechanges
and the pamphlet will be sent out according to the SEACaction plan.
2008 December 16...15
16.REPORTS OF COMWIITTEES -cont'd
b.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd
9.STEPS FOR SUCCESS PROGRAM REVIEW UPDATE
J.Johnston informed the committee that there are two committees that are in the process of
reviewing the two components of STEPS,the classroom and the itinerant program.These
reviews are moving along well,there will be a survey sent out to parents,staff,community
members at the end of January.The third component of the review is the work that Dr. Linda
Baker is completing for the Board.J.Johnston advised that S.Hughes and J.Johnston met
with Dr.Baker and Dr. Bax for a couple of hours to review their initialfindings and a report
should be presented to SEAC at the beginning of February.
10.DEAF AND HARD OF HEARING IMPLEMENTATION COMMITTEE REPORT
J.Johnston informed the committee that the Deaf and Hard of Hearing Implementation
Committee met inmid November and a sub committee has been formed to investigate possible
locations for this program to be located.
J.Johnston advised that she and other staff met with several pre-school providers (TykeTalk,
VOICE)last month to discuss the possibility of having spots in pre-school locations to provide
support to children before they enter Early Years classes.
11.EDUCATION FOR ALL K-12 INFORMATION
Superintendent Hughes advised that this document is being prepared by the Ministry of
Education and as yet is not ready for release to school boards.S.Hughes informed the group
that itis anticipated that this document will be in schools inthe spring 2009.Superintendent
Hughes advised that a planning group is being put together to assist with planning for the PA
Day in April dedicated to Special Education with a focus on Differentiated Instruction.
12.FORUM:ASSOCIATION UPDATES
A.Loebus advised that he has been asked to be a part of the District Down's Syndrome
committee as an educational consultant.
M.Barbeau advised that VOICE has developed their own guidelines for parents,specifically
for deaf and hard of hearing children to see what can be done and to assist parents to get
things done,and have questions answered concerning their children.
13.FUTURE MEETING DATES;
The following meetings were scheduled:
Tuesday,January 6,2009-11:45 a.m. lunch, 12:15 p.m. Meeting - London Room
Tuesday,Februarys,2009-11:45 a.m. lunch, 12:15 p.m. Meeting- London Room
Tuesday,March 3,2009 -11:45 a.m. lunch, 12:15 p.m. Meeting- London Room
Monday, April 6,2009 - 7:00 p.m. London Room
Monday, May4,2009 - 7:00 p.m. London Room
Tuesday,June 2,2009 -11:45 a.m. lunch,12:15 p.m. Meeting - London Room
14.ADJOURNMENT
The meeting adjourned at 2:50 p.m.
RECOMMENDATIONS:none
J.BENNETT,
Chair
2008 December 16...16
16.REPORTS OF COMWIITTEES -cont'd
c.REPORT OF THE CHAIRS'COMMITTEE 2008 December 03
10:00 a.m.-11:04 a.m.
MEMBERS ADMINISTRATION AND OTHERS
J.Stewart (Chair)T.Roberts B.Tucker S.Christie
T.Grant P.Sattler
1.APPROVAL OF AGENDA
The agenda was approved.
2.CONFLICTS OF INTEREST -none declared
3.REVIEW AND APPROVAL OF DECEMBER 09,2008 BOARD INAUGURAL MEETING
The agenda for the December 9, 2008, Inaugural meeting was discussed and updated.
4.CORRESPONDENCE
A letter to the Ministerof Education from the District School Board of Niagara regarding a
proposed modernization of school board governance will be included in the trustees'
information pacl<age.
5. DEVELOPMENT OF GRANTS FOR STUDENT NEEDS (GSN)2009-2010
The Director will determine when a response to a letter from the Minister of Education
regarding the Grants for Student Needs can be completed for consideration by trustees.He
will report at the next meeting.
6. F.I.BOUNDARY REVIEW PROCESS - deferred to next meeting
7.ELECTRONIC VOTE -BOARD TENDER
The need to prepare an electronicvote fora Board tender was discussed and approved. Itwill
be provided to trustees by fax.
a.PRINCIPALA/ICE PRINCIPAL ASSIGNMENTS
Trustees will be contacted bytelephone, email or fax of upcoming PrincipalA/ice-Principal
assignments. The complete list will be Included with the December 16 Boardagenda.
