Loading...
3/25/2008 - Regular Board Meeting•N ' ( / THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING.PUBLIC SESSION 2008 MARCH 25,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA V-verbal M -material 1.CALL TO ORDER V 2.O CANADA V 3.SPECIAL MUSICAL PRESENTATION -South Secondary School ARIOSO Girls' Choir,London V 4.APPROVAL OF AGENDA M 5.OFFICIAL RECORD 6.RECOGNITIONS a.Race Relations Award for the City of London -Montcalm Secondary School V 7.CONFLICTS OF INTEREST V 8.CHAIR'S ANNOUNCEMENTS V 9.DIRECTOR'S ANNOUNCEMENTS V 10.MINUTES OF THE 2008 MARCH 18 REGULAR BOARD MEETING a.Confirmation of Minutes M b.Business Arising from the Minutes 11.STUDENT TRUSTEES'UPDATE V 12.REPORTS FROM THE ADMINISTRATION a.Monthly Financial Reporting M b.Senior Administration Response to the Oxford 2 Accommodation Review Committee (Drumbo Central and Princeton Central Public Schools)M c.Minority Report for Oxford Area 2 M d.Drumbo,Princeton &Surrounding Community •Minority Report Oxford Area 2 M e.Proposed Princess Anne French Immersion Public School Primary Class Size Addition M f.Departmental Updates M 13.REPORTS OF COMMITTEES a.Native Advisory Committee,2008 March 18 M b.Audit Committee,2008 March 18 M c.Chairs'Committee,2008 March 18 M 14.COMMUNICATIONS a.Chair's Summary Report 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 r L THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING,PUBLIC SESSION 2008 MARCH 25 The Board met in regular session on 2008 March 25 in the Board Room at the Education Centre,meeting in public session at 7:05 p.m. to 9:15 p.m.The following were in attendance: TRUSTEES J.Bennett S.Doub T.Grant G.Hart ADMINISTRATION AND OTHERS B.Tucker K.Dalton L.Elliott B.Greene M.Sereda 0.Bourbonnais-MacDonald L Griffith-Jones M.Hendrick (7:20) P.Jaffe K.Patterson S.Peters S.Hughes M.Moynihan V.Nielsen M.Smith B.Sonier P.Tufts B.Wagner Regrets:T.Roberts,F.Exiey,P.Sattler S.Polhill J.Rowe J.Stewart (Chair) R.Tisdale K.Bushell S.Christie C.Dennett K.Meeson J.Neville W.Scott 1.CALL TO ORDER. Board Vice-Chairperson J.Stewart called the meeting to order at 7:05 p.m. 2./3.O CANADA AND MUSICAL PRESENTATION The appreciation of the Board was extended to the South Secondary School ARIOSO Girls' Choir, London,and Conductor Kevin Wild for leading in the singing of O'Canada and performing two musical selections. 4.APPROVAL OF AGENDA The agenda was approved on motion of S.Peters,seconded by P.Jaffe. 5.OFFICIAL RECORD S.Christie,Supervisor -Corporate Services,read the following official record into the minutes: We regret to record the death of Tyler Wheaton,a 14-year-old student at H. B.Beal Secondary School,London,on 2008 March 20. 6.RECOGNITIONS a.RACE RELATIONS AWARD FOR THE CITY OF LONDON •MONTCALM SECONDARY SCHOOL C.Bourbonnais-MacDonald,Superintendent of Education,announced that on 2008 March 03, London Mayor A.M.DiClcco presented the 2008 Race Relations Recognition Award for education and training to the staff and students of Montcalm Secondary School. Montcalm S.S.Principal L. Mills,Vice-Principal M.Deeb,ESL teacher and student advisor D. Taylor-Edwards,and students Michelle Valladeres and Sarah Moniz were Introduced and welcomed.Ms. Mills highlighted the various multicultural initiatives undertaken in the school and community that promote respect.Ms.Taylor-Edwards explained Fusion,a multicultural variety show that evolved over time and profiles fashion,dance and music from the many cultural groups attending Montcalm S.S.It was noted that Students Michelle Valladeres and Sarah Moniz have been involved in Fusion in various capacities in past years and this year as co-chairs of the production. 2008 March 25...2 6.RECOGNITIONS -cont'd a.RACE RELATIONS AWARD FOR THE CITY OF LONDON •MONTCALM SECONDARY SCHOOL -cont'd The congratulations ofthe Board was extended to Montcalm Secondary School staff and students for winning the 2008 Race Relations Recognition Award and demonstrating the value of diversity. 7.CONFLICTS OF INTEREST -No conflicts of interest were declared. 8.CHAIR'S ANNOUNCEMENTS -none 9.DIRECTOR'S ANNOUNCEMENTS B.Tucker,Director of Education,extended appreciation to the Cleardale Public School (London)staff and students for the warm welcome extended to Prime Minister Stephen Harper during his visit on 2008 March 19.The Prime Minister attended Cleardale P.S.to announce Federal funding for the expansion of the Medicalert Project. Director Tucker advised that the Grant for Student Needs (GSNs)are scheduled to be announced pn 2008 March 26 at 1:00 p.m. via Webcast.He will provide trustees with a high level update following the announcement. The Director reported that the Board's annual salary disclosure in accordance with the Ontario Public Sector Disclosure Act will be released to the media on 2008 March 28. He will provide trustees with the information on 2008 March 26. 10.MINUTES OF THE 2008 MARCH 18 REGULAR BOARD MEETING a.CONFIRMATION OF MINUTES The minutes-of the Regular Board Meeting of 2008 March 18 were adopted on motion of S." Poihill,seconded by T.Grant. b.BUSINESS ARISING FROM THE MINUTES -none 11.STUDENT TRUSTEES'UPDATE Student Trustee Rowe reported that he and Student Trustee Patterson are currently receiving the responses for the Director's Entry Plan student survey.Trustee Rowe invited trustees and supervisory officers to attend the next Student AdvisoryCouncil meeting to be held on 2008 April 01 from 4:30 p.m. to 6:30 p.m. at the Education Centre.He also advised that preparations are well underway for the Student Trustee Election InApril. 12.REPORTS FROM THE ADMINISTRATION a.MONTHLY FINANCIAL REPORTING B.Greene,Executive Superintendent,Business Services,presented the month-end financial report as at 2008 February 29. The update included the year-to-date activity, the summary of revenues,expenditures by expenditure type,expenditures byarea, and expenditure type. Exec.Supt.Greene commented on the GSN's to be released via a webcast presentation on 2008 March 16 and advised that a Ministry Fact Sheet with highlights of the announcement has been received,as well as an Ontario Public School Boards'memorandum indicating a stable financial commitment.Exec.Supt.Greene advised that details on a board-by-board basis are not yet available:however,there is every indication of a stable fiscal outcome as the Board moves through the 2008-09 Budget process. 2008 March 25...3 12.REPORTS FROM THE ADMINISTRATION -cont'd a.MONTHLY FINANCIAL REPORTING -cont'd Exec.Supt.Greene noted that 2008 March 31 is the official count date for enrolment,providing a snapshot of grant revenues forthe year.It was noted that there are no major concerns to bring to trustees attention at this time.Financial Services staff will soon be able to firm up revenue projections in the near future. b.SENIOR ADMINISTRATION RESPONSE TO THE OXFORD 2 ACCOMMODATION REVIEW COMMITTEE(DRUMBOCENTRALANDPRINCETON CENTf^L PUBLIC SCHOOLS) Exec.Supt.K.Dalton,Operations Services,presented the Administrative response to the final report of the Oxford 2 Accommodation Review Committee.The input from the Oxford 2 Accommodation Review Committee as summarized Intheir Final Report was also provided. Exec.Supt.Dalton noted that the Oxford 2 Accommodation Review Committee has completed its task to review accommodation Issues affecting Drumbo Central and Princeton Central Public Schools as recommended and approved by the Board at its 2007 April 10 meeting.The ARC Committee completed its process with a final public input meeting on 2008 March 04 after which the final ARC Report was forwarded to the Senior Administration for a response. It was noted that the Senior Administration does not support the recommendation of the Oxford 2 ARC.Thus,the Administration recommendations are not reflective of the Oxford 2 ARC'S report. The Oxford 2 ARC recommended the following: That a new school be built in the Princeton community and in the Drumbo community to replace the current facilities. Administrative Response The Senior Administration is unable to support the ARC'S recommendation and is recommending action as outlined above for the following