9/23/2008 - Regular Board Meeting*REVISED
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR BOARD MEETING,PUBLIC SESSION
2008 SEPTEMBER 23,7:00 P.M.
BOARD ROOM,EDUCATION CENTRE
AGENDA
V-verbal
M -material
1.CALL TO ORDER V
2.O CANADA V
3.SPECIAL MUSICAL PRESENTATION -Wilfrid Jury P.S.Waterfalls Ensemble (London)V
4.APPROVAL OF AGENDA M
5.OFFICIAL RECORD
6.RECOGNITIONS
a.Banff Work Experience V
b.Down Syndrome Research Institute V
c.Thames Valley Education Foundation -Grants for Schools V
-J.Hunter
7.CONFLICTS OF INTEREST V
8.CHAIR'S ANNOUNCEMENTS V
9.DIRECTOR'S ANNOUNCEMENTS V
10.PRESENTATIONS
a.Oxford 4 Accommodation Review Committee Public Input M
11.MINUTES OF THE 2008 SEPTEMBER 09 REGULAR BOARD MEETING M
a.Confirmation of Minutes
b.Business Arising from the Minutes
12.STUDENT TRUSTEES'UPDATE V
13.UPDATE TO STATUS OF RECOMMENDATIONS FROM SENIOR ADMINISTRATIVE M
RESPONSE TO THE MIDDLESEX 1 ACCOMMODATION REVIEW COMMITTEE
(CARADOC CENTRAL, CARADOC NORTH, CARADOC SOUTH.EKCOE CENTRAL,
METCALFE CENTRAL PUBLIC SCHOOLS)
14.REPORTS FROM THE ADMINISTRATION
a.Senior Administrative Response to the Oxford 1 Accommodation Review
Committee (East Oxford Central,Sweaburg Public Schools)M
b.2008-2009 Approved Budget •Recommendations 4 and 5 deferred from the
2008 September 09 Board Meeting M
c.TVDSB Annual Accessibility Plan 2008-2009 M
d.Departmental Updates M
15.REPORTS OF COMMITTEES
a.Special Education Advisory Committee,2008 September 08 M
(Material to be faxed prior to meeting)
b.Native Advisory Committee,2008 September 09 M
c.Audit Committee,2008 September 16 M
d.Chairs'Committee,2008 September 17 M
e.Committee of the Whole,In Camera,2008 September 23 V
*f.Long-term Community Partnerships Ad Hoc Committee Extension of Final
Report M
16.COMMUNICATIONS
a.Chair's Summary Report V
b.Ontario Public School Boards'Association -Update V
17.NOTICE OF MOTION
18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none
19.ADDITIONAL ITEMS
20.QUESTIONS/COMMENTS BY MEMBERS
21..ADJOURNMENT
THAMES VALLEY DISTRICTSCHOOL BOARD
REGULAR MEETING, PUBLIC SESSION
2008 SEPTEMBER 23
The Board met in regular session on 2008 September 23 in the Board Room at the Education Centre,meeting
in pubiic session at 7:00 p.m.to 11:58 p.m.The following were in attendance:
P.JaffeTRUSTEES
J.Bennett
S.Doub
F.Exiey
T.Grant
G.Hart
Regrets:M.Hendricl<
ADMINISTRATION AND OTHERS
B.Tucker
L.Elliott
B.Greene
M.Sereda
K.Wilkinson
S.Peters
S.Polhlii
T.Roberts
J.Rowe
P.Sattier (Chair)
J.Stewart
R.Tisdale
L.Varghese
C.Bourbonnals-MacDonald K.Bushel!
L.Griffith-Jones S.Christie
S. Hughes S.Kilbourn
M.Moynihan K.Meeson
V.Nielsen G-Owens
B.Sonier R-Princis
M.E.Smith W.Scott
P.Tufts K.Young
1 CALL TO ORDER.
Board Chairperson P.Sattier 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 Wilfrid Jury Public School Waterfalls Ensemble
and conductor/accompanist Rosemary Bannerman for leading in the singing of O'Canada and
performing three musical selections.
4.APPROVAL OF AGENDA
The agenda was approved on motion of T.Roberts,seconded by F.ExIey.
5.OFFICIAL RECORD
6.RECOGNITIONS
a. BANFF WORK EXPERIENCE
Supt S Hughes introduced and welcomed Thames S.S.Principal Bob Miskiman.Mr.Miskiman
explained that the Canadian City Experiential Learning Opportunity established three years ago
is a direct result of a community partnership between Thames S.S.and the Optjmist Club of
Southeast London and was fully funded by the Optimist Club.Mr.Miskiman explained that each
year 8to 10 students travel to a different Canadian city for 10 days in order to enhance their work
experience skills,increase their knowledge and create an awareness and pride in Canadian
culture.
2Q08 September 23...2
6 RECOGNITIONS -cont'd
a.BANFF WORK EXPERIENCE-cont'd
The following students,participants in the 2008 Banff Work Experience,were recognized:Devon
Whynot Hospitality pathways;Jessie Tuszinski.Autoservice pathway;Rachael LangemanBusiness/retail pathway;Sam Bryant,Woodworking pathway:Anthony Pigeon Business Retail
oathway Lauren Squires.Kim Durston and Sarah Palmer.Recreation Leadership pathway.The
following staff members were also recognized:Teachers Gillian Lawrence and Jurek
Gebczynski.Thames S.S..and Marie Chambers.Program Supervisor.
Mr.Tim Kelly,former President of the Optimist Club,was thanked for Clubs s support of thisimportantopportunitythatenhancesstudentlearning.During Mr.Kelly's comments '"^sarding
this unique partnership,he advised that Charlottetown.PEI is being considered for the 2009
Canadian CityWork Experience.
b.DOWN SYNDROME RESEARCH INSTITUTE (DSRI)
SupL S.Hughes introduced and welcomed Andy Loebus.Director of the Down Syndrome
Research Institute.Mr.Loebus explained that DSRI uses a unique approach to teaching children
and teenagers who have Down Syndrome.He advised that its one-on-one and small group
model provides comprehensive academic programming delivered by speech pathologists,
teachers and social skills specialists.
Mr Loebus advised that he is also a member of the Board's Special Education Advisory
Committee and talked about his personal experiences raising a son with Down Syndrome.He
provided information about the 2008 summer school program held at Ross S.S.noting that the
program began in 2005 with 8 students enrolled and has expanded to 42 students.As well.Mr.
Loebus commented on the World Down Syndrome Congress held in Vancouver \n 2006 August.
He recognized the Board for Its partnership with DSRI and extended appreciation to Director
Tucker for continuing to believe in and support its important work.
c.THAMES VALLEY EDUCATION FOUNDATION -GRANT FOR SCHOOLS
Jan Hunter,President of Thames Valley Education Foundation (TVEF),presented background
information regarding the establishment of the TVEF and recognized Rena Princis in her role as
Executive Director.Ms.Hunter reported that the Foundation has experienced another exciting
and successful year with donations exceeding $327 000.The total TVEF assets exceeds $5M,
an amount that reflects the growing support received throughout the Thames Valley District
School Board.Currently,there are 188 individual trusts and Education Foundation staff have
disbursed $410 000 to 800 deserving students.
Ms Hunter commented that the Learning Enhancement Fund was established by the TVEF to
provide Thames Valley schools with the opportunity to apply for funding for unique priorities.The
Fund was established as a vehicle to initiate and support innovative programs/projects that
enhance the experiences and opportunities of specific learners/school commuriities across the
system not covered by the Ontario Ministry of Education.The following projects qualify for
support:responses to Child Poverty;Citizenship.Leadership and Social Justice;Arts,Healthy
Active Living,Environmental Education and Innovative Practices;Community partnerships,and
Safe Schools and Violence Prevention.
Ms Hunter extended appreciation to the Board for sharing in an initiative that makes a difference in
the lives of children.Chair Sattler thanked Ms.Hunter for the presentation and recognized thecontributionofthetrusteeswhoservedontheTVDSBStudent/Parent Expenditure ReviewCommittee
who reviewed student needs.
7.CONFLICTS OF INTEREST -No conflicts of interest were declared.
8 CHAIR'S ANNOUNCEMENTS - none
2008 September 23...3
9 DIRECTOR'S ANNOUNCEMENTS ,^d ^
Exec.Supt.L.Elliott introduced Principals Cindy Kissau.Orchard Park P.S..and Mary Roes,
Sherwood Forest P.S.,and extended congratulations for their outstanding contribution to a higWy
successful Grade 1 Summer Literacy Program.Exec.Supt.Elliott explained that the goal of theliteracy-based program is to give grade 1students a head start into their grade 2program.The focus
is to identify the unique literacy needs of each student and to develop an individual program to meet
these needs.Approximately 300 students enrolled in the program that ran for three weeks under the
leadership of 25 teachers.
SuDt.C.Bourbonnais-MacDonald reported on the 2007-2008 Education Quality and Accountability
Office (EQAO)primary,junior and grade 9 assessment results that have been made recentlypublicizedandpostedtotheBoard's website.Supporting documents were distributed.
On 2008 September,the EQAO released the results of the primary,junior,and grade 9 Mathematics
assessments While the overall results continue to move upwards,and Thames Valley celebrates
the achievement of our students in the junior writing component,it is time to review the data in light
of the system goal to increase student achievement in literacy,while reducing identified learning gaps,
leading to graduation.
At this time school improvementteams and administrators are working toward submitting their school
imorovement plans along with their professional development plans to support the achievement of
their students This process started last year when all elementary and secondary schools were
Involved in a self assessment process which provided them,through a reflective rnechanism which
helped identify what was happening in each classroom within their school,the level of work students
were accomplishing and how successful they were in attaining grade level outcomes.
The following is to occur:
a All schools will be submitting a school improvement plan by October 9,aligned with at least
one of the four strategic goals.These will include a focus on the gaps within each school and
the classroom strategies which will help all students achieve to their potential in literacy,
b.All schools will be submitting a school professional development plan aligned with their
school improvement planbyOctober 16;
c Operations Services will be monitoring school improvement via school visits,Community of
Schools meetings and the facilitation of schools networked based on their school
improvement plans;
d.Program Services will be supporting schools through its deployment of a Junior Kindergarten
Grade 6 and 7 to 12 team to support the professional learning and in class practice focused
on specific strategies to improve our students achievements in literacy.For example,boys
relate more to non fiction reading and writing and schools are beginning to use more of these
texts to help students engage in reading and writing;
e Business Services Is facilitating easier access to professional development funds at each
individual school site so that funds spent are aligned to the school's school improvement
plan;
f.Human Resources is connecting with all employee groups as to what level of skill and
learning must occur for all employees to feel included In supporting our system goal.
2008 September 23...4
9.DIRECTOR'S ANNOUNCEMENTS - cont'd
Supt Bourbonnais-MacDonald.as School Effectiveness leader,will be reporting regularly to trustees
during the course of the coming school year.She will report again in October and provide an in depth
review of EQAO results and how the information relates to the system improvement plan.
10.
11
PRESENTATIONS
a.OXFORD 4 ACCOMWIODATION REVIEW COMMITTEE PUBLIC INPUT
The following individuals and organizations presented public input related to the Oxford 4
Accommodation ReviewCommittee considerations.
Russell Carroll Individual
Paul Holbrough County of Oxford
Scott DeJong Township of Norwich Economic
Development Advisory Committee
Tom Krizsan Thomasfield Homes Limited
Jo-Ann Hanson Individual
John Bruce Individual
Alaina Butler Individual
Eveline Todd Individual
Kristina Wilson Individual
Suzanne Greenslade Coalition for Small Schools
Mark Harrison Individual
John Heikoop Rehoboth Christian School
Bill Carrothers Individual
Cody Neville Individual
Brent VanParys NDHS Save Our School
Committee
Chair Sattler advised thatthe Board will consider the ARC recommendations and public input at
its meeting on 2008 October 28.She extended appreciation on behalf of the Board to all the
presenters.
