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4/28/2009 - Regular Board MeetingREVISED THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING,PUBLIC SESSION 2009 APRIL 28,7:00 P.M. BOARD ROOM, EDUCATION CENTRE AGENDA V-verbal M -material 1.CALL TO ORDER 2.O CANADA V V 3.SPECIAL MUSICAL PRESENTATION -D.M.Sutherland P.S.Grade 4-7 Choir (Woodstock)y 4.APPROVAL OF AGENDA M 5.OFFICIAL RECORD 6.RECOGNITIONS James Brooks,Kensal Park French Immersion P.S.,1000 Classrooms Project V 7.CONFLICTS OF INTEREST V 8.CHAIR'S ANNOUNCEMENTS V 9.DIRECTOR'S ANNOUNCEMENTS V 10.MINUTES OF THE 2009 APRIL 14 REGULAR BOARD MEETING AND 2009 April 21 SPECIAL BOARD MEETING a.Confirmation of Minutes M b.Business Arising from the Minutes 11.STUDENT TRUSTEES'UPDATE V 12.REPORTS FROM THE ADMINISTRATION a.Departmental Update -Community Use of Facilities V b. Monthly Financial Reporting M c.Multi-Year Preliminary Budget Review M (To be distributed) 13.REPORTS OF COMMITTEES a. Special Education Advisory Committee, 2009 April 06 M b.Budget Advisory Committee,2009April14 M c.Budget Advisory Committee,2009 April 20 M d.Budget Advisory Committee,2009 April21 M e.Audit Committee,2009 April 21 M f.Chairs'Committee,2009 April 21 M g.Committee of the Whole, in Camera, 2009April21 M h.Committee of the Whole, InCamera, 2009April28 V 14.COMMUNICATIONS a.Chair's Surhmary Update V b.Ontario Public School Boards'Association -Update V c.Safe Grad Celebration Committee M *d.SEAC Appointment M 15.NOTICE OF MOTION 16.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 17.ADDITIONAL ITEMS 18.QUESTIONS/COMMENTS BY MEMBERS 19.ADJOURNMENT r"N THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING,PUBLIC SESSION 2009 APRIL 28 The Board met in regular session on 2009 April 28 inthe Board Room at the Education Centre,meeting in public session at 7:20 p.m. to 9:04 p.m.The following were in attendance: TRUSTEES J.Bennett (+7:24) F.Exiey T.Grant G.Hart M.Hendrick P.Jaffe S.Peters S.Polhill T.Roberts Regrets:S. Doub ADMINISTRATION AND OTHERS L Elliott M.E.Smith K.Dalton B.Bonier B.Greene P.Tufts M.Sereda B.Wagner K.Wilkinson K.Wilkinson 0.Bourbonnais-MacDonald K.Bushel) S.Hughes S.Christie V.Nielsen S.Dawson J.Rowe P.Sattler J.Stewart (Chair) R.Tisdale L.Varghese R.Hoffman K.Meeson J.Neville S.Young K.Young W.Scott 1.CALL TO ORDER. Board Chairperson Stewart called the meeting to order at 7:20 p.m. 2./3.O CANADA AND MUSICAL PRESENTATION The appreciation of the Board was extended to the D.M.Sutherland Public School (Woodstock) Grade 4 to8 Choir,Conductor Samantha Mosherand accompanist Principal Susan Davisforleading in the singing of 0'Canada and performing three musical selections. 4.APPROVAL OF AGENDA The agenda was approved on motion of T. Roberts,seconded by F.ExIey. 5.OFFICIAL RECORD -none 6.RECOGNITIONS a.1000 CLASSROOMS PROJECT Supt.V.Nielsen introduced James Brooks,a Grade 7 student at Kensal Park French Immersion Public School (London). Ms. Nielsen commended James for his efforts to save gorillas inAfrica through a project he founded called "1000 Classrooms."As a result of James'understanding of the threat of extinction that apes face,embarked on a project that has brought himto international locations,speaking engagements and numerous meetings with Dr.Jane Goodall. Presently,James is involved Ina project helping students,widows, Africa and the environment. The 1000 Classrooms project,in cooperation with the Canadian Ape Alliance,hopes to have 1000 Western classrooms each donate $3.00 to buy a dozen eggs for children at a school in the Congo.Through this project,widows are able to earn Income by building hen houses and selling eggs with the intent that the proceeds feed children and teachers nutritious food.This eliminates the hunting of gorillas and entering their habitats. 2009 April 28...2 6.RECOGNITIONS -cont'd a.1000 CLASSROOMS PROJECT -cont'd Huron Heights Principal A.Paturel, on behalfofthe staff and students at Huron HeightsP.S., expressed pride in James'outstanding accomplishments.Ms.Paturel advised that James has been nominated, and is on the short listof 40 forthe Top20 Under Twenty,a unique awards program for Canadian youth.She noted that the winners are to be announced at the end of 2009 Aprilor early 2009 May. ChairStewart extended the congratulationsof the Boardto James for his unique project and outstanding contribution in takingthis new initiative to a global level that acts for the good of people around the world. James expressed thanks forthe Board's recognition ofhis effortsand asked that everyone consider becoming involved by visiting the website www.10OOclassrooms.ora 7.CONFLICTS OF INTEREST -No conflicts of interest were declared. 8.CHAIR'S ANNOUNCEMENTS -none 9.DIRECTOR'S ANNOUNCEMENTS -none 10.MINUTES OF THE 2009 APRIL 14 REGULAR BOARD MEETING AND 2009 APRIL 21 SPECIAL BOARD MEETING a.CONFIRMATION OF MINUTES The minutes of the Regular Board Meeting of 2009 April 14 were adopted on motion of R. Tisdale,seconded byF.Exiey.The minutes ofthe Special Board Meetingof2009 April 21 were adopted on motion of R. Tisdale,seconded by F. Exiey. b.BUSINESS ARISING FROM MINUTES Trustee Roberts referred tothe minutes of2009 April 14, item 14 Recommendation 2, and asked about the status of plans for building improvements at Huron Heights French Immersion P.S. Exec. Officer K.Bushell advised that the Capital Planning Co-ordinatingCommittee has looked at an addition to Huron Heights French Immersion P.S.that would be similar to the renovations at Clara Brenton Public School. He indicated that the Administration was waiting for the outcomes ofthe French Immersion report to the Boardto determine the appropriate sizing. He advised that Huron Heightswas one ofthe top 10 priorities submittedtothe Ministry last fall for funding. Once the Capital funding template is received, It follows that a report will come to trustees in the fall of 2009 seeking authorization to establish a design committee for Huron Heights. Mr.Bushell noted that attention to the drop off/pick up alternatives, identified through the Accommodation Review process, is being implemented for this fall and that these safety improvementshave been designed toadapt toany new addition.In response toa question,Mr. Bushelladvised that an additionto HuronHeightswouldcost approximately$4-5M,will meet all ofthe Board's program standards and coveran area of 16,000 - 20,000 square feet. Trustee Bennett inquired about completion dates forthe project. Exec. OfficerBushell indicated that,based on the funding component,ittakes approximately fourtosixmonthstocomplete the design and one year to construct 11.STUDENT TRUSTEES'UPDATE Student Trustee Varghese advised that the rural Student Trustee election is to be held at the Education Centreon Thursday,April 30,from 8:45a.m. to 11:00 a.m. The