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2/10/2009 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING.PUBLIC SESSION 2009 FEBRUARY 10,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA V-verbal M -material 1.CALL TO ORDER V 2.O CANADA V 3.SPECIAL MUSICAL PRESENTATION -Northdale Public School Junior Choir,V (London) 4.APPROVAL OF AGENDA M 5.OFFICIAL RECORD M 6.RECOGNITIONS 7.CONFLICTS OF INTEREST V 8.CHAIR'S ANNOUNCEMENTS V 9.DIRECTOR'S ANNOUNCEMENTS V 10.PRESENTATIONS -none 11.MINUTES OF THE 2009 JANUARY 27 REGULAR BOARD MEETING,AND MINUTES M OF THE 2009 FEBRUARY 03 SPECIAL BOARD MEETING a.Confirmation of Minutes b.Business Arising from the Minutes 12.STUDENT TRUSTEES'UPDATE V 13.REPORTS FROM THE ADMINISTRATION -none 14.REPORTS OF COMMITTEES a.Policy Working Committee,2009 January 27 M b.Chairs'Committee,2009 February 04 M 15.COMMUNICATIONS a.Ontario Public School Boards'Association -Update V 16.NOTICE OF MOTION 17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 18.ADDITIONAL ITEMS 19.QUESTIONS/COMMENTS BY MEMBERS 20.ADJOURNMENT THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING,PUBLIC SESSION 2009 FEBRUARY 10 The Board met in regular session on 2009 February 10 in the Board Room at the Education Centre,meeting in public session at 7:00 p.m. to 8:52 p.m.The following were in attendance: TRUSTEES J.Bennett S.Doub F.Exiey T.Grant G.Hart Regrets:S.Polhill,T.Roberts Absent:M.Hendrick ADMINISTRATION AND OTHERS P.Jaffe 8.Peters J.Rowe P.Sattler J.Stewart (Chair) R.Tisdale L.Varghese B.Tucker L.Griffith-Jones P.Tufts L.Elliott S.Hughes K.Bushell B.Greene C.Murphy S.Christie M.Sereda V.Nielsen R.Hoffman K.Wilkinson B.Sonier W.Scott C.Bourbonnais-MacDonald J.Thorpe 1.CALL TO ORDER. Board Chairperson Stewart 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 Northdale Public School Junior Choir, (London) and Conductor Debra LeGrow for leading In the singing of C Canada and performing three musical selections. 4.APPROVAL OF AGENDA The agenda was amended to add the Committee of the Whole In Camera Report as item 20 and approved on motion of P.Jaffe,seconded by T.Grant. 5.OFFICIAL RECORD S.Christie,Supervisor,Corporate Services,read the following official record into the minutes: We regret to record the death of David Muma,a 18-year-oId student at Strathroy District Collegiate Institute,Strathroy,on 2009 January 31;and,Lyn Garner,a teacher at Masonville Public School,London,on 2009 February 06. 6.RECOGNITIONS -none 7.CONFLICTS OF INTEREST -No conflicts of Interest were declared. 8.CHAIR'S ANNOUNCEMENTS -none 2009 February 10...2 9.DIRECTOR'S ANNOUNCEMENTS Director Tucker extended appreciation to Acting Supt.Catherine Murphy for stepping in during Superintendent Moynihan's absence. Director Tucker asked that ExecutFve Officer K.Bushell comment on the recent partnership between the Town of Tillsonburg and the TVDSB.Mr.Bushell advised that he attended a meeting of the Glendale High School Design Committee on 2009 February 09.He explained that the Tillsonburg community has offered to raise the funding for half ofa new double gymnasium to accommodate the increase in student population. The Tillsonburg Town Council has committed to providing the funds for the gymnasium until the community can raise the necessary amount.He explained the need for an additional gymnasium that will provide regulation size courts for sport activities (e.g.basketball).Under the Community Use of Schools Facilities,this partnership will allow for increased community use of this state-of-the-art gymnasium for recreational programs in the future.Trustee Hart reported positively on his support for the partnership for the proposed program with the Town of Tillsonburg citing it as a win/win scenario that will enhance students'daily physical education as well as accommodate community recreational groups in the future.Mr.Bushell emphasized that this partnership will mean no additional