1/27/2009 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR BOARD MEETING,PUBLIC SESSION
2009 JANUARY 27,7:00 P.M.
BOARD ROOM,EDUCATION CENTRE
AGENDA
V-verbal
M -material
1.CALL TO ORDER V
2.O CANADA V
3.SPECIAL MUSICAL PRESENTATION -Thamesford P.S.Junior/Intermediate
Choir (Thamesford)V
4.APPROVAL OF AGENDA M
5.OFFICIAL RECORD
6.RECOGNITIONS
a.United Way Presentation V
7.CONFLICTS OF INTEREST V
r 8.CHAIR'S ANNOUNCEMENTS V
9.DIRECTOR'S ANNOUNCEMENTS V
10.MINUTES OF THE 2009 JANUARY 13 REGULAR BOARD MEETING
a.Confirmation of Minutes M
b.Business Arising from the Minutes
11.STUDENT TRUSTEES'UPDATE V
12.REPORTS FROM THE ADMINISTRATION
a.Director's Annual Report •Update M
b.Transfer from Multi-purpose Reserve M
c.Safety of Secondary Technology Classrooms M
d.Monthly Financial Reporting M
e.Approval of Naming of School Committees (to be faxed on Monday)M
f.Thames Valley District School Board Enrolment Versus Capacity Summary M
g-Departmental Updates M
13.REPORTS OF COMMITTEES
a.Audit Committee,2009 January 20 M
b.Capital Planning Advisory Committee Report,2009 January 20 M
c.Chairs'Committee,2009 January 21 M
d.Committee of the Whole,In Camera,2009 January 27 V
14.COMMUNICATIONS
a.Chair's Summary Update V
b.Ontario Public School Boards'Association -Update V
15.NOTICE OF MOTION
16.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none
17.ADDITIONAL ITEMS
18.QUESTIONS/COMMENTS BY MEMBERS
19.ADJOURNMENT
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING,PUBLIC SESSION
2009 JANUARY 27
The Board met inregular session on 2009 January 27 inthe Board Room at the Education Centre, meeting
in public session at 7:05 p.m. to 9:07 p.m. The following were in attendance:
TRUSTEES
J.Bennett
S.Doub
T.Grant
M.Hendrick
Regrets:J.Stewart,F.Exley,G. Hart,
L.Varghese
P.Jaffe
S.Peters
S.Polhill
T.Roberts (Chair)
ADMINISTRATION AND OTHERS
B.Tucker C.Murphy
L.Elliott V.Nielsen
B.Greene M.E.Smith
K.Wilkinson J.Thorpe
C.Bourbonnais-MacDonald P.Tufts
L.Griffith-Jones K.Bushell
J.Rowe
P.Sattler
R.Tisdale
S.Christie
K.Meeson
K.Young
W.Scott
1.CALL TO ORDER.
Board Vice-Chairperson T.Roberts called the meeting to order at 7:06 p.m.
2./3.O CANADA AND MUSICAL PRESENTATION
The appreciation of the Board was extended to the Thamesford PublicSchool Junior/Intermediate
Choir (Thamesford),Conductors Carrie Edgar and Julie DeVree and Accompanist Heather Ivins for
leading in the singing of O'Canada and performing two musical selections.
4.APPROVAL OF AGENDA
The agenda was approved on motion of S. Polhill,seconded by S. Doub.
5.OFFICIAL RECORD
S.Christie,Supervisor,Corporate Services,read the following official record into the minutes:
We regret to record the death of Jared Meinen,a 17-year-old student at Sir Frederick Banting
Secondary School,London,on 2009 January 21.
6.RECOGNITIONS
a.UNITED WAY PRESENTATION
J.Rake,Public Affairs and Community Relations;R.Salazer,Program Services;and Lorraine Brown,
Chippewa P.S.,intheir capacity as Co-Chairs of the Board's 2008 United Way campaign welcomed
and introduced members of the campaign committees representing Elgin,London-Middlesex and
Oxford.Mr.Rake and Ms.Brown presented certificates of recognition to eight key contributors inthis
year's campaign which included staff members and student organizers as selected bythe UnitedWay
organizers.
It was announced that the students and staff of TVDSB raised a record setting donation to United
Way of $310 174 surpassing the 2008 goal of $310 000. The total was unveiled in a special
presentation that included a video honouring some ofthe top contributors ofthe 2008 campaign who
participated ina widevariety ofactivities and events.The funds are divided between the three United
Way organizations based on where the money was earned across the system.
2009 January 27...2
6.RECOGNITIONS -UNITED WAY PRESENTATION -cont'd
Kelly Gilson, Executive Directorof United Way - Oxford,accepted the donation on behalf ofallthe
United Way organizations and extended appreciation to Thames Valley staff and students for their
incredible support during a very difficult fall for many people in the region.
Director of Education Tucker concluded by expressing thanks to the 2008 United Way Committee and
to all staff who contributed as part of the Board team toward another successful campaign year.He
commented that,in this difficult economy,there is not a school classroom in the District that is not
somehow touched or impacted byan agency or organization funded either partially or inwhole by the
United Way. He expressed pride in Thames Valley's 184 schools,employee groups and volunteers
for this tangible demonstration of a "caring,learning community".
7.CONFLICTS OF INTEREST -No conflicts of interest were declared.
8.CHAIR'S ANNOUNCEMENTS
Vice Chairperson Roberts explained that Chair Stewart was absent in order to participate in a
volunteer building project inthe Dominican Republic.Mr.Roberts referred to a recent email regarding
nominations for the Award of Distinction and requested that trustees consider a submission for this
important District-wide recognition.
9.DIRECTOR'S ANNOUNCEMENTS
Director Tucker reminded everyone of the Blood Donor Clinic to be held at the Education Centre on
2009 February 13.
He asked Supt,V.Neilsen to comment on the recent library funding.She reported that the Ministry
of Education has recently announced a $15M initiativefor elementary school libraries under Library
Funding for Resources.The investment in library resources for TVDSB amounts to $551 169 with
each school receiving approximately $1 500.She noted that this significant funding will help to
purchase and update elementary library resources with the Ministry's caveat that the amount be spent
by the end of 2009 March.Plans are undenway for the immediate purchase of resources.
The Director,on behalf of the Board,presented a "Super Students -Studies in Excellence"plaque
to Student Trustees J.Rowe and L.Varghese.He advised that the London Free Press created this
new feature saluting the everyday and extraordinary accomplishments of the region's scholars.
Student Trustees Rowe and Varghese were featured in the 2009 January 05 editorial column.
10.MINUTES OF THE 2009 JANUARY 13 REGULAR BOARD MEETING
a.CONFIRMATION OF MINUTES
The minutes of the Regular Board Meeting of 2009 January 13 were adopted on motion of S.
Doub,seconded by P.Jaffe.
b.BUSINESS ARISING FROM MINUTES
Trustee Sattler referred to her deferred motion regarding eliminating the sale of single-use bottled
water and the subsequent motion seeking public input.She asked about the communication
vehicles being used to notify the communities regarding this input session.Supervisory Christie,
Corporate Services,responded that notification inviting public input regarding the Board's
consideration of discontinuing the sale of bottled water in schools and facilities has been posted
to the TVDSB website and advertisements placed in community newspapers.The completed
Presenters'Packages are to be submitted to Corporate Services by 2009 February 27. Public
input will be received at the Regular Board meeting of 2009 March 10 and be considered by
trustees at the Board meeting of 2009 March 24.Presenters'Packages are available by calling
519-452-2000,Ext.20218 or on the Board's website at www.tvdsb.on.ca.
f
2009 January 27...3
11.STUDENT TRUSTEES'UPDATE
Student Trustee Rowe advised that he and Student Trustee Varghese attended a very successful
Student AdvisoryCouncil meeting held on 2009 January 15.The meeting was well attended with
rural and urban representation.Some of the topics discussed were bottled water, fundraising, and
other school related issues.He advised that the Student Advisory Committee is planning to make
a presentation at the public input session on March 10.
12.REPORTS FROM THE ADMINISTRATION
a.DIRECTOR'S ANNUAL REPORT-UPDATE
The 2008 Director's Annual Report was presented.Director Tucker reviewed the requirements
that must be fulfilled under section 283(3)of the Education Act. He noted that "at the first
meeting in December of each year, the chief executive officer of a board shall submit to the
Board a report ina format approved bythe Ministry on the action he or she has taken during the
preceding 12 months under subsection (2) and a copy of such report shall be submitted to the
Ministry on or before the 31®'day of January next following".The Director's AnnualReport isalso
required to be posted on the TVDSB website by 2009 January 31.
In response to the Government's three key goals in education:to improve student achievement,
reduce gaps in student outcomes;and increase confidence in publicly-funded education,the
Director's Annual Report for 2008 demonstrates the progress in these identified areas and
provides additional information regarding notable accomplishments during the past year.
b.TRANSFER FROM MULTI-PURPOSE RESERVE
Exec.Supt.Greene asked Manager K.Meeson to provide an overview of the Transfer from Multi
purpose Reserve.Ms.Meeson explained the transfer from the Multi-purpose Reserve to the
Compensatory School Initiative Account.She referred tothe following recommendation fromthe
Long-term Community Partnership Ad hoc Committee approved at the 2008 October 14 Board
meeting:
That the Thames Valley District School Board enter intoa one year,renewable co-sponsored
partnership withthe Thames Valley Children's Centre inthe amount of$20 000 to provide
a parent mentorship program for high needs students transitioning to a new school.
The Board approved the one year,renewable,co-sponsored partnership with the Thames Valley
Children's Centre at an amount of $20 000.As this amount was not included in the 2008-09
Budget, the required amount will need to be transferred from the multi-purpose reserve fund to
the applicable expense account in order to record expenses.
RECOMMENDATION:
That the Board approve the transfer of $20 000 from the multi-purpose reserve in 2008-09 in
order to facilitate the approved partnership with the Thames Valley Children's Centre.