reasons; a.The business case submitted to the Ministry for Prohibitive to Repair funding has been approved for the amalgamation of students from Drumbo Central and Princeton Central Public Schools. b.Amalgamating the students on one site will allow for the accommodation of all students from both schools,and provide the number of students necessary to construct a school withall the program and opportunities as recommended by the Board's standards. c.One site allows the construction of a school that will maximize the program opportunities for the maximum number of students. d.The Drumbo site has sufficient size to accommodate the new school with the amalgamated population and has both Municipal services of sanitary and water. K.Bushell,Manager of Projects and Maintenance,provided the rationale for immediately establishing a Design Committee for the new school on the Drumbo site.This wouldo have the design of the potential new school ready in the event that Trustees support the Senior Administration's recommendations to build a new school on the Drumbo site. It was noted that if the Design Committee awaits the final vote of the Trustees (in60 days hence), there would be no potential for the design and construction process to be completed for the new school for a 2009 September opening.It is the consensus of the Senior Administration that a two-month delay in beginning the work of the Design Committee is not worth the delay of one year to open the new school. 2008 March 25...4 12.REPORTS FROM THE ADMINISTRATION -cont'd b.SENIOR ADMINISTRATION RESPONSE TO THE OXFORD 2 ACCOMMODATION REVIEW COMMITTEE (DRUMBO CENTRAL AND PRINCETON CENTRAL PUBLIC SCHOOLS)-cont'd It was stressed that the work of the Design Committee inno way determines the outcome of the final decision of the Board.The Superintendent assigned to the Design Committee would explain that the work of the Committee would be the result of the approval of the Senior Administration's recommendation (to offer the possibility of a 2009 September opening),and that,should the recommendations be defeated,the work of the Committee would not be utilized. Exec.Supt.Dalton explained that Recommendation 5 disbands the ARC in accordance with the Board's procedure on "Pupil Accommodation and Facility Organization". Cost/Savings To be determined upon design completion. Funding Sources: *Prohibitive to Repair $4,061,530 •Primary Class Size 740,000 Proceeds from disposition of Princeton Central Public School T.B.D. The timelines presented indicated a 2010 September opening date of the new school in Drumbo and closing of Princeton Central Public School. RECOMMENDATIONS: 1.That a new JK-Grade 8 elementary school be constructed on the existing Drumbo school site at 32 Wllmot Street South,Drumbo, 2.That the students of Princeton Central Public School be accommodated at the new school on the Drumbo site;and that the Princeton Central Public School at 40 Elgin Street East, Princeton,be closed and declared surplus. 3.That the students of Drumbo Central Public School be accommodated at the new school on the Drumbo site,and that the Drumbo Central Public School at 32 Wilmot Street South, Drumbo,be demolished. 4.That a Design Committee be appointed for the'new school and commence its work immediately following the Board's receipt of the report of 2008 March 25. 5.That the Oxford 2 Accommodation Review Committee be disbanded. Exec.Supt.Dalton extended appreciation to the ARC members and the personnel of the Thames Valley District School who provided an invaluable resource to the Committee.She noted that the work completed,the time spent,and the careful deliberations of the members contributes to providing the maximum program opportunities for the maximum number of students. Trustee Hart, In his capacity as Chair of the Oxford 2 Accommodation Review Committee, thanked community members and Thames Valley staff for their work throughout the process noting that the presentation format will set a pattern for upcoming ARCs. The Administration responded to questions posed by Trustees. 2008 March 25...5 12.REPORTS FROM THE ADMINISTRATION -cont'd b.SENIOR ADMINISTRATION RESPONSE TO THE OXFORD 2 ACCOMMODATION REVIEW COMMITTEE (DRUMBO CENTRAL AND PRINCETON CENTRAL PUBLIC SCHOOLS)-cont'd Trustee Hart explained the rationale for the ARC decisions.He requested that the Capital Planning Committee provide trustees with the actual costs for Municipal services (sanitaryand water)at the Princeton location.The Senior Administration was also requested torespondas to whether or not the offer of a donation of land for a new school in Princeton would be considered. Exec.Supt.Dalton explainedthe ARC process noting the timelinesforthe final summaryand resulting recommendations as wellas the administrations'response withbackup rationalefortheir recommendatlon(s).She commented that Minority Reports will appear as separate itemsonthe Board agenda and will be presented independently ofthe Administration's report. Exec. Supt. Dalton suggested presenting information related to Trustee Hart's concerns at the 2008 May27 Board meeting. Itwas suggested that trustees seek any clarification at the 2008 April 08 meeting under Item10.b."Business Arising".Trustee Hart asked that the 2008 May 13 Board meeting agenda includean opportunityfor publicinputand that information re municipal services and land acquisition be presented.It was requested that a copy ofthe Oxford2 ARC Resource Binder be placed In the Trustees'Conference Room. Trustee P. Jaffe asked Ifthere isa Boardpolicy/procedure statement related to minority reports. Corporate Services Supervisor S. Christieadvised that there is not a formal policy statement in this regard; however, the protocolfor receiving minority reports is addressed InRobert's Rules of Order, and Isthe process used with other Board Committees (e.g. SEAC).She advised that Exec. Supt. Dalton will be Including a section on Minority Report in her revisions to the Pupil Accommodation and Facility Organization Independent procedure to be presented at the next' meeting of the Policy Working Committee. Supervisor Christieadvised that, infuture,minority reports must include the name(s)ofthose submittingthe reportand that they must be ARCmembers. Itwas noted that the minority report under agenda item 12.d.was submitted byWendy Kipp,ARCMember (Princeton)and that a signed copy of the report will be provided for the official record. r Exec. Supt. Dalton commented on the 60-day notice process contained in the independent procedure "Pupil Accommodation and FacilityOrganization",Section 2.2.4(1)as follows: "The Board shall consider final recommendations and shall give 60 days notice of its intentions to vote upon the final recommendations;" She also referred tothe process tobe undertaken should the administrative recommendation(s) not be supported after public input is received on 2008 May 13 and the final debate occurs on 2008 May 27. The following motion was moved by G. Hart,seconded by R.Tisdale and carried: That Recommendations 1,2 and 3 of the Senior Administrative Response to the Oxford 2 ARC be deferred to the 2008 May27 Board meeting for consideration. Trustee Jaffe asked that a friendly amendment be made to recommendation 4 to Include the word,"potential,"to read as follows: That a Design Committee be appointed for a potential new school(s)commence its work immediately following the Board's receipt of the report of 2008 March 25. He further suggested adding the phrase "notwithstanding,a final decision will not be made until May27,2008."Following discussion,Trustee Jaffe withdrewthe suggestion.Recommendations 4,as amended,and 5 were adopted on motion of G. Hart,seconded by P.Jaffe. 