City of London Student Trustee electionisbeingheldat a special Student Advisory Council meetingon2009May14 at4:30 p.m. 2009 April 28...3 12.REPORTS FROM THE ADMINISTRATION a.DEPARTMENTAL UPDATES COMMUNITY USE OF FACILITIES Manager K.Young, Public Affairs and Community Relations, provided opening remarks regarding the Community Use of Facilities Department.Manager Young Introduced Paulina Amaral,Supervisor,Community Use of Facilities. Supervisor Amaral explained that the Community Use of Facilities (CUF)Is a new officewithin Public Affairs and Community Relations that administers the rental of Board facilities. ItIs the policy of the Board that it will make available to the residents within the District the Board's schools facilities and equipment.This availabilityis made with the provision that there is no additional cost to the Board.The use of such facilities does not impact the regular school program or the security and maintenance of its properties.All school-related functions take priority over rentals (e.g., school dance,basketball tournaments). What is the Department Purpose? Itis the Ministryof Education's initiativeto make schools in Ontario communities hubs where all people can stay active,gather to learn and participate in the activities of community-based organizations in order to support the goals of a healthier Ontario,stronger communities and student success.The government provides fundingto school boards so they can make school space more affordable for use after hours. Both indoor and outdoor school space is available to not-for-profit community groups at reduced rates, outside of regular school hours. What is the Provincial Governments'Investment? Duringthe 2008-2009 school year, the Ontario government has invested $33Mto make it easier and more affordable for people to use schools after-hours.The Board has received $1 096 421 (less than $1.1M)ofwhich $918 821 is designated forsubsidizing not-for-profit organizations and $177 600 Is designated for CommunityUse of Facilitieswages, benefits and operating costs. How is the Provincial Funding Used? This year, the rental fees are discounted at 100 percent for all not-for-profit organizations. This includes the rental ofany equipment. When custodial services are required, the fees for these organizations are discounted at 80 percent. For a weekday or Saturday rental where custodial coverage is required, a not-for-profit organization would pay $6.20 plus GST. As of2009 March 31,CommunityUse of Facilities has applied $775 686 ofthe Ministry funds to subsidize not-for-profit communitygroups. An amount that reflectsthat TVDSB schools are highly used after hours and PACR staff are busy administering this program. Ms.Amaral noted that the figures cleariyreflectthat TVDSB schools are highly used after hours and the department staff are busy administering this use. How Is the Rental Revenue from the Permits Split? Based on TVDSB hourly rental rates,the gross revenue from rental Is shared in the following formula: 50 percent to the school, 25 percent to Facility Services,and 25 percent to central administration.Gross rental revenue from equipment is reimbursed at 100 percent to the school or site. How Do Schools Receive Their Portion of the Revenue? Each month Community Use of Facilities prepares a large electronic journal entry and distributes the funds to the appropriate accounts based on previous months'activity.Schools no longer have to collect payment and submit their own journal entries to recognize their revenues. 2009 April 28...4 12.REPORTS FROM THE ADMINISTRATION cont'd a.DEPARTMENTAL UPDATES -cont'd COMMUNITY USE OF FACILITIES -cont'd Can schools take advantage of the community use discount for school events? The Community Use of Facilities fund is a restricted grant from the Ministryof Education only to be used toward providing affordable pace for not-for-profit community organizations.Schools benefit from these funds by receiving a portion of the rental revenue. Who Approves the Permits at the School? In general the Community Use of Facilities office is the main liaison between the schools and the community.CUF staff manage the rental process and paperwork {including insurance, payments,accounting and general inquiries).The schools have the control and final approval of which organizations may use their facility and when. Are the Applications for a Permit Available to the Public? A new application Is now available on-line for the general public.Applications for next school year were recently mailed to all our current seasonal permit holders,asking them to direct their application to the Community Use of Facilities office.All applications are channeled back to the school for final approval. What Significant Progress Has the Community Use of Facilities Department Made This Year? This office has come a longway since the launch in 2008 September.The department has been successful in moving centralization forward with accepting electronic payments (VISA,MC and DEBIT)and applications.All contracts are now finalized centrally.This includes:handling the Insurance requirements,collecting the appropriate signatures for the permit,collecting all related fees,tracking pending payments,completing the applicable journal entries and reducing general phone inquiries and traffic at the schools (in past administered at the school level). The department isstillworking to streamline and standardize the rental process.A centralization committee has been established to assist in the transition with the membership consisting of facilities management,previous office supervisors,school administration and CUF staff. Other Department Assignments: City of London The CUF office also works closely all year long with the City of London and its Parks and Recreation programs In compliance with a joint reciprocal agreement.CUF is the main liaison between the city recreational programs that run nightly at more than 30 London schools; Facility Services We work closely with facility services to maintain open lines of communication with school custodians regarding community use of their facility;assisting In the administration of the custodial overtime including applicable charges for clean-up,set-up and maintenance. School Use Events The CUF office also administers contracts for school events that occur after 6:00 p.m. on weekends and school holidays;so that community rentals can be scheduled accordingly and custodial overtime can be reported for payroll purposes.CUF funding cannot be used for these contracts. Ms.Amaral and Ms.Young responded to questions posed by Trustees.Trustee Exiey applauded this step toward improving relations with the general public through offering the use of Board facilities at a minimal fee. b.MONTHLY FINANCIAL REPORTING The month-end financial report as at 2009 March 31 was presented.The update included the year-to-date activity,the summary of revenues,expenditure summary and expenditure summary by area. 2009 April 28...5 12.REPORTS FROM THE ADMINISTRATION cont'd b.MONTHLY FINANCIAL REPORTING -cont'd Exec.Supt.B.Greene advised that Financial Services staff is projecting accounts for the remainder of the year,establishing pressure points and realizing savings generated during the year In order to assess the financial outlook at the end of the year.He indicated that Itis normal for pressures to exist around casual accounts (non-permanent salaries);however,this expense is expected to be offset by other areas in the budget.The utility costs have declined since the last projections (Mar.