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6/23/2009 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING,PUBLIC SESSION 2009 JUNE 23,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA V-verbal M -material 1.CALL TO ORDER V 2.O CANADA V 3.SPECIAL MUSICAL PRESENTATION -Mitchell Hepburn Public School Grade 7 Band (St.Thomas)V 4.APPROVAL OF AGENDA M 5.OFFICIAL RECORD M 6.RECOGNITIONS a. W.John Laughlln Staff Development and Leadership Award Presentations V b.A B Lucas SS Science Award Winners V 0.South SS Winners re "Me to We"Award V d.Skills Canada Gold Medal Winners V 7.CONFLICTS OF INTEREST V 8.CHAIR'S ANNOUNCEIUIENTS V 9.DIRECTOR'S ANNOUNCEMENTS . V 10.MINUTES OF THE 2009 JUNE 09 REGULAR BOARD MEETING AND 2009 JUNE 16 SPECIAL BOARD MEETING (to be faxed) a.Confirmation of Minutes M b.Business Arising from the Minutes 11.STUDENT TRUSTEES'UPDATE V a.Student Trustees Appreciation V 12.REPORTS FROM THE ADMINISTRATION a.Approval of TVDSB Special Education Plan 2009-2010 M b.Monthly Financial Reporting M c.Construction Contract Approval for Capital Projects M d.Renaming of South Secondary School M 13.REPORTS OF COMMITTEES a.Audit Committee,2009 June 16 M b.Chairs'Committee,2009 June 17 M c.Trustee Professional Development Committee,2009 June 17 M d.Committee of the Whole,In Camera,2009 June 23 V 14.COMMUNICATIONS a.Chair's Summary Update V b.Ontario Public School Boards'Association -Update V c.Canadian Mathematical Society M 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 JUNE 23 The Board met in regular session on 2009 June 23 in the Board Room at the Education Centre,meeting in public sessionat 7:00 p.m.to 8:40 p.m.The following were in attendance: TRUSTEES J.Bennett P.Jaffe S. Doub S.Peters F.Exiey S.Polhill T.Grant T.Roberts G.Hart ADMINISTRATION AND OTHERS B.Tucker S.Hughes K. Dalton V. Nielsen L. Elliott M.E.Smith B.Greene P-Tufts M.Sereda B.Wagner C.Bourbonnais-IWacDonald K.Wilkinson L.Griffith-Jones Absent:M.Hendrick J.Rowe P.Sattler J.Stewart (Chair) R.Tisdale L.Varghese K.Bushell S.Christie R.Hoffman K.Meeson S.Young W.Scott 1.CALL TO ORDER. BoardChairperson Stewart called the meetingto order at 7:00 p.m. 2./3.O CANADA AND MUSICAL PRESENTATION The appreciation of the Board was extended to the Mitchell Hepburn Public School Grade 7 Band (St. Thomas)and Conductor Jacqueline Reichenbach for leading in the singing of O'Canada and performing three musical selections. 4.APPROVAL OF AGENDA The agenda was approved on motion of T.Roberts,seconded by F.Exley. 5.OFFICIAL RECORD S.Christie,Supervisor,Corporate Services,read the following official record into the minutes: We regret to record the death of Rachael Walters,a 18-year-old student at Sir Frederick Banting Secondary School,London,on 2009 June 15;Teagan Cole,a 4-year-old student at South Ridge Public School,Tilisonburg,on 2009 June 17;Jeffery Nguyen,a 7-year-old student at New Sarum Public School,St.Thomas,on 2009 June 18;and,Barbara Hoye,a teacher at W.D.Sutton - Vanler Children's Services,London, on 2009 June 21. 6.RECOGNITIONS a.W.JOHN LAUGHLIN STAFF DEVELOPMENT AND LEADERSHIP AWARD PRESENTATION Fonner Thames Valley Director of Education John Laughlin introduced Patricia Thompson, Principal,Saunders Secondary School,London,and Debra Farquhar,Principal,Ashley Oaks Public School,London,as the 2009 recipients of the W.John Laughlin Staff Development and Leadership Award. Mr.Laughlin recognized Ms.Thompson and Ms.Farquhar as exemplary role models to the system as well emphasizing their sound judgement,valued opinion and strong work ethics.Ms. Thompson and Ms.Farquhar were presented with a commemorative gift.As well,their names have been added tothe awardplaque displayed at the Education Centre 2009 June 23...2 6.RECOGNITIONS -cont'd a. W.JOHN LAUGHLINSTAFF DEVELOPMENTAND LEADERSHIP AWARD PRESENTATION -cont'd Ms.Thompson and Ms Farquhar individually extended appreciation to Superintendents of Education Wagner,Moynihan and Neilsen,the trustees and Senior Administration as well as acknowledging the support,commitment and dedication oftheSaundersSecondary School and AshleyOaks PublicSchool staff. b.A.B.LUCAS S.S.SCIENCE AWARD WINNERS Supt.0.Bourbonnais-MacDonald introduced Katy Farrow,Science Department Head,A.B.Lucas S.S.