The meeting recessed from 9:40 p.m.to 9:45 p.m.
MINUTES OFTHE2008 SEPTEMBER 09 REGULAR BOARD MEETING
a.CONFIRMATION OF MINUTES
The minutes of the Regular Board Meeting.2008 September 09 were adopted on motion of
T.Grant and G.Hart.
b.BUSINESS ARISING FROM MINUTES -none .-y
?nn8 September 23...5
ILdenT^Js'^eTrRoleTeSSeptemberrequestingcontact,nform^
first student Advisory Council meeting is scheduled for 2008 October 15.
Chair Sattier added that she will be forwarding information to the Student Trustees regarding an email
on Elections Canada Student Vote.
13.
on cieuiiuno
~=~5SSs!SS
!rtrna Exec Supt KWilkinson presented the sixth of 10 ARC reports being brought back to theActingExec.bupt.Administration related to
a decision.
rLommendations to be consistent with the Pupil Accommodation Planning ^u'd'ng Principles as
revised and approved on 2007 May 22.The following guiding principles were highlighted.
1.Accommodation planning will look at how best to meet the learning needs of the students within
the resources available tothe Board;
9 in all situations Involving pupil accommodation planning,attention will be given to improvingprogramixcelirce,enhancing program opportunities,and addressing school renewal
requirements;
Closure,consolidation and conversion of use opportunities may be used to achieve principles 13.
4.
a.
b.
and 2;
In all situations involving pupil accommodation planning,attention will be given to support for andXtnce"?legislated requirements and priorities,as may be instituted from time to time.
Exec Supt Wilkinson advised that the Middlesex 1 Accommodation Review Committee^sr^mon/Hatinn<;rannot be suDDorted by Senior Administration as the recommendations focus on
malJiTainina all five schools that were studied.The Senior Administration is recommending that themaintaning2006-07 school year)in this area be accommodated in
fhree^schools.She reviewed the following Administrative recommendation rationale for the
consolidation ofstudents into three schools.
Senior Administrative Recommendation Rationale
Program enhancements to the facility at the Caradoc Central siteValleyDistrictSchoolBoard's standards,and would better serve the students of Caradoc Central
.^.WIIaand CaradocSouth Public Schools.
Renewal projects at Caradoc Central Public School to be completed in conjunction with
construction of the addition and program enhancements.
2008 September 23...6
13.UPDATE OF STATUS OF RECOMMENDATIONS FROM SENIOR ADMINISTRATIVE RESPONSE
TO THE MIDDLESEX 1 ACCOMMODATION REVIEW COMMITTEE (CARADOC CENTRAL,
CARADOC NORTH,CARADOC SOUTH,EKCOE CENTRAL,METCALFE CENTRAL PUBLIC
SCHOOLS)-cont'd
Senior Administrative Recommendation Rationale - cont'd
c.Program benefits for students at Caradoc South Public School (84.5 PTE*)and Caradoc Central
Public School (294.5 PTE*)would be possible with the increased number of students and
resulting staff allocated to the school.Schools which have experienced growth in student
populations and the subsequent additional staffing allocations have realized program benefits
which include but are not limited to:
-Increased potential for special education resources resulting In more flexibility to meet
student needs;
- increased budgetfor centralized resources eg.Library,athletics,literacy;
Increased opportunities for teacher specialization;
Increased adults available for co-curricuiar activities;
increased number and flexibility ofadults forsupervision of students;
increased Learning Support Teacher and Teacher Librarian time;
increased on-site staff collaboration for curricular responsibilities;
increased opportunities for teacher sharing on-site,within divisions to meet student
needs;
increased flexibility forclass organizationsto benefitstudents.
*projected enrolments for September 2010
d.Permanent accommodation for the students of Caradoc Central and Caradoc South Public
Schools on the Caradoc Central site (there are currently4 portables at Caradoc Central and 2
portables at Caradoc South).
e.Program benefits for the students ofMetcalfe Central (109 PTE*)and Caradoc North (141 PTE*)
Public Schools that would be possible with the increased numberofstudents and resulting staff
allocated to the school.*projected enrolments for September 2010
f.Fiscal responsibility with the elimination ofthe ongoing operating costs ofCaradoc South and
Metcalfe Central Public Schools.
g.More effective useofstaff previously allocated atthe two small schools tomeetsystemneeds.
The following recommendations, deferred from 2008 May 13,were movedbyS.Doub,seconded by
G.Hart.
1.That the students of Caradoc South Public School be accommodated at Caradoc Central and
Ekcoe Central Public Schools;and
That an addition be constructed and renovations be completed at Caradoc Central Public School
to enhance program and meet enrolment needs;and
That the present Caradoc South Public School at 611 Peters St.,Melbourne,be closed and
declared surplus,effective 2010 June.
2.That Senior Administration consult with the Caradoc South school Council in order to facilitate
inputon the boundaries forschool designation.
^3008 September 2Z...7
13.UPDATE OF STATUS OF RECOMMENDATIONS FROM SENIOR ADMINISTRATIVE RESPONSE
Tfl THE MIDDLESEX 1 ACCOMMODATION REVIEW COMMITTEE (CARADOC CENT^UCArI^DO^NORTH CAR^DOC SOUTH,EKCOE CENTRAL.METCALFE CENTRAL PUBLIC
SCHOOLS)-cont'd
3.That the students of Metcalfe Central Public School be accommodated at Caradoc North and
Ekcoe Central PublicSchools; and
That the present Metcalfe Central Public School at 6100 Calvert Dr.R.R.#3 Strathroy.be closed
and declared surplus,effective 2010June.
4.That Senior Administration consult with the Metcalfe Central School Council in order to facilitate
input on the boundaries for school designation.
5.That a Design Committee be appointed to provide input to the addition and renovations at
Caradoc Central PublicSchool.
It wras noted that it v^ould be beneficial for the Senior Administration to v^ork with the Caradoc South
and Metcalfe Central School Councils to receive input regarding the determination of the boundanes
that would designate students from Caradoc South and Metcalfe Central Public Schools.
The Administration and members of the Capital Planning Co-ordinating Committee responded toquestionsposedbyTrustees.Trustee Jaffe requested that the recommendations be put in a
historical context.Executive Officer K.Bushell provided background informa ion as it related
to the Board's 10-year capital planning process and specifically the review centered around CaradocSouthP.S.fdeemed Prohibitive to Repair)and Metcalfe Central P.S.He also explained thecomprehensiveCapitalPlanfiledwiththeMinistryofEducation,the temporary moratorium on school
closinq put in place by the Ministry,and the accommodation study process generated by the C.N.
Watson Focus on Excellence Report,the first jurisdiction-wide independent review of the Board s
facilities,programs and future capital funding needs since its inception.
Trustee Exley asked about school capacity.Planning Officer G.Owens advised that the enrolment
for Caradoc South P.S.is 87.5 Full-time Equivalent (FTE);and Metcalfe Central P.S.is 102 PTE.
Mr Bushell advised that Caradoc South has an On-the-Ground (OTG)capacity of 82 and Metcalfe
Central P.S.has an OTG capacity of 112 noting there is a large amount of space unused atthese two
schools.
Alenqthy discussion followed related to the schools'water and septic systems.Mr.Bushell advised
that the Mt.Brydges community currently has municipal drinking water,sourced from local wells,and
that the municipality is looking at a water pipeline from Lake Huron in the future.Melbourne currently
has municipal drinking water sourced from Lake Erie.Both communities are currently using septic
systems.
He advised that the Caradoc Central P.S.septic system must be revamped and explained that the
different source of water systems factor into the costs of scheduling construction and development
of the site He also explained how cost estimates are calculated for water systems for each of the
schools It was noted that well water is tested on a regular basis.As well,Metcalfe Central P.S.is
nresentlv served by a ground well that has high levels of nitrates In the water above acceptable
standards.Students are currently using bottled water.The Ministry of Health has partnered with the
Board's bottled water initiative and provides $3,000 a year toward the purchase of canisters and cups.
It was noted that the present Metcalfe Central P.S.heating source is propane ata cost approximately
twice thatof Natural Gas with no opportunity to acquire the latter.
2008 September 23...8
13 UPDATE OF STATUS OF RECOMMENDATIONS FROM SENIOR ADMINISTRATIVE RESPONSE
TO THE MIDDLESEX 1 ACCOMMODATION REVIEW COMMITTEE (CARADOC CENTRAL,
CARADOC NORTH,CARADOC SOUTH,EKCOE CENTRAL,METCALFE CENTRAL PUBLIC
SCHOOLS)-cont'd
Trustee Hart asked why additional portable classrooms at Caradoc North and Ekcoe Central Public
Schools are necessary.Exec.Supt.Wilkinson advised that the portables are recommended to
accommodate additional studentsand provide space for instrumental music.At Caradoc North P.S.,
three portables would be used for a general arts room and two classrooms.Mr.Bushell explained
that enrolment pressure grants and the new school growth formula may be used to generate funds
for a newschool.Planning Officer Owensaddedthat Strathroy isa high growth area that will attract
school growth.
Trustee Grant asked about any geographic circumstances that may qualify for additional funding.
Exec.Supt.B.Greene advisedthat long distancegrantsare not applicable.
Trustee Bennett referred to the suggestion regarding relocatingthe Munsee-Delaware First Nations
students to Caradoc South P.S. Exec. Supt.Wilkinson advised that there are 18 First Nations
students at Westminster Centra!P.S.and 3 at Caradoc South P.S.Exec.Supt.L. Elliott advised that
no indication has been made that First Nations students want to relocate from Westminster Central
P.S.Trustees expressed concern that with so many issues toconsider, more facts maybe necessary
related to staffing, water,portables and transportation costs.
Trustee Hart asked about the estimated costing breakdown and timelines for completion of the
projects.Mr.Bushell explained the funding sources for Caradoc Central additions and renovations
noting the renewalcosts are to be determined during the design process. Itisanticipatedthat, ifthe
recommendations are approved, the Design Committee would meet after the new year and that the
Caradoc Central P.S.renovations would be completed for the 2010-11 school opening.Caradoc
South and Metcalfe Central P.S.closures would occur in June of 2010.
Trustee Grant asked about the number of students currently riding the school bus.Trustee Peters
inquiredabout the extra cost of busing students if Caradoc South and Metcalfe P.S.s are closed.
PlanningOfficerOwens providedfiguresrelated to student transportation noting that only40 Caradoc
South P.S.students are presently not receiving transportation.Trustee Jaffe asked about the staffing
reallocation. Exec. Supt. Wilkinson explained the allocation ofadditional staff at Metcalfe Central in
Grades 1.2 and 3 as well as the procedure for relocation to other schools with large primary/junior
class sizes.
Trustee Jaffe's suggestion that a friendly amendment to recommendations 1 and 3 include the
effective date of 2010 June was supported.
The following motion was moved by P. Jaffe,seconded by R.Tisdale and carried:
That the Board sit past 11:00 p.m.to 12:00 a.m.
The following motion was moved by J. Bennett,seconded byS. Doub and carried:
That the Middlesex 1 ARC recommendations be deferred to the 2008 October 14 Regular Board
meeting for consideration.
The Administration was requested to provide a detailed,post-evaluation template related to the
questions posed bytrustees concerningwater issues, portable classrooms,staffing allocation and
student transportation presupposed differences. DirectorTucker asked that anyadditional questions
of clarification be submitted to him in a timely fashion in order for the Administrative response to be
presented at the Regular Board meeting ofOctober 14.
2008 September 23...9
14.reports FROM THE ADMINISTRATION
a.SENIOR ADMINISTRATIVE RESPONSE TO THE OXFORD 1 ACCOMMODATION REVIEWCOMMITTEE(EAST OXFORD CENTRAL,SWEABURG PUBLIC SCHOOLS)
Acting Exec Supt K.Wilkinson introduced the administrative response to the Oxford 1
Accommodation Review Committee (ARC)noting it completed its task to review accomniodation
issues affecting East Oxford Central and Sweaburg Public Schools as recommended and
approved by the Board at its meeting of 2007 April 10.