The recommendation was adopted on motion of R.Tisdale,seconded by T.Grant.Trustee
Polhill was absent for the vote.It was noted that this transfer will come through the Budget
process to ensure itis in linewith priorities.
c.SAFETY OF SECONDARY TECHNOLOGY CLASSROOMS
Exec.Supt.Elliott presented a report seeking approval for the reimbursement to school budgets
for the cost of guards and shields for the safety of secondary technology equipment.
Exec. Supt.Elliott explained that,as a result ofan accident at Saunders Secondary School inthe
spring of 2008,the Ministry of Labour gave orders to place guards on the equipment at Saunders
SS and to provide them with an action plan ensuring that ail equipment throughout the system
is equipped withrequired safety guards.To complywiththe action plan, the Board approved an
expenditure of $279 400.00 for the inspection of all equipment withinall secondary technology
classrooms.
2009 January 27...4
12.REPORTS FROM THE ADMINISTRATION -cont'd
c.SAFETY OF SECONDARY TECHNOLOGY CLASSROOMS -cont'd
Program Services requested all secondary principalssubmit details regarding ttie cost ofguards
and shields on all equipment to comply with Ministry of Labour orders.Schools have spent
$113 000 to ensure the safety of ail equipment and require immediate reimbursement to their
school budgets.Exec. Supt.Elliott indicated that the total cost for the required modification
amounted to $113 000 and was not included in the development of the 2008-2009 Budget.
RECOMMENDATION:
That the Board approve the expenditure inthe amount of $113 000 for the safety of secondary
technology classrooms from the multl purpose reserve to reimburse secondary schools.
The recommendation was adopted on motion of S.Doub,seconded by R.Tisdale.Trustee
Polhill was absent for the vote.
d.MONTHLY FINANCIAL REPORTING
The Monthly Financial update included the year-to-date activity,the summary of revenues,
expenditures and expenditures by area.Manager Meeson indicated that the report is intended
as a high level overview, adding that the revised budget has exceeded the $700M mark and
reflects funding enhancements,benchmarks and any one-time restricted grant money with
.offsets.
8.MEMBERSHIP OF FIVE NAMING COMMITTEES FOR NEW TVDSB ELEMENTARY
SCHOOLS
Acting Exec.Supt.Wilkinson presented a report from the Chairs'Committee to establish Naming
Committees for five new schools,in accordance with the Board's policy and procedure regarding
Naming of Schools,requests were made for individuals to serve on the five Naming Committees.
The Committee membership includes:
two Trustees,at least one of whom is from that electoral District;
two community representatives appointed by the School Council for each of the school areas
involved;
the Superintendent(s)of Education for the area.
An advertisement requesting submissions for school names was placed in:
The London Free Press;
the Oxford Shopping News;
the Middlesex Banner;
the St.Marys Journal Argus;and
the St.Thomas Times Journal.
Trustees were advised that all nominations of school names are to be received by Friday,2009
January 30, by S.Christie,Supervisor-Corporate Services,for forwarding on to the Naming
Committees.
To avoid a conflict of Interest in the selection process,members of the Naming Committees must
agree not to submit names for consideration.Naming Committee meetings will commence in
early 2009 February.
2009 January 27...5
12 REPORTS FROM THE ADMINISTRATION -cont'd
e.MEMBERSHIP OF FIVE NAMING COMMITTEES FOR NEW TVDSB ELEMENTARY
SCHOOLS -cont'd
RECOMMENDATION:
That the Boardapprove the Naming Committeemembership forthe newschools being built in
Drumbo, Lucan, Thorndale, South -West St.Thomas and the new French Immersion school at
the site of Homedale Public School as indicated:
Drumbo
Mary EllenSmith,Superintendent of Education
James Stewart,Oxford Trustee
Graham Hart,Oxford Trustee
Monica Dickau,Drumbo Central PS
Janet McCall-Geil,Drumbo Central PS
Cretia Brittain,Princeton Central PS
Deb Sokul-MacDonald,Princeton Central PS
Lucan
Paul Tufts,Superintendent of Education
Sharon Peters,Middlesex Trustee
Sarah Doub,Middlesex Trustee
Erin Playford,Lucan PS
Colleen Bycraft,Lucan PS
Brenda Bullock-Cotton,Biddulph Central PS
Lori DeBrouwer,Biddulph Central PS
Pam McPherson,Prince Andrew PS
Thorndale
Barry Wagner,Superintendent of Education
Paul Tufts,Superintendent of Education
Sharon Peters,Middlesex Trustee
Sarah Doub,Middlesex Trustee
Kim Siroen,Plover Mills PS
Faith Wallis,Plover Mills PS
Karen Myall,Prince Andrew PS
Annie Blydorp,Leesboro Central PS
Cathy Hiemstra,Leesboro Central PS
Trustee Peters asked for clarification regarding how newspapers are selected to advertise for
TVDSB.Supervisor Christieadvised thatthere isa general listof area newspapers that are used
for placing advertisements and notices according to the geographic area involved.
Advertisements were placed in publications in the regions of the new schools.Ms Christie
explained thata notice was also placedinthe Middlesex Banner because ofits wide circulation
in Middlesex County.
The recommendation was adopted on motion of T. Grant,seconded by P.Jaffe.
South-West St.Thomas
Karen Wilkinson,Superintendent of Education
Frank Exiey,Elgin Trustee
Tracy Grant,Trustee
Lisa Dimbleby,Elmdale PS
Julie Pfingstgraef,Elmdale PS
Joe Pollard,Myrtle Street PS
Will Dyck, Myrtle Street PS
Ellen Baker,Scott Street PS
Taunyha Roberts-Neef,Scott Street PS
St.Thomas French Immersion
Karen Wilkinson,Superintendent of Education
Frank ExIey,Elgin Trustee
Tracy Grant,Elgin Trustee
Iffat Farouqui,Wellington &Homedale PS
Sharon Gowdey,Wellington &Homedale PS
2009 January 27...6
12.REPORTS FROM THE ADMINISTRATION -cont'd
f.THAMES VALLEY DISTRICT SCHOOL BOARD ENROLMENT VERSUS CAPACITY
SUMMARY
ActingExec. Supt. K.Will<inson presented a summary report indicating the 2008-09 Preliminary
On-the-Ground (OTG)capacityofthe schools versus the 2008 October31 Full-time Equivalent
(FIE)count as requested by trustees at the 2008 November 25 Board meeting.The summary
included all schools listed alphabetical as at 2008 October 31 FTE versus Preliminary 2008-09
OTG;schools at 100 percent capacity or greater and schools less than 100 percent capacity.
Staff were thanked for the comprehensive report.Trustee Grant expressed appreciation for a
very comprehensive report that will helps trustees and the public understand the accommodation
issues being faced.
g.DEPARTMENTAL UPDATES
Business Services
The Facility Services Department has completed a restructuring of the Maintenance and
Operations department.Effective 2009 January 05,John Neville assumed responsibility for
the day-to-day facility services issues related to both custodial and maintenance functions.
Mr. Neville w\\\report through Kevin Bushell,Executive Officer of Facility Services and Capital
Planning.The restructuring will provide continuous opportunities to work collaboratively and
gain efficiencies within the Facility Services department;
Capital Projects update included:Addition &Renovations at Medway High School,
Southwest St.Thomas Elementary School and Princess Anne F1 Public School;New
Elementary Schools at Thorndale,Lucan and Drumbo;Addition and Renovation at Homedale
P.S.;
The Zone 4 Maintenance Depot move to the new facility at 259 Edward Street St.Thomas
is underway:Implementation and training with the green cleaning program has begun with
review of current inventories of conventional products and equipment in an effort to start the
transition to certified products as soon as possible;
Lease Agreement has been executed by both the City of London and TVDSB to relocate the
Westminster Ponds Environmental Centre to 696 Wellington Street (Visitor'Centre).Two
portables have been installed on site for TVDSB use and will be operational by 2009
February 17;
Financial Services update included:The 2008 August 31 draft audited financial statements
for the Thames Valley Education Foundation presented to the TVEF Board on 2009 January
14;2008-09 Revised Estimates filed with the Ministry of Education in 2008 December;
Enrolment projections for 2009-10 to 2012-13 filed with the Ministry of Education on 2009
January 06;2009-10 Budget Development process presently underway and Financial
Services staff working with the Budget Advisory Committee,Executive Council,
Administrative Council and Payroll Services in its development;
The Internal Audit Analyst position has been filled.Elaine Grosvenor commenced
employment with the Board effective 2009 January 5;
Payroll Services staff continues to work on the preparation of approximately 12,000 T4 and
T4A documents.Preparation of T2200 -Declaration of Conditions of Employment forms for
eligible staff have also commenced;
Support Services update included:Purchasing and Tendering System upgraded to use the
Web Store to order supplies from Board approved vendors.A committee comprised of staff
members from the elementary,secondary and administrative panels will be established to
develop recommendations which to further enhance the functionality of the Web Store.
2009 January 21...1
12.REPORTS FROM THE ADMINISTRATION -cont'd
g. DEPARTMENTALUPDATES - cont'd
Business Services -cont'd
The committee will be preparing a furniture and equipment listingrequired for new schools
and a re-allocation and disposal listing from schools that will be closing;
In collaboration with the London District Catholic School Board,Purchasing staff are
developing joint bids for the Wide Area Network; and with the Elgin Middlesex and Oxford
Purchasing Cooperative for Shredding Services;
Distribution/Warehouse Centre staff completed the year-end physical inventory prior to the
Christmas Break along with maintaining deliveries to the schools.In the coming weeks
orders will be placed to refurbish the warehouse stock in anticipation of the influx ofschool
orders received in April and June.Prior to the implementation of the newest version of the
software system (WIS).the Supervisor is testing itto ensure a smooth transition;
The process ofremovingsurplus furnitureand equipment fromCEC South Is underwayand
a portion will be transported to school sites and the remainder will be advertised on the
Board's surplus equipment site.