cost to the Board. Exec.Supt.Sereda advised that Education Minister K.Wynne issued a new and final$700M funding proposal to the Elementary Teachers'Federation of Ontario (ETFO)and the Ontario Public ScRool Boards'Association (OPSBA).The proposal Is a final attempt to get both parties to agree to a new four-year provincial framework that is in the best Interests of students and teachers.He noted that the offer contains fair salary increases,more preparation time,smaller class sizes,more grade 7 and 8 teachers,more time to prepare report cards,improved working conditions for occasional teachers and guaranteed enhancements to benefits.ETFO and OPSBA have until 4:00 p.m. on Thursday, February 12 to accept this proposal. 10.PRESENTATIONS -none 11.MINUTES OF THE 2009 JANUARY 27 REGULAR BOARD MEETING AND 2009 FEBRUARY 03 SPECIAL BOARD MEETING a.CONFIRMATION OF MINUTES The minutes of the Regular Board Meeting,2009 January 27, item 13.a.6. of the Audit Committee report were amended to replace the word "overages"with "needs".The minutes,as amended,were adopted on motion ofT. Grant,seconded byP.Jaffe.The minutes ofthe Special Board Meeting, 2009 February 03,were adopted on motion of T. Grant,seconded by P. Jaffe. b.BUSINESS ARISING FROM MINUTES Trustee Grant asked if there will be any action coming out of the TVDSB Enrolment versus Capacity Summary (item 12.f.).Acting Exec.Supt.Wilkinson Indicated that the Accommodation Review Committee (ARC)for the Woodstock area will be looking at a solution for Tollgate Central French Immersion Public School as the Administration works through the process.She noted that Senior Administration is aware that theTollgate Central Fl P.S.accommodation issue needs to be addressed as soon as possible. 12.STUDENT TRUSTEES'UPDATE Student Trustee L.Varghese advised that the Student Trustee elections will be held on 2009 April30 at the Education Centre.One week prior to the elections,a Candidates Debate is to be held where student candidates from every school are given a topic to debate in front of their peers.The event is to be recorded and played back on the day of the election.Applications for nominees have been sent to all secondary principals and student council staff advisors.The deadline for the application Is 2009 March 27. StudentTrustees Varghese and Rowe have begun visiting schools again.A Student Advisory Council (SAC)representative will be presenting the material discussed at the SAC meeting at the Board's public Input session related to the proposal to discontinue the sale of bottled water in schools and facilities. 2009 February 10...3 13.REPORTS FROM THE ADMINISTRATION -none 14.REPORTS OF COMMITTEES a.REPORT OF THE POLICY WORKING COMMITTEE 2009 January 27 3:07 p.m.-4:30 p.m. MEMBERS ADMINISTRATION AND OTHERS T. Grant (Chair)S. Doub B.Tucker S. Christie J.Bennett R.Tisdale Regrets:P.Jaffe Trustee Visitors:T.Roberts,S.Peters (4:00) 1.APPROVAL OF AGENDA -The agenda was approved by motion. 2.CONFLICTS OF INTEREST-none declared 3.COMMITTEE REPORT OF 2008 NOVEMBER 25 AND TRACKING SHEET- The report of the 2008 November 25 meeting and tracl<ing sheet were provided for information.The status of the independent procedures related to Promotional Practices for Learning Supervisors will be tracked and a report brought to the next meeting. 4.INTRODUCTION OF DRAFT POLICY/PROCEDURE -none 5.CONSIDERATION OF POLICY/PROCEDURE FOLLOWING PUBLIC INPUT -none 6.DRAFT POLICY/PROCEDURE REQUIRING FURTHER CONSIDERATION -none 7.SUGGESTED POLICY/PROCEDURE REVISIONS a.Progressive Discipline of Employees Procedure On behalf of Exec.Supt.M.Sereda,Director Tucker described changes to the Progressive Discipline of Employees procedure on recommendation of the Board's solicitor,P.Thorup.Director Tucker indicated that a recent Supreme Court of Canada decision has determined that employees covered bya collective agreement that includes a grievance/arbitration process need not have the