Trustee Hart in his capacity as Chair of the Oxford 1 Accommodation Review Committee,
presented a summary of its Final Report.He extended appreciation to ARC members Ronnie
Zivcic,Randy Silverthorne,Rob Harris,Rob Dempsey,Bob Jakeman Jay Heaman,Trustee
Stewart and TVDSB administrative support.He noted that because of the lateness of the hour,
the ARC members were not present.
Trustee Hart provided a brief historical background of Sweaburg Public School issues that came
to the Board previously and resulted in a decision being made to keep it open and remain a
Junior Kindergarten to Grade 3school.He noted that there is overwhelming parental support in
this small tight-knit community and that there is widespread support for keeping Sweaburg P.S.
as status quo with its present population of 48 students.Trustee Hart comnriented that many
parents indicated they chose this community because the school is within walking distance from
the comforts of home and continue to support this option even though there is plenty of room at
East Oxford Central P.S.to accommodate the Sweaburg students.
He assured trustees that the Senior Administration has not,in any way,shortchanged this school
over the years.He emphasized that this school and its students were put first in terms of any
decisions regarding the kind of support (e.g..vice principal and secretary)that needed to be in
place to ensure quality education and keeping the school viable.He noted that the Township of
South West Oxford and Sweaburg community worked collaboratively in studying this important
issue.
The ARC membership,representing two school communities,met seven times.During the
course of its meetings,the Committee considered,discussed and investigated the benefits,
issues concerns and considerations for the Administrative recommendation.The Committee
heard 'l1 presentations from individuals and 2 group presentations and received 4 written
submissions.The Committee members informed and consulted their respective communities
using monthly school newsletters and school signage that notified about upcoming meetings.
The following were the Committee's final recommendations:
1.That Sweaburg Public School remain open as a viable school in Sweaburg.
2 That the Board provide to the Sweaburg community an opportunity to present results of The
Township of South West Oxford and Sweaburg Public School Partnership Study prepared
by the Township of South-West Oxford.
3.That the Board receive the Township of South-West Oxford's Approved Motion and consider
future partnershipsacross the district.
4.That should Thames Valley District School Board vote against the Accommodation Study
Committee's recommendations and consolidate East Oxford and Sweaburg Public Schools,
the Board's administration will discuss with the community issues pertaining to program
enhancements,transportation,facility upgrades and,student programming and supports,
including additional washrooms,emergency exits in the gymnasium,and reconfiguration of
the main office to allow for enhanced security.
Trustee Hart concluded by extending his appreciation to each of the ARC members and the
TVDSB administrative staff support for their time,effort and commitment to the process.
2008 September 23...10
14 REPORTS FROM THE ADWIINISTRATION -cont'd ni-wii-iiii
a.SENIOR ADMINISTRATIVE RESPONSE TO THE OXFORD 1 ACCOMMODATION REVIEWCOMMITTEE(EAST OXFORD CENTRAL,SWEABURG PUBLIC SCHOOLS)-cont d
Senior Administrative Recommendation Rationale ^rx.
Actina Exec Supt.Wilkinson presented the Administrative response to the final report ot the
Oxford 1 Accommodation Review Committee.The Senior Administration's response and
rationale to the recommendations were outlined as follows.The ARC completed its process with
a final public input meeting on 2008 June 04 after which the final ARC Report was forwarded to
the Senior Administration for response.
Exec Supt Wilkinson reported that the Oxford 1 Accommodation Review Committee's
recommendation to keep Sweaburg Public School open cannot be supported by the Senior
Administration.The consolidation of Sweaburg students to the East Oxford site will allow
Droqram benefits for the Sweaburg students that would not be possible staying at their present
site Increased number of students and resulting staff allocated to the consolidated school will
realize program benefits which include but are not limited to:
-Increased special education resources resulting in moreflexibility to meet student needs;
Greater budget for centralized resources eg.Library,athletics,literacy:
Increased opportunities forteacher specialization;
-Increased adults available for co-curricular and extra-curricular activities;
-Increased flexibility and number of adults for supervision of students;
-Increased Learning Support TeacherandTeacher Librarian time;
- On-site staff collaborationfor curricularresponsibilities;
-Increased opportunities for teacher sharing on-site,within divisions;
- Increased flexibility for class organizations to benefit students.
Exec Supt.Wilkinson advised that consolidation of students at the East Oxford site allows for
the preferred Junior Kindergarten to Grade 8 model for all area students,it fills the surplus space
at East Oxford,adds a general arts room at East Oxford,and includes renovations to the office
space at East'Oxford to enhance the safety of the facility.In addition,the closure of the
Sweaburg school is fiscally responsible as it eliminates the ongoing operating costs of the school
in partial response to the impact of declining enrolment on the Board's finances.
She explained that Recommendation 2 discharges the ARC as per the Thames Valley District
School Board's procedure on "Pupil Accommodation and Facility Organization."Appreciation
was extended tothe ARC members and Thames Valley District School Board staffwho provided
an invaluable resource tothe Committee.The work completed,the time spent,and the careful
deliberations of the members contributed to the process of providing the maximum program
opportunities for the maximum number of students.
Senior Administrative Response to Specific Oxford 1 ARC Recommendations
a The Board orovide to the Sweaburg communitvan oooortunitv to present results of The
TnwnshiD of South West Oxford and Sweaburg PublicSchool Partnership Study prepared
bvthe Township ofSouthWest Oxford.The proposal named was included as an appendix
that followed the report.In addition,any group may request to present tothe Board of
Trustees at a public Board meeting.
b. The Board receive the Township of South-West Oxford's Approved Motion and consider
future partnerships across the district
Partnerships are considered in all regions of the Thames Valley District School Board where
the partnership is sustainable,tax efficient,in a location to maximize facility use and is
beneficial to both parties.Partnerships would be pursued in facilities where there is surplus
space and the facility is conducive to such an endeavour.The Sweaburg site does not meet
these criteria.
2008 September 23...11
14 REPORTS FROMTHE ADMINISTRATION - cont'd
a SENIOR ADMINISTRATIVE RESPONSE TO THE OXFORD 1 ACCOMMODATION REVIEW
COMMITTEE (EAST OXFORD CENTRAL,SWEABURG PUBLIC SCHOOLS)-cont'd
Senior Administrative Responseto Specific Oxford 1 ARC Recommendations -cont d
c.Discuss with the community issues pertaininQ to prooram enhancements,transportation.
facility upgrades and,student programmingand supports,including additional washrooms.
emergency exits in the gymnasium, and reconfiguration of the main office to allow for
enhance security.
Asmentioned aboye, the Senior Administration proposed a general arts roomas a program
enhancement and a renoyated office space toenhance securityat the East Oxford site.
Transportation arrangements will follow the Board's Transportation Policy and Procedures.
Other identified areas could be included in discussions held with an established Transition
Committee.The timeline forthe amalgamation ofstudents at East Oxford Central would be
2009 September.
RECOMMENDATIONS:
1.That the students of Sweaburg Public School be accommodated at East Oxford Central
Public School effective 2009 September 01;and
That the present Sweaburg Public School at R. R.1,Dodge Line,Woodstock,be closed and
declared surplus effective 2009,June 30.
2. That the Oxford 1 Accommodation Review Committee be disbanded.
The Administration responded to trustees'questions.
Recommendation 1was moved byJ. Stewart,seconded byG.Hart.Recommendation 2
was moved byJ. Stewart,seconded byG. Hart.
The following motion was moved by J.Stewart,seconded by G.Hart and carried:
That Recommendation 1ofthe Senior Administrative response tothe Oxford 1 ARC be
deferred to the 2008 November 25 Board meeting for consideration.
Recommendation 2 was adopted on motion ofJ. Stewart,seconded byJ. Bennett.
b. 2008-2009 APPROVED BUDGET -RECOMMENDATIONS 4 AND 5 DEFERRED FROM THE
2008 SEPTEMBER 09 BOARD MEETING
The following recommendations,postponed from the 2008 June 24 Board meeting,were moved
byR.Tisdale,seconded byJ.Stewart:
Recommendation 4
That 50%of facility operation savings,derived from school consolidations,(ie.Utilities,
Maintenance,Cleaning Supplies,etc.)be directed to Capital Improvements to enhance school
programs,with amounts tobe approved by Board motion.
Recommendation 5
That a portion of any actual surplus at the end of each fiscal year be allocated toward a program
facility enhancement reserve up to $2M.with amounts to be determined by Board IVlotion.
2008 September 23...12
b^TooI-2oSpROV™5DEFERRED FROM THE
2008 SEPTEMBER 09 BOARD MEETING -cont'd
The following motion was moved by R.Tisdale,seconded by J.Bennett and carried;
That Recommendations 4and 5from the 2008 June 24 Board meeting be deferred to the
2008 October 14 Board meeting for consideration.
universities and public transportation organizations.
An Accessibility Working Group was organized in 2003 February and consists of TVDSB staff,
federation and union representation and members of community agencies.
collaboratively identified barriers wliich prevent members of tlie community
access services and programs,and also addressed ways to eliminate or prevent these barriers.
The final draft of the Annual Accessibility Plan for 2008 September to 2009 August for the TVIDSBwasprovided.Supt.Hughes noted that,following the approval of the Board,the document will
be posted on the TVDSB website.
RECOMMENDATION;
That the 2008-2009 TVDSB Annual Accessibility Plan be approved.
The Administration responded to questions posed by trustees.The recommendation wasLoptedonmotionofT^Grant.seconded by F.Exley.Trustees Jaffe.Hart and Stewart were
absent during the voting.
d.DEPARTMENTAL UPDATES
The following meetings and events were attended by Director of Education Bill Tucker.
Operation Service's Planning Day;Supervisory Officers'Planning Day;Thames Valley
Education Foundation Meeting;Council of Directors of Education Meeting;Cnsis
Communication Training;Child and Youth Network Meeting;United Way of London and
Middlesex Harvest Lunch;The Leadership Framework Presentation:From to
Practo -Putting Ontario's Leadership Framework into Action;LNS Symposium;Ministry of
EducationOperational Review Meeting;
Director Tucker brought greetings and/or presented at the following events and meetings;
Citv of London -Community and Protective Services Committee;Principals'Course -Leadership Styles;Regional Administrators'Meeting;Education Centre Welcome Back
Reception:New Administrators'Program -"Building Relationships With All";Program
Services Staff Meeting;
-At the invitation of Chief Murray Faulkner.London Police Services,the Director spent a day
at Camp Borden.During his visit,he participated in training exercises expenenced by
recruits;
-Incoming Student Trustee Laura Varghese met with the Director to review her responsibilities
associated with her new role;
c.
2008 September 23...13
14.REPORTS FROM THE ADMINISTRATION - cont'd
d.DEPARTMENTAL UPDATES
Kate Young,Manager of Public Affairs and Community Relations,and thie Director met with
representatives from the Thames Valley Parent Involvement Committee Executive to
discuss pians for the upcoming year;
-Brian Greene,Executive Superintendent;Kevin Busheii,Executive Officer,andthe Director
attended a meeting with Nancy Naylor,Ministry of Education,to discuss funding issues
related to capital expenditures;
Karen Wilkinson,Superintendentof Education;Kevin Bushell,Executive Officer,and Bill
toured NewSarum and Elgin Court PublicSchools. They also visited the site of Mitchell
Hepburn Public School;
The Director met with Anita Gilvasy,Executive Director of Investing in Children,to discuss
future partnership opportunities;
Wilma DeRond, Directorofthe LondonDistrictCatholicSchool Board,and Peter Whitefrom
LEDC met to discuss initiatives that could enhance the City of London's opportunities for
future growth and the recruitment of medical professionals;
Corporate Services update included the Supervisor's participation in the development ofthe
new Freedom of Information/Records Information Management certificate program through
the University of Guelph and sponsored by the Ontario Association of School Business
Officials.The program is intended to provideprivacyand records information management
practitioners with a sound understanding ofthe legislation affecting access and privacy and
the necessary knowledge to implement, evaluate and sustain a records management
program.The first yearofthe four-year program was offered inJulywith 27 participants from
across the provincerepresenting school boards, boards ofhealth, the University of Guelph
and Ontario Public Service;
CorporateServices staffhas commenced the process of identifying employees who will have
reached a five-year or aggregate milestone in their service to Thames Valley or its
predecessor boards in 2008. Servicepinsare tobe distributed to qualifying staff during the
month of November.Since the inception of the Service Recognition Awards program in
2003,more than 9,000 pins have been distributed;
The department continues towork with Human Resource Services staff to hirea Records
Information Management Officer approved inthe 2007 Budgetto spearhead the development
ofthe Board's RIM program. A second set of interviewswas held on September 12.