- Apr.)as a result of crude oil prices dropping.It,therefore,makes itquite possible that a surplus of funds may be available despite the cold winter. Exec. OfficerBushell commented on the Board's Energy Management Project in partnership with Ameresco noting that all schools and facilities are performing on target toward paying back the debt. c.MULTI-YEAR PRELIMINARY BUDGET REVIEW Exec.Supt.Greene introduced the 2009-10 budget issues for review as part of the multi-year preliminary budget process.The 2009-2010 Multi-Year Preliminary Budget Reviews binders were distributed. He advised that in 2008 October,the Director of Education presented trustees with a report that outlined a revised budget development process.The key elements of the refined process include the following: a prioritization meeting with trustees and members of Administrative Council to discuss the multi-year preliminary budget issues identified for review; a multi-year issue sheet to be used as a reference point for discussions; a review of guiding principles expanded to Incorporate the Board's System Improvement Plan. At the Chair's Committee meeting of 2008 October 08,the revised process was supported.At the Budget Advisory Committee meeting of 2008 December 12, the Director presented a listof budget priorities based on meetings held with Administrative Council and trustees.Certain items were identified to move forward during the 2009-10 Budget with all issues remaining on the list for future consideration as part of a multi-year process. The Budget Advisory Committee approved the following motion: "That the Director's document.Budget Priorities, be attached to the 2008 December 12 Report of the Budget Advisory Committee for distribution at the 2008 December 16 Board meeting to allow for discussion." The Administration has completed the report "Multi-Year Preliminary Budget Review"(distributed) which includes the budget issue sheets for consideration as part of the 2009-10 Preliminary Budget process. These Issues will be Incorporated inthe 2009-10 Preliminary Budget presentation which will be presented to trustees on 2009 May 19 and the public will have an opportunity to provide Inputto them on 2009 June 02 priorto the decision-making process and final Budget approval on 2009 June 23. Exec.Supt.Greene advised that there are many budget Implications for the system over the next year related to staffing and level of service.Human Resource Services Manager B.Strong met with representatives ofthe employee groups to discuss the process around staffing changes.At the upcoming SEAC meeting of 2009 May04, Exec.Supt.Greene,Supt.Hughes and Manager Meeson will discuss the Impact of the Grants for Student Needs on special education funding. 2009 April 28...6 12.REPORTS FROM THE ADMINISTRATION cont'd c.MULTI-YEAR PRELIMINARY BUDGET REVIEW -cont'd Exec.Supt.Greene explained that the Budget binder will be explained in detail during the presentation of the 2009-2010 Preliminary Budget at a Special Board Meeting on 2009 May 19. He advised that all the issue sheets will be available on the TVDSB website on 2009 April29 and that the Budget Advisory Committee approved minutes are uploaded regularly.Some budget issues (multi-year plan)are slated to be considered during 2010-2011and 2011-2012. The Administration responded to questions posed by trustees.Trustee Roberts requested an implementation plan of the transportation savings ifwalking boundaries are harmonized with coterminous boards.Exec.Supt.Greene advised that a report will be prepared by Maureen Heath,General Manager,Southwestern Ontario Student Transportation Services,and Sharon Dawson,Manager,Support Services,that includes the number of students impacted by matching boundaries,accommodation on existing runs,implementation timelines, etc. A report will be brought to trustees to look at identified savings as a potential for funding. This information will be included as part of the 2009-10 Budget deliberations. 13.REPORTS OF COMMITTEES a.REPORT OF THE SPECIAL EDUCATIONADVISORY COMMITTEE 2009 April06 12:15 p.m.-3:00 p.m. Members Administration and Others J.Bennett,Trustee (Chair)S.Hughes,Superintendent of T.Grant,Trustee Education,Special Education R. Tisdale,Trustee J.Johnston,Learning Supervisor, S.Cassell,The Learning Disabilities Assoc.of Ontario-Special Education London Region P.Cook,Elementary Principal S. Fox, Children's Aid Society of Londonand Middlesex (alt)V.Towell,Secondary Vice Principal J. Gritzan,Thames Valley Children's Centre A.Loebus,London Down Syndrome Association A. Morell,South Regional District School Council A. Morse,Easter Seal Society (-9:20p.m.) Mel Muir,Autism Ontario D.Smith,Thames Valley Council of Home and School Associations W. Rodic,Madame Vanier Children's Services (alt) S.Wilson,Community Living Education Committee Regrets;M.Barbeau,VOICEfor Hearing-ImpairedChildren, D. Ensing, Assoc. for BrightChildren, Absent:D. Almost,Ontario Assoc.For Families of Children with Communication Disorders,B. Harvey, Epilepsy Support Centre, G. McGahey,Chippewa of the Thames First Nation Board of Education E.Karry,Children's Aid Society of London &Middlesex, B.Montminy,Madame Vanier Children's Services,M.Masters, IntegrationActionfor InclusionLondon Chapter 1.CALL TO ORDER The meeting was called to order at 7:08 p.m. in the London Room at the Education Centre. 2009 April 28...7 13.REPORTS OF COWIIWITTEES -cont'd a.REPORT OF THE SPECIAL EDUCATION ADVISORY COWIIUIITTEE -cont'd 2. CONFIRMATION OF AGENDA -The Agenda was confirmed as printed. 3.CONFLICTS OF INTEREST -There were no conflicts of interest declared. 4.REPORT OF THE MEETING FROM 2009 March 03 The report of the meeting of 2009 March 03 was approved as printed. 