2008 March 25...6 12.REPORTS FROM THE ADMINISTRATION -cont'd b.SENIOR ADMINISTRATION RESPONSE TO THE OXFORD 2 ACCOMMODATION REVIEW COMMITTEE(DRUMBOCENTRALANDPRINCETONCENTRAL PUBLIC SCHOOLS)-cont'd K.Bushell,Manager,Facility Services,explained the process regarding engaging an architect as well as the fee structure that is based on construction cost of the projects.Trustee 8.Peters suggested that high efficiency initiatives be Incorporated into all new school construction. c.MINORITY REPORT FOR OXFORD AREA 2 A Minority Report was submitted by the Drumbo Accommodation Review Committee with full support of the Town of Drumbo recommending that the new elementary school proposed for Oxford Area 2 be located centrally in the town of Drumbo near/at the existing Drumbo Central P.S.location. This proposal of the new school would include the amalgamation of the students attending Princeton Central P.S.along with the students attending Drumbo Central P.S. d.DRUMBO,PRINCETON &SURROUNDING COMMUNITY -MINORITY REPORT OXFORD AREA 2 A Minority Report was submitted by Wendy KIpp,Drumbo,Princeton and Surrounding Cornmunity,OxfordArea 2, recommending that the Board construct a single, new elementary school inthe Villageof Princeton on a plot of donated land. The report indicated that the plotof land is large enough to accommodate a new school.as well as a track and other sports facilities in order to meet the needs of the entire community. e.PROPOSED PRINCESS ANNE FRENCH IMMERSION PUBLIC SCHOOL PRIMARY CLASS SIZE ADDITION Areport was presented seeking Board authorization tobegin the design and construction process for the proposed addition at Princess Anne French Immersion Public School in London to be funded through the Primary Class Size Grant In the amount of $1,110,000. Manager K.Bushelladvised that the Ministry ofEducation has approved 1541 NewPupil Places (NPP)toThames Valley for additional pupil places toaccommodate the classes created through the Primary Class Size initiative requirement of 20 to 1.Princess Anne French Immersion Public School generated 69 New Pupil Places through the Ministry allocation of New Pupil Places. Presently,Princess Anne has 11 portable classrooms on the site to accommodate its enrolment. The proposed addition will reduce the number of portables at Princess Anne but will not eliminate allof them.The long-term enrolment projections and the adjustment to French Immersion School boundaries will also allow for future reductions of portable classrooms at the school. Itwas noted that the Ministry will only permit PrimaryClass Size funding to be used to create accommodation for this Initiative and has requested that the Board pass a resolution in this regard. Therefore,three additional classrooms at Princess Annemayonlybe funded usingthis grant. Sincetheproposed addition is limited inscope because offunding requirements,aSchoolDesign Committee will not be utilized as with previous addition projects.Facility Services will work with an architectural firm,the school principal and superintendent to determine the design forthe addition. Manager Bushell,together withthe Project Co-ordinator and the Architect,will attend a School Council,meeting to discuss proposed plans and schedule, and to answer any questions or concerns. The proposed design,addition schedule and estimated cost will be presented tothe Board at a subsequent date. Manager Bushell advised that ifthe recommendation is approved,the design will commence immediately withthe project to be tendered in2008 June.The construction would begin in2008 June with an anticipated completion date of 2008 December. 2008 March 25...7 .12.REPORTS FROM THE ADMINISTRATION -cont'd e.PROPOSED PRINCESS ANNE FRENCH IMMERSION PUBLIC SCHOOL PRIMARY CLASS SIZE ADDITION-cont'd RECOMMENDATION: That the Board authorize the Administration to begin the design and construction process for the proposed primary class size addition at Princess Anne French Immersion Public School. The recommendation was adopted on motion of P. Jaffe,seconded byT. Grant. f.DEPARTMENTAL UPDATES Human Resource Services Disability Management staff is workingwith approximately 59 staff members intheir return to work programs as a result of non-occupational and occupational illnesses and injuries; -In preparation for 2008/2009 school year program needs,the pool hiring of qualified •elementary French Second Language (FSL)teachers has been completed.Full-time contracts have been offered to 8 applicants and part-time contracts to 2 new teachers. Interviews were offered to 45 applicants; The Professional Development Dayfor elementary occasional teachers will be held on 2008 April 18.Mandatory WHMIS and Violence Awareness training sessions will be offered in addition to curriculum-related workshops; - The process of reviewing secondary staffing needs for next year has begun. HR staff is preparing an in-service for members from the In-School Staffing committees on critical dates 'and procedures to follow for next year's staffing needs; There are currently 978 secondary occasional teachers on the list ofwhich about 23 percent (225)are retirees.Currently there are 98 Long-term Occasional (LTO)assignments. Operations Services Accommodation ReviewCommittees (ARCs)are In the process of formulating their reports tothe Board. One ARC has finalizedItsreport and five Committees have posted draft reports forpublicinput. The Trustees will be receiving the Senior Administrative responses and ARC reports throughout the spring commencing at the 2008 March 25 Board meeting; Supt. Dalton advised that the Elementary DistrictStaffing Committee has been working to establish the number of regular classroom teachers to be allocated to our 155 elementary schools.It is anticipated that individual schools will receive their allocations on 2008 March 28.Supt.Dalton explained that allocating staff across the Valley is a difficult process in balancing the size of schools and small class sizes (less than 15).Supt. Dalton commented that English Second Language (ESL)numbers are always considered preliminary every spring and that a new review of student enrolment is held at the end of September.Supt. Dalton will provide a report related to triple grading for 2008 April22 Board meeting.Supt. Hughes commented on the staff allocation for self contained special education classes; School allocations will be reflective of the numbers provided in the 2008-09 Preliminary Budget for Elementary Teacher Staffing which was received on 2008 February 25. As well, the allocations will be respective of the Primary Class Size requirements and collective agreement language; 2008 March 25...8 12.REPORTS FROM THE ADMINISTRATION -cont'd f.DEPARTMENTAL UPDATES -cont'd Operations Services -cont'd Safe Schools initiatives included: The Elementary Teachers'Federation ofOntario (ETFO) Provincial Team will be offering four half-day Bullying Prevention workshops on 2008 April 3 and 10 at the Four Points Sheraton.ETFO will provide funding for 110 teachers to attend the workshop.Safe Schools will provide funding for an additional 44 ETFO members to attend the training so that one member from each elementary school will be trained. Training will focus on the role educators can play in assisting all students Involved ,in a bullying incident including the bully,bullied and bystander; SAIDAT isa hiphop artistthat uses music, drama and hip-hopto teach students about topics including:self-esteem,respect for self and others,diversity,leadership, and character development.SAIDAT presents to students fromJunior Kindergarten(JK)to Grade 12, and provides teachers with follow-up activities to be completed in the classroom.She will be presenting in33 elementary schools and 4 secondary schools until 2008 June; Elementary schools are currently working with Safe School Teams to preparing a reflectionof 2007-08 school-based Safe School initiatives.Each elementary school is required to submit safe school's reflectionand goals for the next school year; On 2008 April 04,Thames Valley will be hosting the Spring Youth Safe Schools Conference intheThames Room atthe Education Centre. Guest speaker David Knight, who experienced cyberbullying in school to the point that he had to leave school to complete his final year ofstudies.Students will have the opportunityto begin planning safe schools activities fornextyear,including the "Sea of Pink"day which will be held next fall to take a stand against allforms of bullying; School Year Calendars have been submitted to the Ministry; The Instructional