On December 19th students and staff experienced the impact of winter on schools in
Thames Valley.Student Transportation Services iscontinuing towork cooperatively withthe
bus companies and software firms to streamline the method of communicating bus delays
and cancellations to families.Effective 2009 January 5,Student Transportation Services
(Consortia)(STS)implemented a zone-based system for announcing delays and
cancellations.STS staff are currently working on a new portal for school staff that will be
accessible from the http;//wviw.mvbiqvellowbus.ca website which will be streamlined and
include features which will make it much easier for school staff to get transportation
information. Bythe end of February,STS will be planning bus arrangements forthe 2009-10
academic school year.
Director's Services
During2008 December and 2009 January, DirectorTucker visitedthe Wheable Centre for
Adult Education,Montcalm and Medway Secondary Schools and Locke's,Myrtle Street,
Manor and Highland Park,M.B.McEachren,Jeanne Sauve and Wortley Road Public
Schools.During his visits, he attended a Staff Cabinet meeting,met with parents,visited
classrooms and toured the schools;
The following meetings and events were attended by the Director:Thames Valley Athletic
Association UnitedWay Cheque Presentation Ceremony;Literacyand Numeracy Secretariat
Meeting;Annual Administrators Seasonal Celebration;OPSBA Negotiations Meeting;CODE
Special Education Funding Meeting;Thames Valley EducationFoundation Meeting;United
Way ofOxford-2008 Touchdown Celebration; FirstRobbie Burns CeilidhBenefitinSupport
of Thames Valley Children's Centre;Sports Celebrity Dinner in Support of Thames Valley
Children's Centre;and CODE Annual CEO Conference;
The Director presented "Leadership:The Director's Perspective"at a staff development
session for aspiring leaders within the System;
The Director indicated that he is thinking about a different way to present the monthly
departmental updates using a format that focuses more on good news items and
presentations of real hands on initiatives.This information is being consideredat Chairs'
Committee;
2009 January 27...8
12.REPORTS FROM THE ADMINISTRATION -cont'd
g. DEPARTMENTAL UPDATES-cont'd
Director's Services -cont'd
Staff in Director's Services have begun a series of staff development sessions facilitated by
Cathy Murphy, former Executive Superintendent of Program Services.The focus of the
sessions v^^iil be to revisit and refine the department's goals and mission statement;
Drs. Linda Baker and Karen Bax from the Family Court Clinic met with the Director to discuss
the current partnership and future opportunities that the Board has with their organization.
This interview was part of a community-focused initiative and the results will assist the FCC
in refining their service plan for the coming years;
Acting Exec.Supt.K.Wilkinson,Supts.C.Bourbonnaise-Macdonald,M.E.Smith,and Dr.
S.Killip and Director Tucker met with Dr.Jean Hewitt to continue discussions regarding
strategies to build a stronger focus on education standards within the System;
Julia O'Sullivan,Dean Faculty of Education,and Wilma DeRond,Director,London District
CSB,met with the Director to discuss partnership initiatives;
Public Affairs and Community Relations update included;
Several TVDSB issues/events appeared in the media during 2009 January re:the official
opening in St.Thomas of Mitchell Hepburn Public School,the first school to open since
Thames Valley was created a decade ago;Trustee Peggy Sattler's motion to prohibit the
sale and distribution of single-use plastic water bottles at TVDSB facilities returning to
the Board for public input on March 10;Regional cold snap generated media interest in
school policies regarding cold weather;Annual SCROOGE food drive organizers
honoured the efforts of area high school students who helped stock the Salvation Army's
Christmas hampers and the Food Bank by collecting a record 132,146 cans of food;
TVDSB students were also widely featured in media coverage of the historic inauguration
of U.S.President Barack Obama;
The Community Use of Facilities Department continues to work on centralizing rental of
Thames Valley facilities by the public.The Department is confirming final details for
electronic payment availability and the Community Request for Use of Facilities
Application in now available on-line.As of 2008 December 31 Community Use of
Facilities has applied $675,357 of Ministryfunding to subsidize not-for-profit community
groups;
In collaboration with Operations Services and Corporate Services,Electronic Publishing
and Graphics EPG designed and ordered newspaper insertions of the following
advertisements:Public Input regarding French Immersion Boundary Review,'Name our
Schools'committees and Bottled Water;
Electronic copies of the advertisements were posted to the TVDSB website.In addition,
ads were designed and insertions ordered for Kindergarten and French Immersion
registration.An update of the Accommodation Review Committee website at
www.tvdsb.on.ca/areastudv/arc/Dhase2.shtml was posted to reflect the second phase
of ARCs.This new site Includes information for five new ARCs and additional support
materials including forms,reports,membership information,meeting information and
shared resources.The website for the first phase of ARCs Is now archived and may be
accessed from the Phase 2 site;
2009 January 27...9
12.REPORTS FROM THE ADMINISTRATION -cont'd
g.DEPARTMENTAL UPDATES - cont'd
Director's Services -cont'd
-The 13 TVDSB school projects selected to receive funding from the newly-established
Thames Valley Education Foundation (TVEF)Learning Enhancement Fund were
delightedtoreceivetheir cheques thismonth. The Foundationwas pleased to distribute
$14,000 this year for unique initiatives across the Valley.A number of the school
projects funded received special media attention and the Foundation received very
positive coverage on the support it is providing to TVDSB students and schools. The
Foundation will be holding itseighth Annual General Meeting inthe London Room ofthe
Education Centre on Wednesday,February 18.
Human Resource Services
The 2009-2010 elementary staffing process has begun and notices have been sent to
teachers outlining the process and timelines to be followed.All forms have been reviewed
bythe Elementary District Staffing Committee and are now located inthe Employee Portal
under Human Resource Services.The Reorganization Staffing Committee continues to meet
to discuss the reorganization of staff in schools affected by ARC decisions;
There are presently 1613 Elementary Occasional Teachers (386 retirees)on the Supply List
including 270 LTO (5 retirees):
StaffDevelopmentupdate included:NewTeacher Induction Program (NTIP)format heldwith
Principals,mentors and new teachers to complete requirements and Individual Strategy
Form;NTIP -The Effective New Teacher Part III -Instructional Strategies that Engage the
Brain by Dr.Marcia Tate;TVDSB overview of organizational structure and departments'
responsibilities;Exploring the Responsibilities;Masters of Education Cohorts;TVDSB/
OPC/Sturt University Experienced Administrator Program;Living and Leading Change;New
Hire Online Orientation;Winter Professional Reading Program;Effective Meetings;and
Occasional Teacher PD.
Operations Services
Initial organizational meetings are underway for Phase 2 of the Accommodation Review
Committees.The data collection and preparation of the Templates for the five ARC's is also
underway. The Pre and Post Templates for allofthe ARC's will be available to the individual
ARC'S at their first Public Input meeting;
The projected System enrolment for 2009 October 31 has been completed. A table
summarizing the actual enrolments for2007 and 2008forOctober 31 and the projected 2009
October 31 data was provided.It was noted that the Actual Data used for this report was
from the October 31 extract from School TrilliumFiles and may vary slightlyfrom final audited
data;
There has been a decline inthe elementary enrolment (2007 October to 2008 October)of
1,129.71 FTE students or 2.4%.The secondary FTE decline was 396.27 FTE from 2007
October 31 to 2008 October 31 or 1.5 percent.In terms of the projections for 2009,the
overall projection will see a furtherdeclineof 1,378.05 FTEor 1.9 percent. The elementary
declineis projectedtobe 992.29 FTEor2.1 percent and the secondary declineisprojected
to be 385.76 FTE or 1.5 percent;
-Work continues on the Middlesex/London French Immersion Accommodation Report and
Public Input Sessions have been established for2009 February;
Revisedelementary boundaries forvariousARC'shave either been presented tothe Board
or workis proceeding on inputforrecommended modified boundaries;
2009 January 27...10
12.REPORTS FROM THE ADMINISTRATION -cont'd
g. DEPARTMENTAL UPDATES-cont'd
pperatlons Services -cont'd
Ttie New Administrators'Program concluded 2008 December 09 with 64 successful "grads".
The day's program included presentation on support staff collective agreements,teachers'
collective agreements and staffing,as well as a "graduation"and reflections;
Principal Learning Teams (PLT)Cohorts 2 and 3 met for a half day session involving the
Organizational Committee,Principal Mentors and New Administrators on 2009 January 15.
The Cohort 2 agenda included ChallengesA/lsion and Support,and Synthesis of Knowledge;
e.g.,what do mentors and mentees need.The Cohort 3 agenda covered review of "norms"
and the purpose of PLTs,the Leadership Wheel,Alignment and Goal Setting,and PLT time.
Additional training for Cohort 3 will be held 2009 February 05 and 06;
Safe Schools initiatives included:the Ministry Safe Schools Action Team released in
December its most recent report entitled.Shaping a Culture of Respect in Our Schools:
Promoting Safe and Healthy Relationships.The report calls for action to address serious
issues like gender-based violence,homophobia,sexual harassment and inappropriate sexual
behaviour between students in our schools.Recommendations which may be passed this
spring will make reporting serious incidents,including assaults,to the Principal mandatory.
The Ontario Government asked the Safe Schools Action Team last February to examine
these issues.Thereareanumberof recommendations which will impact the Ministry,school
Boards,schools and the community.The report summarizes the findings following months
of research and consultations,and outlined 78 recommendations.The report addresses very
serious issues.We have a collective responsibility to take action.The full report can be
found on the Ministry of Education website;
In response to this report,the Ministry has allocated funding to each school Board through
its "Safe,Equitable,and Inclusive Schools"Grant.Safe Schools is currently looking into a
number of projects to develop new resources as well as staff and student sensitivity training
workshops;
An additional 56 Fanshawe College student volunteers were trained as mentors in January.