5.BUDGET UPDATES K.Meeson,Manager of Financial Services,provided an update on the 2009-10 Budget.She reported that the Ministry released the Grants for Student Needs (the annual funding provided by the Ministryof Education to school boards to support educational programs and services,staff and school facilities) by webcast to boards on Friday,2009 March 27.Manager Meeson advised that the 2009-2010 GSN is increasing to $19.8 billion,up almost $600 million over last year,or more than 3 percent.Funding per student in 2009-10 is projected to rise to $10,460.00,$14 more per student compared to last year. 6.BUSINESS ARISING FROM THE MEETING OF 2009 MARCH 03 SEAC Goals / Action Plan Next Steps lEP Information Night t Wilfrid Jury on 2009 April08 S.Cassell reported that 10 invitations were sent to agency partners and that there has been a good response with9 associations from SEAC attending.She and A.Morse developed a parent checklist to assist parents with what to lookfor in an lEP.This resource will be shared with SEAC next month. Superintendent S.Hughes presented the revised Communication Guide noting it was taken to Administrative Council for review with some changes being incorporated into the document.It was moved that Supt.Hughes be requested to take the Communication Guide back to Administrative Council for reconsideration of the proposed revisions. Community Forum The Community Forum is scheduled for 2009 May26 at 8:00 a.m.-10:00 a.m. at the TVDSB Education Centre in the Thames Room. This session is titled "Communicating for Success: Strategies to Support Effective Partnerships in Special Education."Invitations will be sent to agencies by the end of April withthe RSVP to Susan Piitman no later than May 19. 7.ABA FUNDS UPDATE Learning Supervisor Jeanette Johnston advised that the Board has received specialized funding that will provide assistance with the Board's Autism work.The Board is looking to hire two learning coordinators,a retired principal an educational assistant,and two ABA Specialists to participate on this specialized transition team.J.Johnston advised that eight people were interviewed for the ABA Specialist positions which will start on Tuesday,April14.The team will work with students entering school transition from IBI to ABA and provide more support to a greater number of students with ASD. 8.STEPS PROGRAM REVIEW UPDATE J.Johnston shared the results of the Steps Program (classroom and itinerant)review.The results are attached. 9.MENTAL HEALTH UPDATE Supt.Hughes advised that part of the money from the mental health budget was used to create a Suicide Awareness play that has been shown to all of Thames Valley schools.The feedback to this play from students and staff has been wonderful. 2009 April 28...8 13.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd Supt.Hughes also noted that the mindyourmind.ca website is in jeopardy of being cut. 10.SYSTEM CLASS UPDATE Supt.Hughes advised that there will not be a lot of movement of classrooms this year due to fluctuations in enrollment. As a result of an influxof students with developmental needs inthe secondary panel,two newdevelopmental secondary classes will be established-one at Montcalm SS and the other at Oakridge S.S. 11.ARC PROCESS /SYSTEM CONSOLIDATION -SPECIAL EDUCATION Supt.Hughes advised that Ross SS and Thames SS are Involved inan Accommodation Review Committee (ARC).The first public input meeting is scheduled for Monday,2009 April 27 at Thames SS at 7;00 p.m. He and J.Johnston have been asked bythe Senior Administrationto develop three and five-year projections as ARCs continue throughout the Board to determine where developmental centres and classes will be located. 12.STAFFING AND ORGANIZATION UPDATE J.Johnston reported that there were five Learning Coordinator postings advertised as a result of current Learning Coordinator term positions having expired. Twelve candidates were interviewed for the five positions.Two, new Learning Coordinators have been hlred-Darlene Giffels and Joey McDowell. Barb Aharan,Carleen Dolmage and David Pawson were rehired to Learning Coordinator positions. Trustee R.Tisdale asked when SEAC would be able to see the preliminary numbers for Special Education staffing. Supt.Hughes advised that these preliminary numbers should be available to SEAC in May. 13.STUDENT SUPPORT LEADERSHIP CONFERENCE -APRIL Supt. Hughes reported that as a follow-up to the working conference that was held inJanuary, there is a second day planned forthe Student Support Leadership Conference on April 23. R. Salazer and B.Evans are involved in this Initiative. 14.AGENCY AND INDIVIDUAL MEMBERSHIPS ON SEAC The Issue ofSEAC membership was discussed.Itwas agreed that Supt. Hughes will contact the Ministry of Education and reviewthe legislation with Boardlegalcounsel regardingmembership eligibility. A motion to extend the meeting to 9:30 p.m.was carried. Discussion around SEAC membership continuedwith consensus that the Boardshould develop a protocol in this regard. A sub committee will be struck to develop a protocol for the Committee's consideration. Tracy Grant,Janet Gritzan,Alison Morse and Joyce Bennett will serve on the committee.The Committee discussed new membership and decided that all requests will be put on hold until the protocol Is developed and approved. 15.FUTURE MEETING DATES: The following meetings were scheduled: Monday,2009 May 04 -7:00 p.m. London Room; Tuesday,2009 June 02 -11:45 a.m. lunch, 12:15 p.m. Meeting - London Room. 16.ADJOURNMENT The meeting adjourned at 9:52 p.m. RECOMMENDATIONS:none J.BENNETT. Chairperson 2009 April 28...9 13.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE BUDGET ADVISORY COMMITTEE 2009 April14 3:00 p.m. - 5:01 p.m. MEMBERS PRESENT F.Exiey (Chair) T.Grant 8.Peters ADMINISTRATION AND OTHERS T.Roberts (-4:45) R.Tisdale J.Stewart (4:34) B.Tucl^er B.Greene K.Meeson L. Elliott (4:35) K.Young (4:35) B.Hester B.Sonier S.Christie B.Strong Trustee Visitor:J.Bennett 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST -none declared 3.REPORT OF 2009 FEBRUARY 24 MEETING The report of the 2009 February 24 meeting was discussed. 4.BUDGET ISSUES Amotion to move in-camera to discuss confidential budget issues was moved and carried at 3:15 p.m.The Committee reconvened in public session at 5:00 p.m. 5.NEXT MEETING The next two meetings were scheduled for April 20,2009,from 4:00-6:00 p.m., and April 21 from 1:00-3:00 p.m. 6.ADJOURNMENT A motion to adjourn was moved and carried at 5:00 p.m. RECOMMENDATIONS:none F.EXLEY, Chairperson c.REPORT OF THE BUDGET ADVISORY COMMITTEE MEMBERS PRESENT ADMINISTRATION AND OTHERS 2009 April 20 4:00 p.m.-10:09 p.m. F.ExIey (Chair)T.Roberts T.Grant R.Tisdale S.Peters J.Stewart (5:00) B.Tucker B.Greene K.Meeson L.Elliott K.Dalton J.Johnston B.Hester S.Christie K.Young K.Bushell S.Hughes K,Young Trustee Visitors: P.Jaffe,S.Polhill (4:47), P.Sattler,G. Hart (4:45) 1.APPROVAL OF AGENDA The agenda was approved by motion. 2009 April 28...10 13.