(London)and acknowledged her significant contribution and commitment to students and their success.Ms.Farrow explained that for several years,A.B.Lucas S.S. science students have achieved the largest participation rate at the London District Science Fair as well as the University of Western Ontario's Bridge Building Competition,Science Olympics and Discovery Days. Thecongratulations ofthe Board were extended to A.B.Lucas S.S.students Tony Kwon,Ratna Varma and Caitlin Martin-Newnham for their many awards and accomplishments at local, regional,national and international science fairs.A video depicting A.B.Lucas S.S.students' science projects and activities was also viewed. c.SOUTH S.S.WINNERS RE "ME TO WE"AWARD Exec.Supt.K.Dalton Introduced and welcomed Students Nathan Blankco and Sara England and teacher Anita Watkins,South Secondary School (London).Ms.Watkins,in her capacity as staff advisor,explained that South's Social Justice Club recently received national recognition for its accomplishments at a "Me to We"celebration held in Toronto hosted by Ontario Lieutenant Governor David Onley and honoured guest Princess Sophie,TheCountessof Wessex.Some 14 South S.S.students and two teachers attended the event. Trustees weretoldthattheSocial Justice Clubexpanded from just 15 tomorethan 100 members in less than two years.Students Nathan Blankco and Sara England highlighted the many activities/events that the Club has held in order to raise thousands of dollars for "Free the Children"as well as local charity projects.The congratulations ofthe Board were extended tothe South S.S. Social Justice Club for its outstanding achievements both locally and globally. d.SKILLS CANADA GOLD MEDAL WINNERS The congratulations of the Board were extended to winners of the 20*^Annual Skills Canada, Technological Skills Competition held in Waterioo,Ontario.This year,38 TVDSB students competed in 31 events at the provincial level.Wayne Cramp,Teacher on Special Assignment with the Ontario Youth Apprenticeship Program in Woodstock,introduced the following seven provincial medalist winners and commented on their achievements.Congratulations were extended to gold medal winners Jennifer Stuber,Laurier S.S.(London);Ian Gauld,Saunders S.S. (London)and Garett Surmanski,Scott Holmes,Jessica Andrews and Shane McBean,Lucas S.S. (London)and silver medal winner Danielle Zammit,Strathroy DC!(Strathroy). 7.CONFLICTS OF INTEREST Trustees Hart and Jaffe declared conflicts of interest related to item lO.a.and 13.b.citing family employment 8.CHAIR'S ANNOUNCEMENTS -none {"'A 2009 June23...3 9.DIRECTOR'S ANNOUNCEMENTS Director Tucker invited Supt.M.Moynihan to comment ona recentevent related toa celebration of life held by Sir Frederick Banting Secondary School staff and students.She extended appreciation to the students and stafffortheirsupportof the family of RachelWalters, a former Banting S.S. student.Supt.Moynihan explained that Rachel had completed all her secondary school credits during her illness and that prior to her death,a private graduation ceremony was arranged at Parkwood Hospital.Many Banting S.S.staff and students attended the ceremony to honour and recognize Rachel's achievements. Director Tucker acknowledged Superintendent of Education Barry Wagner's long and distinguished career in education and extended best wishes on his retirement.Supt. Wagner expressed thanks for the support he received during his career as a teacher,principal and supervisory officer,and concludedthat ifan organizationisjudged byitspeople,TVDSB is richindeed. 10.MINUTES OF THE 2009 JUNE 09 REGULAR BOARD MEETING AND 2009 JUNE 16 SPECIAL BOARD MEETING a.CONFIRMATION OF MINUTES The minutes ofthe Regular Board Meeting,2009 June 09,were adopted on motion ofT.Roberts seconded by F.Exley.The minutes ofthe Special Board Meeting,2009 June 16,were adopted on motion of T.Roberts,seconded by F. Exley. b.BUSINESS ARISING FROM MINUTES Tnjstee Sattler referred to item 19 ofthe 2009 June 09 Regular Board Meeting minutes related to an out-of-area attendance issue and commented on the need to review this process at the Board's Policy Working Committee.The following motion was moved by P.Sattler,seconded byG. Hartand carried: That the policy "Attendance Areas for Students"be referred tothe Policy Working Committee forreviewas earlyas possible In the 2009-10 school year. Trustee Exley,in his capacity as Chair of the Budget Advisoiy Committee,thanked Exec.Supt. B.Greene and the Business Services staffforthe preparation and presentations ofthe 2009- 2010 Budget provided during the June Board meetings.He extended appreciation to the members ofthe