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6/9/2009 - Regular Board Meetingr THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING,PUBLIC SESSION 2009 JUNE 09,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA V-verbal M -material 1.CALL TO ORDER V 2.0 CANADA V 3. SPECIAL MUSICAL PRESENTATION - St.George's Public School Band (London)V SPECIAL DANCE PRESENTATION -Byron Northview P.S.African/American Dancers V 4.APPROVAL OF AGENDA M 5.OFFICIAL RECORD M 6.RECOGNITIONS a.Lawson Literary Award V b.Junior 8 Summit -Saunders Secondary School Carpe Diem Team V c.Strathroy DCI Peter Mansbridge Award Recipient V d.Strathroy DCI Desmond Tutu Ticket Winners V 7.CONFLICTS OF INTEREST V 8.CHAIR'S ANNOUNCEMENTS V 9.DIRECTOR'S ANNOUNCEMENTS V 10.PRESENTATIONS -none 11.MINUTES OF THE 2009 MAY 26 REGULAR BOARD MEETING M a.Confirmation of Minutes M b.Business Arising from the Minutes 12.STUDENT TRUSTEES'UPDATE V 13.REPORTS FROM THE ADMINISTRATION a.2009-2010 Draft Preliminary Budget/Budget Issue Sheets M (Material to be distributed) b. TVDSB Special Education Plan 2009-2010 M c.Caradoc Central Public School and Ekcoe Central Public School Boundary Adjustment M 14.REPORTS OF COMMITTEES a.Policy Working Committee,2009 May 26 M b.Budget Advisory Committee,2009 May 26 M c.Budget Advisory Committee,2009 June 02 M d.Chairs'Committee,2009 June 02 M e.Special Education Advisory Committee,2009 June 02 V f.Committee of the Whole,In Camera,2009 June 09 V 15.COMMUNICATIONS a.Ontario Public School Boards'Association -Update 16.NOTICE OF MOTION 17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 18.ADDITIONAL ITEMS 19.QUESTIONS/COMMENTS BY MEMBERS 20.ADJOURNMENT THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING,PUBLIC SESSION 2009 JUNE 09 The Board met in regular session on2009June09 in the Board Room atthe Education Centre,meeting in public session at 7:02p.m.to 11:45 p.m. The following were inattendance: TRUSTEES J.Bennett S.Doub F.Exiey T.Grant G.Hart ADMINISTRATION AND OTHERS B.Tucker L.Elliott B.Greene M.Sereda 0.Bourbonnais-MacDonald L.Griffith-Jones Absent:L.Varghese M.Hendrick P.Jaffa 8.Peters 8.Polhill T.Roberts 8.Hughes M.Moynihan V.Nielsen M.E.Smith B.Sonier P.Tufts B.Wagner K.Wilkinson K.Bushell J.Rowe P.Sattler J.Stewart (Chair) R.Tisdale S.Christie S.Dawson S.Macey K.Meeson G.Owens B.Strong K.Young S.Young W.Scott 1.CALL TO ORDER. Board Chairperson Stewart called the meeting to order at 7:02 p.m. 2./3.0 CANADA AND MUSICAL PRESENTATION The appreciation ofthe Board was extended totheSt.George's Public School Band (London)and Conductor Principal David Ennis for leading in the singing ofO'Canadaand performing two musical selections. The appreciation of the Board was also extended to the Byron Northview Public School African/American Dancers (London)and Teacher/Instructor Mike De Rita for their "Gum Boot" performance. 4.APPROVAL OF AGENDA Theagendawas approved on motion ofF.Exley,seconded by T.Roberts. 5.OFFICIAL RECORD S.Christie,Supervisor,Corporate Services,readthe following official record into the minutes: We regret to record the death ofVictoria Stafford,an 8-year-old student at Oliver Stephens Public School,Woodstock;and,Joshua Field,a 17-year-old student at East Elgin Secondary School, Aylmer,on2009 June 04. 2009 June 09...2 6.RECOGNITIONS a.LAWSON LITERARY AWARD R.Princis,Co-ordinator Development,Public Affairs &Community Relations,provided opening remarks regarding the Lawson Literary Award competition and presented a synopsis ofeachof the winning submissions.The following winners of the 2009 Lawson Literary Award were introduced.Colonel T.Lawson,Chairperson J. Stewart and Director of Education B.Tucker presented the awards. b. Student Sara Andrews Taylor Blewett James Brooks Ursula Carmichael Maggie Carter Ally Ciark Kierra Clubb Lorissa Finkenzeiier Megan Kamphius Jamie Merriam Fiona Murray Ryan O'Neil Aleksandra Rakic Kristen Seaman Taylor Vince Jamal Williams School Locke's P.S. Westmount P.S. Kensal Park F.l.P.S. Lord Roberts F.l.P.S. Harris Heights P.S. Victoria P.S. Masonville P.S. Huron Heights F.l. P.S. L.B.Pearson School for the Arts Westminster Central P.S. Davenport P.S. Oxbow P.S. Woodland Heights P.S. J.P.Robarts P.S. North Meadows