Public Affairs and Community Relations update included: fielding dozens of calls from
regional media interested in whatis happening throughout the TVDSB;Goodnewsstories
on the Montcalm-Medway twinning;the new Student Response System;unveiling of the
Panther wood carving at Pearson School for the Arts; "High School Here ICome" program
and the Internet Safety Pilot Project shown media interest. PACR is looking at new and
innovative ways to encourage local media to cover some of the great happenings in our
family of schools;
The new Community Use of Facilities office is up and running out of the Public Affairs
Department atthe Education Centre.Paulina Amaral,Tracey Gibson and Bhavneeta Mistry
have been working diligently with schoolstaff helping to streamline and organizethe use of
Thames Valley facilities bythegeneral public.The Federal Election call has created its own
challengesandweappreciateeveryone'spatienceas we work through some ofthe logistics;
2008 September 23...14
14.REPORTS FROM THE ADMINISTRATION -cont'd
d.DEPARTMENTAL UPDATES - cont'd
-The Thames Valley Education Foundation continued to have steady activity over the summer
months bringing in over $92 000 in donations representing 381 individual donations.More
than 600 Student Awards and Scholarship cheques are being processed for distribution o
students for fall commencements.Public Affairs and school staff are working closely to
ensure that donors are appropriately recognized for offering awards/scholarships,and in
many cases,invited to attend the commencement ceremonies;
More than 900 backpacl<s and school supplies were collected for this year's Supplies for
Students Program organized by the Thames Valley Education Foundation.The backpacks
are distributed to students in need of assistance.Appreciation was extended to the many
volunteers,businesses,service and church groups,and individuals for assisting and donating
to this valuable program.
Human Resource Services ^u »♦
-Disability Management staff are working with approximately 62 staff members re return to
work programs as a result of non-occupational illnesses and injuries.In addition,47
accommodation programs have been completed for staff with occupational injuries.
To date 86 percent of elementary teachers have completed their Offence Declaration.HR
staff are contacting employees who have not completed this process.Smart Find Express,
a new software for the TVARRIS system will commence the weekend of 2008 October 11-13;
-There are presently 1714 Occasional Elementary Teachers (187)LTO"S and a number of
new occasional teachers in both panels have been added because of a shortage area of
French,Special Education,Music and technology;
-Additional secondary teaching staff are being processed for the fall term.Compensation and
benefit records are being established and credentialing,WHMISi criminal background
checks,etc.are all being completed;
-There are currently 870 occasional secondary teachers on the list of which about 22 percent
(190)are retirees.The occasional teacher list to determine the needs in subject areas are
being reviewed;
Staff Development initiatives included:New Teacher August Conference;New Teacher
Professional Development Resources;NTIP Principals'Enhancement;NTIP Regional
Collaborative Sessions;New Teacher Mentoring;The Effective New Teacher -Classroom
Management;Leadership Development Program;Leadership:The 7 Habits of Highly
Effective People;Leadership:Living and Leading Change;Leadership:Masters of Education
UWO Partnership Program;Staff Development Leadership and Training:Professional
Reading Program;Ministry of Education Teacher Learning and Leadership Program and the
2009 Leadership Conference.
Exec.Supt.Sereda provided preliminary enrolment numbers for elementary indicating a total
number of46,640 down approximately 19 students;and atthe secondary level 26,276 down
approximately 175 full-time equivalent.He advised that today HR received all secondary
school numbers with the exception of Alternative Education noting that the data isto be
completed by 2008 September 24 for review in order to address staffing issues.It was noted
that all available staffhave been assignedat thesecondary level.Avery small holdback
exists to solve elementary staffing concerns.In the spring of2009 HR will be looking at the
need to reassign staff for second semester;
2008 September 23...15
14.REPORTS FROM THE ADMINISTRATION - cont'd
d.DEPARTMENTAL UPDATES - Human Resource Services - cont'd
-Supt.Griffith-Jones advised that HR and the District Staffing Committee have been worl<ing
collaboratively in order for Primary Class Sizes (PCS)to comply with Ministry expectations.
Currently,HR is addressing classes in violation (more than 24)and classes that could
become corhpliant (20 students or less).Additional teaching staff have been allocated and
internal reorganization of students continues to occur in order for the expected 90 percent
compliance rate to be achieved.PCS compliancy rates and school's average class sizes in
the Grade 4to6 division will continue tobe monitored as the remaining additional teaching
staff are allocated.
Operations Services
-During the month of 2009 September,the Board of Trustees will receive two Administrative
Responses to London 3 and Oxford 1 Accommodation Review Committee (ARC)reports
as well as public input sessions for Middlesex 1ARC and Oxford 4 ARC.They will be asked
todeliberateand voteonthe administrative recommendations for Middlesex 1 ARC;
2009 September opening day will see approximately 51,000 elementary students enter the
Thames Valley District School Board (46.634.00 FTE)including an estimated 4.100 Junior
Kindergarten pupils.In addition,a total of nearly 26,450 full-time equivalent secondary
students are projected to enter secondary schools across the Thames Valley.Based on the
preliminary counts,it appears that the enrolment will be very close to the figures projected
for the system.Final numbers for 2008 September will be available in early October and will
be included for the next Department update;
Data indicates that there will bea decline from last October's elementary FTE enrolment of
1,129.50 or a 2.4 percent.The secondary decline in enrolment from 2007 October to 2008
October will be approximately 281.24 FTEor 1.00 percent;
- Anumber of follow-up reports are in preparation asa result ofthe ARC's that have reported
to the Board.In addition,work continues on the Middlesex/London French Immersion
Accommodation Report and the Talbot Holding Zone Report to be presented to the Board
in the fall;
-All efforts ofthe Instructional Intelligence initiative will focus onthe System Improvement Plan
and support school and classroom improvement.This will be achieved through the Tri-
Board,Regional Instructional Intelligence Teams and Evidence-Based Projects;
-Instructor(s)for the Primary,Part 1 course with an Instructional Intelligence focus will be
selected by the end of October in order to deliver the course between 2009 January and
April;
-Files from the Thames Valley Learning Object Repository will be managed so they can be
exported to York Region and Peel Boards during 2008-09;
-Thames Valley staff presented atYork,Peel and Thames Valley Symposia on August 12,13
and 14;sessions were very well received,with many requests to continue this initiative.
Anonyrrious feedback has been received electronically from Thames Valley participants
indicating they found the learning to be very significant to their teaching practice.Presenters
have provided anonymous input regarding their work in the symposia,and will engage in a
group follow-up session in September.Symposium coordinatorfrom York,Peel and Thames
Valley will meet in October to discuss participant and presenter input prior to finalizing plans
for 2008-09.
-Regional Instructional Intelligence Teams will offer a voluntary leadership role.I.i.Lead
Teacher,to school staff this year.Candidates will take part In Regional Team professional
development activities,providing them with learning that will be shared at the school level
according to developmental needs;
2008 September 23...16
14.REPORTS FROM THE ADMINISTRATION -cont'd
d.DEPARTMENTAL UPDATES •Operations Services -cont'd
Evidence-Based Projects will continue focussing on the System Improvement Plan,School
Effectiveness Reports and School Improvement Plans.Teams will be supported in their
efforts to engage in action research,leading to the publication of processes used and results
discovered through job-embedded studies;
On 2008 August 21 and 22,approximately 70 new school administrators participated in a
two-day Summer Institute focusing on building relationships within the leadership role. On
Day 1, a panel consisting of representatives from Trustees,District School Council,and
District Home and School shared insights into the importance of building relationships within
school communities.Director Tucker facilitated a session on the benefits associated with
building relationships with all stakeholders.Human Resource Services staff shared insights
on the topic of building/maintaining relationships while working in the areas of the New
Teacher Induction Program,teacher performance appraisals,and progressive discipline.On
Day 2,Safe Schools (progressive discipline,suspensions,violent incidents and expulsions)
and Special Education were the focus.Overall,the Summer Institute was a great success,
providing a solid framework and springboard for our new administrators.Additional sessions
are planned for October,November and December;
Safe Schools initiatives included the Safe Schools website updated last spring to
communicate various initiatives offerings and provide relevant information for parents and
staff on related issues;a detailed calendar updated regularly on the TVDSB Safe Schools
website will inform the community of the various upcoming Initiatives,including the drama
and video presentations occurring at our secondary schools this fall; a comprehensive outline
of available programs and speakers'list has been included;the new site can be accessed
on TVDSB home page under "Students"and "Safe Schools"menus;
TVDSB Safe Schools in partnership with the Centre for Research &Education for Violence
Against Women and Children,The Fourth R,Changing Ways and Faye Peterson House
have created a new DVD entitled "Good Intentions,a film on dating violence to address
issues related to healthy and unhealthy relationships.The film that will be viewed by Grade
11 students in October and November will include important follow up activities presented
by trained UWO student facilitators.Other initiatives included:Secondary Violence
Prevention Committee,Stand by Me -Mentor Program;The Fourth R -Grade 9 &12
English;Tribes Training and New Administrator Training.
Research &Assessment projects/major project components undertaken/completed during
late 2008 September were presented as follows:
evaluated external research requests;
summary analysis of Safe Schools (Lucas &Ross);
prepared and presented workshop "From Achievement and Assessment Data to
Improvement Planning";
developed Evaluation Framework for itinerant component of STEPS program;
developed elementary school exemplar for SIP template;
revised application for Reconnect & MPLAR;
Primary and Junior DRAresults analyzed and mailed to principals and superintendents:
mapping for the Planning Committee;
reconciliation of the LOG and I.I.accounts;
Phonological Awareness dataset prepared for preprinting;
Math Coaches Project data analysis;
DRP fall testing materials prepared;
evaluation framework reviewed with STEPS Steering Committee;
review of Skopus DRA data sets;
2008 September 23...17
14.REPORTS FROM THE ADMINISTRATION - cont'd
d.DEPARTMENTAL UPDATES - OperationsServices -cont'd
-Co-ordinated the design and development ofthe Month-End Confirmation Manager;
monitored and supported the completion of Elementary/Secondary First Day Attendance;
-morning elementary school organization and PCS planning;
-evaluated the qualities of the June OnSIS educator data submissions (produced by
IPPS net);
developed work around to address OnSIS Spec Ed data needs for 2008 October
submissions;. . ,«*
prepared materials for release of2008 EQAO Primary,Junior and grade 9assessments,
-provided support for Principals around access and interpretation of 2008 EQAO results;
attended workshop on implementation of EDI (Early Development Instrument);
provided support for application to the Urban and High Priority schools grant;
-presented data use and developing school improvement plans workshop to Learning
Coordinators.
Program Services
Lanouaqes/Social Sciences
-Languages/Social Sciences initiatives included a very successful summer literacy institutes
supported by the Ministry with approximately 200 primary and junior teachers participated
over the four days.The workshops targeted the high yield strategies of shared and
independent reading and modelled and independent writing.Several resources were shared
andteachers were given materials to help them begin in September;
The ESL/ELD Reception,Orientation and Assessment Centre opened its doors on 2008
August 18 at St.George's P.S.Once the assessment is completed,the parents and student
are given a recommendation for placement.If it is deemed that the student requires ESL/ELD
support,a placement at Beal,Westminster or Montcalm is recommended.To date 88
assessments have been completed with 11 students are now registered in ESL courses that
would otherwise be attending high schools without ESL/ELD support;
The 2008-09 coaching model is underway with 20 coaches servicing 60 schools.Each of the
60 schools hasthe on-going support of two literacy coaches one week out of every three.