Budget Advisory Committeefortheirinput into the process. Trustee Exley requested that the Administration respond to the following requests and provide this information to all trustees as soon as it is available: a. an updated version ofthe 2009-2010 Budget Tracking Sheet; b.a copy of the Monthly Financial Reporting which summarizes the revenue and expenditures for the 2008-2009 budget year; c. a copy of the total expenditure summary by area for the 2008-2009 school year; d.the opportunity asa Board to determine where to distribute any funds exceeding the $1M surplus,which has been forecasted; e.a summary sheet identifying which issues have been addressed from the Multi Year Budget Issues Identified For Review proposal and which issues will be addressed in theforthcoming year. Trustee Exley suggested that Item (e)be part of the discussions at the Trustee/Administration retreat to be held on 2009 September 17. 2009 June 23...4 11.STUDENT TRUSTEES'UPDATE a.STUDENT TRUSTEES APPRECIATION Trustee Jaffe,in Ills capacity as mentor to Student Trustee Jacob Rowe,recognized Jacob for h\s role as tlie students'voice at the Board table during a second term of office.Jacob was commended for his contribution on behalf of the secondary students and best wishes were extended as he begins his post-secondary studies.Student Trustee Rowe expressed hisfarewell and thanks to the Board in a special musical presentation. Trustee Bennett,in her capacity as mentor to Student Trustee Laura Varghese,thanked both Jacob and Laura on their efforts noting that they worked as a conscientious team.Trustee Bennett recognized Laura for her contribution to the Thames Valley District School Board over the past year noting her determination in visiting every secondary school,in some cases more than once,using public transit. Trustee Bennett advised that Laura has worked diligently with Jacob in making the students' voice heard regarding many Issues discussed at the Board table (e.g.,bottled water).She noted that itwas the last Board meeting for Lauraand extended best wishes as she moves onto post secondary studies in Sciences at the University of Western Ontario. Student Trustee Varghese responded that it has been an honour to be the voice of Thames Valley students at the Board table.She indicated that although the learning curve was extraordinary, the knowledge and skills attained from the experience will assist her inthe future. She expressed appreciation to the trustees,Administration and support staff for their wholehearted commitment to the betterment of education for Thames Valley students. 12.REPORTS FROM THE ADWIINISTRATION a.APPROVAL OF TVDSB SPECIAL EDUCATION PLAN 2009-2010 Supt.S.Hughes provided background information regarding the approval process for the Board's Special Education Plan. He advised that no additional input to the draft 2009-2010 Special Education Plan has been received since its presentation at the 2009 June 09 Board meeting. The Plan is to be submitted to the Minister of Education on or before 2009 July 31. RECOIUin/lENDATION That the Board provide inputto the revised TVDSB Special Education Plan 2009-2010 for Board approval. The recommendation was moved by T. Roberts,seconded by P.Exley.The following amendment was moved by R.Tisdale,seconded by J.Bennett and carried: That the recommendation wording,"provide input"be deleted. The following recommendation,as amended,was moved byR.Tisdale,seconded byJ.Bennett and carried: That the Board approve the revised TVDSBSpecial Education Plan for 2009-2010. b.MONTHLY FINANCIAL REPORTING The month-end financial report as at 2009 May31 was presented.The update included the year- to-date activity,the summary of revenues,expenditure summary and expenditure summary by area. Manager Meeson explained the year-end budget process. 