P.S. Trafalgar P.S. Family of Schools Arthur Voaden S.S. Saunders S.S. LaurierS.S. •London Central S.S. Ingersoll DCI South S.S. Lucas S.S. Montcalm S.S. Oakrldge S.S. Lord Dorchester M.S. East Elgin S.S. Medway H.S. Westminster S.S. Clarke Road S.S. Strathroy DCI Beal S.S. Colonel Lawson extended congratulations to this year's winners noting the outstanding literary talentthatexistsacross the District.DirectorTucker expressed appreciation tothe Lawson family for continuing to sponsor the award that inspires excellence by encouraging students to research and write about great Canadian heroes as well as their personal perspectives on Canadian issues of interest.He noted that the Lawson Literary competition provides students with another opportunity to develop critical thinking skills while studying and understanding Canada's heritage. JUNIOR8 SUWIIUIIT - SAUNDERS SECONDARY SCHOOL CARPE DIEWI TEAM M.Moynlhan,Superintendent of Education,introduced Jona Cho,Steve Lee,Nigel Wodrlch and Corinne Boudreau,members ofthe Saunders Secondary School Carpe Diem Team.The congratulations of the Board was extended to the Team which was chosen by UNICEF National Committees to represent Canada atthe Junior 8 Summit (J8)in Italy for the G8 Summit in July. Principal Patricia Thompson and Teacher Mary Curk explained the J8 annual forum held from 2009 July 04 to 12.Youth,aged 14 to 17 from all over the worid representing G8 member states and other emerging countries,will address the same issues as those onthe G8 Summit agenda. The UNICEF J8 Summit provides a one-of-a-kind platform for the discussion between youth and the world's most powerful leaders about issues that directly impact young people today and in the future. Each of the students spoke about the team's goals and preparation for the J8 Summit that will consider the topics ofAIDS,climate change,poverty and economic development.Avideo and essay was submitted to the UNICEF National Committees.The video was viewed. 2009 June 09...3 6.RECOGNITIONS -cont'd c.STFIATHROY DISTRICT COLLEGIATE INSTITUTE PETER MANSBRIDGE AWARD P.Tufts,Superintendentof Education,extendedcongratulationsonbehalfoftheBoardto Victoria (Tori)Zavitz,a Grade 11 student at Strathroy District Collegiate Institute,as the 2009 recipient ofthe Peter Mansbridge Journalism Award.SDCI teacher B.Myette explained that this national award recognizes Tori as a Junior Achievement participant "Achiever"with a passion for journalism who best exemplifies a commitment to positive change and promotes a vision of prosperity forCanada and the World.Tori was awardeda cash scholarshipof $10 000 toward post-secondary education inthe area of broadcasting and joumalism. d. STRATHROY DISTRICT COLLEGIATE INSTITUTE (SDCI) DESMOND TUTU TICKET WINNERS The congratulations of the Board was extended to Jessica Toomer and Megan Van Massenhoven,Grade 12 students at Strathroy D.C.I,and winners of a TVDSB contest for two ticketstoa special presentation by Nobel Peace Prizewinner Archbishop Desmond Tutu.SDCI teacher R.Patkua recognized Jessica and Megan fortheir contributions tothe Strathroy-Caradoc Community-Wide Take Action"campaign which raisedover $18 000tosupportthe international organization "Free The Children".Also,the winning school received 50 seats at the London Convention Centre Auditorium featuring a remote live feed of Archbishop Tutu's speech. 7.CONFLICTS OF INTEREST Trustees Jaffe and Hart declared conflictsof interest related to 2009-2010 Budget issues citingfamily employment. 8.CHAIR'S ANNOUNCEMENTS -none 9.DIRECTOR'S ANNOUNCEMENTS Director Tucker advised trustees that five candidates were interviewed for the position of Supervisory Officer on 2009 June 09. He announced that Karen Edgar has been appointed to the position of Superintendent of Education effective2009 August 01.Ms.Edgar,Principal of Wilfrid Jury P.S., brings a wealth of experience as an administratorof five very diverse school communities.The Director introduced and extended congratulations to Ms.Edgar. ExecutiveOfficer K.Bushell providedan update regarding the recent Ministry of Educastlon Capital funding announcement inthe amount of $27M.Henoted that all six TVDSB projects may nowgo fonvard to the tendering process which will be spaced a week apart during 2009 June, July and August with proposed constructionstart dates to commence in 2009 September. 