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE BUDGET ADVISORY COWIMITTEE -cont'd 2.CONFLICTS OF INTEREST -none declared 3.BUDGET ISSUE SHEETS Chair Exiey indicated that the budget Issue sheets would be prioritized for discussion.Exec. Supt.B.Greene indicated that following the meeting,the sheets will be redistributed ina Budget binder for the April 28 Board meeting. The following sheets were presented and discussed. Trustees asked questions of clarification. Student Success Exec. Supt.L.Elliott described funding for the Student Pathways to Success noting it is a restricted grant of $1.8I\/I designed with an emphasis on students who are at risk of not graduating. Anaction plan isto be submitted tothe Ministry of Education (MOE)in October as well as a report detailing the expenditures and how the money was spent.This year, $10,000 was allocated to cover promotional materials and marketing. The MOE has met with administrative representatives regarding the school-by-school results,credit accumulation and where improvements In future years can be made.Itis anticipated that funding will be similar to previous years. Exec. Supt.Elliott responded to trustees'questions.She spoke to teacher training and release time provisions.It was noted that there isan administrative committee and a system committee with community representatives.She noted thattheallocatlon of StudentSuccess teacher lines in secondary Isbeing examined.More lines have been added based on student achievement and student at risk numbers.Exec.Supt.Elliott Indicated that there is not sufficient funding for an extra teacher. It was suggested that an Information Committee of the Whole meeting be scheduled inthe fall to present the plan to the trustees. Secondary Technical Education Exec. Supt.Elliott described funds required to address stationary power equipment in secondary Technical Education classes.She advised that equipment isaging and preventive maintenance is required estimated at $200,000.Itis recommended that a long-term,strategic technology plan be developed.A committee will look at the needs of technical education. It was Indicated that business and community reps should also sit on the committee. Itwas asked if,bytakingmaintenancecosts away from schools, itisalsotaking responsibility from the schools to maintain their equipment and noted that some small schools cannot afford the costs of repair; however,schools should be prepared to cover the maintenance costs of new equipment. Itwas suggested that the long-term plan be reviewed and to provideprogram sustalnabllity. Exec. Supt.Elliott advised that Fanshawe Collegehas indicated its interest inestablishing a partnership to use their space and equipment during the day. Costs of New Schools/Additions Exec. Officer K.Bushell described a need to fund the gap between the MOE construction project funding and actual costs. Hedescribed concern over the furniture and equipment component of new projects. Hespoke aboutvariousprojectsneedingattention including technologyprograms, pursuing program equity, system improvement. Banting DC centre, French Immersion program expansions, etc. Hesought $2M in annual funding for25 years oras long as requiredto fund the Capital debt. 2009 April 28...11 13.REPORTS OF COMWIITTEES -cont'd c.REPORT OF THE BUDGET ADVISORY COMMITTEE -cont'd 3.BUDGET ISSUE SHEETS,cont'd Costs of New Schools/Additions -cont'd Exec.Supt.Dalton indicated tliere will aiways be a gap in available revenue between addressing needs and receiving the proceeds of sales.Exec. Officer Bushell raised concern over rising costs as a result ofthe stimulus project and suggested that projects move forward as soon as possible to maintain school opening timelines and to secure the best prices. It was suggested that it will still be necessary to bring a report seeking approval to go over budget or to withdraw funds from the requested accounts.She suggested that funds be available for a variety of system needs in a specific account (Multi Purpose Reserve Fund) rather than setting up several accounts.Exec.Officer Bushell indicated that the account would be a project funding source with in and out entries for pupil accommodation projects. It was questioned where the funds would come from. Exec. Officer Bushell noted that the system is evolving and there are costs associated with this development and system expectations.A concern was raised over setting aside significantfunds when services ofthe board are Injeopardy and allocating $2M for projects notyet identified. It was suggested that the Capital Plan be revisited. -TVNELP Exec. Supt.Elliott described funding for the TVNELP program to assist three-year-olds in their transition to school.She advised that, in the past,a large portion of the program has been funded by the Cityof London inthe amount of $60,000;however, it is no longer able to support the program for the 2009-10 school year.She is looking for other sources of funding and described various options to address the program needs. Mental Health Supt.Scott Hughes and Learning Supervisor J.Johnston described funding for the mental health program. Supt.Hughes Indicated that the Board provided $200,000 to provide support for a number of projects to be developed across the system.He sought continued funding of $200,000 for several projects initiatedin 2008-09 bytopping up the account fromthe carry over of $20-30,000 anticipated from the 2008-09 budget.He indicated that a mentoring program is also anticipated to train staff in behaviour management. It was suggested that monies remaining in 2008-09 be devoted to children's mental health. PD Delivery Director Tucker spoke to the professional development program noting the government is reducing the allocation for staff development by $800,000.An analysis is being conducted to ensure that PD opportunities are consistent with the system goal of improving student learning. System Athletics Exec.Supt.Elliott described a need to restructure the elementary system athletics program noting itis necessary to address busing costs,reduce award expenditures,restore user fees at the elementary level and reduce the number of programs offered.It has been determined that Stage 1 of a plan in 2008-09 could identify savings of $10,300 as well as reductions to stay within the budget in 2009-10.She distributed copies of a presentation by the Thames Valley Elementary Sports Council. 