2009 June23...5 12.REPORTS FROM THE ADMINISTRATION -cont'd 0.CONSTRUCTION CONTRACT APPROVAL FOR CAPITAL PROJECTS Executive Officer K.Bushell presented information seeking Board approval for the Administration to award construction contracts for six capital construction projects once Ministryof Education (MOE)approval ofthis funding stream through the Capital Liquidity Template has been received. He advised trustees that the Board approved the design,estimated cost and budget for the six capital projects at the 2009 April 21 Special Board Meetingand directed the Administration to tender once MOE funding was announced.Administration was to report back to the Board the results of the tendering process and recommend contractors to construct these projects. This process is consistent with all capital construction projects TVDSB has built over the past 11 years. Because the Ministry announcement to fund these projects was delayed by approximately six weeks,the Administration was faced with tendering and awarding these projects during the summer months without a scheduled Board meeting to present the results of the tenders and seek recommendations to award contracts.Also, with six projects to be tendered consecutively, any attempt to call special Board meetings or hold electronic votes over a 6 - 7 week period may prove difficultto obtain a quorum. It was noted that the Board has approved the design and estimated cost of these projects and that all proposed projects have school consolidation implications for 2010 September and must proceed Immediately.Also,Facility Services utilizesthe pre-quallfication process onlyto allow qualified general contractors to tender the projects. Therefore, the lowestvalid tender received from a pre-qualified contractor will be awarded the contract The Ministry ofEducationalso mustapprovethe funding ofthe projectusing Capital Grants,Pupil Accommodation Reserve Funds and Restricted Grants.Anyfunding issues with these projects that may arise wouldneed to be discussed with the~Board and negotiated with the Ministry prior totheirapproval.Lastly,the current Board's Purchasing policy and procedure does notrequire Board approval of tenders If the lowest tender is accepted.Mr.Bushell advised that the Director/designate will notify trustees as each contract Is awarded. It was noted that all tender results and an approved contractor for each of the projects will be presented to the Boardfor information at the 2009 September 8 Board meeting. The following estimated costs, as presented at the 2009 April 21 Special Board Meeting,were reviewed: A..E.Duffield $6 675 474 Stoney Creek $15 025 173 CASS $2 881 540 Glendale $ 8 804 476 Caradoc Central $4 175 300 Northridge $3 438 383 The tender cost will Include only the construction value of these projects.Additional School Renewal components addedtothe project and funded through the School Renewal Program, GoodPlaces to Learn Grantor Energy Efficient Schools Funding will be Included In thetendered amounts. 2009 June 23...6 12.REPORTS FROM THE ADMINISTRATION -cont'd c.CONSTRUCTION CONTRACT APPROVAL FOR CAPITAL PROJECTS -cont'd The following tender schedule was presented; A.E Duffield Tender Out 2009 June 08 Tender close/opening 2009 June 25 Stonev Creek Tender Out 2009 June 15 Tender Closes/opening 2009 July 07 College Avenue Tender Out 2009 June 22 Tender Closes/opening 2009 July 14 Glendale Tender Out 2009 June 29 T ender Closes/opening 2009 July 23 Caradoc Central Tender Out 2009 July 06 Tender closes/opening 2009 July 30 North ridge Tender Out 2009 July 13 Tender closes/opening 2009 August 06 RECOMMENDATION: That the Board authorizes the Director of Education/designate to award construction contracts, consistent withthe Board's Purchasing policyand procedure,once Ministry ofEducation approval is received,for the following projects: A.E.Duffield Public School -Addition &Renovations; Stoney Creek Elementary School; College Avenue Secondary School - Addition &Renovations; Glendale High School - Addition &Renovations; Caradoc Central Public School - Addition &Renovations; Northridge Public School - Addition &Renovations. The recommendation was adopted on motionofJ. Bennett,seconded byT.Grant.Trustee Exiey was absent during voting. Director Tucker advised that he will speak with Chair Stewart should any issue out of the ordinary arise. d.RENAMING OF SOUTH SECONDARY SCHOOL Exec. Supt.K.Dalton presented a report seeking Board approval to rename South Secondary School.She advised that a meeting ofthe South Collegiate AlumniAssociation was heldon 2007 May 09at which timea unanimous votewastakentopursuea name change fortheschoolback to its original name:London South Collegiate Institute. School Council support was given at its meeting in 2008 January,followed by support of the South staff in 2009 February and of the Student's Council in 2009 March.All votes were unanimous.Consultation also occurred during a meeting held 2009 May28 withthe president of the Alumni Association,the Principal and the Superintendent.A Naming of Schools Application and supportingdocuments were provided. I 2009 June 23...7 12.REPORTS FROM THE ADMINISTRATION -cont'd d.RENAMING OF SOUTH SECONDARY SCHOOL -cont'd RECOMMENDATION: That the Board approve the renaming of South Secondary School to London South Collegiate Institute. The recommendation was adopted on motionof R.Tisdale,seconded byS.Polhill.Trustee Hart was absent for the vote. It was noted that a new school sign is being designed as part of a beautification projectfunded bytheSouth Collegiate Alumni Associationand theSchool Council. 