The focus of the literacy coaches this year is to support the literacy program in the school to
maximize the potential of every student.In addition,we have one primary French Immersion
coach funded from a Ministry second language grant vyorking with several of our immersion
schools;
-During the 2007-2008 school year Reading Recovery was implemented in the following 29
schools by 11 training teachers,17 ongoing professional development teachers and two
Teacher Leaders:Aberdeen,Aldborough,Ashley Oaks,Balaclava,Bishop Townshend.
Bonaventure Meadows,C.C.Carrothers.Central.D.M.Sutherland,Ealing,Elgin Court,
Knollwood Park,Lord Elgin,Lord Nelson,Lome Avenue,Northbrae.Prince Charles.Princess
Elizabeth (Ingersoll),Princess Elizabeth (London).Scott Street,Sir G.E.Cartier.Sir J.A.
MacDonald.Sir W.Churchill,Southside,Trafalgar,Tweedsmuir.Victory Memorial.White
Oaks,Wilton Grove.A total of 214 students received Reading Recovery instruction in
Thames Valley District School Board in 2007-08;
2008 September 23...18
14.REPORTS FROM THE ADMINISTRATION -cont'd
d.DEPARTMENTAL UPDATES -Program Services -cont'd
-The 2007-2008 Positive Outcomes for Reading Recovery were presented.Reading
Recovery yields two positive outcomes forstudents who complete their series of lessons.
First,the majorityofchildrenreach the average levelor above oftheir classroom peers and
successfully 'discontinue' from their daily lessons.In other words they no longer require
Reading Recovery.Second,those childrenwho are recommended as needing additional
long-term support are identified early,and very detailed records taken by the Reading
Recovery teacher are available for other professionals as a starting point for continued
interventions.As indicated ina 2007-08 pie chart,75 percent of students who completed their
series of Reading Recovery lessons successfully 'discontinued',and 25 percent of students
were referred forfurther specialized,long-term support.The 2006-2007 national Canadian
Institute of Reading Recovery outcomes were referenced.
Math.Science.TechnoloQV&Environmental Education
As a way of highlighting the activities and resources available at our Jaffa Environmental
Education Centre near Aylmer,our new educator there, Lauren Selby,initiatedthe Carolinian
Forest Festival.This festival is being organized to also highlight the Catfish Creek
Conservation Authority's Carolinian forest which adjoins the Jaffa Centre,and which is used
byour students for many of our programs and outdoor activities. {Thisfestival Is fashioned
on the very successful annual Water Festival which runs at various sites around south
western Ontario and which TVDSB students have attended in large numbers.);
Outside funding sources have been sought to support a Festival Co-ordinator,an activity
writing team,student bussing costs,as well as the costs associated with many of the
activities themselves.Representatives from the various funding bodies and partnerships
involved have been planning this festival for the past several months,and are looking forward
to its inception ina few weeks.Activities will take place at Jaffa and in Catfish Creek's forest
area,and focus on the grades 6 and 7 Science and Technology curriculum.Pre-bookings
from last June have already filled the spaces available so three great days of learning are set
to happen for many students.All Trustees and Board staff are invited to attend the event
onanyofthethree days,and may wish tofocusonthe VIP day which isOctober 9'^starting
at 12:15 p.m.;
Following the closure of the Westminster Ponds Environmental Centre in 2008 June because
of a infrastructure problems,the staff are now working from our Pond Mills site only until
arrangements for an alternate site are completed.This site will be used as a satellite centre
for outdoor activities such as skiing and snowshoeing in particular.A revised offering of
programs has been planned and sent to schools for class bookings. Staff are to be
commended for their speed and ingenuity in getting these programs in place under some
difficult circumstances.Once a new venue is found a full range of programs will be offered;
During late May and June,the Mathematics portfolio, in conjunction with Research and
Assessment and with the help of several teachers,developed a Grade 8 Math test that will
be field tested this Fall in several grade 8 classes.It is predominantly based on the content
of the Ontario grade 7 curriculum.Its purpose is to assist grade 8 teachers,parents and
students to have another tool,in addition to classroom assessments and observations,to
help guide students and parents inmaking the most appropriate course selection for grade
9.The test will also give feed-forward to the grade 8 teacher to help them with course
planning and emphases for the year,as well as give the grade 7 teacher some feedback
about their course emphases.The test is being field tested in several of the schools where
teachers gave input into the test development.Following any necessary revisions,the test
will then be available for any elementary school who would like to use itfor these purposes
in the following years;
2008 September 23...19
14 reports FROM THE ADMINISTRATION-cont'd ^u .d
d.DEPARTMENTAL UPDATES -Program Services -Math,Science,Technology &
Environmental Education - cont'd
The Revised Grades 1-8 Science and Technology curriculum is mandated for implementation
starting in September this year.In April,all elementary school principals received training
and a DVD to share with their staff outlining the major changes.It also contains a wealth of
resources for teachers to help them in implementing the changes.Workshops for teachers
were held during the Summer In-Service sessions,and further sessions will be offered over
the year ahead.The main focus of the new curriculum is teaching science through inquiry
and investigation,rather than science as knowledge.It has significant emphasis on
environmental sustainability,along with real life investigations and applications;
-All secondary Grades 9 to 12 Science courses will be revised by the Ministry this year in
preparation for implementation in 2009-2010 school year.TVDSB,like all boards across the
province,will be invited to give input into the revisions as part of the cyclical revision process;
-Once again,many dedicated teachers and Program Services staff were involved in Teacher
Professional Development Summer In-Service sessions held 2008 August 18 to 21.Atotal
of 84 workshops were advertised,of which 74 workshops were offered,and approximately
710 registrants and 44 presenters overall.Workshops were held in the focus areas of the
Arts,English,Information Technology,Instructional Intelligence,Language,Mathematics,
Safe Schools,Science,Second Language,and Special Education.As part of this program,
TRIBES training was held both the week of August 11-15,and August 18 -21,the
Information Technology group offered workshops from August 11 -27,and the Tri-Board
Instructional Intelligence Summer Symposium on 2008 August 14;
The number of workshops offered this year were considerably more than in 2007,and
participation levels surpassed those of 2007.Although most workshops were a half day in
duration there were some exceptions.For example,TRIBES training Involved four full days
of training for teachers to be certified.The most popular workshop this year was the
SmartBoard sessions.Due to the overwhelming response for SmartBoard training,our
information technology coordinators offered 42 workshops,for a total of 610 participants.
Aspecial thank you-to the IT Learning Coordinators for adding additional workshops to help
accommodate the huge response;
In addition,the Literacy and Numeracy Secretariat funded workshops again this summer.
They were held simultaneously with the Summer In-Service workshops.Registration
numbers for Literacy including Reading and Writing for Primary and Junior teachers were
153.Primary and Junior Numeracy registrations including Number Sense &Numeration,
Teaching through Problem Solving.Geometry &Spatial Sense,Measurement,and K-6
PRIME Training amounted to 122.This represents a total of approximately 275 participants,
some teachers having attended more than one of the sessions.We are very grateful to the
orqanizers,the presenters,and the participants for their ongoing efforts to grow and learn in
their own time during the summer,thereby building staff capacity to improve our students
learning;
-The Grade 1 Summer Literacy Program was held for the fourth year at 8 different sites
across the Thames Valley with approximately 300 students enrolled in the program.
Students attended sites in Woodstock.Strathroy,St.Thomas and London from 98 different
elementary schools.The program ran for 3 weeks,mornings only,under the leadership of
25 teachers.The goal of the literacy-based program was to give grade 1 students a head
start into their grade 2 program.
2008 September 23...20
14.REPORTS FROM THE ADMINISTRATION-cont'd
d.DEPARTMENTAL UPDATES -Program Services -Math,Science,Technology &
Environmental Education -cont'd
The focus was to identify the unique literacy needs of each student and to develop an
individual program to meet these needs.The structure of the program contributed to the
successful results:small class sizes,the use of high quality literacy resources as well as
teachers who were expert in their literacy instruction and committed to improving their
students'literacyskills.Parents were encouraged to take a more active role intheirchild's
literacy success and to read with their childon a daily basis using the skills taught each
morning. The program was highlysuccessful.Mostchildrenimproved3-4 levelsabove their
previousreading scores and allstudents had grown in the area ofself-confidenceand their
love of literacy. This initiative was funded through OFIP Tutoring.
Business Services
Facility Services Projects and Maintenance update includedthe Capital Projects at:Mitchell
Hepburn P.S., Medway High School Addition and Renovation;Southwest St.Thomas
Elementary School;Princess Anne French Immersion P.S.Addition and Renovation;New
Elementary School in Thorndale,Lucan and Drumbo;Homedale P.S.Addition and
Renovation;Best Start Child Care renovation completed at Sir John A MacDonald P.S.and
nearing completion at Northbrae P.S.;Portable Classrooms update included 33 relocated
for accommodation needs and 6 sold by public tender average sale price of $3,000 to
$5,000;During 2007-08 a total of 328 School Renewal Projects and 16 Good Places To
Learn Projects were completed;The water at all TVDSB school sites was sampled and
tested to meet O.reg.#243/07 for lead content.All sites were deemed to be in compliance
for lead concentration by 2008 August 15;
Numerous maintenance projects were completed over the summer months in preparation
for the start of school;New work order and preventive maintenance software system
implemented for the start of school;
The 2008-09 budget was approved by the Board on 2008 June 24.The 2008-09 Estimates
were filed with the Ministry of Education on June 27.Financial Services has been preparing
for the 2008 August 31 year-end.Deloitte &Touche conducted the interim audit the week
ofJuly 21 and will commence the year-end audit on September 29. Financial Services staff
have been preparing for the 2008 August 31 Thames Valley Education Foundation year-end.
Deloitte &Touche will be conducting the audit for the 2008 fiscal year;
FacilityServices Operations update:Custodial staffworked extremely hard over the summer
to prepare all schools for students on September 02.Several hardwood floors in
gymnasiums were sanded and refinished utilizing a new sanding and application technique.
Many schools are now testing "green"chemicals and floor finishes as well as equipment that
will reduce the quantity of chemicals required for proper and effective cleaning.Final
decisions on a "green"product line will be made later in the fall once testing has been
completed and evaluated;
The water flushing process in schools are being reviewed and adjusted as necessary as a
result ofthis year's water testing. The custodial staff are making adjustments to the cleaning
schedules and other duties to ensure all water flushing is complete prior to occupancy.In
some locations,midnight shifts will be utilized to complete this task;
Snow removal contractors have been selected for the upcoming season and site meetings
are currently being organized to ensure contractors are aware of site specific needs.
2008 September 23...21
14.REPORTS FROM THE ADMINISTRATION-cont'd
d.DEPARTMENTAL UPDATES -Business Services -cont'd
Support Services
Tlie nev/ly formed transportation consortium,Southwestern Ontario Student Transportation
Services,for all four partner boards in thearea delivered seamless student transportation on
the first day of school to more than 45,000 students.Of these.28,500 are Thames Valley
students. The service area forthe consortium covers 7,278 square kilometers,utilizing over
1,000 vehicles daily on more than 1,500 runs.
-Twinning of Medway High School and Montcalm Secondary School -Day oneofschool was
also the first dayof transporting Medway High School students to Montcalm Secondary
School.Just shortly after noon.25buses carrying Medway High School students arrived at
Montcalm S.S. for the first time. On site to ensure the safe arrival were Maureen Heath,
General Manager ofStudent Transportation Services,Mike Murphy ofMurphy Bus Lines and
Tom O'Brien,the Traffic Sergeant from London Police Services.Also present were the
principals from both Montcalm and Medway.Linda Mills and Murray Macdonald and area
Superintendent Paul Tufts.Many teachers were also there to serve as a welcoming
committee upon the arrival ofthe students.Thesuccess ofsafe school bus transportation
will rest withthe continued co-operation of parents,students and staff.