2009 April 28...12 13.REPORTS OF COWIWIITTEES -confd c.REPORT OF THE BUDGET ADVISORY COMMITTEE -cont'd 3.BUDGET ISSUE SHEETS,cont'd System Athletics -cont'd Itwas suggested that transportation and suppiy teacher costs be examined through a change in school times.Exec.Supt.Elliott indicated that this matter has been discussed. itwas requested asked that changes on the issue sheet be indicated witha (+) or (-) for clarity.The issue of costs incurred to rent schooi faciiities for athletic events wiii be investigated. Exec. Supt.K.Daitonindicatedthe Boardisabie to charge user fees forany non-mandatory programs inthe elementary panel as long as there is provision for students unable to pay. She noted that there is a charge for such optional items as travelingshirts. The Committee recessed at 6:30 p.m. and moved in camera at 7:15 p.m. to discuss confidential personal budget matters,it reconvened in public session at 10:08 p.m. 4.EMPLOYEE GROUPS COMMUNICATION Manager B.Strong spoke to the process of apprising the employee groups ifany lay-offs are anticipated. 5.OTHER BUSINESS -none 6.NEXT MEETING The next meeting was scheduled for 2009 April 21. 7.ADJOURNMENT A motion to adjourn was moved and carried at 10:09 p.m. RECOMMENDATIONS:none F.EXLEY, Chairperson d.REPORT OF THE BUDGET ADVISORY COMMITTEE 2009 April21 1:05 p.m.-2:09 p.m. MEMBERS PRESENT ADMINISTRATION AND OTHERS F.Exley (Chair) T.Grant S.Peters T.Roberts R.Tisdale B.Tucker B.Greene K.Meeson 1 APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST -none declared B.Hester S.Christie K.Young 3.REPORT OF 2009 APRIL 20 The report of the April 20 committee meeting was distributed for members'information. 2009 April 28...13 13.REPORTS OF COMMITTEES -cont'd d.REPORT OF THE BUDGET ADVISORY COMMITTEE -cont'd 4.BUDGET ISSUE SHEETS Chair Exiey questioned if members had any follow-up questions from the April 20 Committee meeting.Trustee Grant thanked the Administration for the additional information provided at the meeting.It was clarified that a template is being developed to capture costs of the school closures and openings.A report will be provided in June looking at schools that will close for 2009 September.It was asked if information will be provided regarding any \additional transportation costs resulting from students being transferred to another school.Exec.Supt.B. Greene will follow up in this regard. It was asked if there Is a breakdown of shared transportation arrangements and noted that the Consortium is developing a cost sharing for new runs. 5.2009-10 GSN'S -UPDATE Exec.Supt.B.Greene provided an update on three areas to be reduced in the GSNs which have a significant impact on the budget-PD,textbooks and classroom computers.Manager K. Meeson described the reductions funded through the Pupil Foundation Grants in the amount of $3M. Staff Development -Manager Meeson described funding received for Staff Development through the Foundation Grant,SEPPA and the Learning Opportunities Grant.She advised that professional development will be reduced in the amount of $803,000 and clarified that the Ministry of Education (MCE)is not allocating any funds in the GSNs for staff development. It was asked If services could be reduced for one year.Director Tucker advised that obligatory areas will be maintained requiring non-mandated areas to be reduced.Manager Meeson advised that there is money Inthe restricted grant process which may be applied to specific issues as identified by the MCE. It was noted that last year $2M was provided for mandated programs. Textbooks and Learning Materials -The textbook and learning materials allocation has been reduced by $1.065M of a total revenue allocation of $6M. This is an ongoing reduction which may result in $1M less in Supplies and Services to the schools.It was noted that other means of instruction through technology has reduced the need for textbooks. Exec. Supt.Greene noted that inthe past while enrolment declined, the Board maintained the level offunding which provided additional support for textbooks and learning materials. This is the first year that the reduction may negatively affect schools. It was suggested that when reductions are considered,the Committee should try to protect school-based budgets.Exec. Supt.Greene emphasized that identified areas of funding reductions from the GSNs will affect the classroom. Instructional Computers -The computer allocation has been reduced for 2009-10 by $1M on an allocation of $3M.The2010-11 Budget will similarly be reduced. Exec. Supt.Greene suggested Including the costs of a laptop or computer work station inthe Budget presentation to explainthe impact of the reduction.There has been no indication of changes to funding for special equipment need for students.The appropriateness of leasing computers rather than purchasing was discussed.The suggestion will be discussed with the IT department. 2009 April 28...14 13.REPORTS OF COMMITTEES -cont'd d.REPORT OF THE BUDGET ADVISORY COMMITTEE -cont'd 6.COMMUNICATIONS PLAN Exec. Supt.Greene described the communication plan used forthe 2008-09 Budget through the Board website noting public input was received through the website.As well,budget items were included in the biweel<ly Board Bulletin. He suggested scheduling input sessions for the public and staff. It was agreed that they would be scheduled for June 2 with staff presenting from 4:00- 6:00 p.m.and the public at 7:00 p.m. Manager K.Young described the updated web site related to the Budget which will include the Committee minutes and meeting calendar.She sought other key areas from the Committee to be posted and advised that the 2007-08 Budget has been added to the site. Exec. Supt.Greene confirmed that the grant reductions will also be posted to the web.It was suggested that the MOB B2 memo highlighting the grant information,the MOE link and the GSN power point presentation also be posted for the public's information. An ad will be placed in the local newspapers inviting public input and a news release will be prepared in this regard. It was requested that the list of multi-year issues under consideration be posted and that an update on development of the website be presented at an upcoming Board meeting.It was agreed that a presentation will be made at the May 12 Board meeting. It was asked if the preliminary budget will be built with the issue sheets included.It was confirmed that the budget status will be indicated as well as the impact resulting from implementation of the issues,if approved.It was requested that the impact on declining enrolment and the resulting reduction in staff be explained and that an update on staffing be provided to trustees early in the Budget process. 7. OTHER BUSINESS-none 8.NEXT MEETING The next meeting was scheduled for Monday, May 11, at 1:00 p.m. 9.ADJOURNMENT A motion to adjourn was moved and carried at 2:09 p.m. RECOMMENDATIONS:none e.REPORT OF THE AUDIT COMMITTEE MEMBERS T.Grant R.Tisdale S.Peters R.Robertson R.Tisdale (Chair) Absent:T.VanPinxteren Trustee Visitor: F.Exiey 1.APPROVAL OF THE AGENDA The agenda was approved by motion. F.EXLEY, Chairperson 2009 April 21 3:00 p.m.