13.REPORTS OF COMIUIITTEES a.REPORT OF THE AUDIT COMMITTEE 2009 June 16 3:10 p.m. - 3:43 p.m. MEMBERS PRESENT ADMINISTRATION AND OTHERS R.Tisdale (Chair) R. Robertson B.Greene K.Meeson S.Peters B.Tucker S.Christie Regrets:T. Grant, T. van Pinxteren 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST -none declared 3.MONTH END REPORTS,2009 MAY ManagerK.Meesonupdatedthe Committee onthe2009 May month-end reports highlighting areas of interest.She advised that at this time ofyear, itIsanticipated that a small surplus of $1M will be realized.Casual accounts at the central levelare projected to be over budget. Manager Meeson responded to questions posed bymembers. 4.SCHOOL AUDIT REPORT Exec.Supt.B.Greene advised that reports from the internal audits of non school locations performed by Deloitte and Touche will be brought tothe committee in the fall.He suggested that committee professional development alsobe considered for the fall.He advised thatthe implementation details oftheuseofthe funding for Audit Capacity announced in the 2009-10 Grants for StudentNeeds (GSN's)will be clarified overthe next several months.A report will be broughtto the Committeeas specificsare released. DirectorTucker distributed and described the recent school audit reports forWoodstock Cl, Sir George Ross SS,and HB Seal SS noting that the majority of issues were housekeeping items and easily corrected.He advised that the recommendations emanating from each audithave been discussed with thearea supervisory officer and followed up with theschool principal and administrative secretary.Finance staff will work with the schools where concerns are identified.High risk indicators have been developed for consideration inthe development ofthe internal audit plans for schools.DirectorTucker responded to members' questions. 2009 June 23...8 13.REPORTS OF COWIMITTEES -cont'd a.REPORT OF THE AUDIT COMMITTEE -cont'd 5.OTHER BUSINESS a.Agenda Item Suggestions Exec.Supt.Greene soughtissues for consideration inthe nextschoolyearand asked that anysuggestions be forwarded to ManagerMeesonforscheduling. 6.DATE AND TIME OF NEXT MEETING Exec.Supt.Greene advisedthat itisanticipatedthat monthly meetings will notbe necessary in the coming school year. He will speak with Chair Tisdale regarding a meeting In September. 7.ADJOURNMENT A motion to adjourn was approved at 3:43 p.m. RECOMMENDATIONS:none R.TISDALE, Chairperson b.REPORT OF THE CHAIRS'COMMITTEE 2009 June 17 9:10 a.m.-11:00 a.m. MEMBERS ADMINISTRATION AND OTHERS J. Stewart (Chair)T. Roberts B.Tucker S. Christie T.Grant P.Sattler 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST -none declared 3.REVIEW OF 2009 JUNE 23 BOARD AGENDA Theagendas forthe In-camera and public Board meetingsof2009June 23werediscussed and updated. 4.CORRESPONDENCE A letter from the Canadian Mathematical Society requesting financial support for a TVDSB student selected to the 2009 Canadian team was added to the 2009 June 23 Board agenda under "Communications. 5.REVISED BOARD AGENDA TEMPLATE/SCHOOL INITIATIVES Director Tucker presented a proposal to revisethe second Board meeting agenda each monthto include a presentation on learning initiatives in schools. The following motion was moved and carried: That suggested revisions for the Board meeting agenda template related to learning initiatives in schools be referred to the Bylaw Review Ad Hoc Committee for consideration. The Committee requested that trustees be included on the Public Affairs media release distribution list immediately.Additional communication strategies were discussed. 2009 June 23...9 13.REPORTS OF COWIMITTEES -cont'd b.REPORT OF THE CHAIRS'COIUIMITTEE -cont'd 6. CHAIR'S AUTHORIZATION - SUMMER PERSONNEL CHANGES Chair Stewart spoketothe annual request from Human Resource Services to authorize the Board Chair to approve personnel changes over the summer.The following motion was moved and carried: That the Chairofthe Board be authorizedon behalfofthe Boardtoapprove personnel changes as required during 2009 Julyand August. 