With Day 1 firmly in hand.Day 2 brought the first fog delay.Thefog delay allowed the testing
of the newbus delaysand cancellation process.Noting that "A Channel"discontinued the
"School Bus Monitor"in early July, preparations were made over the summer months to
implement a new method of communicating bus delays and cancellations.WOSBA,the
Western OntarioSchool BusAssociationwebsite providesthe delay/cancellation information
and the TVDSB website hosts a link to the WOSBA site.
-In the near future,Student Transportation Services will be launching it'sown website,aptly
named www.mvbiavellowbus.ca.Once the site is up and running,parents and school staff
will beablegoto this sitetoget real time information or continue togotothe TVDSB site.
Southwestern OntarioStudent TransportationServices will continue towork co-operatively
with the partner boards toensure efficient,effective andsafe school bus transportation is
provided on a daily basis.Student Transportation Services is available by telephone at 519-
649-1160 should you require any assistance.
Purchasing Services during thesummer months has awarded a large number of contracts
which include photocopiers and printers,cafeteria services,fire alarm inspections,fire supply
and service,inspection and testing offire alarms,custodial supplies,snowplowing,airfilters,
secondary school art supplies,maintenance contract for weight room equipment,maps and
globes,inspection of technology classrooms,security guard se^^ices.and stage drape
inspections;
Currently the following proposals are being evaluated;web site software,books and
publications,and pre-qualification of contractors.Also,the purchasing of furniture and
equipment for Mitchell Hepburn Public School is underway along with the moving and storage
ofequipmentin preparation for Medway High School re-opening;
- Therehas been a significant increase in the number of requisitions being processedatthe
Warehouse and if schoolsentered theirorders bythe end of June,delivery was completed
the first week in September.Over thepastyearthe variety and quantities of items kept atthe
Warehouse has improved significantly resulting in the ability to expedite deliveries in a timely
manner to schools and staff.Program Services and the Distribution Centre worked
collaboratively to compile over 100 Quality Daily Physical Activity Kits which contain dice,
clothes pins,jumbo playing cards,squishy balls,puffer balls,bracelets along with an
instruction booklet;
2008 September 23...22
14.REPORTS FROM THE ADMINISTRATION -cont'd
d.DEPARTMENTAL UPDATES -Business Services -cont'd
Support Services -cont'd
The PrintingServices department assisted inthe installation ofnewphotocopiers and printers
for the secondary panel and administrative offices. In-service training on the operation and
new features on the machines will be ongoing.Itis our objective to reduce the paper usage
by utilizing scan and emailtechnology which is an enhanced feature on the new machines.
One touch buttons are setup to scan,pdf and email documents directlyto the appropriate
person thus eliminating the need to copyand mail documents tothe EducationCentre.The
Finance,Payroll and Special Education departments are the firstgroups to embrace thisnew
technology:
The department continues to provide document management support to the Psychology
Department and over 2000 files were scanned and indexed over the summer months.
Psychologists are now able to access filesfrom 1989-2007 through laser fiche software;
Payroll Services staffare working on finalizing the payroll-relatedfinancial accruals for2007-
08 in relation to the year-end process.Data collection for the monthly forecasting of salary
and benefit expenditures has begun forthe 2008-09 school year. Staff are meeting regularly
with Human Resource Services and Information Technology Services staff in preparation for
the parallel testing and eventual release of SmartFind Express - a software similar to
TVARRIS which records staff absences and timesheet information for casual staff.
15.REPORTS OF COMMITTEES
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE 2008 September 8
7:00 p.m.- 9:11 p.m.
Members
J.Bennett,Trustee
T.Grant,Trustee
D.Almost,Ontario Assoc.For Families of Children with
Communication Disorders
M.Barbeau,VOICE for Hearing-Impaired Children
D.Ensing,Assoc.for Bright Children
B.Harvey,Epilepsy Support Centre
S.Cassell,The Learning Disabilities Assoc.Of Ontario-
London Region
J.Gritzan,Thames Valley Children's Centre
E.Hagar,London Down Syndrome Assoc.
B.Hoffman,Autism Ontario London
A.Loebus,London Down Syndrome
A.Morse,Easter Seal Society
C.Thammavongsa,Assoc.for Bright Children (alt)
S.Wilson,Community Living Education Committee
Administration and Others
S.Hughes,Superintendent of Education,Special Education
J.Johnston,Learning Supervisor,Special Education
P.Cook,Elementary Principal
V. Towell,Secondary Vice Principal
2Q08 September 23...23
Absent:
B.Montminy,Madame Vanier Children's Services,Elizabeth Karry,Children's Aid Society
of London &Middlesex,M.Masters Integration Action for Inclusion London Chapter,G.
McGahey,Chippewas of the Thames First Nation Board of Education,J.VanBommel,
Secondary Principal (Acting)
Regrets:R.Tisdale,Trustee
1.CALL TO ORDER
jhe meeting was called toorderat 7:00 p.m.in the London Room atthe Education Centre.
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 JUNE 3,2008
The report of the June 3, 2008, meeting was approved.
A.Loebus asked if there would be any change in the Special Olympics with respect to
students in integrated classes attending the Olympics.Supt.S. Hughesadvisedthathe has
a meeting scheduled to discuss this itemand will reportback to SEAC.
5.BUSINESS ARISING FROM THE REPORT OF JUNE 3,2008
Respite Agreement -Learning Supervisor,J.Johnston advised that Superintendent S.
Hughes and met with Sandi Evans,from CSCN this summerto receive feedback onthe
Respite Agreement.J.Johnston advised thata working committee will meetto review and
modify the current agreement. The revised agreement will be brought to SEAC when it is
completed.
Deaf and Hard of Hearing Implementation Committee Report
J.Johnston advised that the Deaf and Hard ofHearing Implementation Committee ismeeting
this week and will provideSEAC with any updates at the nextSEACmeeting.
6.DEDICATED PA DAY
S.Hughes provided SEAC with information regarding the dedicated PA day noting the Board
has not received specific information from the Ministry outlining the responsibilities of the
Boardforthatday. Headvised thathe believes,throughtalks with Senior Administration,that
the Special Education PA day will be in April.
7.SPECIAL EDUCATION GOALS FOR 2008/2009
J.Johnston distributed a list of action items for 2008 -2009 for the committee to review and
prioritize for the upcoming year. The topthree items werediscussed.Ms.Johnston will
bring thisshorterlistbacktothenext SEAC meeting forfurther discussionand brainstorming.
A.Morse asked if the Communication and Resource Guides could be brought to the next
SEAC meeting for the committee to review the new formats.
8.STAFFING UPDATES
Supt.Hughes provided the following information on staffing updatesforthe year:
Dr. Barrie Evans, from Vanier Services,will join the Board full time in January as Co
ordinator of Psychological Services.Dr.Michelle Gilpin is filling in temporarily for Dr.
Evans until that time;
R.Salazer will be working onthe Family Literacy Centres with Exec.Supt.L.Elliott but
will be maintaining her Partnerships role with Program Services;
2008 September 23.-24
15.REPORTS OF COMMITTEES -cont'd
a. REPORTOFTHE SPECIAL EDUCATION ADVISORY COMMITTEE - cont'd
8.STAFFING UPDATES -cont'd
Four new psychological services staff vy/ere hired bringing the department total to 21;
David Pawson is the new Learning Co-ordinator, Special Education.
SEAC would like a list of special education staff and learning coordinators.J.Johnston will
have L.Fraser send this information to the committee.
9.SPECIAL EDUCATION CLASS UPDATE
J. Johnston distributed a handout with updated information regarding special education
classes. She will bring a more specific outline with a more intensive look atclasssizestothe
October meeting.
10.FIVE-YEAR SPECIAL EDUCATION CLASS UPDATE
Supt S.Hughes advised that Operations Council has asked the Special Education
Department to develop a five-year plan for special education classes.J.Johnston has
identified a group ofstaff towork on this project.
11.PROPOSAL FOR NEW HEARING IMPAIRED SITE
J. JohnstonadvisedthatpartoftheDeafand Hard of Hearing review recommendations was
to move the Hearing program from Fairmont PS toanother location.Therefore,with the
Board's undertaking of Accommodation Review Committees and approval to build a school
in the north area of London in the Stoney Creek area, she is putting together a sub
committee ofthe Hearing Impaired Implementation teamto write a proposal for locating the
Hearing Program at the new school.She advised that when the group has met and
developed the proposal for the Program,the information will be brought to SEAC.
12.COMMITTEE UPDATES
MentalHealthand Wellness Committee -Supt. Hughes advised that the next meeting ofthe
MentalHealthand Wellness Committee is September 23. He will bringany information from
that meeting to the October SEAC meeting.
Supt.Hughes advised that a group of agencies,Ministry of Education,Ministry of Child and
Youth Services, and Ministry of Health have metseveral times along with S. Peters,MPP
from Elgin County.Mr.Petershas called a meeting for October 3to discuss mental health
issues and areas where moneycan be utilized in the Elgin Countyarea. This group will be
looking specifically at budget money thatis ear-marked for mental health issues.
A motion to extend the meeting by 10 minutes was approved.
Supt.Hughes informed the committee that work with Dr.Linda Baker and the Board's Mental
Healthand Wellness Committeeis going well.Dr.Bakeris reviewing the Board's STEPS
Transition Class program and is providing input tothe Board onareas thatare being done
well,areas that could be improved upon and how she sees mental healthissues in TVDSB.
13.ADJOURNMENT
The meeting adjourned at 9:11 p.m.
RECOMMENDATIONS;none
B.HOFFMAN,
Chair
2008 September 23...25
15.reports OF COWIWIITTEES -cont'd
b.REPORT OF THE NATIVE ADVISORY COMMITTEE MEETING 2008 September 09
1:10 p.m. - 3:35 p.m.
Members
G.McGahey,Chippewas of the Thames,Vice
Chair
S.Albert-Niham,Chippewas ofthe Thames
T.Grant,Trustee
J.Bennett,Trustee
Administration and Others
L.Elliott,Executive Superintendent,Program
Services
C.Rogers,Counsellor,McEachren/Duffield P.S.
T.Siliaby-Ramsey,F.N.Counsellor,H.B.Beal S.S.
B.Tichenoff,Past Principal,A.E.Duffield P.S.
C.Graves,Learning Supervisor,Program Services
M.Reid,Attendance Counsellor,Thames S.S.
J.McCredie,Principal,A.E.Duffield P.S.
J.Antone,F.N.Counsellor,Saunders S.S.
S.McCombe,Principal,M.B.McEachren P.S.
S.Kilbourn,Assistant,CorporateServices
Regrets:
M.Hendrick,Trustee,Chair
P.Sattler,Trustee
M.Elijah,Oneida Nation ofthe Thames
R.Doxtator,Oneida Nation ofthe Thames
C.Thomas, Munsee Delaware Nation
V.Hopkins,F.N.Counsellor,Thames S.S.
T.Smith,Principal,Westminster Central
C.Crooks.Fourth R Project
B.Miskiman,Principal,Thames S.S.
S.Boddaert,Spec. Ed.Learning Co
ordinator,
Program Services
P Sydor,Vice Principal,Saunders S.S.
J. Robinson,ESL/ELD,NL Diversity,
Program Services
Guest:
C.Murphy,Self-Identification for Aboriginal
Students
^'The meSing^TOnvened at 1:10 p.m.,in the Middlesex Room,at the Education Centre and
was called to order by G.McGahey,Vice Chair.
2.
3.
4.
5.
6.
APPROVAL OF AGENDA
The agenda was approved as printed.
CONFLICTS OF INTEREST
No conflicts ofinterestwere declared.