They have been assigned to work one-on-one with elementary students one hour per week
throughout the school year.This brings our total of volunteers who have been trained this
school year to 110.These volunteers have a significant impact on the lives of the elementary
students who they mentor on a weekly basis;
School Improvement initiatives included symposium coordinators from York,Peel and
Thames Valley met in 2008 October to discuss participant and presenter input,and
determined that cross-board action research teams would meet five times this year,three in
person and two via electronic means.Staff were trained in the use of long distance
collaboration and have had their first technology session.The summer symposia will be held
from August 18-20,with the TVDSB team hosting on the August 18 at White Oaks P.S.Tri-
Board action research teams will present,while regional teams and previous Tri-Board
participants will have the opportunity to facilitate sessions as well;
The Primary,Part 1 AQ course with an instructional intelligence focus will not be offered this
winter.Alternatives in course offering and timing are being investigated;
Many of our schools now have identified Instructional Intelligence (1.1.)Lead Teachers and
and are taking part in Regional Team professional development activities,providing learning
that will be shared at the school level according to the developmental needs of each site.In
order to enhance their instructional toolkit,Lead and Contact teachers in schools,along with
their regional and system team members,are being invited to attend "High Power Strategies
with Barrie Bennetf'on 2009 February 25 at Education Centre;
2009 January 27...11
12.REPORTS FROM THE ADMINISTRATION -cont'd
g.DEPARTMENTAL UPDATES - cont'd
Operations Services -cont'd
Evidence-Based Projects continuefocussing on Scliool Effectiveness Reports and School
Improvement Plans.Release time provided isusedtocreatethe conditions for school-level
and inter-school-level collaboration that research shows critical in meeting the learning needs
of students with precision and practicality;
In 2006,the Ministry of Education formally introducedtheirCharacter Development Initiative
for Ontario schools.Bythe end of the 2007-08 school year, MOE released the document,
Finding Common Ground,which laysthe foundation forCharacter Developmentprograms
in all boards across Ontario. During that same school year,Thames Valley established a
Character Development Team that wouldhave the responsibilityfor implementing the key
expectations inFindingCommon Ground;
The material provided represents the information that will be presented to all school
administrators duringtheir2009 February Communityof Schools meeting. Thismaterial will
be presented bymembers ofthe TVDSB Character DevelopmentTeam and it will prepare
Principal's fortwoimportantevents that are related to our TVDSB Character Development
Program;
First,the Ministry mandates that each Board enter intoa community consultation through a
survey to determine which Character Qualities are most important to each board. This
survey will occur during the months of February and March,and will be available to all
TVDSB employees and members of the community.Second,TVDSB will be hosting a
Character Fair on 2009 May06 at the Hellenic Centre where not onlythe Character Qualities
based on the survey results will be announced,butboth schools and communitypartners will
be provided with the opportunity toshare the excellentCharacter Developmentprogramsat
TVDSB;
Both initiatives will be the result of the dedicated work of theTVDSB Character Development
Team chaired by Principal Chris Friesen, Barb Sonier, the Superintendent responsible for
Character Development, Public Affairs Department,as well as Research and Assessment,
and Printing Services.As our slogan/logo indicates,character certainly "flowsthrough our
valley";
Meetings have taken place with the coterminous boards and affiliates to discuss various
school calendar options for 2009-2010.A draft calendar has been created,sent to the
system and postedonthewebsiterequestingsystemand community input.Next steps will
be to finalize the draft calendar and submit itto the Ministry for approval;
The following projects/major project components were undertaken/completed during late
2008 December and early 2009 January by Research and Assessment Services staff:
prepared material for ARC reviews;
reviewed and processed external research requests;
participated inurban and high priority schools grant work;
completed and presented SAVE conference report;
prepared data sets for school improvement teams;
committee work for SST allocation;
analysis of data for Director's Services review;
revised R&A Action Research Guide;
-assisted inwritingtwo Action Research reports for B.Bennett workshop;
prepared Steps Itinerant and Class surveytooland documentation;
attended LNS Critical Learning Pathway workshop;
analyzed and summarizedSIPtemplates for quality and generalthemes;
- updated DRA web reportfor Board data warehouse (Skopus);
- .reviewed student success on EQAO based on previous DRA results;
2009 January 27...12
12.REPORTS FROM THE ADMINISTRATION -cont'd
g.DEPARTMENTAL UPDATES -cont'd
Operations Services -cont'd
prepared OLSAT longitudinal results report;
prepared for deployment of H.E.A.T. to all secondary schools to manage OnSIS support
requests:
conducted preliminary Investigation of TVDSB Student Data &Reporting Strategies:
provided high cost credit information for the allocation of secondary school budgets:
reviewed processes and procedures for elementary staffing for the 2009-10 school year:
ongoing support of Ministry OnSIS submissions;
resolved and developed processes to address Spec Ed budgeting,enveloping,and
Ministry reporting discrepancies;
commenced the process of establishing a framework for the OnSIS support structure;
developed draft Targeted Intervention survey tool;
developed Learning Coordinator workshop on data;
finalized Steps Itinerant survey tool;
attended Statistical Neighbours presentation;
prepared Targeted Intervention memo and documents for Administrative Council review;
began review of Counselling and Social Work department:
completed Secondary School Resource Officer (SSRO)Student Feedback survey and
analysis for London Police;
prepared Student Success feedback reports;
analyzed and distributed data to secondary Principals invited to participate in Student
Success:Schools on the Move;
completed customized Primary DRA reports for French Immersion schools
developed materials for workshop around data use and interpretation for Learning
Coordinators;
developed Data Source Directory for EQAO and R&A profiles;
completed analysis of Junior DF^.
Program Services
Exec.Supt.Elliott advised that with the closure of CEC South,Program Services staff have
been relocated to Arthur Voaden Secondary School,effective 2009 January 19;
Thames Valley DSB is receiving $148 000 under this new one-time Funding for Safe,
Equitable and Inclusive Schools grant to promote safety,equity and inclusive education and
to address harassment in our schools.Funds will be allocated to support behaviour
management training for teachers and educational assistants;the development of training
materials to support student and staff sensitivity training on sexual orientation,and the
purchase of resources to support safe schools,as well as resources and equipment for the
Orientation and Reception Centre for English Language Learners.Funds must be spent by
2009 March 31.
Information Technology (IT)update included the Relocation of South Computer Training Lab
to Central Elgin Collegiate Institute in SL Thomas as a result of the sale of the CEC South
Office. This location offers the opportunity to continue technology training to south area staff
at a fully operational lab currently being used;
IT staff continue to work collaboratively with many other departments on various initiatives
Including:Web Site selection (Public Relations Dept),lEP/ONSIS solutions (Special
Education),lntemetSafety(Safe Schools),School Improvement Planning (Curriculum), Data
use and School Improvement Plans (Operations/Research and Assessment),Web Store
changes (Purchasing),and Instructional Intelligence (Operations);
2009 January 27...13
12.REPORTS FROM THE ADMINISTRATION -cont'd
g.DEPARTMENTAL UPDATES - cont'd
Program Services -cont'd
All schools have now been converted to the new voice telecommunication and voice mail
system.This accomplishment marks the completion ofthe first phaseofthe Voice Telecom
Renewal Project and represents a considerable amount of work as ITS voice telecom staff
visit each school outside of the normal school hours to perform system transition and training.
ITS is now positioned to utilize the new voice telecomsystem to realize further efficiencies
such as the consolidation of school attendance lines;
Migration of the purchasing and tendering system to current technology platform -ITS
Application Support and Systems Development staff have successfully transitioned the
Board's Purchasing and Tendering systems to a new more modern technology platform.
This project is a first step in the ongoing application modernization process that ITS
performing in support ofthe Business Services Departments:
Applied Studies and The Arts
The three year planof full implementation of instrumental music in all ofthe grade 7 &
8 schools in the TVDSB Is nearing completion.To date,37 new programs have been put
in place In schools which previously had no instrumentalmusic.All of these programs
have also been supported through Professional Development sessions,and teachers
have received specialized training and mentoring from exemplary Music teachers to
ensure that these programs are offto a strong start;
By 2009 September 09, another seven instrumental music programs will be
implemented. Plans are underwayalso to purchase instruments and equipmentforthe
new schools in 2010 so that all grade seven and eight students in across the System will
have access to guitar, string or wind instrument programs. The impact ofthis initiative
has been significant in the schools. Principals and staff report that the culture of the
school has improved dramatically and that students are eager to learn their new
instruments.Many of these students will continue to explore these new skills in
secondary school. The Ministry funding allotted bythe trustees and support from the
Superintendents and Principals has been critical tothe success of this initiative.Thames
Valley has been in a leader inthe province in Music Education and other boards are
looking at adopting this implementation model.
Several secondary schools are in the process of expanding the experiential learning
opportunities within theirschools.These Co-operativeEducationprograms will bebased
on the Program Pathways model.Teams ofEducatorsattended a Ministry of Education
sponsored Cooperative Education seminar in November.These educators will be taking
this knowledge back to their schools to further develop,expand and refine these
specialized programs.
Summer internship opportunities will be available to TVDSB students starting Summer
2009.The pilot project is an expansion of Continuing Education's Summer Revive
program and will focus on students destined for the workplace and apprenticeship
pathways. The first year pilot will involve a total of twenty students. The secondary
schools involved currently offer Specialist HighSkillsMajor and Apprenticeship Pathways
within their schools.The students will be participating in a two credit Cooperative
Education learning experience in the economic sector areas of Construction,
Transportation and Manufacturing;
2009 January 27...14
12.REPORTS FROM THE ADMINISTRATION -cont'd
g.DEPARTMENTAL UPDATES -cont'd
Program Services -cont'd
Applied Studies and The Arts -cont'd
Course calendars in 16 secondary schools will have a new look this year as they pilotthe
Thames Valley DSB "wrap",an eight page coloured outer cover for the school's course
calendar.Course calendars,still unique to each school,contain course descriptions and
other information to assist the student with course selection at that school.The wrap,
developed bya team of TVDSB Guidance Heads,contains Ministry required information
as well as helpful,practical informationfor students and parents.Acopy ofthe wrap was
provided;
Elementary schools are still receiving matting for placement on gymnasium wallsto meet
OSBIE's and OPHEA's safety standards and secondary fitness rooms are nowreceiving
repairs and replacements.The support of the Trustees and Board's allocation of
Program Enhancement funds is appreciated;
Safety guideline inservices will take place for both elementary and secondary teachers
and principals.Secondary Department Heads will be receiving inservice on 2009
January 30 at the Ontario Association For Supervisors inHealth and Physical Education
conference which Thames Valley is hosting;
DailyPhysical Activity and Comprehensive School Health continues to be an emphasis
in all schools.Elementary schools have received funds to attend a series of optional
Dally Physical Activity workshops which includes inservice coverage and resources;
Training for the new Effective Health and Physical Education Teacher and the Fourth R
was extremely successful.On 2008 January 08, 60 new HPE teachers were trained on
how to provide a quality HPE program.A CPR program will begin that will form a
partnership with the Secondary HPE association and TVDSB Health and Safety
department.This will ensure that secondary HPE teachers are fully certified at an
instructor level in CPR and standard First Aid;
The Technology Education stationary power equipment shielding and guarding project
is progressing well with most schools almost finished and others well on the way.