7.STANDING COMMITTEE MEETING PROTOCOLS S.Christie presented a draft meeting protocol for the Board's standing committees.It was agreed to refer the document to the Bylaw Review Ad Hoc Committee for inclusion asan appendix.The proposal to establish a First Nations administrative committee to support the work ofthe First Nations Advisory Committee was supported with trustee representation and inclusionofthe Aboriginal Education Advisor. The following motion was movedand carried: That theStanding Committee Meeting Protocols be referred tothe Bylaw Review Ad Hoc Committee for inclusion in the revised Board Bylaws. 8.SO/TRUSTEE RETREAT It was agreed to schedule a supervisory officer and trustee retreat on 2009 September 17. Director Trucker reviewed the draft agenda items.The benefits of holding the retreat off-site were discussed.The location of the retreat will be determined. 9.OTHER BUSINESS a.BUDGET DEBRIEF Asessionto debrief trusteesonthe budget development processwas discussed.It was agreed that a session will be planned for the fall,possibly at the SO/Trustee retreat. b. MINISTRYOF EDUCATION Policy Initiatives Trustee Sattler questioned the status of upcoming policies under development as directed by the Ministry of Education,e.g.,AODA policy and procedure.Director Tucker advised that the draft policy is under development and will be presented to the Policy Working Committee in the fall for approval by the due date of 2009 December 31 Trustee Sattler questioned the status of the Ministry of Education's Equity and inclusive Education Strategy noting that boards have been encouraged to discuss how the strategy wiii be implemented and applicable policies reviewed.DirectorTucker indicated that the diversity portfolio has been assigned to Program staff.The MOE is preparing a memorandum outlining the expected board direction. 10. DATEAND TIME OF NEXT MEETING The next meeting was scheduled for 2009 September 02 at 9:00 a.m.At that tine,plans for the SO/Trustee Retreat agenda will be determined including the Director's Performance Review. It was suggested and agreed that a social time for trustees and the senior administration will be planned for the end of August.Additional details will follow. 2009 June 23...10 13.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE CHAIRS'COMMITTEE -cont'd 11.ADJOURNMENT The meeting adjourned at 11:00 a.m. by motion. RECOMMENDATION: That the Chair of the Board be authorized on behalf of the Board to approve personnel changes as required during 2009 July and August. J.STEWART, Chairperson The recommendation was adopted on motion of T. Grant,seconded by F.Exiey.Trustee Hart was absent during the vote. c.REPORT OF THE TRUSTEE PROFESSIONAL DEVELOPMENT COMMITTEE 2009 June 17 12:30 p.m.-1:30 p.m. MEMBERS ADMINISTRATION &OTHERS F.ExIey T.Grant S.Pullam T.Roberts (Chair) 1.APPROVAL OF AGENDA The agenda was approved. 2.REPORT OF MINUTES OF 2009 APRIL 08 MEETING P.D.Committee Chair Roberts asked the Committee members If they have considered any suggestions related to trustee professional development opportunities as discussed at the 2009 April 08 meeting. Aftersome discussion, itwas agreed thatT.Roberts would speak to the Director of Education regarding strategies to provide Trustees with information on ongoing internal/staff P.D.opportunities to which Trustees could participate.Furthertothat, it was agreed that Trustees should be updated on P.D.sessions which would be of value/relevance to them as well as be providedwiththe same resource material as principals and superintendents. 3.UPDATE AND REVIEW OF 2008-2009 P.D.BUDGET Areport outlining the P.D.expenditurestodate was reviewed.The pertrustee allotmentfor the 2009-2010 will be provided at the next meeting. 4.PRIORITY SETTING FOR 2009-2010 SCHOOL YEAR It was discussed and agreed that trustees should consider topics which,as a group,are relevantand of Importance.Some priority topics suggested were Strategic Planning,Capital Plans,the Balanced Day,Budget Review and Bylaw Reviewchanges.Itwas recommended and supported that the concept of holding P.D.sessions around current and emerging educational issues together with the Supervisory Officers In a retreat format be discussed with the Director of Education. 2009 June23...11 13.