-4:25 p.m. ADMINISTRATION AND OTHERS B.Greene K.Meeson D.Gurnham S.Lentz S.Christie S.Young 2009 April 28...15 13.REPORTS OF COWin/llTTEES -cont'd e.REPORT OF THE AUDIT COWIMITTEE -conrd 2.CONFLICTS OF INTEREST -none declared 3.DELOITTE MANAGEMENT LETTER OF 2008 AUGUST 31 S. Lentz,Deloitte,described the management letterof2008 August 31 notingno material areas of weakness were identified and issues were addressed bythe Administration.Anoverviewof the letteris attached tothe report.Administration responded toCommittee members'questions. Itwas requested that the issue of inconsistent and inadequate procedures for performing user access reviews be brought back to the Committee in the fall. 4.MONTH END REPORT -2009 MARCH 31 Manager K.Meeson presented the March31 month-end report.She noted that special attention is given to salary and benefits noting that the casual accounts continue to be a concern.It was asked ifa school account could be reduced bya charge.Manager Meeson explainedthat forthe next meeting,an example will be provided as rollup accounts are included for all schools. 5.2008-09 AUDIT PLAN The 2008-09 AuditPlan was presented byAuditors D.Gurnham and S. Lentzof Deloitte.They discussed the scope ofthe auditwork,responsibilityforthe conducting the auditand the general approach.Mr.Gumham sought any inputfrom the Committee before initiating the field work. He advised that the auditor is responsible for maintaining compliance with the PublicSector Accounting Standards inconducting the audit,expressing an opinion as towhether the financial statements present fairly inallmaterial respects and obtaininga sufficientunderstanding ofthe internal control structure to plan the audit approach. The Board is responsible for providing oversight over the financial reporting process,the audit activities, and risk management and control. He described areas that will be observed and reported on. Mr.Gurnham described controlreliance In the audit by reviewing the accounting systems and processes which entails obtaining an understanding of and documenting the internal control environment for each significant business cycle. S. Lentzdescribed materiality,the magnitude of an omission or misstatement of accounting information that makes it probable that the judgement of a reasonable person relying on the Information wouldhave been influencedora decision changed bythe omission or misstatement. She noted that a factor of 2 percent of budgeted expenditures will be used.Ms Lentz advised that materiality for the 2009 Audit is $13,732,000. Any required adjustments as well as unadjusted amounts exceeding $686,000 (5% of audit materiality)will be reported to the Committee. Ms.Lentzreviewed areas ofaudit risksorfocus to ensure thata consistent methodologyis used. Consolidationofschool generated funds,salaries and benefit expenses,accounts payable and accrued liabilities,and tangible capita!assets (land and building,computer software,hardware, vehicles,etc.)will be addressed.Depreciation will also be reviewed.She described Fraud Risk factors to prevent and detect fraud looking at management's role and the Audit Committee's responsibilities. The following motion was moved and carried: That the 2009 Audit Plan be approved. 2009 April 28...16 13.REPORTS OF COMMITTEES -cont'd e.REPORT OF THE AUDIT COMMITTEE -cont'd 6. OTHER BUSINESS a.Board Audit Committees It was noted that OPSBA is planning information sessions on the establishment of board Audit Committees.More information will follow. b.Update on Implementation of Tangible Capital Asset Reporting The MOE memo S67 was distributed related to tangible capital asset reporting outlining the reporting requirements of school boards. 7.DATE AND TIME OF NEXT MEETING The next meeting was scheduled for 2009 May 19 at 3:00 p.m. 8.ADJOURNMENT The meeting adjourned at 4:25 p.m. by motion. RECOMMENDATION: That the 2009 Audit Plan be approved. R.TISDALE, Chairperson The recommendation was adopted on motion of R.Tisdale,seconded by S.Peters .f f.REPORT OF THE CHAIRS'COMMITTEE 2009 April 21 10:00 p.m.10:45 p.m. MEMBERS ADMINISTRATION AND OTHERS J.Stewart (Chair) P.Sattler B.Tucker S.Christie T.Grant J.Bennett (alternate) T.Roberts 1.APPROVAL OF THE AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST -none declared 3.AGENDA REVIEW The agendas for the In-camera and public Board Meetings of 2009 April28 were discussed and approved. 4.CORRESPONDENCE -none 5. COMMUNITYUSE OF SCHOOLS UPDATE -deferred to next meeting 6.OPSBA -VOTING DELEGATES/BOARD OF DIRECTORS In preparation for the Annual General Meeting on June 11-14,OPSBA has requested the names x -n of the two trustees who hold the positions ofvoting delegate and alternate delegate forthe annual general meeting and regional council meetings as well as the names of the two trustees who have been appointed by the Board as directors and alternate directors to serve on the OPSBA Board of Directors for the 2009 June -2010 June term. V. 2009 April 28...17 13.REPORTS OF COMMITTEES -cont'd f.REPORT OF THE CHAIRS'COMMITTEE -cont'd 6.OPSBA -VOTING DELEGATES/BOARD OF DIRECTORS -cont'd The following motion was moved and carried: That Trustee Graham Hart be appointed the voting delegate and Trustee Peggy Sattlerthe alternate voting delegate for the OPSBA annual general meeting on 2009 June 11-14. 7.BUDGET ISSUE SHEETS Director Tucker reviewed the process of bringing budget issue sheets to the April 28 Board meeting. 8.FOCUS GROUPS Trustee Grant raised concern over the practice of holding focus groups.It was noted that in- service sessions are appropriate when trustee training is involved. It was suggested that the matter be considered by the Bylaw Review Committee.The following motion was moved and carried: That the issue of holding trustee focus groups be referred to the Bylaw Review Committee for consideration. 9.DEPARTMENTAL UPDATES Director Tucker indicated that the April departmental update will focus on Community Use of Facilities and the May update on Declining Enrolment.Committee members raised concern over information being forwarded to the trustees that was previously included In the updates. 10.OTHER BUSINESS a.Community Information Director Tucker advised that plans are underway to provide links on the Board's website to enable the community to receive up-to-date information. b.Director's Review The issue of areas to be highlighted in the upcoming Director's performance review was discussed.It was suggested that a Governance Committee be established to manage the process of the Director's performance appraisal,job descriptions,bylaw review,etc.It was further suggested that the committee be established in the fall when the Board committees are established.For this year,the Chairs'Committee will coordinate the Director's performance review with trustees. c.School Openings and Closure Ceremonies It was agreed that trustees may be asked to serve as designates for Chair Stewart at the upcoming school opening and closing ceremonies should he be unable to attend. 