Technology Education Departments,Administrators and outside suppliers have been
working in partnership to meet the requirements of the Ministry of Labour and PARCS
safety audit reports. Technology Education teachers have been working many hours
researching,collaborating with the purchasing department,and inmany cases,designing
and fabricating shields and guards for stationary power equipment;
The revised Technological Education curriculum Is due for implementation in2009
September.There have been several changes to the curriculum,most notable the
addition of emphasis courses and the new subject area of Green Industries. Subject
leaders have completed the Ministry of Education in-servicetrainingand subject teams
have been grouped so that mini in-service seminars will be offered at specific subject
association meetings.Larger and more detailed in-service sessions will be offered to
subject specialists within schools in the spring semester;
2009 January 27...15
12.REPORTS FROM THE ADMINISTRATION -cont'd
g. DEPARTMENTALUPDATES -cont'd
Program Services -cont'd
Applied Studies and The Arts -cont'd
--This semester,three schools have hosted Apprenticeship Signing Nights at Arthur
Voaden and East Elgin S.S.and two at Beal S.S.with more than seventy students
registered during those four events.These nights are a wayforfamilies and schools to
celebrate the significant achievement of their students.A number of similar Ontario
Youth Apprenticeship events are planned for second semester with dates and locations
yet to be determined;
Once again this year Thames Valley will be holding a Technological Skills Competition
to be held at fourlocationsovertwodays -March 3^"at Fanshawe Collegeand March
11 atStrathroy DistrictCollegiate Institute,Saunders and Montcalm Secondary Schools.
Close to 100 students from more than 20 secondary schools are expected to compete.
Student Pathwavs to Success
In the fall of 2008 the Minister of Education announced Ontario's new Student
Engagement Strategy,called Student Voice and also known as Speak Up,as part ofthe
Student Success Strategy.This new student engagement strategy helped to support the
core priorities of Student Success:higher levels of student achievement, reduced gaps
in student achievement and increased public confidence in publicly funded education by
providing all students with more opportunitiesto participate ininnovative,engaging and
quality learning experiences;
There were three parts to Student Voice -Speak Up,as outlined as follows:
a.Minister's Student Advisory Council (MSAC)
Students from Grades 7 -12 inall publicly funded schools across the province were
invited to apply,through the Student Success Leaders,to be one of 60 members of
the new MSAC.Thirty-three TVDSB students from both elementary and secondary
schools have applied.There were almost 1000 submissions from across the
province. The Ministry will send letters to all applicants,the Student Success
Leader,and appropriate school principals once the selection process has been
completed.As of January 19,2009,the Ministry has indicated that the process may
still take a few more weeks.These students will share their ideas and provide
advice to the Minister on how to make Ontario's schools "the best in the world."
MSAC will meet twice a year for one day of meetings in Toronto to provide the
student perspective,including input on websites,DVD's,brochures and other
marketing materials.Students have been asked to commit to be a member for a
minimum of one year and a maximum of two years.We are hopeful that at least
one TVDSB student will be a part of MSAC;
b.Student-Led Teacher-Facilitated Projects
All of Ontario's publicly funded schools with Grades 7-12 were invited to submit
applications, through the Student Success Leaders, forfundingupto a maximumof
$1,500 for projects that would be led by students,and facilitated by teachers inone
or more of the following project categories:civic engagement;community
development;environment;healthy schools;school climate;school improvement;
or curriculum and classroom links to learning.These projects are to focus on giving
students a chance to get involved and make their school a better place to learn;
2009 January 27...16
12.REPORTS FROM THE ADMINISTRATION -cont'd
g.DEPARTMENTAL UPDATES -cont'd
Program Services -cont'd
Student Pathways to Success -cont'd
All TVDSB schools that made application received funding as outlined in the chart
below.Principals must submit a final report on each project to the Ministry,through
the Student Success Leader,by 2009 May 31;
c.Student Council Transitions,Diversity and Inclusion Projects
Student Councils in publicly funded Ontario schools,Grades 7-12,were allocated
between $300 and $800 (depending on the school size)upon submission of an
agreement form,through the Student Success Leader,to assist in the
implementation of transitions,diversity and inclusion projects.These projects are
an opportunity for student councils to create or expand programs to help students
make friends and get oriented to*their school;to develop understanding and
awareness of diversity issues in their school;to facilitate student discussions
designed to hear student voices from a range of student groups;promote school
spirit;etc.;
Student Councils submitted the necessary agreement forms,and received funding
as shown in the charts provided.Principals must submit a final report on each
school council project to the Ministry,through the Student Success Leader,by 2009
May 31.
13.REPORTS OF COMMITTEES
a.REPORT OF THE AUDIT COMMITTEE 2009 January 20
3:06 p.m.-5:05 p.m.
MEMBERS ADMINISTRATION AND OTHERS
R.Tisdale (Chair)J.Stewart (3:53)B.Greene E.Grosvenor
T.Grant R.Robertson K.Meeson S.Christie
S.Peters T.van Pinxteren D.Gurnham S.Lentz
Trustee Visitor: G.Hart (3:55)Guest Presenter:1.Provis
Exec.Supt.B.Greene opened the meeting pending the election of the Committee chair.
1.APPROVAL OF THE AGENDA
The agenda was approved by motion.
2.CONFLICTS OF INTEREST -none declared
3.ELECTION OF COMMITTEE CHAIRPERSON
Exec.Supt.B.Greene presided over the election of the Committee Chairperson for 2009.
Trustee Tisdale was acclaimed as Chair for 2009.
4.REVENUE SUMMARY
K.Meeson distributed the 2008 December 31 month-end report.She advised that revised
estimates have been completed and included In details of the reports.
2009 January 27...17
13.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE AUDIT COMMITTEE -cont'd
4.REVENUE SUMMARY -cont'd
Exec.Supt.B.Greene advised that boards are going through an operational review
conducted by two firms.One of the recommendations was that management consider
providing an expanded levelof Interim financialreportingto Improve understanding ofyear-
to-date financial results.This was consistent with all operational reviews conducted.From
the reviews,a memo was issued regarding the findings to date including interim.financial
reporting and an expectation that suggested report formats will be developed by the MOEin
collaboration with boards.Manager Meeson and Exec.Supt.Greene responded to trustees'
questions.
5.INTERNAL AUDIT PLAN.2008-2011
Exec.Supt.Greene advised that a three-year internal audit plan was initiated in 2005 and
completed in 2008.The internal audit process will continue with the external auditor
completing some aspects of an internal audit.The internal audit analyst has been hired to
conduct the school compliance audits.This was approved in the budget and the Internal
audit analyst hired effective 2009 January 05. Deloitte will be assisting in the development
of a risk assessment tool.
Auditor D.Gurnham advised that the internal audit plan details the specific areas to be
reviewed within each of the next three years,the areas of regular internal audit review and
frequency,the proposed resources required to implement the plan and the estimated fees.
He described the process in completing the risk assessment of areas to be reviewed.He
noted that the Director has spoken with the affected supervisory officers regarding the school
audits following their discussions with principals.
In each year of the proposed internal 3-year audit plan, identified processes and controls
within Business Services,Human Resource Services,Information Technology Services and
Program Services will be scheduled for review by Deloitte.These areas were identified
based on a series of interviews conducted during the development of the plan.
R.Robertson asked how the cost of the internal audit review compares to the cost of the
annual audit and if the internal audit reviews reduce the cost of the annual audit.D.
Gurnham noted that the work of the internal auditor reduces the costs.Mr.Robertson
questioned the independence of the external auditors completing Internal audit reviews.
Chair Tisdale explained that approval was given to continue with the current process in order
to use the expertise of Deloitte given the changes happening with tangible capital assets.
Trustee Grant questioned normal reporting procedures and how the audit work comes
forward to the Committee.Exec.Supt.Greene advised that the issue has not been resolved
as the privacy issues have yet to be resolved.There are legal issues around the raw report
being a public document.He suggested that a high level overview may be completed:
however,the issue of community members accessing In-camera Items have also yet to be
resolved.
Trustee Grant questioned IfDeloitte reports to the Director and to the Audit Committee.It
was noted that internal audit reports are referred directly to the Director as Internal Audit
reports to the Director. Ifthey come to the AuditCommittee, it will be necessary to move In-
camera with Deloitte presenting the reports.Exec.Supt.Greene will report on the issue at
the next meeting.Mr.Greene noted that itwould not be appropriate to distribute the reports
to members of the committee only and not to all trustees.Mr.Gurnham suggested that
Deloitte make arrangements to prepare summaries of audits completed and provide a
reporting schedule for May and November. Once the confidentiality Issue has been
addressed,additional Information may be forthcoming.
2009 January 27...18
13.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE AUDIT COMMITTEE -cont'd
5.INTERNAL AUDIT PLAN,2008-2011 -cont'd
The following motion was moved and carried:
That the 2008-2011 Internal Audit Plan be approved.