opportunity to appear before their employer to present their position regarding termination.He advised that,as a result, teaching staff have been removed from the procedure under Section 6.2. Concern was raised that trustees would no longer have the opportunity to consider the termination of teachers.It was noted that under the Education Act,the Board is responsible for hiring through the Administration but is silent on termination.It was requested that the Director refer the revisions back to the Senior Administration for further consideration.Director Tucker will also identify Ifthere are other boards that have moved to a similar approach. The following motion was moved and carried: That revisions to the procedure on Progressive Discipline of Employees be referred back to the Senior Administration for further consideration,that an indication of other boards that have moved to a similar approach be brought to the next meeting for information as well as clarification of any legislated provisions for terminating employees. b. Employee Accident/Incident Independent Procedure - deferred to next meeting 2009 February 10...4 14.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE POLICY WORKING COMMITTEE -cont'd 8.SUGGESTED POLICY/PROCEDURE REVISIONS -cont'd c.Promotional Practices:Selection Procedures and Appointments of Principals and Vice- Principals Supt. Supt.L.Griffith-Jones joined the meeting to discuss revisions to the Promotional Practices:Selection Procedures and Appointments of Principals and Vice-Principals independent procedure.She advised that the documents have been amended to align the Board's promotional practices vi/lth system needs as reflected in Section 2.0. Supt.Griffith-Jones led the Committee through the proposed changes and time lines for selection.She noted that candidates must be qualified for the position priorto placement which will reduce the number of acting positions.They must also be willingto participate in the EQ-360 feedback survey tool. Supt.Griffith-Jones responded to Committee members'questions.Questioned if a mentor would be able to sit in on the interview to provide immediate feedback.Supt. Griffith-Jones indicated that this could be considered.She noted that she meets with all candidates to provide feedback whether they were successful or unsuccessful intheir appointment.The external process will remain unchanged for the present time with the addition of the EQ-360 survey. Supt.Griffith-Jones indicated that the process has been vetted through the Executive Council,Administrative Council,representatives from OPC,ETFO and OSSTF.All groups have provided input and are supportive of the revisions. The following motion was moved: That the independent procedure "Promotional Practices:Selection Procedures and Appointments of Principals and Vice-Principals"not be posted to the Board's website in view of the Input received from the stakeholder groups and that it be forwarded to the Board for information at the 2009 February 10 Board meeting. The Committee considered seeking public input for 30 days and bringing the document to the Board for Information at the February 24 Board meeting.The original motion was subsequently withdrawn. The following recommendation was moved and carried: That the Independent procedure "Promotional Practices:Selection Procedures and Appointments of Principals and Vice-Principals"be posted to the Board's website for three weeks to seek public Input. 8.OTHER BUSINESS a.Transportation Issues Concerns raised at the Chairs'Committee over transportation issues related to walking distances,pick-up points,the appeal process,communication,eligibility,etc.were discussed.Trustee Bennett Indicated that a process Is necessary to discuss flexibility and how the policy Is affecting parents and students. Director Tucker suggested that it is necessary to look at the Board's philosophy of providing transportation and the unique situations inwhich families find themselves.He suggested that a tnjstee caucus be scheduled to examine the matter as well as the financial aspects changes could make.Trustee Tisdale asked that implications related to the consortium and the possibility of Issuing urban bus passes be Included infuture discussions.It was agreed to ask the Chairs'Committee to schedule a trustee caucus as soon as possible in this regard. 