9.2009 BOARD SEATING
Trustee Board Room seating for 2009 was discussed and determined.
10.2009 BOARD COMMITTEES
The committee structure for 2009 was discussed and will be presented to the Board for
approval at the December 9 Inaugural meeting.
11.OTHER BUSINESS
a.Archbishop Desmond Tutu
DirectorTucker sought trustee interest inattending a presentation byArchbishopDesmond
Tutu in May.Itwas agreed that he will purchase a table oftickets in support ofthe London
Health Foundation.
12.DATE AND TIME OF NEXT MEETING
The next meeting was scheduled for December 10 at 9:00 a.m.
2008 December 16...17
16.REPORTS OF COMMITTEES -cont'd
13.ADJOURNMENT
The meeting adjourned at 11:04 a.m. by motion.
RECOMMENDATIONS:none
J.STEWART,
Chairperson
d.REPORT OF THE CHAIRS'COMMITTEE 2008 December 10
9:15 a.m.-10:30 a.m.
MEMBERS ADMINISTRATION AND OTHERS
J.Stewart (Chair) P.Sattler B.Tucker S.Christie
T.Grant T.Roberts
1.APPROVAL OF AGENDA
The agenda was approved.
2.CONFLICTS OF INTEREST -none declared.
3.REVIEW OF 2008 DECEMBER 16 BOARD AGENDA
The agendas forthe in-camera and publicBoard meetings of2008 December were discussed
and updated.
Director Tucker advised the Committee that the Public Affairs Department will be Initiatinga
pilot project In2009 January to suspend preparation and distribution of the media clipping
packages.Medialinks will be providedto trustees and the senior administrationenablingthem
to download information as it is posted.Further information In this regard will be brought to
trustees at the December 16 Board meeting.Chair Stewart will investigate arranging high
speed service to trustees who do not have it available.
4.CORRESPONDENCE
A letter from Steve Peters MPP to Ministers of Education and Municipal Affiars &Housing
regarding escalating costs of school site acquisitions will be included In the trustees'
information packages.
5.BOARD AGENDA TEMPLATE
The template for Board agendas was discussed.
6.DEPARTMENTAL UPDATES
Arevised process to apprise trustees ofdepartmental initiatives was discussed.
7.F.I.BOUNDARY REVIEW PROCESS
DirectorTucker reviewed the publicInputtimelines regarding French Immersion boundaries
notinga report will be presented tothe Boardin2009 April.Discussion surrounded the process
to respond to written publicInputbythe Board Chair and senior Administration.
8.FUTURE MEETING DATES
Future committee meetings were scheduled for the following dates at 9:00 a.m.:
January?,21
February 4,18
-March 4,18
- April 8, 22
- May 6, 20
June 3,17
2008 December 16...18
16.REPORTS OF COWIMITTEES -cont'd
d.REPORT OF THE CHAIRS'COMMITTEE -cont'd
9.OTHER BUSINESS
a.Central Elgin Council Update
DirectorTucker updated the Committee on issues raised at a recent Central Elgin Council
meeting. He will respond to the Township of Maiahlde,the Town of Aylmer and the
Corporation of the Municipality of Central Elgin Councils who responded to an issue
regarding a donation to East Elgin SS.
b.Trustee Board Room Seating
The 2009 Board Room seating plan for trustees was discussed and amended.-
10.DATE AND TIME OF NEXT MEETING
The next meeting was scheduled for 2009 January 07 at 9:00 a.m.Vice Chair Roberts will
chair the meeting.
11.ADJOURNMENT
The meeting adjourned at 10:30 a.m.by motion.
RECOMMENDATIONS:none
J.STEWART,
Chairperson
Chair Stewart advised he has requested that Information Technology lookat the high speed internet
connections for all trustees.Supt. Thorpe commented on the French Immersion Boundary review
process and specificallythe dates Inorder to communicate tothe public.The dates ofthe Fl Boundary
review process are to be 2009 February 01 to March 14 and will appear on the website.In addition
multiple methods of communication withthe public are being organized.
e.REPORT OF THE BUDGET ADVISORY COMMITTEE 2008 December 12
11:00 a.m.-11:58 a.m.