Intelligence initiative continues to go very well.Sessions with Barrie Bennettwere heldon March 4 (with the CECCentralEast area ofthe Board)and on March 5 (with new school administrators as well as those who had not worked previously with Barrie). On March 27, the Thames ValleyTri-Board team will meet withthe Peel and York teams tofurther planforthe Summer Institutesthat will take place on August 12,13 and 14. Thames Valley will hostthe Tri-Board facilitation onAugust 14.Future sessions planned with Barrie Bennett are 2008 April 08 (CECSouth),April 29 (CECCentralWest),including the evening of April 29, hosted byCEC Central West, and April 30 (CEC East); Research and Assessment undertook/completed the following projects during 2008 March: Presented workshops on data use for school teams; Supported work on the School Effectiveness Framework implementation; -Supported development of School Improvement Plans; Evaluated external research requests; Worked with Privacy and Information Management Taskforce; Work with Skopus data system; Attended Provincial Student Success Leaders Conference; Budget tracking for Projects to Support Students At Risk; Native Self-Identification Committee work; Supported school-based projects -consultation on outcome measures and data; Supported schools with analysis and reports on school-based surveys; 2008 March 25...9 12.REPORTS FROM THE ADMINISTRATION -cont'd f.DEPARTMENTAL UPDATES -cont'd Operations Services -Research &Assessment -cont'd Secondary Student Safe School survey - final design and distribution; Safe School Survey -analysis preparation; -Attended Victoria Bernhardt Conference; 2007-08 Mathematics Coaches Project - reviewed Student Attitude Survey; Supported SBLI projects: Updates added to Research and Assessment's on-line Profile reports; Skopus data validation of DRA data; Completed Secondary OnSIS workshops; Refined draft U-turn evaluation framework and data collection requirements; -CPA wait list entries; Report on Instructional Intelligence survey; Completed the collection of 2008-09 elementary enrolment projection; Started the development of PCS plan for 2008-2009; Completed the school OnSIS submissions for the October reporting period; Analysis of Reading Recovery data; Completed At Risk Grade 12 Students report and distributed to schools; Tracking of Part B School-based projects; At-Risk Students projects -Interim Budget Reports completed and mailedtoparticipating schools; Calculation of Course Pass Rates for Secondary Schools; EQAO Target Setting -prediction analysis; Prepared Board level data charts and graphs for Ministryreview; Developed a LOG Project Outcome Report template; -Developed draft Research &Assessment Services report manual. Program Services Student Pathways for Success Exec. Supt.Elliott,Learning Supervisor M.Chambers and two secondary school principals attended the provincial Student Success Leaders Symposium inToronto, on 2008 February 27-29.The Ministry provided an update on Student Success Initiatives; described an innovative school Improvement approach carried out in the French language school boards;announced that the provincial graduation rate for 2006-07 improved to 75 percent (a 2 percent increase over the previous year); and provided Board specific indicator data for school teams to discuss.Participants also attended workshops to investigate promising practices across the province; The Ministry of Education and the Ontario Principals' Council held symposiums throughout the province for administrators entitled Leading Learning to 18:Tiie Principal's Role in Student Success.The London region met on 2008 February 20 with representation from all secondary schools and several elementary schools.Discussion groups focused on Bill 52, Alternative Education Programs for Learning to 18;Student Success Teams;E-Learning; Differentiated Instruction; Using Data to Effect Change; Creative Timetabling;Student Retention.A resource binder was provided to all participants; - A Board team of 8 Superintendents and Learning Supervisors attended Growing Accessible Interactive Networked Supports in Literacy and Mathematics Learning (GAINS) on 2008 February 12-13 in Toronto.The themes included the frameworks and goals of GAINS;supporting principals as instructional leaders;reaching every student by reaching every teacher;research and existing provincial pilot projects Inliteracy and (mathematics;theuseof technologies to maximize student learning and engagement. Will Richardson,author of Blogs,Wikis,Podcasts and Other Powerful Web Tools for Classrooms,was the keynote speaker; 2008 March 25...10 12.REPORTS FROM THE ADMINISTRATION -cont'd f.DEPARTMENTAL UPDATES -cont'd Program Services -Student Pathways for Success -cont'd On 2008 March 20 the Ministry wiii meet with the Director,Student Success Leader, Executive Superintendent of Program Services and Manager of Research and Assessment.The focus of the meeting will be on the progress to date of activities outlinedinthe Student Success Action Plan,and the data providedbythe Ministry onthe key indicators of success (e.g., credit accumulation,pass rates, literacy success rates, students at risk in Grades 7 and 8,etc.); Student Success Teams inevery secondary school have developed and implemented the following Ministry deliverables, which were mandated to be complete by 2008 February 14: a system for monitoring and tracking students at risk; a coordinated timeline that ensures there is a plan in place for students at risk; a clarification of roles and responsibilities within the team (i.e..Student Success Teacher,Administrator, Head of Guidance,Head of Special Education,other staff members); a staffdevelopmentand communication plantoencourage shared responsibility for students at risk within the staff; a measure of team effectiveness in improving student achievement. An AnnotatedWeb Resource GuideforStudent Success Teams has been provided by the Ministry of Education.It containsvarious helpful resources, programsandstrategies for student success that have been submitted by boards across the province fhttp://communitv.elearninaontario.ca Login:StudentSuccess Password: Student.Success). Student Success Teachers (SST) participated in a School College Work Initiative in collaboration with Fanshawe College and the London District Catholic School Board. TheSST's from theschoolboardsandtheFanshawe Student Success Advisors (SSA's) spent the day comparing their respective roles and responsibilities, and sharing strategies for working with students at risk; -Begun in 2006 May,the Transition Planning and Implementation Initiative Is intended to support Individual students at risk as they move from Grade 8 to Grade 9 and sets an explicitgoal of decreasing the number of lost credits In Grade 9. Inthe past year, the focus was on establishing student profiles.Individualized timetables,caring adult mentors, and interventions by the SST. This year the focus of the professional development isforall classroom teachers with afocusonshared;collective responsibility and support for all students at risk.The resources provided by the Ministry for the training are based on Dr. Bruce Ferguson's work. Dr.Ferguson's team has conducted an evaluation of the implementation of the provincial Transition Planning and Implementation Initiative; - The Ministry has prepared a teacher resource kitthat must be supplied and In-serviced to all intermediate schools by year end.School administrators received the kit and a preliminaryoverviewat their meeting on 2008 February 06.Teacher trainingforthe kit will occuron2008 May 26 with an additional followup session inthe fall.Thisday will be hosted by the 30 teachers who form the Differentiated Instruction and Assessment Task Force that has been meeting since November. Student Pathways for Success continues toworkcollaborativeiywith other portfoliosand toprovidefundingforvarious initiatives that promote student success.Recent examples were featured in the latest newsletter for Student Pathways for Success and Include: the WindTurbineProjectforGrade 7/8 teachers and students (integratedstudies); Differentiated Instruction training and resources for senior English teachers; V.