2009 February 10...5 14.REPORTS OF COM MITTEES -cont'd a.REPORT OF THE POLICY WORKING COMMITTEE -cont'd 8.OTHER BUSINESS -cont'd b. PupilAccommodation and Facility Organization IP Trustee Tisdale questioned two accommodation documents that are posted to the website and their status. Update:It has been determined that the School Accommodation and Facility Organization policy and procedure shouldhavebeenrepealed following the development of the Pupil Accommodation and Facility Organization independent procedure, drafted in accordance with Ministry of Education direction. The original documents will be brought to the next meeting for approval to repeal. 9.DATE AND TIME OF NEXT MEETING The next meeting is scheduled for Tuesday,February 24, at 3:00 p.m. 10.ADJOURNMENT -The meeting adjourned at 4:30 p.m. by motion. RECOMMENDATIONS:None T.GRANT, Chairperson b.REPORT OF THE CHAIRS'COMMITTEE 2009 February 04 9:45 a.m.-10:45 a.m. MEMBERS ADMINISTRATION AND OTHERS j.Stewart (Chair) T. Roberts (via teleconference)B.Tucker S. Christie T.Grant Regrets:P.Sattler 1.APPROVAL OF AGENDA Items 11.a-e were added to the agenda.The agenda as amended was approved by motion. 2.CONFLICTS OF INTEREST -none declared 3.REVIEW OF 2009 FEBRUARY 10 BOARD AGENDA The agendas for the in-camera and public Board meetings of 2009 February 10 were discussed and updated.The in-camera meeting was cancelled for lack of items. Should issues arise,the Board meeting will recess to consider the items and reconvene to report out. 4.CORRESPONDENCE -none 5.TRUSTEE CAUCUS OF 2009 FEBRUARY 17 Itwas agreed to holdthe February17trustee caucus to reviewthe Trustee and Director job descriptions at 5:00 p.m.in the Trustee Conference Room. ChairStewart will also speak with trustees regarding the Board's governance policy. 6.TRUSTEE CAUCUS RE TRANSPORTATION Transportation issues will be discussed at the Trustee caucus of February 17. 2009 February 10...6 14.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE CHAIRS'COMMITTEE -cont'd 7.PUBLIC INPUT NOTIFICATION The issue of public notification of input being sought was addressed.It was noted that Public Affairs is developing an extended email distribution list.A process has been established to ensure that Board stakeholder groups are aware of input being sought.A recent example was provided.Director Tucker also described an anticipated log-on process for the public. He will provide more information as it is available. 8.CHAIRS'IN-CAMERA REPORTS Trustee Grant sought a process to advise trustees of issues discussed at Chairs'Committee in-camera sessions.It was agreed that the Board Chair will speak to such issues during Board in-camera Committee of the Whole meetings. 9.NORWICH AREA ARC-JK-10 MODEL Trustee Roberts reported on an email received related to discussions by Oxford region representatives at the January 20 CPAC in which the issue of a potential JK-10 model was discussed for the Norwich area. 10.REQUEST TO PRESENT A student request to present to the Board to raise awareness of an independent project was considered.It was agreed to suspend a decision at this time.The following motion was moved and carried: That issues related to unsolicited public presentations be referred to the Bylaw Review Committee for consideration. 