Trustee Grant questioned the presentation to Executive Council by Deloitte in preparing the
Internal audit plan. D.Gurnham described development of the plan,the timelines and the
areas of concern identified by Executive Council.
6.FINANCIAL REPORTING - IAN PROVIS,MINISTRY OF EDUCATION
lan.^Provis of the Ministry of Education distributed a presentation on Modernizing the
Financial Accountability Framework for School Boards.The MOE has been reviewing the
financial accountability framework in the Education Act and regulations.Changes are
proposed to modernize the framework by:
updating school board budgeting requirements to align with provincial accounting
standards;
improving the ability to manage grants separately from cash flow;
establishing new financial accountability controls based on financial results and
establishing new provisions related to multi-year deficit management strategies and
recovery plans.
Mr.Provis indicated that changes are being proposed to the financial accountability
framework in the Education Act effective with the 2010-2011 Estimates to Increase
transparency in the cycles and between organizations.The MOE is looking to establish
consistent reporting models and to have school boards*audited financial statements on an
accrual-based PSAB standard of accounting.Boards will be required to establish financial
recovery by balancing their budget each year including recovery from any prior year deficit.
He noted that when a problem occurs,there are limited options for a more strategic approach
to recovery available in the current Education Act. He added that the changes are not meant
to hinder boards that are well managed.
Mr.Provis advised that money will be put aside in reserve to account for future anticipated
board expenses,e.g.retirement gratuities.He described the following changes proposed
by the MOE;
aligning accounting standards -The MOE is proposing to update the budget
requirements currently on a modified cash basis to the provincial accounting standards,
PSAB;
separating entitlement from cash >The MOE is proposing to modernize school board
grant regulations to separate entitlement calculations from the timing of cash payments;
applying financial controls (reserves)-The MOE is proposing to place a limiton the use
of operating reserves;
developing multi-year deficit recovery plans -The MOE is proposing to permit multi-year
deficit management strategies and recovery plans triggered ifspending is unsustainable,
an in-year deficit is forecast or an unplanned deficit occurs in excess of defined
tolerances or approvals.
Mr.Provis advised that by acting now, itwill:
improve transparency by eliminating inconsistent messages from multiple measurement
standards;
align budgeting decisions with PSAB and provincial accounting practice,reducing risk
to the provincial fiscal plan;
align changes with the final stages of PSAB implementation;and
achieve stable reporting requirements sooner.
2009 January 27...19
13.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE AUDIT COMMITTEE -cont'd
6.FINANCIAL REPORTING - IAN PROVIS,MINISTRY OF EDUCATION -cont'd
Trustee Grant commented that the MOE funds the current needs of boards and does not
expect that surpluses will be created,that money should not be set aside to address future
needs.
7.OTHER BUSINESS-none
8.DATE AND TIME OF NEXT MEETING
The next meeting was scheduled for February 17 at 3:00 p.m.
9.ADJOURNMENT
The meeting adjourned at 5:05 p.m.by motion.
RECOMMENDATION:
That the 2008-2011 Intemal Audit Plan be approved.
RUTH TISDALE,
Chairperson
The recommendation was adopted on motion of R.Tisdaie,seconded by T.Grant.
b.REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE 2009 January 20
7:10 p.m.-8:50 p.m.
MEMBERS
London
J.Bennett
P.Jaffe
T.Roberts
R.Tisdaie
A.Welch
M.Emerson
M.L.Cunningham
P.Mack
J.Scott
M.Wood
L.McCallum
Oxford
J.Stewart
G.Hart
Z.Engel
P.Panayi
D.Gardham
D.Doan
S.Davis
R.Gordon
B.Ball
ADMINISTRATION AND OTHERS
Middlesex K.Wilkinson
S.Doub K.Bushell
S.Peters B.Greene
J.Rowe L.Griffith-Jones
K.Aranha V.Nielsen
A.Morell G.Owens
D.Reiche M.Sereda
D.Reycraft M.E.Smith
N.Wright B.Sonier
S.Weaver J.Thorpe
C.Anger P.Tufts
B.Wagner
S.Christie
R.Hoffman
Elgin
F.Exiey
T.Grant
J.Rowe
C.Walker
D. McKillop
G.Scoyne
J.Thorner
2009 January 27...20
13.REPORTS OF COMMITTEES-cont'd
b.REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE -cont'd
1.WELCOME AND INTRODUCTIONS
Chair Stewart welcomed participants and asked that they complete the attendance sheets
provided at each regional table.Members ofthe Capital Planning Co-ordinating Committee
were also introduced.
2.PURPOSE OF THE COMMITTEE
Chair Stewart advised that it is anticipated that any ARCs recommended would be phased
in at the conclusion of the current five ARCs and noted that there are still six ARCs in the
pool.Their mandate is to consider recommendations from the Administration or offer new
recommendations.He advised that recommendations from the meeting will go to the Board
within the next two months.The report will be followed with an administrative report
commenting on the recommendations.
3.DISCUSSION OF THE PROPOSED ARCS AND RATIONALES
Acting Exec.Supt.K. Wilkinson described the three proposed ARCs (ARC 18 - North
Norwich, Norwich and Otterville PS; ARC 19 -Northdale Central, River Heights,South
Dorchester,Westminster Central PS;and ARC 20 -Colborne Street,Southdale and
Valleyvlew PS)and the rationale for their development.She highlighted the resource
material provided noting the information is available on the Board's website;
the Pupil Accommodation and Facility Organization independent procedure was
revised following public input;
Annual Pupil Accommodation Report of 2008 November 25.The report is required
by the Board and provides an overview of the changes in enrolment following the
October 31 count date and pupil accommodation.
Report for Phase 111 - Enrolment data and On-the-Ground Capacity as of October 31,
2008 was provided for ARC 18,19 and 20.
School Historical Enrolment data as of 2008 October 31 for ARC 18,19 and 20;
School boundaries for ARC 18,19,and 20.
Exec.Supt.Wilkinson highlighted the following areas of the Annual Report.
Enrolment
Enrolment inboth the elementary and secondary panels peaked inthe 1999-00 school year.
Since then,the elementary full time equivalent has continued to decline.The decline from
the elementary peak enrolment has been 6,875.71 FTE or 12.85%.The current year's
declinefrom lastyear is 1,129.71 or2.37%.In terms of secondary FTEenrolment, the major
portion of the elementary decline has yet to impact the secondary schools.The overall
secondary decline has been 1,946.37 FTE or 6.88%.The system is projected to continue
to experience decline over the next number of years consistent with data previously
presented to the Board.
Available Space
The Board continues to operate approximately two million square feet of empty space which
corresponds to approximately 14,400 empty pupil places,but is still experiencing lack of
accommodation Ingrowth areas around the Board.The capital planning process has,to date,
addressed Prohibitive to Repair situations as well as Growth Areas and,as a result,the
Board has approved projectswhichare constructing approximately380,000 additional square
feet of buildings.Simultaneously,the closure and consolidation of schools to date has
reduced our building area by approximately 300,000 square feet.
i
y
2009 January 27...21
13.REPORTS OF COMMITTEES -cont'd
b.REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE -cont'd
3.DISCUSSION OF THE PROPOSED ARCS AND RATIONALES -cont'd
The net On-the-Ground Capacity ofthe Board, through the Capital Plan process to date,has
increased the Board's OTG by491. This OTG increase can be attributed to growth issues,
the Primary Class Size Initiative and the recently announced Ministry decision to fund
accommodations in new schools for full-day junior and senior kindergarten (FD 4/5).It
should also be noted that, through the capital planning process,the Board will reduce its
portable inventory at the affected sites by 73 portables which equates to approximately
56,000 square feet and accommodation for approximately 1,700 students
Funding
Since the Board's foundation grant is generated on a per pupil basis,declining enrolment
leads to the generation of less funding. The consolidation of schools will assist in the
reduction of costs and the improvement of student programming,and will allowfunds to be
directed to other Board programs and priorities.Funding for the capital planning process
includes new schools,additions and renovations,and will continue to be a chalienge for the
Board, although the Board's recently approved recommendations to allowfor the use of a
portionof both surplus and operating cost savings to helpfund the Capital Plan will assist in
this current shortfall.The Board will continue to use School Renewal and Good Places to
Learn grants where applicable and approved by the Ministry,and will continue to request
funding through all of the Ministry's capital funding initiatives:namely,Growth Schools,
Prohibitive to Repair,and the newly introduced Other Capital Priorities for proposed projects.
The Capital Plan Coordinating Committee must emphasize in this annual report the critical
importance of the Board prioritizing financial support for on-going capital planning-driven
projects to complete the workof harmonization and providingequitable program opportunities
for all students across the Board.Ministry of Education expectations include the belief that
boards must share in the costs of on-going enhancements based on the plan in addition to
the Ministry providing funds for eligible initiatives.
School Organization
The Board's accommodation guidelines (see Appendix B)direct that,where feasible and
desirable,the JK-8 and 9-12 program delivery models be in place for elementary and
secondary schools respectively,and that the French Immersion model be single-track,grade
SK-8.Recent changes through the capital planning process have led to the reduction of
anomalies from these models in a significant number of schools as listed on page 2 of
Appendix D, Capital Plan Update.
French Immersion
ELEMENTARY
At present,French Immersion is based on the following models for London and Middlesex
County:
London:
French Immersion is delivered to elementary pupils from SK to grade 8 at Huron Heights,
Jeanne Sauve,Kensal Park,Lord Roberts,Princess Anne,and Princess Elizabeth Public
Schools (currently SK,grade 1,and grade 7 extended).
Presently the grade 7and 8 extended program isoffered at Jeanne Sauve,Kensal Park,
Princess Anne,and Princess Eiizabeth (grade 7 for 2008-09).
The Princess Elizabeth program opened in September 2007 as SK only and for
September2008,SK,grade one, and extended grade 7and 8.Princess Elizabethisthe
onlydual track school within the Cityof London.