• 2008 March 25...11 12.REPORTS FROM THE ADMINISTRATION -cont'd f.DEPARTMENTAL UPDATES -cont'd Program Services -cont'd Literacy strategies and resources for secondary teachers In subject areas other than English (Stepping Out); Co-operative Learning (Kagan)training and resources for intermediate mathematics teachers; Lighthouse Learning to 18 Projects; Destinations workshops and resources for Grade 7/8 teachers; DRA training and resources for intermediate teachers. Information Technoloov Services A SMART Board User's Conference is to be held on 2008 April 19th at Sherwood Fox P.S.There are 42 sessions planned and more than 300 teachers registered for sessions varying from grade-specific to subject-specific and focus on curriculum implementation.Most sessions are 70 minutes long where teachers will come and listen to expert users about SMART Board use in the classroom.Participants will have a chance to hear from representatives from SMART Technologies and will receive a USB Jump Drive with every presentation file preloaded on it; Plans are underway for TVDSB's first Student Voices Forum,being held to gather input from students for the Information Technology Plan regarding what kinds of technology and learning environments should be available in school.The Student Voices Forum will be held on 2008 May 02 at the Education Centre with two representatives from every high school attending.Students will be welcomed by Director Tucker and Student Trustees Patterson and Rowe.The daywill consist offour one-hour break out sessions where they will give input on different areas of technology and they will take part in an Interactive survey using a Classroom Response System.Students will be provided lunch and have a chance to sit In the Board Room where decisions affecting learning are made; The ITS Infrastructure and Operations staff continue to work on the Voice Telecommunications Renewal Project converting 3 schools per week to the new telephone system.All administrative centres and 60 schools have been converted to the new telephone system.Through the summer the Infrastructure and Operations staff plan to accelerate the conversion to 5 schools per week.ITS Is targeting an end of calendar year completion of this project; The Active Directory deployment project Is progressing well.The Board now has a standard operating system across all elementary schools in the District.ITS is now focussing on completing the remaining secondary schools and is on schedule to complete the 10 secondary schools Identified for completion this year.The remaining 7 Secondary schools will be completed early in 2008-2009; The FirstClass email and conferencing system is scheduled to be upgraded In early 2008 April.The latest version of FirstClass will feature many new collaborative functions and introduce synchronization services for PDAs such as Blackberries.Training of support staff has been completed. Apolied Studies and The Arts Arts TVDSB and the Fine Arts Department at the University of Western Ontario have partnered together for the first time to offer a ten week Pre-University Scholarship Program in Fine Arts for one senior student from each of the Secondary Schools In the Thames Valley. 2008 March 25...12 12.REPORTS FROM THE ADMINISTRATION -cont'd f.DEPARTMENTAL UPDATES-cont'd Program Services -Applied Studies &Arts -cont'd Saturday sessions that run until the end of 2008 Aprii are intended to give committed and creative students an opportunity to explore art making experiences that go beyond that which is normally offered at the secondary school level.A culminating Art Exhibition in 2008 May at the UWO ArtLab Gallery will demonstrate what the students have learned; New Funding for Education Programming Thames Valley District School Board and Museum London are partnering to provide Art opportunities for elementary students in high-needs schools.Funding has been received through the Ontario Government's Arts Education Partnership Initiative and The London Life Insurance Company to expand the Making Art Creating Community Program for"at risk"students in 2008 and 2009.To date,more than 300 students have benefitted from the program which teaches the value of community through making and viewing Art. Art Reach is also a program intended for at risk students,involving classroom visits by Museum London personnel and follow-up field trips to the Museum.Allof the activities Involve SMARTBoard technology utilizing visual art curriculum-support materials developed by Thames Valley teachers: Music/Dance Varietyis...will be held at the John Labatt Centre this year featuring 25 secondary musical groups from across the TVDSB promises to be a spectacular celebration of student achievements; New instrumental music programs continue to be placed in schools that previously did not have them.This year Adelaide MacDonald,Ashley Oaks,Caradoc Central,Caradoc North,Parkhill-West Williams,Parkview,Plattsvile,Rick Hansen,Southdale,and Tollgate Public Schools have all received instruments.The remaining schools will receive Instruments over the next two years as staffing and space becomes available; The Arts Festival for Elementary bands and Visual Arts will take place 2008 May06 to 09; Performances by Orchestra Londonand Children'sDance theatre during2008 February and March have been wellreceived. Many elementary and secondary students have had the opportunity to see and hear these quality grant supported productions. Co-operative Education Secondary Principals recently participated in an Information session on Co-operative Education and otfier forms of Experientiai Learning.The goal of the session was to provide information about how these programs can be delivered in their schools to support student success initiatives.Several models of experiential learning programs, Including Work Internshipand Co-op, are currentlyoffered inour secondary schools; Morethan 100 experientiallearning teachers have received trainingand are nowusing the new MTEL system (Management Tool for Experiential Learning).This database system helps manage student and employer information and facilitates the development of the many documents used in experiential learning programs; Guidance This year,the TVDSB Guidance Subject Association is focussing on two main areas: pathways to apprenticeship and the workplace as well as supports for good mental health. The January meeting was held at the LIUNA (Labourers'International Unionof North America) Training Centre in London. The Association meets again on 2008 April 08: 2008 March 25...13 12.REPORTS FROM THE ADMINISTRATION -cont'd f.DEPARTMENTAL UPDATES -cont'd Program Services •Applied Studies &Arts -cont'd Teachers of our secondary Learning Strategies courses are receiving additional training on "Instructional Strategies That Work"and helping students who struggle with reading. The training dates are 2008 February 25 and April 15.This initiative is funded In partnership with the Student Pathways for Success portfolio and the secondary Student Success Teachers are attending some of the training; The third annual Grade 7-8 Pathways to Destinations day,funded by the Student Pathways for Success portfolio, Is scheduled for early 2008 April.One Grade 7 and one Grade 8 teacher from each school will attend on one of three dates in various locations; 2008 April 01 in St.Thomas,April 02 in London or April 08 in Woodstock; The purpose of the sessions is to continue the work on Pathways to Destinations that began in 2005 November.Teachers have been using the new resources to help students learn about self assessment,career exploration and pathway planning. Teachers will complete the annual Pathways to Destinations Implementation survey at these sessions in order that success in this area Is continually monitored. Health and Physical Education A group of elementary and secondary teachers are working to develop a TVDSB Intramural framework that features best intramural practices,creative planning and contains elements of character education.The framework will be shared