11.OTHER BUSINESS a.Trustee Conference Room Photocopier Trustee Grant requested that a photocopier be available in the Trustee Conference Room. b. MOE Expenditure Memo A recent Ministry of Education memo regarding provincial board expenditures was discussed.The timing of the memo considering current four-year salary increases provided by the MOE was noted.The matter will be considered by the Budget Advisory Committee. c. High Speed Technology Trustee Grant reported on the-effectiveness of the Rogers rocket stick for high speed internet with capabilities for her laptop.She noted that IT is looking at the possibility of transmitting through the Board blackberries. d.Board Room Seating A trustee concern over Board Room seating was discussed.It was agreed that trustee concerns should be referred to the Board Chair. e.In-camera -Personal item The committee moved in camera at 10:34 to discuss a personal issue.It reconvened in public session at 10:42 a.m. 2009 February 10...7 14.REPORTS OF COM MITTEES -cont'd b.REPORT OF THE CHAIRS'COMMITTEE -cont'd 12.DATE AND TIME OF NEXT MEETING. Future meetings were scheduled at 9:00 a.m. on: February 18 March 4.11 (1:00-3:00) April 8, 22 May 6, 20 June 3,17. 13.ADJOURNMENT The meeting adjourned at 10:45 a.m. by motion. RECOMMENDATION: That issues related to unsolicited public presentations be referred to the Bylaw Review Committee for consideration. J.STEWART, Chairperson The rationale for the referral of unsolicited public presentations to the BylawReview Committee was explained. Acting Exec.Supt.Wilkinson provided clarification regardingthe Norwich Area Accommodation ReviewCommittee (ARC)as itrelated toa Junior Kindergartento Grade 10 model (JK-10)noting that discussions will occur for this and other options within the ARC process.Trustee Hart emphasized that the communitywants to make sure that this issue ison the agenda and that the pros and cons are discussed at a publicmeeting. Exec. Supt. Wilkinsonconfirmed that ithas been past practice to lookat alternate school models duringthe ARC process. The recommendation was adopted on motion of T.Grant,seconded by R.Tisdale. 15.COMMUNICATIONS a.ONTARIO PUBLIC SCHOOL BOARDS*ASSOCIATION -UPDATE Trustee Hart advised that the next OPSBA Board of Directors'meeting is scheduled for 2009 February27 and 28. The agenda will soon be availableand trustees were encouraged toprovide input/comments regarding the topics under discussion. Trustee Grant referred to the recent OPSBA Western Regional Council meeting and requested that trustees provide Input into the Governance model. 16.NOTICE OF MOTION -none 17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 18.ADDITIONAL ITEMS -none 19.QUESTIONS/COMMENTS BY MEMBERS -none 2009 February 10...8 The public session recessed at 7:47 p.m.and moved into Committee of the Whole In Camera at 7:55 p.m. It reconvened in public session at 8:50 p.m. 20.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA 2009 February 10 21. MEMBERS PRESENT J.Stewart (Acting Chair) J.Bennett 8.Doub F.Exiey T.Grant G.Hart P.Jaffe S.Peters J.Rowe P.Battler R.Tisdale L.Varghese Regrets;S.Polhill, T.Roberts Absent:M.Hendrick ADMINISTRATION AND OTHERS B.Tucker L.Elliott B.Greene M.Sereda K.Wilkinson C.Bourbonnals- MacOonald L.Griffith-Jones S.Hughes V.Nielsen B.Bonier J.Thorpe P.Tufts S.Christie K.Bushell R.Hoffman The Committee met in camera from 7:55 p.m.to 8:50 p.m. 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST -No conflicts of Interest were declared. 3.Confidential property,negotiations and personal matters were discussed. 4.RISE AND REPORT A motion to rise and report was moved and carried at 8:50 p.m. RECOMMENDATION: That the Board proceed to list the property at 400 Sunset Drive,St.Thomas,for sale or lease. J.STEWART. Acting Chairperson ADJOURNMENT The meeting adjourned at 8:52 p.m. on motion of S.Peters,seconded by F.ExIey. CONFIRMED airperson 2009 February 10...9 SUMMARY OF APPROVED RECOMMENDATIONS OF 2008 FEBRUARY 10 That issues related to unsolicited public presentations be referred to the Bylaw Review Committee for consideration. That the Board proceed to listthe property at 400 Sunset Drive, St.Thomas,for sale or lease.