MEMBERS PRESENT ADMINISTRATION AND OTHERS
F.Exiey (Chair) T.Roberts B.Greene B.Tucker
T.Grant B.Hester J.Berkin
S.Peters K.Meeson
Regrets:R.Tisdale
1.APPROVAL OF AGENDA
The agenda was approved on motion.
2.CONFLICTS OF INTEREST -None declared.
3.ELECTION OF COMMITTEE CHAIR
Trustee Frank Exieywas nominated and acclaimed to the position of Committee Chair for
2009.
4.BUDGET ADVISORY COMMITTEE MANDATE
Executive Superintendent Greene reviewed the Budget Advisory Committee mandate approved
bythe Board on2007 November 13.Itwas agreed that nochanges were required.
2008 December 16...19
16.REPORTS OF COMMITTEES -cont'd
e.REPORT OF THE BUDGET ADVISORY COMMITTEE -cont'd
5.BUDGET PRIORITIES
Director Bill Tucker distributed a compilation of budget priorities based on meetings held with
administration and trustees.He explained that an Identificationof#4 as priority means that four
groups have Identifiedthe issue as a priority for review. He noted that the compilation was then
taken to Administrative Council for their determination of which priorities should come forward
this year.These Administrative Council recommendations have been identifiedon the budget
priorities list with shading.Director Tucker noted that although Professional Development
Deliveryis identified as a 1,it has been highlighted byAdministrative Council to come forward
this year as the mandate is consistent withthe system strategic plan.DirectorTucker reviewed
the identified departments responsible for each item and noted the addition of Program
Services to work with Director on the issue of Partnerships.
Director Tucker answered Trustees questions regarding the process and emphasized that the
list Is a fluid document to be reevaluated every year. Although certain items have been
identified to move forward during the 2009-2010 budget,all issues remain on the listfor future
consideration.Trustee Grant noted her appreciation for the process.
The following motion was moved and cam'ed:
That the Director's document,Budget Priorities,be attached to the 2008 December 12
Report of the Budget Advisory Committee for distribution at the 2008 December 16
Board meeting to allow for discussion.
6.BUDGET ISSUE SHEET -REVIEW
Exec.Supt.Greene reviewed the Multi-Year Preliminary Budget Review Sheet developed
December 2007.Suggestions for revisions were noted and the revised form will be distributed
for discussion at the 2008 December 16 Board meeting.
7.GUIDING PRINCIPLES FOR THE DEVELOPMENT OF THE THAMES VALLEY DISTRICT
SCHOOL BOARD BUDGET
The Guiding Principles forthe Development ofthe Thames ValleyDistrictSchool Board Multi-
Year Budget, revised 2008 October 28,were reviewed and will be distributed at the 2008
December 16 Board meeting.
8.2008-2009 PRELIMINARY BUDGET ASSUMPTIONS AND PROCESS
Exec. Supt.Greene providedthe 2008-2009 PreliminaryBudget Assumptions and Process for
review.Discussion regarding contractual agreement expenditures followed. Exec. Supt.
Greene will provide a draft 2009-2010 Preliminary Budget Assumptions and Process at the
next meeting.
9.OTHER BUSINESS
Administration answered Trustees questions regarding reserve funds.Discussion took place
on the Ministry ofEducationfundingapproval process forcapitalprojects and the effectitcould
have on the ARC'S process.The need forTrustee communication withthe Ministry was noted.
10.NEXT MEETING
Itwas agreed that a meeting was not required for2009 January and that the next meeting will
be arranged at the call of the Chair.
11.ADJOURNMENT
A motion to adjourn was moved and carried at 11:58 a.m.