CONFIRMATION OF VOTING MEMBERS
-Trustees (2)J-
-Oneida of the Thames (2)M.Elijah,R.Doxtator
-Chippewas of the Thames (2)"G.McGahey,S.Albert-Ninham
-Munsee-Delaware Nation (1)C.Thomas
WELCOME AND INTRODUCTIONS ..j ^
Vice Chair McGahey welcomed everyone followed by around the room introductions.
RFPORT OF MEETING -2008 May 13 ^.
Amotion to approve the report of 2008 May 13,with the following amendments was moved
and carried:
Paae 3 Thames Secondary School report should read;Thames Secondary SchoolrepresentedtheThamesValleyDistrictSchoolBoardatSkillsCanadaandreceiveda
silver medal for second place in Canada for Floral Culture.
2008 September 23...26
15.REPORTS OF COMMITTEES -cont'd
b.REPORT OF THE NATIVE ADVISORY COMMITTEE MEETING -cont'd
6.REPORT OF MEETING -2008 May 13 -cont'd
Page 3, the Saunders Secondary School report should read: P. Sydor referred to the
cancer campaign that has come to a close. He noted that $53 000 was raised last year.
Over the past 5 years, the school has raised about $250 000.
Page 4, the Westminster Central Public School report should read:He explained that
the students in grades 1 to 8 spend approximately 90 minutes per cycle to assist their
understanding of the process to perform the tests in January.
7. NATIVE INPUT REQUEST -Item deferred to the 2008 October 14 meeting.
8.MINISTRY PROJECT UPDATES
Self Identification For Aboriginal Students Policy
Exec.Supt.L. Elliott introduced C. Murphy, a member of the committee which developed a
procedure to administerself-identification forAboriginal students.Ms. Murphy discussed the
importance of self-identification as the policy ensures the opportunity for all Aboriginal
students to receive the supportive programming and resource support available to them.She
also encouraged those who have not been identified to do so.
In future,new Aboriginal students entering the system will be able to self-identify when
enrolling at the school.Any changes for returning students can be made through the data
sheet sent home for parents to review at the beginning of the school year.Exec.Supt.Elliott
thanked Ms.Murphy for her commitment and the extensive work that the committee has
done.
CODE
B.Tichenoff reported that CODE provided funding for a professional development
conference titled "Walking the Path to Educational Success for Aboriginal Students",held on
2008 May 16,to support all teachers working with students ofAboriginal backgrounds.While
the conference itself was targeted to teachers within specific schools,it was offered to all
teachers,as students within all schools will begin to self-identify this Fall.
The purpose of the conference was to encourage and support the goal of improving
Aboriginal students'achievement.The day was split into two parts with Part one as a Plenary
session with a guest speaker and introductions to the four Native communities in Thames
Valley and Part two consisting of six concurrent workshops that were offered to the 120
participants.Mr.Tichenoff commended M.Elijahfor her work on bringing everyone together
and her part in making the conference a success.
D.Young submitted the Aboriginal Resources Review in July.C.Graves,D.Young and S.
Killip distributed a survey on Aboriginal Resources and their use in our schools.There were
85 responses received.S.Killip will report the results at the October meeting.
Parent Engagement -Each of three First Nations were given funds to support parent
engagement.First Nations have until mid November to spend the money,otherwise the
funds must be returned to CODE.
9.STUDENT SUCCESS
Exec.Supt.Elliott discussed the importance of learning new strategies to engage parents in
effective communication with school staff when discussing attendance and behavior issues
as they happen.More discussion will follow at the October meeting.
2008 September 23...27
15.REPORTS OF COMMITTEES -cont'd
b.REPORT OF THE NATIVE ADVISORY COMMITTEE MEETING -CODE -cont'd
10.PRINCIPALS'UPDATE
A.E.Duffield Public School
B.Tichenoff welcomed C.Rogers,Native Counselor,to their staff. AE Duffield has the
homework room open throughout the day for their students.Manyofthe school teams have
started their tryouts.Mr.Tichenoffalso reported that he attended the Fourth R meeting on
2008 Septembers.
Westminster Central Public School
T. Smith reported that Westminster Central participated in a book fair for First Nations
students and received a wonderful collection of books to be used within the school library.
The students will assume responsibility for caring for the books and sharing the collection
throughout the school.Appreciation was extended to B.Tichenoff and M.Elijah for the
organization of the Walking the Path to Educational Success for Aboriginal Students
conference of which six of the staff members attended.
Of the 176 students enrolled this year,20 of the students are from the Munsee-Delaware
First Nation and 3 of those will be graduating from Grade 8. Six of the staff members
attended the Munsee-Delaware First Nation Pow Wow..Meet the Teacher night will be held
on September 16*^with a barbecue planned. T. Smith noted that he Is pleased with the
overall start of the school year.
H.B.Beal Secondary School
L. Brown reported that H B Beal has a very busy week planned with activities for the Grade
9 students.The school has a Grade 9 Conference day planned to help climatize the
students.They will receive their planners but the school is also mailing a planner to the
Grade 9 parents.September 19'^will be sign-up day for the clubs and teams that are
starting.The school is offering four First Nations'classes this year.
Thames Secondary School
B. Miskiman reported that Thames had a great start with a waiting listfor students into some
of the programs.He asked If anyone knows of a student that has not yet attended,to
encourage them to do so as the school needs to fill those spots with students from the
waiting list. Many classes this year are over-sized.
The exceptionally good start this year is linked to the addition of some great new staff
members,as well as Dr. Allan Edmunds,a Special Education Professor with the Faculty of
Education of University of Western Ontario.Dr.Edmunds will be working with the staff on
the topic "Dynamic Classroom Management'.
Professional Development sessions were held at the end of June and in August with all
Thames staff in attendance on the development of behaviour expectations,rules,
consequences and rewards with the input and assistance of the students.Meet the Teacher
Night will be held on Thursday,2008 September 11.Orientation will be held Friday afternoon
for the Grade 9 students.This year will see a new challenge for Thames Secondary School
as it is named in an accommodation study.
Saunders Secondary School
P. Sydor reported that Saunders had a great start with an appearance on the AChannel on
openingday. Renovationshave been completed with a new entrance and the parking lotre-
paved.The school has alsoissued parking passes totheseniorstudentsata costof $5.00
which will be returned to the students at the end of the year.
2008 September 23...28
15.advisory committee meeting-CODE -cont'd
10.PRINCIPALS'UPDATE -cont'd
Thp Administration visited each second period class to review ttie school's expectations ofmpstudentsinsteadofhavingalargeassemblyonthefirstday.With the seifHdentification
of the First Nations students,it has been determined that 145 students attending Saunders
are First Nations,with 43 of those starting Grade 9.
Photo day will be held 2008 September 10 and Grade 9Parent Night on 2008 ^*
All First Nations students that attended the Indigenous Games returned home with med .
SMcSe'::ported t'hSn students from M.B.McEachren attended the Oneida of theThamesFiSmsEducationFair.This school year v^ill see the addition of 15 Grade 7
and 10 Grade 8 First Nations students.
Staff will be administering reading and math tests to determine the strengths andweaknessesofthestudentstoenableteacherstoworkonstudentsareasofweaknessThe
Open House will be held on 2008 September 17,as well as a special open house for F
Nations students on 2008 October 1.The school will offer transportation services
Nations families so they will all have the opportunity to attend.
f'irst Nation,reported on how
Foundation is helping to preserve the First Nations languages.The Anishinaabek
Mushkegowuk Onkwehonwe Language Commission of Oniatarno
at 40 Cao Lane within the Six Nations of the Grand River Territory.The AMO received a
$405 000 grant from the Ontario Trillium Foundation to preserve the 13 languagesrepresentingall134FirstNationsinOntario.The preservation of these languages will leavealegacyofprofound,lasting benefit for the people of First Nations and the province of
Ontario.
12.
13.additional ITEMS
M Elijah also spoke about the Oneida language and Cultural CentreThamesFirstNationhavebeenpreparingresourcesfortheOneida ^"^ram^ShshowedexamplesofthecurriculumfortheOneidaLanguageteachersthattheCentrehas
nrnduced and demonstrated a "Frazalator"which will translate the English language tooneidalanguageT*^Ms.Elijah explained that the Frazalator will help the Oneida
Language teacher teach the fluent language as few people except for the elders have this
knowledge.
learning about FIRST NATIONS COMMUNITIES -deferred to a future meeting
The Ministry of Education has released a memo to school boards for fsupportAboriginaleducation.Thames Valley will submit aproposal for the full amount hat
is arailable.The Ministry will notify boards in October regarding the amount which will beallocated.The deadline for the submission is 2008 September 15.The Fourth
provided leadership in the development of the proposal.
•N
2008 SeptQmber 23...29
15 reports OF COMMITTEES -cont'd
b.REPORT OF THE NATIVE ADVISORY COMMITTEE MEETING -cont'd
13.ADDITIONAL ITEMS -cont'd
New Funding Request ..^.u nn
New funding has also provided resource materials to schools which have more than 1U
Aboriginal students attending.Some teachers chose to spend the funding on library
resources.
14.DATE,TIME.LOCATION OF FUTURE MEETINGS
The following committee meetings have been scheduled:
-Tuesday,2008 October 14,1:00 p.m.,Munsee -Delaware First Nation
-Tuesday,2008 November 18,1:00 p.m.,Saunders Secondary School
-Tuesday,2009 January 13,1;00 p.m.,Chippewa of the Thames First Nation
-Tuesday,2009 February 10,1:00 p.m.,Thames Secondary School
The March meeting date will be left open for the Chair to decide whether a meeting will
be held.
-Tuesday,2009 April 14,1:00 p.m.,H.B.Beal Secondary School (will also book
Education Centre as alternative in case H.B.Beal is unavailable.In thatcase the
meeting time would be 3:00 p.m.)
-Tuesday,2009 May 12,1:00 p.m.,Westminster Central Public School
- Tuesday, 2009June 9, 3:00p.m.,Education Centre
15.ADJOURNMENT
A motion to adjourn the meeting at 3:35 p.m.was carried.
RECOMMENDATIONS:none
G.MCGAHEY,
Vice Chairperson
Exec.Supt.Elliott advised that the additional funds to support Aboriginal education announced
by the Ministry of Education will amount to $134"000 for TVDSB.
c.REPORT OF THE AUDITCOMMITTEE
MEMBERS PRESENT
T.Grant R.Robertson
J.Stewart (Chair) R.Tisdale
Community Visitor:K.Aranha
2008 September 16
3:00 p.m.-3:59 p.m.
ADMINISTRATION AND OTHERS
B.Greene
J.Berkin
K.Meeson
1.APPROVAL OF AGENDA -Theagendawas approved by motion.
2.CONFLICTS OF INTEREST- none declared.
2008 September 23...30
15.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE AUDITCOMMITTEE -cont'd
3.2008-2009 MEETING SCHEDULE
Exec.Supt.B.Greene reviewed the meeting dates for the 2008-2009 school year noting
that Deloitte will be participating in approximately four ofthe meetings.He spoketothe
mandatory requirements,year-end audit,internal audit plan and management letter.
Because ofthe recent changes in the Ministry of Education reporting requirements,the
transfers to and from reserves will need to be approved by the Board prior to the
completion of the year end financial statement audit.In order to accommodate this,a
special Audit Committee meeting was scheduled for 2008 November 04 to review the
transfers toand from reserves. These would then be approved at the 2008 November 11
Board meeting.
The Committee discussedagenda items for the 2008-2009 yearandagreedthatan RFP
for professional services should take place.The Committee was asked to provide Exec.
Supt.Greene with any topics they wish to have on the agenda schedule.R.Robertson
requested that "Follow-up to the Management Letter from Deloitte on the August 31,2008
Year end Audit"be scheduled as one of the items.
4.2007-2008 INTERNAL AUDIT PLAN
Exec.Supt.Greene noted that three department audits and ten school audits took place
this past year,noting that internal audit function falls under Director Services.He advised
thatheis seeking clarification and direction with respectto privacy issues surrounding the
reporting of results of internal audits and it was agreed that the Audit Committee would
need to move in-camera ifemployees are referenced. The co-ordination and follow-up
process was discussed.It was agreed that the Committee will be made aware of all audit
reports and Chair Stewart will decide if staff and Administration are required to attend and
provide clarification.