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE TRUSTEE PROFESSIONAL DEVELOPMENT COMMITTEE -cont'd 4.Priority Setting for 2009-2010 School Year - cont'd The following recommendation was made: That the concept of holding P.D.sessions around current and emerging educational issues together with the Supervisory Officers in a retreat format be discussed with the Director of Education. 5.REPORTS FROM TRUSTEES'PD ACTIVITIES The Committee supports and encourages trustees to reportback to the Board when they return from P.D.Conferences,Symposiums,Workshops,etc. Therewas some discussion as tothe best method of providing this information tothe Board.Itwas unanimousthat this reporting back is valuable to all trusteesandtothe public toensurethatsubjectsareofvalue and that the Trustee P.D. funds are being put to good use. Itwas recommended that reporting back of P.D.opportunities be referred tothe Bylaw Review Committee for a place on the Board Agenda template.The Professional Learning Session Reflection sheet is provided. The following recommendation was made: That reporting backof P.D.opportunities be referred tothe Bylaw Review Committee for a place on the Board Agenda template. 6. REQUESTFOROPSBA WORKING GROUP#3 -COMPREHENSIVE TRUSTEEPD PLAN Ontario Public School Board's Association is looking for Trustees who are willing to participate on several working groups.Tnjstee T.Roberts agreed to submit his nametoThe Working Group #3 -Comprehensive Trustee PD. 7.OTHER BUSINESS Aiate P.D.request from Trustee R.Tisdalewas received and approvedfor $150.00. 8.NEXT MEETING The next meeting will be scheduled at the callofthe Chair. 9.ADJOURNMENT The meeting was adjourned at 1:30 p.m.. RECOMMENDATIONS -none T.ROBERTS. Chairperson Trustees commentedthatthe P.D.report provides an excellentrecordofthe various conferences,symposiums,workshops,etc.attended by trustees.It was requested that an annual chart listing all the PD conferences (and expenditures)that trustees and Administration attend be prepared for information. 2009 June 23...12 13.REPORTS OF COMMITTEES -cont'd d.REPORT OF THE COMMITTEE OF THE WHOLE -INCAMERA 2009 June 23 MEMBERS PRESENT T.Roberts (Chair) J.Bennett 8.Doub F.Exley T.Grant G.Hart P.Jaffe 8.Peters S.Polhill J.Rowe P.Sattler J.Stewart R.Tisdale Absent:M.Hendricl<, L.Varghese ADMINISTRATION AND OTHERS B.Tucker K.Dalton L.Elliott B.Greene M.Sereda C.Bourbonnais- MacDonald L.Griffith-Jones 3.Hughes M.I\/loynihan V.Nieisen M.E.Smith B.Bonier P.Tufts B.Wagner K.Will<inson K.Bushell S.Christie R.Hoffman The Committee met in camera from 5:00 p.m. to 6:00 p.m. 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST Conflicts of interest were declared by Trustees Hart and Jaffe to Item 8.f citing famiiy employment. 3.Confidential legaland personal matters were discussed. 4.RISE AND REPORT A motion to riseand reportwas movedand carried at 6:00 p.m. RECOMMENDATIONS: 1.That the Thames Valley District School Board enter into a three-year contract for the period of2009 September 01 to 2012 August 31 with the Pepsi Bottling Group to provide beverage vending services to elementary and secondary schools and administrative sites within the Thames Valley District School Board. 2.That the Thames Valley District School Board enter into a three-year contract for the period of2009 September 01 to 2012 August 31 with JC Vending to provide snack vending services to secondary schools and administrative sites within the Thames Valley District School Board. 3. Thatthe TVDSB enter into a contractwith Ashland Chemicals to provide watertreatment for boiler and mechanical systems as requiredfora three-year term. 4.That the Board approve the hiring of one teacher on special assignment (TOSA)for the Autism team to provide leadership to school teams and focus on the transition of students Into Thames Valley schools for the 2009-10 school year;salary to be paid from ABA funding of $91 249, new hire for 2009 September. 5.That,consistent with the provincial framework agreements with OSSTF and CUPE,locally bargained collective agreements and Ministry memoranda,the Board approve increases to staffing budgets as required within the OSSTF PSSP,CUPE 4222A and CUPE 4222B bargaining units. T.ROBERTS, Chairoerson 2009 June 23...13 13.REPORTS OF COWIIUIITTEES -cont'd d.REPORT OF THE COWIWIITTEE OF THE WHOLE -IN CAMERA Recommendations -cont'd Recommendations 1, 2, 3, 4 and 5 were adopted on motion of T. Roberts,seconded by R. Tisdale. 