RECOMMENDATION:none
FRANK EXLEY
Chairperson
2008 December 16...20
16.REPORTS OF COMMITTEES -cont'd
e.REPORT OF THE BUDGET ADVISORY COMMITTEE -cont'd
Trustee Exiey extended appreciation to Trustee Roberts for his role as Chairperson of the Budget
Advisory Committee during 2008.
f.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA 2009 DECEMBER 16
MEMBERS PRESENT ADMINISTRATION AND OTHERS
T.Roberts(Chair)S.Peters B.Tucker S.Hughes
J.Bennett J.Rowe L.Elliott M.E.Smith
S.Doub P.Sattler B.Greene B.Sonier
F. Exiey J.Stewart M.Sereda P.Tufts
T.Grant R.Tisdale (5:30)K.Wilkinson B.Wagner
G.Hart L.Varghese C.Bourbonnais-S.Christie
P.Jaffe MacDonald K.Meeson
K.Bushell J.Neville
Absent:M.Hendrick L.Griffith-Jones K.Young
S.Polhill
The Committee met In camera from 5:00-6:20 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,property,legal and negotiation matters were discussed.
4.RISE AND REPORT
A motion to rise and report was moved and carried.
RECOMMENDATIONS:
1.That Program Services be permitted to hire a Teacher on Special Assignment to support the
Board's elementary school libraries.
2.That the Thames Valley District School Board enter into a three-year contract for the period of
2009 January 1 to 2011 December 31 with Swish Maintenance to provide custodial supplies to
all schools and administrative sites withinthe Thames Valley District School Board.
3.That the tender received on November 26, 2008, from Reid and Deleye Contractors for
$6,887,780 excluding GST for the construction of the additional and renovation to Homedale
French Immersion Elementary Public School be accepted and that the Board enter intoa contract
with Reid &Deleye Contractors to construct the project after Ministry of Education approval Is
received.
4.That the Board approve the transfer of $1,112,400 from the Proceeds of Disposition Reserve
Funds to fund a portion of the addition and renovation to Homedale French Immersion
Elementary Public School project with the transfer being subject to Ministry of Education
approval.
5.That the Board approve the transfer of $539,286 from the Pupil Accommodation Reserve Funds
to fund a portion of the addition and renovation to Homedale French Immersion Elementary
PublicSchool project with the transfer being subject to Ministry of Education approval.
r
2008 December 16...21
16.REPORTS OF COMMITTEES -cont'd
f.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA
RECOMMENDATIONS -cont'd
6.That the Board approve the transfer of $276,621 from theTVDSB -Other Capital Reserve Funds
to fund a portion of the addition and renovation to Homedale French Immersion Elementary
Public School project with the transfer being subject to Ministryof Education approval.
7.That the Board approve the transfer of $231,268 from the Multi Purpose Reserve Funds to fund
a portion of the addition and renovation to Homedale French Immersion Elementary Public
School project with the transfer being subject to Ministryof Education approval.
8.That the Board approve the transfer of $2,300 from the Board EquityCapital Reserve Funds to
fund a portion of the addition and renovation to Homedale French Immersion Elementary Public
School project with the transfer being subject to Ministryof Education approval.
9.That the tender received on December 4,2008 from K & L Construction (London) Ltd. for
$7,804,000 excluding GST forthe construction ofthe new Lucan elementary school be accepted
and that the Board enter into a contract with K&L Construction (London)Ltd. To construct the
school after Ministryof Education approval Is received.
10.That the Board approves the transfer of $229,032 from the Multi Purpose Reserve Fund to fund
a portion of the new Lucan elementary school project with the transfer being subject to Ministry
of Education approval.
TERRY ROBERTS
Chairperson
The recommendations were adopted on motion of T.Roberts,seconded by R.Tisdale.
17.COMMUNICATIONS
a.CHAIRS'SUMMARY REPORT -none
b.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION -UPDATE
Trustee Hart reminded tnjstees of the upcoming PES conference and to contact Assistant S.
Pullam immediately to book accommodation.He advised that at the last OPSBA Directors'
meeting,discussions regarding the expulsion hearing process were held noting that trustees
should submit any comments as soon as possible.He noted that this information was emailed
to all trustees and that he will ensure the information is available for them.
18.NOTICE OF MOTION -none
19.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none
20.ADDITIONAL ITEMS -none
21.QUESTIONS/COMMENTS BY MEMBERS
a.Trustee Jaffe referred to the recent economic downturn and asked if any special measures are
being taken to assist students facing economic challenges with school expenses (e.g. fieldtrips or
books).Supt.Soniercommented regarding the three secondary schools that have received money
for special projects.The Director also advised that at the upcoming PrincipalA/ice Principal
recognition event,a new fund recently established called "Caring Fund"will be introduced.He
noted that $10 000 has been donated bya local company which may be accessed by principals to
assist families that may find themselves in financial difficulty.It was noted that Program staff are
sensitive about situations where there may be student financial needs and have been advised about
the money available to assist.