5.2007-2008 YEAR END SCHEDULE
Manager Meeson described theshorter timelines staffare facing with the year-end process
now that the transfers to reserves must take place ahead of the Deloitteyear-end audit.
She responded to members'questions related tothe fixed assets requirements of PSAB.
6.OTHER BUSINESS
The Committee discussed the development ofa clearer financialreportingtool. Manager
Meesonadvisedshe will be providing clarification throughout the year and notedshe will
discuss the "revenue"portion ofthe financial reportat the next meeting.
7.DATE AND TIME OF NEXT MEETING
The next meeting was scheduled for 2008 October 21 at 3:00 p.m.
8.ADJOURNMENT
A motion to adjournwas movedand carriedat 3:59 p.m.
RECOMMENDATIONS:none
J.STEWART.
Chairperson
2008 September 23...31
15.REPORTS OF COMMITTEES -cont'd
d. REPORT OF THE CHAIRS'COMMITTEE ,2008 September 17
9:10 a.m.-11:33 a.m.
MEMBERS ADMINISTRATION AND OTHERS
J.Bennett P. Battler (Chair) B.Tucker S.Christie
G. Hart (via teleconference)J.Stewart
(-10:37)
1.APPROVAL OF AGENDA
The agenda was approved.
2.CONFLICTS OF INTEREST -none declared
3.REVIEW OF 2008 SEPTEMBER 23 BOARD AGENDA
The agendas forthe in-camera and public Board meetings of September 23, 2008were
discussed and updated. Itwas agreed that Director Tucker will bring a listof proposed
items to be funded through the budget surplus to the Board for consideration at a future
meeting.
4.CORRESPONDENCE
A letter from Steve Peters MPP to the Minister of Education regarding Prince Andrew P.S.
will be included in the trustees'information packages.
Correspondence from Nestle Waters Canada and the Council of Canadians will be
included with the discussion item related to a proposed ban on bottled water in schools to
be brought to the Board in the fall along with the letterreceived from the Thames Valley
Council of Home and School Associations.
5.UPDATE -TRUSTEE TECHNOLOGY
Manager S.Young joinedthe meetingtoupdate the Committeeon plans to provide easy,
mobile access to email, voice mail,telephone and calendar data to trustees and the
feasibility ofextending the email system to trustee residences.He advised that the cost
to do so is prohibitive.Mr.Young advised that trustee residences he will have a single
phone lineforuse with bothfaxand telephone hand sets. Ahand set will be connected to
any fax machine that does not currently have one. He noted that voice mail may be
accessed from any location.
All trustees will be added to the Board voice mail system which will require new telephone
extensions.It was noted that it will be necessary to publish these numbers for constituent
use and communication between trustees.Blackberry numbers will be assigned to
trustees but will not be published. Boardemailand calendaring will also be availableon
the blackberry.Mr.Young advised that upgrades are available after one year.
The Board's voice recognition system will also be availabletoleave messages in trustees'
message boxes.It was agreed that existing TVDSB supplied telephones in trustees'
residences will be redirected to the new TVDSB voice mail number effective October 31,
2008. Atraining session regarding blackberryuse and voice mail will be scheduled for
October 7 at 5:00 p.m.
Trustee Stewart requested that a PDF distiller be availableto transmit documents.
2008 September 23...32
15.REPORTS OF COMMITTEES -cont'd
d.REPORT OF THE CHAIRS'COMMITTEE -cont'd
6.APPOINTMENT OF ACCOMMODATION REVIEW COMMITTEE CHAIRS
Itwas noted that itis necessary to appoint Accommodation Review Committee chairs in
anticipation ofthePhase2 ARCs moving forward.It wasagreedthattrustees will beasked
to contact Chair Sattler before the next Chairs'Committee on October 1 to Indicate their
interest in serving as chairofan upcoming ARC.A recommendation for appointment will
be taken to the October 7 special Board meeting. The following five ARCs have been
approved to move forward byBoard motion ofJune 10,2008:
ARC 11 - Sir George Ross 88 and Thames SS;
ARC 12 -Riverside and Westdale PS;
- ARC 13 - Beachville, Harris Heights,Princess Anne,Princess Elizabeth, Victory
Memorial and Westfield P8
- ARC 14 - Hillcrest, DM Sutherland,Northdaie and Springbank PS;
ARC 15 -Balaclava Street,Edward Street and Locke's PS.
7.SPECIAL BOARD MEETING
Itwas confirmedthat a special Board meeting is scheduled for October 7 to receive the
reports of the four Board-approved design committees.An in-camera meeting will be
scheduled to follow the Board meeting.
8.INTERNAL AUDIT MATERIAL
Trustee Stewart Indicated that Internalaudit reports are provided to the Directorfor any
necessary action. Henoted that there is no mechanism forthe reports to be returned to
the AuditCommittee advising of any action taken and recommended that a process be
established to do so.
Trustee Hart left the meeting at 10:37 a.m.
9.EDUCATION CENTRE RENOVATIONS
DirectorTucker updated the Committee on planned renovations to the Education Centre
which will Include a parent resource room. Hedescribed office space needs noting he will
confirm funding dates for the resource room.
Director Tucker also described potential community partnerships.He will prepare a report
to the Board once details have been shared with the Long-Term Community Partnerships
Committee.
10.OTHER BUSINESS
a.Update on Reorganization of Superintendents
DirectorTucker updated the Committee on reorganization plans related tosupervisory
officer portfolios to assist with an Executive Superintendent leave of absence.A
recommendation for appointment of the acting Superintendent of Education will be
taken to the September 23 in-camera meeting.
He noted that the French Immersion review will not be complete by the proposed 2008
November 04 special Board meeting. The Special Board meeting was, therefore,
cancelled.
b.Governance Retreat
Plans forthe upcoming trustee governance retreatonOctober9 (8:00a.m.-4:30p.m.)
were discussed.A recommendation will be brought to the Board regarding a bylaw
review once the second phase of the governance review has been completed.
Trustees will be provided with thejob descriptions from the April retreat in advanceof
the October retreat.Next steps will be determined at that time.
2008 September 23...33
15 REPORTSOF COMMITTEES - cont'd
d.REPORT OFTHE CHAIRS'COMMITTEE-cont'd
10.OTHER BUSINESS -Governance Retreat - cont'd
c.Trustee Caucus .
The two items for the September 22 trustee caucus were discussed (Ministry s
Declining Enrolment Working Group and Debrief on Multi-year Budget Process).
Trustee written input already received will be provided to trustees in advance.
Director Tucker will raise transportation concerns related to primary class size with
CODE at its next meeting.
11.DATE AND TIME OF NEXT MEETING
The following future meetings were scheduled for 9:00 a.m.:
October 1. 8,22;
Novembers,19;
December 10.
12.ADJOURNMENT
The meeting adjourned at 11:33 a.m.by motion.
e.
RECOMMENDATIONS:none
P.SATTLER
Chairperson
REPORT OF THE COMMITTEE OF THE WHOLE -IN CAMERA 2008 September 23
MEMBERS PRESENT
J.Stewart(Chair)
J.Bennett
S.Doub
F.Exley
T.Grant
G.Hart
P.Jaffe
8.Peters
S.Polhill
T.Roberts
J.Rowe
P.Sattler
R.Tisdale
L.Varghese
Absent:M.Hendrick
ADMINISTRATION AND OTHERS
B.Tucker
L.Elliott
B.Greene
M.Sereda
C.Bourbonnais-
MacDonald
K.Bushell
L.Griffith-Jones
S.Hughes
M.Moynihan
V.Nielsen
M.E.Smith
B.Sonier
P.Tufts
K.Wilkinson
S.Christie
K.Young
The Committee met in camera from 5:09 p.m.to 5:50 p.m.
1.APPROVAL OF AGENDA
Theagenda was approved by motion.
2.CONFLICTS OF INTEREST -No conflicts of interest were declared.
3.Confidential legal,personal and negotiations matters were discussed.
4 RISE AND REPORT
A motion to rise and report was moved and earned at 5:50 p.m.
9008 SePtprribQr 23...34
'the whole .IN CAMERA -cont'd
rECOWIMENDATIONS:
1.That the Board approve tt,e expenditure in the amount of $279,400 for the inspection
Technology classrooms.
J.STEWART,
Chairperson
Recorr^mendations 1and 2were adopted on motion of J.Stewart,seconded by J.Bennett.
f.long-term community partnerships ad hoc committee extension of final
frep°T'was presented seeking an extension of the final reporting date for the Long-term
Community Partnerships Ad Hoc Committee.
the 2005 Octot^er 24 meting,the Bo^rv^sfgl^L^nrvreTong-^^^^^^Community Partnerships Ad Hoc Comm -grtnershiDS as options for future operations of
fhfBotrd'°™rr;"ero'X"s presented to the Board on 2007 May 22 and an extension of
the final report was approved to 2008 June 30.
Director Tuci<er has also been ^
fr:mthe^ntrrSort3isre%t^^^^^^
30.
-research potential partnerships that require political support;
rikcuss ioint use of facilities;
consider a process re establishing/maintaining partnerships,-investigate integration with the community,surplus capacity,etc.,
-investigate French Immersion partnerships.
ThaUhrBL^rdtpl^ove an extension of the final reporting date of the Long-term Community
partnerships Ad Hoc Committee to 2009 June 30.
The recommendation was adopted on motion of S.Peters,seconded by R.Tisdaie.
2008 September 23...35
16.COMMUNICATIONS
a.Chairs Summary Report ^.u
Chair Battier advised trustees that between 2008 June and September,she attended th
following events and activities:Coaching Boys into Men Breakfast;ETFO Retirement Banquet,
TVDSB Retirement Reception,OSSTF Retirement Dinner;OPSBA Annual General Mee ing,
Thames Valley Education Foundation (TVEF)Grants Committee;ETFO Building Officia
Ooenina TVDSB Leadership Institute;Vanier Children's Centre Breakfast;Ministry of
Education Operational Review;OPSBA Board of Directors and the Student Trustee Onentation
Meeting.She also attended meetings regarding TVEF;Aboriginal Education Funding proposal,
OPSBA Collective Bargaining and with the Board's Solicitor.
b ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION -UPDATE
Trustee Hart advised that the OPSBA Board of Directors will be meeting on Fnday,September
26 and Saturday,September 27.Alist of topics to be discussed has been sent to trustees by
erriail and requested that any input/comments be forwarded to either himself or Chair Sattler
as soon as possible.
17. NOTICE OF MOTION -none
18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none
19.ADDITIONAL ITEMS -none
20.QUESTIONS/COMMENTS BY MEMBERS - none
21. ADJOURNMENT .^.-r ^»
The meeting adjourned at 11:58 p.m.,on motion of S.Peters,seconded byT.Grant.
CONFIRMED:_
Chairperson
2008 September 23...36 -""s
>
SUMMARY OF APPROVED RECOMMENDATIONS OF 2008 SEPTEMBER 23
That the Middlesex 1 ARC recommendations be deferred to the 2008 October 14 Regular Board
meeting for consideration.
That the 2008-2009 TVDSB Annual Accessibility Plan be approved.
That Recommendation 1 of the Senior Administrative response to the Oxford 1 ARC be deferred
to the 2008 November 25 Board meeting for consideration.
That the Oxford 1 Accommodation Review Committee be disbanded.
That the Board approve the expenditure inthe amount of $279 400 for the inspection
Technology classrooms.
That John Thorpe be appointed to the position of Acting Superintendent of Education writh the
Thames Valley District School Board effective 2008 September 29.
That Recommendations 4 and 5 from the 2008 June 24 Board meeting be deferred to the 2008
October 14 Board meeting for consideration.
That the Board approve an extension ofthe final reporting date ofthe Long-term Community
Partnerships Ad Hoc Committee to 2009 June 30.