with teachers across the Valley In an Intramural Workshop.Steve Friesen who has been seconded by the Ministry of Health Promotion to enhance Intramurals in schools will be there to share his experience,success,and outline strategies that have proven themselves in current school situations; Healthy Schools money will be available to secondary schools for student engagement, to support the promotion of healthier schools.The healthy schools section of the Ministry's website,www.edu.QOV.on.ca/enq/healthvschools includes a variety of resources to assist In the development of a plan,including the Foundations for a Healthy School framework.A detailed procedure has been provided to principals; The Ministry has provided increased funding for Quality Daily Physical Activity(QDPA). A detailed plan for teacher inservice,additional school resources and teacher support has been sent to elementary school principals and QDPA teacher contacts; For additional support,the Ministry has developed an e-learning module to help teachers, principals,and leaders In HPE make the 20 minutes of QDPA fun,safe and a healthy part of each school day.The video clips show students participating in physical activities and how QDPA can be done in the classroom,gymnasium,multipurpose areas,and outdoors.They also show warm-up and cool-down activities, including a range of stretches,descriptions,and mini clips of how to move In a variety of ways.The e- learning module can be accessed at www.eworkshoD.on.ca/dpa Technological Education -The first TVDSB Skills competition held in partnership with Fanshawe College and London Catholic District School Board was held on 2008 February 28th.Competitions in carpentry teams of 2,cabinet making,welding,precision machining,architectural CADD and small engines were run.Several other competitions in the 2nd annual TVDSB Skills Competition are being run on 2008 April 09 at a number of our high schools. 2008 March 25...14 12.REPORTS FROM THE ADMINISTRATION -cont'd f.DEPARTMENTAL UPDATES -cont'd Program Services -Applied Studies &Arts -cont'd The second meeting with the Wind Turbine pilot project for Grade 8 students where multl discipline subject areas are used to cover the Ministry Expectations areas was held.The teachers were very excited as the students seemed engaged with the hands-on activities. Elementary Sports On 2008 February 29 and March 01,the Board hosted the Elementary Competitive Basketball Championships.The 48 finalists are all regional representatives who have earned the right to represent their area,by winning their playoffs. A total of two championship teams and one wildcard team from eight regions within the TVDSB for both boys and girls will play off for the six Championships.This year more than 220 teams,approximately 2400 students,took part In the competitive basketball program. This is the ninth year of the TVDSB Elementary Basketball Championships.Gymnastics, Dance and Wrestling Festivals will be taking place during the month of April. Secondary Sports During 2008 February,TVRAA Winter Sports have concluded another successful season that saw more than 400 student athletes from TVDSB schools move on to OFSAA competitions in Boys' Basi<etball, Girls' Volleyball, Curling,Swimming,Wrestling,Boys' and Girls'Hockey; In partnership withthe Universityof Western Ontario,TVDSB anticipates hosting a mini- conference which will provide some valuable in-service for our coaches at a date to be determined In the fall.This is a followup to a Conference held three years ago which was well received by coaches at the time; Thames Valleyis hosting an Intramurals workshop for forty schools In early 2008 April to support the implementation of programs this fall. Business Services Facility Services Projects and Maintenance update included the Capital Projects at:Mitchell Hepburn P.S.,Medway High School Renovation &Additions;School Renewal/Good Places to Learn Project;and.Best Start DayCare Initiatives at MacDonald P.S.,and Northbrae P.S.; J.Neville,Manager,Facility Services Operations,commented on initiatives being implemented related to use of environmental (Green)products.Henoted that pesticides and herbicides are not used within the Board. Facility Services is continuing to test various certified Green cleaning products includingfloorfinishes, floor strippers and hand soaps to confirm effectiveness and suitability.All testing processes are being documented In preparation for a detailed custodial supply Request for Proposal to be released In the next few weeks.. Facility Operations completed a considerable arnount of project work during March break specifically refinlshing two large hardwood gymnasium floors at Clarke Road and A.B.Lucas secondary schools.A process has been put into place that utilizes high filtration sanding units as well as pressurized floor finish applicators that allows Board staff to completely refinisha 12,000 sq.ft. hardwood floorintwo days instead ofthe traditional methods requiring five days; 2008 March 25...15 :12.REPORTS FROM THE ADMINISTRATION -cont'd f.DEPARTMENTAL UPDATES -Business Services -cont'd Facility Operations is in the process of developing an electronic news letter for custodial staff intended to highlight some of the nev/processes and products being introduced system-wide as w/ell as to communicate more effectively information related to departmental decisions, labour management issues and staff accomplishments to individuals that are working around the clock in our schools; Financial Services staff presented in service sessions to Administrative Assistants regarding BAS 2000,account codes and journal entry/budget adjustment guidelines; -The respective annual Charities Information Return for the Board and the Thames Valley Education Foundation were completed and filed with the Canada Revenue Agency by the 2008 February 29 deadline. Director's Services Director of Education Bill Tucker attended the following meetings/events:Investing in Children "London Gets Mugged"Fundraising Evening;Children's Aid Society "An Evening of Hope"Fundraising Event;and International Women's Day Breakfast; Executive Superintendents Sereda and Elliott,Superintendent of Education Bourbonnais- MacDonald,Learning Supervisor C.Graves and Director Tucker attended a round-table discussion with Dr.Charles Pascal,Early Learning Advisorforthe Atkinson Foundation.The focus of the discussion was all-day leaming for 3 and 4 year olds; The Director continues to meet with trustees,Chief Executive Officers,erriployee groups, managers,community representatives and staff as part of his Entry Plan consultation ^process; The Director met with the President of the London Chapter of Phi Delta Kappa (PDK) International to learn more about the homework initiative that PDK has been working on since 2006 September.A draft action plan was established that includes follow-up,partnerships, the role of PDK and possible future initiatives; The Director met with Lynne Livingstone,Director of Neighbourhood and Children's Services .for the City of London,to discuss potential partnerships; Executive Superintendent Greene,Business Services staff and Director Tucker met with Assistant Deputy Minister Nancy Wynot and Ministryof Education staff to discuss the Capital Liquidity Template; Jan McGraw from the Ministry of Education,Dr. S.Killlp and M.Chambers met with the Director to discuss the Pathways for Success initiative; Dr.Poliett and Middlesex London Health Unit staff met with Supervisor of Corporate Services S.Christie and the Director Tucker to discuss immunization suspension notices as well as issues related to Freedom of Information; Staff Development update included:New Teacher Induction Program (NTIP)-NTIP Orientation,Mentoring,Professional Learning and Specialized Instructional Coaching: Leadership:The 7 Habits of Highly Effective People;Administrative Mentoring Program; Professional Reading Program;Leadership Strategic Plan;2008 Leadership Conference;and Teacher Learning and Leadership Program (TLLP). 2008 March 25...16 13.REPORTS OF COMMITTEES a.REPORT OF THE NATIVE ADVISORY COMMITTEE MEETING 2008 March 18 1:45 p.m.