14.COWIWIUNICATIONS a.CHAIRS'SUWIWIARY REPORT Chair Stewart advised that he attended the Ontario Secondary School Teachers'Federation (OSSTF)Annual Retirement Dinner held at the London Convention Centre on 2009June 11 noting it was a very successful event. b.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION -UPDATE ChairStewart thanked Trustee Sattlerfor her contribution as partofthe AGM Governance panel. Trustee Peters advised that Trustee Sattler was elected to ^e OPSBA Policy Committee. Trustee Sattler reportedthat itwas a successful AGM with excellent workshops,using as an example the parliamentary procedures three-hour sessionthatwas informative and engaging. She commented on the Urban Aboriginal Education Pilot Project noting that itpromisestobe an exciting initiative with useful ideas and strategies for engaging Aboriginal parents and students. c.CANADIAN WIATHEWIATICAL SOCIETY Aletterwas received from Graham Wright,Executive Director,Canadian Mathematical Society, toChairStewart advising thatChenSun,astudentat A.B.LucasSecondary School,London,has been selected to be a member of the 2009 Canadian team going to the International Mathematical Olympiad in Bremen,Germany,on 2009 July 13to 22.The Society requested that the TVDSB consider financial support toward covering some ofthecosts associated ChenSun's participation inthis intemational event. 15.NOTICE OF MOTION -none 16.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 17.ADDITIONAL ITEMS -none 18.QUESTIONS/COMMENTS BY MEMBERS TrusteeGrantcommentedonthe Mental Health Committee Task Force noting good representation from TVDSB staff. Director Tucker confirmed thatconsenthasbeen received from Justin Trudeau torename Homedale P.S."Pierre Elliott Trudeau Public School".Mr.Trudeau has also indicated that he will attend the rededlcation and opening ceremonies. Chair Stewart thanked Supt.Wagner for his many years of dedicated service and extended best wishes for a long and happy retirement.He further wished everyone a safe and happy summer. 19.ADJOURNMENT The meeting adjoumed at 8:40 p.m.,on motion ofJ.Bennett,seconded by R.Tisdale. CONFIRMED: Chairperson 2009 June 23...14 SUIUIWIARY OF APPROVED RECOMMENDATIONS OF 2009 JUNE 23 That the policy "Attendance Areas for Students"be referred to the Policy Worl<ing Committee forreview as early as possible in the 2009-10 school year. That the Board approve the revised TVDSB Special Education Plan for 2009-2010. That the Board authorizes the Director of Education/designate to award construction contracts, consistent withthe Board's Purchasing policyand procedure,once IVIinistry of Education approval is received,for the following projects: • A.E. Duffield Public School - Addition &Renovations; •Stoney Creek Elementary School; College Avenue Secondary School - Addition &Renovations; •Glendale High School - Addition &Renovations; •Caradoc Central Public School -Addition &Renovations; Northridge Public School - Addition &Renovations. That the Board approve the renaming ofSouth Secondary School to London South Collegiate Institute. That the Chair of the Board be authorized on behalf of the Board to approve personnel changes as required during 2009 July and August. That the Thames Valley District School Board enter into a three-year contract for the period of 2009 September 01 to 2012 August 31 withthe Pepsi Bottling Group to provide beverage vending services ^^ to elementary and secondary schools and administrative sites within the Thames Valley District School • Board. That the Thames Valley DistrictSchool Board enter into a three-year contract for the period of 2009 September 01 to 2012 August 31 with JC Vending to provide snacl<vending services to secondary schools and administrative sites within the Thames Valley District School Board. That the TVDSB enter into a contract with Ashland Chemicals to provide water treatment for boiler and mechanical systems as required for a three-year term. That the Board approve the hiring of one teacher on special assignment (TOSA)for the Autism team to provide leadership to school teams and focus on the transition of students into Thames Valley schools forthe 2009-10 school year;salary to be paid from ABAfunding of $91 249, new hire for 2009 September. That,consistent with the provincial framework agreements with OSSTF and CUPE,locally bargained collective agreements and Ministry memoranda,the Board approve increases to staffing budgets as required within the OSSTF PSSP,CUPE 4222A and CUPE 4222B bargaining units.