11.DATE AND TIME OF NEXT MEETING Future meetings were scheduled for 9:00 a.m.on: May 6,20; Junes,17. 12.ADJOURNMENT The meeting adjourned at 10:45 p.m. by motion. 2009 April 28...18 13.REPORTS OF COMMITTEES -cont'd f.REPORT OF THE CHAIRS'COMMITTEE -cont'd RECOMMENDATIONS: 1.That Trustee Graham Hart be appointed the voting delegate and Trustee Peggy Battler the alternate voting delegate for the OPSBA annual general meeting on 2009 June 11-14. 2.That the issue of holding trustee focus groups be referred to the Bylaw Reviews Committee for consideration. J.STEWART Chairperson The recommendations were adopted on motionof R.Tisdale,seconded byF.Exley.Trustees Hart and Bennett were absent for the vote. g.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA 2009 April 21 MEMBERS PRESENT ADMINISTRATION AND OTHERS T.Roberts (Chair) J.Bennett F. Exley T.Grant G.Hart S.Peters 8.Polhill P.Sattler J.Stewart R.Tisdale B.Tucker M.Sereda C.Bourbonnals-MacDonald K.Bushel! Regrets:S. Doub, P. Jaffe, J. Rowe,L.Varghese Absent:M.Hendrick The Committee met in camera from 5:15 p.m. to 6:30 p.m. 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST -No conflicts of interest were declared. 3.Confidential negotiation matters were discussed. 4.RISE AND REPORT A motion to rise and report was moved and carried at 6:30 p.m. RECOMMENDATIONS:none T.ROBERTS Chairperson L.Griffith-Jones M. Moynihan P.Tufts S.Christie 2009 April 28...19 13.REPORTS OF COMMITTEES -cont'd h.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA 2009 April 28 14. MEMBERS PRESENT T.Roberts (Chair) J.Bennett F.Exiey T.Grant G.Hart P.Jaffe 8.Peters S. Polhill (5:50) P.Battler J.Stewart R.Tisdale Regrets:S.Doub Absent:M.Hendrick Student Trustees excused ADMINISTRATION AND OTHERS B.Tucker (via teleconference) L Elliott B.Greene M.Sereda L.Griffith-Jones K.Bushell S.Christie K.Young K.Meeson R.Hoffman P.Martin The Committee met in camera from 5:00 -6:43 p.m. 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST -No conflicts of interest were declared. 3.Confidential negotiation matters were discussed. 4.RISE AND REPORT A motion to rise and report was moved and carried at 6:43 p.m. RECOMMENDATIONS:none COMMUNICATIONS T.ROBERTS, Chairperson CHAIRS'SUMMARY REPORT Chair Stewart advised that he attended the OSSTF McTavish Award ceremony on 2009 April23 and expressed appreciation to Mary LouAnderson and the Federation fororganizingthisexcellent event. ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION -UPDATE Trustee Sattler providedan update on the OPSBA Board of Directors' meeting held 2009 April 24 and 25.She highlighted the following: -Chlldrens'Mental Health Ontario presentation; OPSBA's role Inthe progressive document of inclusiveeducation strategies available on-line at www.opsba.orQ: -OPSBA Technology Report; - A listof prioritiesgoing forward to Annual General Meeting&Program (AGM)to be finalized for next year; release of the School Board Governance Report; Information on conflict of interest issues identified as a topic requiring full and careful professionaldevelopmentto ensure Trustees understand obligations/implications if conflict of interest is violated; - Accessibilityfor Ontarians Disability Act customer service standards requiring compliance by 2010 January by all boards with plans In place to deal withthis issue; EducationpartnershiptablemeetingwithMInisterandEducationpartners (e.g.School Council); 2009 April 28...20 14.COMMUNICATIONS -cont'd OPSBA's letter to the Minister of Education expressing concerns about the School Finder website and requesting the Ministryrethink this matter; - Media violence coalition recognized the work of Ray Hughes and Dr.Peter Jaffe. Trustee Hart noted that six topics/issues discussed at the Western Regional Council meeting are going forward to the AGM on 2009 June 11-14. c.SAFE GRAD CELEBEUTION COMMITTEE A letter was received from Joyce Castanza,Co-Chair of the Safe Grad Celebration Committee,to trustees thanking the TVDSB for the use of the Education Centre for its yearly SafeGrad workshop. Chairperson Stewart advised that he has responded to Ms.Castanza's letter. d.SEAC APPOINTMENT -CHILDREN'S AID SOCIETY A letter was received from Elizabeth Karry,Program Manager,Children's Aid Society,nominating Sandra Fox as the Society's representative on the Board's Special Education Advisory Committee. The following motion was moved by R.Tisdale,seconded by F.Exiey and carried: And resolved that Sandra Fox be appointed the representative for the Children's Aid Society on the Board's Special Education Advisory Committee. e.ENERGY FUNDING AGREEMENT Exec.Supt.Greene referred to Ministryof Education Memorandum 2009:B5 from Nancy Naylor, Assistant Deputy Minister,regarding Energy Efficient Schools Funding. Exec. Officer Bushell advised that the new $550M funding is intended to create environmentally friendly learning spaces,reduce energy use,and greenhouse gas emissions.The initiativeIs also intended to support school boards in spending the investment in the next two years to provide stimulus to local economies in Ontario. Mr.Bushell indicated that the Energy Efficient Schools funding Isdivided intofour components that address a range of actions that boards can take to reduce their energy use.The categories are: Investments in Operational Efficiency -Operating:Investment In Operational Efficiency -Small Equipment; Renewal of Major Building Components and Renovations and Retrofits of Existing Schools.It was noted that the amount of $150M has not been allocated as yet and an announcement is to be released shortly from the Ministry. Mr.Bushell advised that the Board is well able to take advantage of these funding efficiencies by being ina good position to audit and implement this new initiative.Trustees requested that Ministry Memorandum 2009:B5 be sent to them electronically. 16.NOTICE OF MOTION -none 17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 18.ADDITIONAL ITEMS -none 19.QUESTIONS/COMMENTS BY MEMBERS Trustee Polhill reminded trustees ofthe Home and School Association event to be held on 2009 May 11. 2009 April 28...21 20.ADJOURNMENT The meeting adjourned at 9:03 p.m.on motion ofS.Polhill,seconded by T.Roberts. CONFIRMED: Chairperson 2009 April 28...22 SUMMARY OF APPROVED RECOMMENDATIONS OF 2009 APRIL 28 That the 2009 Audit Plan be approved. That Trustee Graham Hart be appointed the voting delegate and Trustee Peggy Sattler the alternate voting delegate for the OPSBA annual general meeting on 2009 June 11-14. That the issue of holding trustee focus groups be referred to the Bylaw Review Committee for consideration. And resolved that Sandra Fox be appointed the representative for the Children's Aid Society on the Board's Special Education Advisory Committee.