2009 January 27...22
13.REPORTS OF COWIWIITTEES -cont'd
b.REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE -cont'd
3.DISCUSSION OF THE PROPOSED ARCS AND RATIONALES -cont'd
-Excerpts from the November 25,2008,Annual Report -cont'd
Middlesex County:
French Immersion is currently delivered to elementary pupils from SK to grade 8 at two
schools:Colborne Street and Centennial Central.
Both schools are dual track.
Demand for the French immersion program continues at a high rate,despite overall declining
enrolment,and additional space is required for the future.
Consistent with Board direction, an Administrative review of elementary French Immersion
boundaries has been undertaken.Appendix C provides an initial mapping of a possible
boundary scenario for elementary French Immersion in the London and Middlesex areas.
The Senior Administration would include this boundary option as a part of the overall public
consultation process into the French Immersion Report.The proposed boundaries would
include one site in Strathroy,and seven sites in the City of London.
SECONDARY
Oxford County:
On 2008 October 28,the Board made a decision to close Norwich District High School.
Since students from part ofthat area will be inrevised catchment areas for College Avenue
Secondary School and Glendaie District High School,Administration is able to recommend
that Woodstock Collegiate institute should become the designated school for a secondary
French immersion program for Oxford County French Immersion students.Administration
is preparing a student interest survey to be administered to students of Tollgate Central
French Immersion School to determine how many would select such a program when they
are preparing to enter Grade 9.The survey results will assist in determining whether numbers
justify the establishment of a secondary French Immersion program in the area.
Program Enhancements/Excellence
Underpinning the capital planning process is the opportunity to enhance excellence in
programming for students through new initiatives and implementing Thames Valley District
School Board standards which continue to emphasize program harmonization.
To date,the Board has endorsed program enhancements which will have affected or soon
will affectapproximately 18,200 students throughthe initiatives introduced in the CapitalPlan.
The Boardhas expanded instrumental music,improvedlibraryresource centres and physical
education facilities,and introduced a dedicated general arts room in all elementary schools
which have been builtor received additions and/or enhancements consistent the capital
planning process.
The Board continues to upgrade science rooms, and continues to improve and expand the
technology facilities in the secondary schools.
Capital projects completed, under construction or planned at Strathroy District Collegiate
Institute, Medway HighSchool,Glendaie HighSchool, and College Ave.Secondary School
have or will improveand/or expand programs offered at these secondary schools.
School Renewal
The Boardcontinues to Investsignificantcapital intothe renewal ofour building components
and systems byusing the annual School Renewal Grant, Energy Management Program,and
Good Places to Learn funding.Since 2005-06, the Board has invested approximately
$79,000,000 into our school infrastructures.Recent decisions by the Board to close a
number of schools will allow the Board to remove dollars of renewal and repair costs from
our inventory,and thus allow the renewal program to be focused on our other schools.
2009 January 27...23
13.REPORTS OF COWIMITTEES -cont'd
b. REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE - cont'd
3. DISCUSSION OF THE PROPOSED ARCS AND RATIONALES- cont'd
SECONDARY -cont'd
Ministry Initiatives
The Capital Plan process will continue to allow the Board increased opportunities to comply
with the Ontario Disabilities Act (ODA)and accommodate the increased space needed for
the Primary Class Size and FD4/5 initiative.Facilities to enhance daily quality physical
activity programming will alsobe constructed as well as expanding technology programs and
facilities to allowthe opportunity for "Learning to 18."
New Proposed ARCs
From the outset,it has been clear from both Ministry of Education and Board perspectives
thatthe capital planning process isa fluid one, respondingto needs as they emerge,develop
and are prioritized.The term which has been used isthat the plan isa "rolling plan".Forthat
reason.Administration has identified,and is seeking Board support forCPACreferral,three
additional ARCs which would address priority issues forthe Board and the schools and their
students.The three are identified below with the required rationale for each and are the
subject of Recommendation 2 of this report:
ARC #18 -North Norwich, Norwich,Otterville Public Schools
Projected future pupil enrolment,available capacity,current facility condition,the elimination
of ten portable classrooms,and the limited dedicated program space at these three JK-8
schools suggest that this reviewiswarranted.Administration recommends that the ARC
would consider the closure of these three schools and consolidating their enrolment at the
then-former NonA/ich District High School site.Appropriate renovations would occur to
accommodate the elementary school program.
ARC #19 - Northdale Central, RiverHeights,South Dorchester,Westminster Central Public
Schools
Projected future pupil enrolment,available capacity,building condition and the possibility of
adhering more closely to the Board's elementary JK-8 program delivery model at these
schools suggest that this review is warranted.Administration recommends that the ARC
would consider the closure of South Dorchester and Westminster Central Public Schools,
building a new JK-8 school in Belmont, consolidating the new catchment areas through
boundary changes,and reorganizing the delivery structure of Northdale Centraland River
Heights Public Schools.
ARC #20 -Colborne Street,Southdale,Valleyview Public Schools
Projected future pupil enrolment,building condition,French Immersion growth and available
capacity at these two JK-8 schools and one dual-track English JK-8 and SK-8 French
Immersion school suggest that this review is warranted.Administration recommends that
the ARC would consider closing Colborne Street and ValleyviewPublic Schools,moving the
French Immersion elementary program to Southdale Public School as a single-track program
with Southdale Public School receiving appropriate renovation,and building a new school to
serve the English program inthe current Colborne Street and Southdale catchment areas.
Thecurrent Valleyview catchmentarea would be consolidated through boundary changes."
4.QUESTIONS BY MEMBERS RE THE PROPOSED ARCS
Exec.Supt.Wilkinson responded to members'questions related to the three,proposed
ARCs, the schools involved,boundaries, school structure, etc. It was requested that
resource material be made available to members prior to the meeting in future.
2009 January 27...24
13.REPORTS OF COIWIMITTEES -cont'd
b.REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE -cont'd
5.DISCUSSION BY REGIONAL GROUPS OF THE PROPOSED ARCS
Chair Stewart asked members to break into regional groups with members of the London,
Middlesex and Elgin areas joining together to discuss ARC 19.Trustee Hart chaired ARC
18 and Chair Stewart ARC 20.It was noted that anyorie may participate in providing input
to the Board and comment to an ARC for its consideration and possible recommendation.
6.REPORTS BACK TO THE WHOLE COMMITTEE
Chair Stewart asked each of the regional groups to report on their recommendations related
to the proposed ARCs moving forward.Trustee Hart reported on the work of the Oxford
committee noting unanimous support for the development of ARC 18 rating it as a high
priority.The London/Middlesex/Elgin sub-committee discussed including New Sarum PS
in ARC 19.Its priority was not rated.The Middlesex sub committee reported on ARC 20
suggesting that Parkview and Oxbow PS be included in the ARC,that if French Immersion
was at any school other than Southdale,the ARC reconvene to provide additional comment.
ARC 20 was rated as low priority.
It was noted that the Oxford Region,during its table discussion,endorsed a suggestion that
an ARC be established to review combined elementary/secondary pupil accommodation
within the existing Norwich DHS boundary.
7.RECOMMENDATIONS
The following recommendations were put forward by the regional sub-committees:
1.That ARC 18 (Norwich, North Norwich and Otterville Public Schools)be given a high
priority and begun as soon as feasible.
2.That ARC 19 (Northdale Central,River Heights,South Dorchester,Westminster Central
Public Schools)be accepted as proposed.
3.That Parkview and Oxbow PS be included in ARC 20 (Colborne Street,Southdale,
Valleyview Public Schools).
8.ADJOURNMENT
The meeting adjourned at 8:50 p.m.by motion.
JAMES STEWART,
Chairperson
The following motion was moved by P.Jaffe,seconded by T.Grant and carried:
That the Senior Administration be asked to respond to the following three recommendations
from the Capital Planning Advisory Committee meeting of 2009 January 20:
1. That ARC 18 (Norwich, North Norwich and Otterville Public Schools)be given a high
priority and begun as soon as feasible.
2.That ARC 19 (Northdale Central,River Heights,South Dorchester,Westminster Central
Public Schools)be accepted as proposed.
3.That Parkview and Oxbow PS be included in ARC 20 (Colborne Street,Southdale,
Valleyview Public Schools).
2009 January 27...25
13.REPORTS OF COMMITTEES -cont'd
b.REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE -cont'd
The following motion was moved byP. Sattler,seconded by 8.Douband carried:
Thatthe Board invite inputfrom theCapital Planning Advisory Committee regardingthevalue
of the input process related to capital planning initiatives.
c.REPORT OF THE CHAIRS'COMMITTEE 2009 January 21
9:15 a.m.-11:05 a.m.
MEMBERS ADMINISTRATION AND OTHERS
J.Stewart (Chair) T.Roberts IVl.Sereda S. Christie
T.Grant P.Sattler
1.APPROVAL OF AGENDA
Items 10.a, b,and c were added to the agenda.It was approved as amended.
2.CONFLICTS OF INTEREST -none declared
3.REVIEW OF 2009 JANUARY 27 BOARD AGENDA
The agendas for the in-camera and public Board meetings of 2009 Januaiy 27 were
discussed and updated.
4.CORRESPONDENCE -none
5.TRANSPORTATION ISSUE
Trustee Roberts raised concern over the Board's transportation procedures and requested
that the Chairs'Committee support a review of practices.After a lengthy discussion,the
following motion was moved and carried:
That the Transportation policy,procedures and appeal process be referred to the Policy
Working Committee for a review of practices at its 2009 February 24 meeting.
6.IN-CAMERA ITEMS
The Committee moved in camera at 10:00 a.m.to discuss confidential staffing matters.It
reconvened in public session at 11:00 a.m.
7.WEB CASTING BOARD MEETINGS
Chair Stewart discussed the possibility of web casting Board meetings.He advised that the
cost for a three-camera installation with encoder is approximately $20,000 with a single
camera Installation in the amount of $15,000.He noted the improved communication with
the system that web casting wouldofferand the opportunityfor student involvement.It was
agreed that Chair Stewart will speak with the Public Affairs and Community Relations
department in this regard.