-3:22 p.m. Members Present M.Hendrick,Trustee,Chair J.Bennett,Trustee T.Grant,Trustee (2:36) A.Collar,Munsee-Delaware Administration and Others P.Cornelius,Native Counsellor,A.E. Duffield P.S. S.McCombe,Principal,M.B.McEachren P.S. B.Misklman,Principal,Thames S.S. L.Brown,VP.,H.B.Beal S.S. T.Sillaby-Ramsey,Native Counsellor,H.B. Beal S.S. V.Hopkins,Counsellor,Thames S.S. Regrets: R.Doxtator,Oneida of the Thames E.Good,Program Services Absent: T.Smith,Westminster Central P.S. S.Boddaert,Learning Coordinator C. Langille, N'Amerind Friendship Centre T.Summers,Fanshawe Student G.McGahey,Chippewas of the Thames S.Albert-Nlnham,Chippewas of the Thames M. Elijah,Oneida of the Thames P.Sydor,Vice Principal,Saunders S.S. B.Tichenoff,Principal A.E. Duffield P.S. J.Antone,Native Counsellor,Saunders S.S. L. Elliott,Executive Superintendent C.Graves,Program Services M. Henry,Corporate Services Guests: K.Hopkins,Oneida on The Thames 1.CALL TO ORDER The meeting convened at 1:45 p.m.In the A.E.Duffield Public School. Library. B.Tichenoff introduced Trisha Whiteye, the school's Native Language teacher.Ms.Whiteye introduced the Native students who presented their speed stacking skills. 2.APPROVAL OF AGENDA Amendments were made to the agenda. 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 (2) M. Elijah -Chippewas of the Thames (2) S. Albert-Nlnham, G.McGahey -Munsee-Delaware Nation (1) A.Collar 5.WELCOME AND INTRODUCTIONS Chair Hendrick welcomed everyone and asked them to Introduce themselves. V 6.REPORT OF MEETING -2008 FEBRUARY 12 It was noted that the 2008 February 12 report has been submitted to the Board. 2008 March 25...17 13.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE NATIVE ADVISORY COMMITTEE MEETING -cont'd 7.MINISTRY PROJECT UPDATES -CODE PROJECT: Exec.Supt.L.Elliott Introduced Donna Young who will be providing updates on the CODE. She Indicated that the report is due by June 30.The questionnaire is being revised and will include teachers and principals.A survey around the needed school resources such as multl media,textbooks,reading materials etc.will be sent to schools. Ms.Young is working with B.TIchenoff to compile the Information related to the needs of Native students.A memo will be distributed to schools outlining the breakdown of the $30,000.00 in resource funding available to the Board through the project. M. Elijah advised that there is a print media available addressing the concern over literacy that would be available to the community and suggested having the Information available in the resource centre for the students.It was also suggested to have the information available on the internet for e-learning. G.McGahey questioned if the survey will be given to the communities.It was confirmed that it will be handled by the community representative in the area or by a learning coordinator, counsellor,etc. The recommendations will also be provided to the Native Advisory Committee. 8.PRINCIPALS'UP-DATE A.E.Duffield P.S.-B.Tichenoff reported that at A.E. Duffield,they are mailing out the report cards to all grade 7 and 8 students.The students enjoyed the mid winter carnival hosted by McEachren P.S. Thames S.S.- B.Miskiman advised that report cards were sent out a few weeks ago.The general success rate is good.Students are involved in sports teams at the University of Western Ontario.The Literacy test is next week.Next year's registration appears to be strong. Trustees J.Bennett and M.Hendrick questioned the number range compared to other schools.Mr.Miskiman replied that students might be at the Alternative Education class during that timeframe and cannot be counted until they return to school.Tuition agreement count dates are 2007 October 31 and 2008 March 31. Counsellor V.Hopkins advised that peer teaching is next week and all the students are doing well. Saunders S.S.- P.Sydor distributed copies of The Growler,the Saunders newsletter and advised that the grade 10 students are working on their literacy tests preparing to write the test next week. Report cards will be sent out on March 19 although some have been sent home individually. Several events are taking place over the next few weeks Including the Cancer campaign, a car cleaning event,Mr.Sydor noted that student marks and credits are Increasing. H.B.Beal S.S.- no report M.B.McEachren P.S.-S.McCombe commented on the positive results of the winter carnival which hosted approximately 175 students.They went through six workshops,made and created a dreamcatcher where the teaching was done by the students.As well,the carnival 2008 March 25...18 13.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE NATIVE ADVISORY COMMITTEE MEETING -cont'd 8.PRINCIPALS'UP-DATE -cont'd included a traditional story teller, a speaker on healthy relationships;a focus on respect using the drum,and a log cabin builder who spoke on the history of the logs.Several parents participated in the carnival which also received several donations. Mr.McCombe distributed forms from the Ningwakwe called "Learning Press".The publication includes interesting items to purchase from different cultures to help students learn about their heritage. Westminster Central P.S.- no report 9.CULTURAL FUND C.Graves advised that she will be sending an update to principals regarding their balances in the Cultural Fund.She will fax the detailed accounts from April 2007 to the first week of March 2008,and will explain the steps to secure the funds. 10.ADDITIONAL ITEMS:CULTURAL AWARENESS B.Tichenoff referred to the upcoming PD session on May 16 at Althouse College being organized by C.Langille and M.Elijah.The day will include publisher displays and presentations by people who have knowledge of the Native culture.Information regarding the workshops will be distributed. The N'Amerind Friendship Centre will present on historical events;census data and a map of the various languages will be available for students to plot on the map as well as an overview of the community from Chippewa,Munsee,and Oneida Nations.There will be three workshops in the afternoon with dancing and songs to celebrate and explain why there are no more pow-wows and a session on stereotyping.Additional suggestions are invited and should be sent to ianquaqe@oneida.on.ca. 11.SELF IDENTIFICATION PROCESS The next meeting of the self identification process is scheduled for April23 at 1:00 p.m.at the Education Centre.Students will be provided the opportunity to self identify either through initial registration or if they are existing TVDSB students,they will be able to self identify through the student information verification sheets in the fall. C. Langille is organizing five information sessions on self Identification in Strathroy,St Thomas and Woodstock during the month of May. Native Advisory Committee members were asked to conduct information sessions.Each First Nation was asked to select a representative to the self identification meetings which have been ongoing since the fall. 12.DATE.TIME LOCATION OF FUTURE MEETINGS The following meetings have been scheduled: •2008 April 08.1:30 p.m.H. B.Beal S.S. 2008 May 13,1:30 p.m.,Westminster Central P.S. 2008 June 10,3:00 p.m.,Elgin Room,Education Centre 13.FIRST NATIONS LANGUAGE - M. Elijah commented on the discussion of the language for the Natives expressing concern to patllcipate due to finances.A.Collar is concerned of the rippled effects on and off the reserve for the Natives. 14.LEARNING ABOUT FIRST NATIONS COMMUNITIES -none 2008 March 25...19 13.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE NATIVE ADVISORY COMMITTEE MEETING -cont'd 15.ADJOURNMENT A motion to adjourn ttie meeting at 3:22 p.m.was carried. RECOMMENDATIONS:none M.HENDRICK Ciiairperson b.REPORT OF THE AUDIT COMMITTEE 2008 Marcli 18 3:05 p.m.-3:50 p.m. MEMBERS ADMINISTRATION AND OTHERS T.Grant R.Tisdaie B.Greene K.Meeson J.Stewart (Ciiair)S.Christie D.Gurnham Trustee Visitor:S.Peters B.Tucl<er (3:27) 1.APPROVAL OF AGENDA -The agenda was approved by motion. 