2008 December 16...22
22.ADJOURNMENT
The meeting adjourned at 9:12 p.m. on motion of R.Tisdale,seconded by F.ExIey.
CONFIRMED:
halrperson
2008 December 16...23
SUMMARY OF APPROVED RECOMMENDATIONS OF 2008 DECEMBER 16
That a secondary French Immersion Program be introduced for eligible Oxford County students,
effective 2009 September 01,at Woodstock Collegiate Institute,beginningwiththe Grade 9 Class.
That the Board approve By-law #8 to authorize a loan from the Ontario Financing Authority (OFA)In
the principle amount of $19 179 667 pursuant to a loan agreement under Section 12 of Ontario
Regulation 466/97.
That the policyon Allocationof Funding -Parent Involvement Committees be approved.
That Program Services be permitted to hire a Teacher on Special Assignment to support the Board's
elementary school libraries.
That the Thames Valley District School Board enter into a three-year contract for the period of 2009
January 1 to 2011 December 31 with Swish Maintenance to provide custodial supplies to all schools
and administrative sites withinthe Thames Valley District School Board.
That the tender received on November 26,2008 from Reid and Deleye Contractors for $6,887,780
excluding GST for the construction of the additional and renovation to Homedale French Immersion
Elementary Public School be accepted and that the Board enter into a contract with Reid &Deleye
Contractors to construct the project after Ministryof Education approval is received.
That the Board approve the transfer of $1,112,400 from the Proceeds of Disposition Reserve Funds
to fund a portion of the addition and renovation to Homedale French Immersion Elementary Public
School project with the transfer being subject to Ministryof Education approval.
That the Board approve the transfer of $539,286 from the Pupil Accommodation Reserve Funds to fund
a portion of the addition and renovation to Homedale French immersion Elementary Public School
project with the transfer being subject to Ministryof Education approval.
That the Board approve the transfer of $276,621 from the TVDSB -Other Capital Reserve Funds to fund
a portion of the addition and renovation to Homedale French Immersion Elementary Public School
project with the transfer being subject to Ministryof Education approval.
That the Board approve the transfer of $231,268 from the Multi Purpose Reserve Funds to fund a
portionofthe addition and renovation to Homedale French immersion Elementary Public School project
with the transfer being subject to Ministryof Education approval.
That the Board approve the transfer of $2,300 from the Board EquityCapital Reserve Funds to fund a
portionofthe additionand renovationtoHomedale French ImmersionElementary PublicSchool project
with the transfer being subject to Ministryof Education approval.
That the tender received on December 4,2008,from K&L Construction (London) Ltd.for $7,804,000
excluding GST forthe construction ofthe new Lucan elementary school be accepted and that the Board
enter into a contract with K &L Construction (London)Ltd.To construct the school after Ministry of
Education approval is received.
.That the Board approves the transfer of $229,032 from the Multi Purpose Reserve Fund to fund a
portion of the new Lucan elementary school project with the transfer being subject to Ministry of
Education approval.
2008 December 16...24
Thames Valley District School Board P0UGY
Title ALLOCATION OF FUNDING -
PARENT INVOLVEMENT
COMMITTEES
(SYSTEM &SCHOOL)
Policy No.
Status
9052
Department DIRECTOR'S SERVICES /
PUBLIC AFFAIRS &COMMUNITY
RELATIONS
Reference(s)Expense Reimbursement -Parent Involvement
Committees (System &School)Procedure
Effective Date 2008 Dec16
It is the policy of the Board that the allocation of funding to the parent involvement committee
expenses will be based on the funding provided by the Ministryof Education specifically identified
for the operation of parent involvement funds.
Administered By DIRECTOR'S SERVICES /Board Resolution No.16 5.b
PUBLIC AFFAIRS &2008 Dec.16
COMMUNITY RELATIONS
Amendment Date(s)Amendment Resolution No.
A