8.HIGH SPEED INTERNET
Chair Stewart advised that a solution is being sought to provide high speed internet service
to trustees who are limited to dial up. This will provide the means to forward a greater level
of electronic documentation to trustees.
9.RESCHEDULE OF MARCH 18 COMMITTEE MEETING
Itwas agreed toreschedule the March 18 Chairs'Committeemeetingto March 11 from 1:00-
3:00 p.m.
2009 January 27...26
13.REPORTS OF COMWIITTEES -cont'd
c.REPORT OF THE CHAIRS'COMMITTEE -cont'd
10.OTHER BUSINESS
a.OMERS Letter
Chair Stewart referred to a letter from Payroll Services to some trustees regarding
eligibility In the OMERS pension plan.It was clarifiedthat trustees should not have been
Included In the canvassing for members.
b.Naming of Schools Committee
It was agreed that the Naming of School Committees report to Board will be faxed to
trustees for approval at the January 27 Board meeting.The report will be submitted by
the Chairs'Committee in accordance with Board Bylaws.
c.Trustee Caucus
Trustee Sattier suggested that a trustee caucus be scheduled to bring trustees up-to-
date on recommended changes to the Trustee and Director job descriptions for
Incorporation into the Board Bylaws, the review of which Is underway.It was agreed to
schedule the caucus for February 17 at 5:00 p.m. An Indication of trustee participation
will be sought at the January 27 Board meeting.
11.DATE AND TIME OF FUTURE MEETINGS
The following meetings were scheduled for 9:00 a.m.:
February 4, 18
March 4,11 (1:00-3:00)
April 8, 22
May 6,20
June 3.17
12.ADJOURNMENT
The meeting adjourned at 11:05 a.m.by motion.
RECOMMENDATIONS:none
J.STEWART
Chairperson
Trustee Sattier explained the focus for the February 17 Trusted caucus and emphasized the
Importance of having full trustee attendance.Chair Roberts asked for a show of hands as to the
best time (5:00 p.m. or 7:00 p.m.) to ensure the maximum number of trustees are able to attend
the two-hour session on 2009 February 17.AmajorityIndicatedtheir intentionto attend.
d.REPORT OF THE COMMITTEE OF THE WHOLE • IN CAMERA 2009 January 27
MEMBERS PRESENT ADMINISTRATION AND OTHERS
T.Roberts P.Jaffe B.Tucker V.Nielsen
(Chair)S.Peters L.Elliott M.E.Smith
J.Bennett S.Polhlll B.Greene B.Sonler
S.Doub J.Rowe M.Sereda J.Thorpe
T.Grant P.Sattier K.Wilkinson P.Tufts
R.TIsdale C.Bourbonnais-B.Wagner
MacDonald S.Christie
K.Bushell K.Young
L.Griffith-Jones S.Young
C.Murphy
2009 January 27...27
Regrets: F.Exley,G. Hart,J. Stewart, L.Varghese
Absent:M.Hendrick
The Committee met in camera from 5:07 p.m.-6:25 p.m.
1.APPROVAL OF AGENDA
The agenda was approved by motion.
2.CONFLICTS OF INTEREST - No conflicts of interest were declared.
3. Confidentiallegal, negotiations and personal matters were discussed.
4.RISE AND REPORT
A motion to rise and report was moved at 6:25 p.m.and carried.
RECOMMENDATIONS:
1.That the Thames Valley District School Board enter into a contract with School World to
provide comprehensive website solution for district, school,administrative and teacher
websites within the Thames Valley District School Board.
2.That the Board approve the addition of staff through the Ministry of Education's Urban and
PriorityHighSchool Funding Grant at Clarke Road, H.B.Beal and Westminster Secondary
Schools.
3.That the Board approve the hiring ofa Project Liaison Officer (1.0)to Adult ESL in the School
of Adult,Alternative and Continuing Education.
4.That Program Services be permitted to hire four .0.5 FTE Teachers on Special Assignment
(TOSA) to support targeted elementary schools in grades 7 and 8 Mathematics,and one 1.0
FTE TOSA to support secondary Math teachers in targeted secondary schools.
T.ROBERTS.
Acting Chairperson
Recommendations 1,2, 3 and 4 were adopted on motion of S.Polhill,seconded by J.Bennett.
14.COMMUNICATIONS
a.CHAIR'S SUMMARY UPDATE -none
b.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION
Trustee Sattler advised that,together with Trustees Hart and Polhill,she will be attending the
OPSBA Public Education Symposium on 2009 January 29 to 31 at the Sheraton Centre in
Toronto.
15.NOTICE OF MOTION -none
16.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none
17.ADDITIONAL ITEMS
2009 January 27...28
18.QUESTIONS/COMMENTS BY MEMBERS
Trustee Bennett asked that any Reports of Committees include appendices related to
recommendations coming forward from a committee.She referred to the report of the Audit
Committee.2009 January 20,containing a recommendation to approve the 2008-2011 Internal Audit
Plan noting that the appropriate attachment was not provided.Exec.Supt.Greene indicated that the
supporting material for the Audit Committee meeting was provided to trustees with the agenda
package for their information and reference.
Trustee Bennett asked Director Tucker about the appropriate foaim for trustees to talk about the
Board's communication vehicles and the correct process to be used.Director Tucker will schedule
a meeting in this regard.
Trustee Jaffe referred to an excellent conference held last week regarding concussions and head
injuries incurred as a result of contact sports (e.g.hockey checking)and high-risk activities (e.g.
skiing,cycling,tobogganing)He emphasized that this good Information should be shared and
reviewed with everyone Involved with athletics InTVDSB.Exec.Supt.L.Eliott advised that TVRAA
will be consulted regarding the potential format for follow-up discussions with coaches at the
upcoming ail-day PD session on 2009 February 24.
Trustee Polhlll announced that Dr.Peter Jaffe will be conducting a seminar violence prevention on
2009 February 19 at Catholic Central Secondary School In London.Further details are available from
Trustee Polhlll or Jaffe.
19.ADJOURNMENT
The meeting adjourned at 9:07 p.m.on motion of R.Tisdale,seconded by S.Peters.
CONFIRMED;
2009 January 27...29
SUMMARY OF APPROVED RECOMMENDATIONS OF 2009 JANUARY 27
That the Board approve the transfer of $20 000 from the multi-purpose reserve in 2008-09 inorder
to facilitate the approved partnership with the Thames Valley Children's Centre.
That the Board approve the expenditure In the amount of $113 000 for the safety of secondary
technology classrooms from the multi purpose reserve to reimburse secondary schools.
That the Board approve the Naming Committee membership for the new schools being built in
Drumbo,Lucan,Thorndale,South -West St.Thomas and the new French Immersion school at the
site of Homedale Public School as indicated:
Drumbo
MaryEllenSmith,Superintendent of Education
James Stewart,Oxford Trustee
Graham Hart,Oxford Trustee
Monica Dickau,Drumbo Central PS
Janet McCall-Geil.Drumbo Central PS
Cretia Brittain,Princeton Centra!PS
Deb Sokul-MacDonald,Princeton Central PS
Lucan
Paul Tufts,Superintendent of Education
Sharon Peters,Middlesex Trustee
Sarah Doub,Middlesex Trustee
Erin Playford,Lucan PS
Colleen Bycraft,Lucan PS
Brenda Bullock-Cotton,Biddulph Central PS
Lori DeBrouwer,Biddulph Central PS
Pam McPherson,Prince Andrew PS
Thorndale
Barry Wagner,Superintendent of Education
Paul Tufts,Superintendent of Education
Sharon Peters,Middlesex Trustee
Sarah Doub,Middlesex Trustee
Kim Siroen,Plover Mills PS
Faith Wallis,Plover Mills PS
Karen Myall,Prince Andrew PS
Annie BIydorp,Leesboro Central PS
Cathy Hiemstra,Leesboro Central PS
South-West St.Thomas
Karen Wilkinson,Superintendent of Education
Frank Exiey,Elgin Trustee
Tracy Grant,Trustee
Lisa Dimbleby,Elmdale PS
Julie Pfingstgraef,Elmdale PS
Joe Pollard,Myrtle Street PS
Will Dyck, Myrtle Street PS
Ellen Baker,Scott Street PS
Taunyha Roberts-Neef,Scott Street PS
St.Thomas French Immersion
Karen Wilkinson,Superintendent of Education
Frank ExIey,Elgin Trustee
Tracy Grant,Elgin Trustee
Iffat FarouquI,Wellington &Homedale PS
Sharon Gowdey,Wellington &Homedale PS
2009 January 27...30
SUMMARY OF APPROVED RECOMMENDATIONS OF 2009 JANUARY 27 -cont'd
That the 2008-2011 Internal Audit Plan be approved.
Thatthe Senior Administration be asked to respond to the following three recommendations from the
Capital Planning Advisory Committee meeting of 2009 January 20:
1.That ARC 18 (Norwich, North Norwich and Otterville Public Schools)be given a high priority
and begun as soon as feasible.
2.That ARC 19 (Northdale Central,River Heights,South Dorchester,Westminster Central
Public Schools)be accepted as proposed.
3.That Parkview and Oxbow PS be included inARC 20 (Colborne Street,Southdale,Valleyview
Public Schools).
That the Board invite input from the Capital Planning Advisory Committee regarding the value of the
input process related to capital planning initiatives.
That the Thames Valley District School Board enter into a contract with School World to provide
comprehensive website solution for district,school,administrative and teacher websites within the
Thames Valley District School Board.
That the Board approve the addition of staff through the Ministryof Education's Urban and Priority
High School Funding Grant at Clarke Road,H. B.Beal and Westminster Secondary Schools.
That the Board approve the hiring of a Project Liaison Officer (1.0)to Adult ESL in the School of Adult,
Alternative and Continuing Education.
That Program Services be permitted to hire four 0.5 FTE Teachers on Special Assignment (TOSA)
to support targeted elementary schools in grades 7 and 8 Mathematics,and one 1.0 FTE TOSA to
support secondary Math teachers in targeted secondary schools.