2.CONFLICTS OF INTEREST -none declared 3.COMMUNITY MEMBERSHIP Executive Superintendent B.Greene described two applicants for membership on the committee as community representatives.The following motion was moved and carried: That a recommendation be referred to the Chairs*Committee that Darroch (Rick) Robertson and Tiny van Pinxteren be appointed to the Audit Committee as community representatives. It was noted that the representatives will be apprised ofconflict of interest and confidentiality issues related to their participation on the committee. 4.AUDIT COMMITTEE-AGENDA ITEMS Exec.Supt.Greene presented agenda items for future meetings.D.Gurham was asked to develop a risk assessment to assist with the development of a mult!year internal audit plan. He will bring information for discussion at the next meeting.Also at the next meeting,the mandate of the committee and a review of the committee's work will be presented for the benefit of the new members. Other topics of Interest to the committee and community will be added as identified;e.g. Internal controls are to be referred to Chair Stewart.From time to time,professional development presentations will be scheduled. 5.APPOINTMENT OF EXTERNAL AUDITORS -2007-08 FISCAL YEAR The following motion was moved and carried: That Deloltte be appointed as the external auditor of the Board for the fiscal year 2007- 08. Auditor D.Gurnham spoke to items Included in the letter of engagement and responded to questions posed by committee members. 2008 March 25...2Q 13.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE AUDIT COMMITTEE -cont'd 6.MONTHLY FINANCIAL STATEMENTS -DETAIL Exec.Supt.Greene advised that a high level financial statement is taken to the Board on a monthly basis while a detailed report is presented to the Administrative Council.It w/as agreed that similar information will be brought to the Committee for review monthly. Manager K.Meeson described the report and the general ledger balances for January 31, 2008.She noted that supervisory officers and departmental managers are responsible for the effective operation of accounts under theircontrol.She responded to trustees'questions. 7. OTHER BUSINESS-none 8.DATE AND TIME OF NEXT MEETING The next meeting was scheduled for 2008 April 15 at 3:00 p.m. in the Middlesex Room. 9.ADJOURNMENT The meeting adjourned at 3:50 p.m. by motion. RECOMMENDATION: That Deloittebe appointed as the external auditor ofthe Board for the fiscal year 2007-08. J.STEWART, Chairperson The recommendation was adopted on motion of R. Tisdale,seconded byT. Grant. 0.REPORT OF THE CHAIRS'COMMITTEE 2008 March 18 9:00 p.m.-10:10 p.m. MEMBERS ADMINISTRATION AND OTHERS J.Bennett P.Sattler (Chair)B.Tucker S.Christie G.Hart J.Stewart 1.APPROVAL OF AGENDA The agenda was approved. 2.CONFLICTS OF INTEREST -none declared 3.REVIEW OF 2008 MARCH 25 BOARD AGENDA The agendas for the publicBoard meeting of 2008 March25 was discussed and updated. The in-camera meeting was cancelled. 4.CORRESPONDENCE Ajoint letter from the Ministry of Education and the WWF was received encouraging the Board to participate in Earth Hour. A letter from the Ministry of Small Business and Entrepreneurship regarding the Ontario Secondary School Business Plan competition,the Future Entrepreneurs resource kit and the Summer Company program was referred to the Administration for handling and copied to trustees intheir information packages. 2008 March 25...21 f ^13.REPORTS OF COMMITTEES -cont'd ^'c.REPORT OF THE CHAIRS'COMMITTEE-cont'd 5."EARTH HOUR" Director Tucker provided a copy of the flyer sent to principals regarding Earth Hournoting the system will participate on March 28 from 1:00-2:00 p.m. 6. MP MEETING (SCHEDULED FOR APRIL 04) Since only one MP was able to attend,Chair Sattler indicated that the April4 MP meeting has been cancelled and will be tentatively rescheduled to June 20. 7. EDUCATIONWEEK INITIATIVE - PRESENTATION -defen-ed to April meeting 8.TRUSTEES'CONFERENCE ROOM Director Tucker presented a proposal to reconfigure the Trustee Conference Room in order to better utilize the meeting space for trustee meetings. 9.REQUEST TO PRESENT TO BOARD A request by West Elgin SS to present Its drama production at an upcoming Board meeting was considered.It was agreed to ask the area supervisory officer to contact the school suggesting that information flyers be made available to trustees. 10.OTHER BUSINESS a. Audit Committee Membership Recommendation It was noted that the Audit Committee has referred a recommendation for membership to the Chairs'Committee for consideration.The following motion was moved and carried: j That Darroch (Rick)Robertson and Tiny van Pinxteren be appointed to the Audit Committee as community representatives. Following approval,the Audit Committee Chair will confirm the appointments with the new members. b.Block Parent 40'*^Anniversary Itwas notedthat the London Block Parent organization iscelebratingits 40"*anniversary at the provincial Block Parent Conference at the Four Points Sheraton inLondon on April 14.Thames Valley representatives have been Invited to attend.It was agreed that a block of tickets will be purchased for the opening dinner In support of the initiative. c.ARC Evaluation Chair Sattler suggested that ARC members be Invited to participate in an evaluation of the initialARC process.It was further suggested that a simple form be developed and sent to ARC members requesting general feedback on the overall ARC process. Since amendments to the Pupil Accommodation and Facility Organization independent procedure are being developed for consideration by the Policy Committee,and will be posted on the Board's website for public input, It was agreed that all ARC members will be contacted directly and invited to provide input on the amendments during the public consultation period.As well,DIrectorTuckerwill work with Manager C.Dennett to Initiate a site on the ARC web link where ARC members will be encouraged to provide comments on the ARC process. 11.DATE AND TIME OF NEXT MEETING Future meetings were scheduled for 9:00 a.m.on: April 2,16; •-May 7,21; June 4,18. 2008 March 25...22 13.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE CHAIRS'COMMITTEE-cont'd 12.ADJOURNMENT The meeting adjourned at 10:10 p.m.by motion. RECOMMENDATION: That Darroch (Ricl<)Robertson and Tinyvan Pinxteren be appointed to the Audit Committee as community representatives. P.SATTLER, Chairperson The recommendation was adopted on motion of G.IHart,seconded by T.Grant. 14.COMMUNICATIONS a.CHAIR'S SUMMARY REPORT-none b.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION -UPDATE Trustee G. Hart advised that a copy of the research document prepared by Eastern Ontario doctors in connection with physical discipline is to be considered at the next Chairs'Committee meeting.Trustees were invited to submit any comments about the appropriateness of dealing with the document prior to the Chairs'meeting. He reminded trustees of the OPSBA Labour Relations and Human Resources Symposium to be held 2008 March 27 to 29 and asked that issues/concerns be submitted to him for discussion at the Symposium. 15.NOTICE OF MOTION -none 16.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 17.ADDITIONAL ITEMS -none 18.QUESTIONS/COMMENTS BY MEMBERS -none 19.ADJOURNMENT The meeting adjourned at 9:15 p.m.,on motion of T.Grant,seconded by R.Tisdale. CONFIRMED:_ Chairperson r*- 2008 March 25...23 SUMMARY OF APPROVED RECOMMENDATIONS OF 2008 MARCH 25 That Recommendations 1,2 and 3 of the Senior Administrative Response to the Oxford2 ARCbe deferred to the 2008 May27 Board meeting for consideration. That a Design Committee be appointed for a potential new school{s) and commence Its work immediately following the Board's receipt of the report of 2008 March 25. That the Oxford 2 Accommodation Review Committee be disbanded. That the Board authorize the Administration to begin the design and construction process for the proposed prirhary class size addition at Princess Anne French Immersion Public School. That Oeloitte be appointed as the external auditor of the Board for the fiscal year 2007-08. That Darroch (Rick)Robertson and Tiny van Pinxteren be appointed to the Audit Committee as community representatives.