10.PRESENTATIONS -none 11.MINUTES OF THE 2009 MAY 26 REGULAR BOARD MEETING a.CONFIRMATION OF MINUTES The minutesofthe RegularBoard Meeting of2009 May 26were adopted on motion ofF.Exiey, seconded by J.Bennett. b.BUSINESS ARISING FROM MINUTES 12.STUDENT TRUSTEES'UPDATE Student Trustee Rowe advised that an information meeting with the new student trustees,Supt. Griffith-Jones,S.Puilam,and the Student Trustees was held on 2009 June 02. 2009 June 09...4 13.REPORTS FROM THE ADMINISTRATION a.2009-2010 DRAFT PRELIMINARY BUDGET/BUDGET ISSUE SHEETS Exec.Supt.B.Greene and Financial Services IVIanager K.Meeson provided an overview ofthe sequenceand order of budget matters tobe addressed by trustees leading tothe approval ofa balanced 2009-2010 budget. Exec.Supt.Greene advised thatatthe Budget Advisory Committee meeting held on2009June 02, the Administration presented a proposed schedule of budget items to be addressed by tnjstees at the 2009 June 09 and 2009 June 16 Board meetings.The Board, at its meeting of 2009 April 28,received the report entitled ''I\/luiti-Year Preliminary Budget".It provided trustees with an overview ofthe process which ledtothe development ofthe 2009-2010 budgetissues for review as partofthe multi-year preliminary budget process.Included with the report wasthe binder entitled;"Muiti-Year Preliminary Budget Reviews 2009-2010".The binder includes individual issue sheets with recommendations for each identified issue.During the Board meetings ofJune09andJune 16,eachoftheissuesand recommendations will be addressed. Manager Meeson and B.Hester,Supervisor.Financial Services,provided a live,onscreen tracking ofthe budget status.The following Budget Issue Sheetsthat have no budget impact were presented and discussed. Student Pathwavs for Success Allocation of funds among various sections ofthe Student Success Action Plan,Grades 7-12. The Student Pathways to Success grant is a restricted grant outside GSN funding.It requires the Administration to develop a plan of priorities,butwithin guidelines established by the Ministry. The plan is submitted to the Ministry for approval.Local Ministry staff meet with the Director, Executive Superintendent of Program Services and Student Success Leaders to discuss progress of initiatives.A final report is submitted tothe Ministry. Secondary Technical Education Technological Education preventative maintenance and replacement of equipment for manufacturing transportationand construction shop. During the past year,significant funds have been allocated to the safety of technological equipment as follows; -PARCS Inspections of all equipment $279400 from Board reserves; Purchase of guards and shields on all equipment -$115 000 from Board reserves; - Student success One Time Funding allocation forthe installation of magnetic switches and inspection ofdust extractors -$550000. Trustee Grant requested that a trustee be included on the committee established to develop a strategy for technological educationforthe future. Cost of New Schools/Additions Through the Annual Accommodation Reporting process and the recommendations to consolidate schools,there will bea need to construct and/or renovate existing facilities to accommodate students and enhance program.The Board will need to create a funding stream to pay for a portion of these projects that are not covered under existing or new Ministry Grants,operational savings,reserve funds and proceeds from disposition. Elementary Athletics Current participation levels continue to increase annually,while supply teacher coverage and transportation expenses are also rising.Increased number of participants leads to increased expenses if business remains as usual.Fixed costs such as transportation and supply teacher coverage are factors out of the control of the Elementaiy Sports Council.Adeficit of $15 000 is projected for 2008-09 if spending continues as planned.Exec.Supt.Elliott explained the three stages of cost containment proposed by a sub-committee of Elementary Sports Council. 2009 June 09...5 13.REPORTS FROM THE ADMINISTRATION -confd a.2009-2010 DRAFT PRELIMINARY BUDGET/BUDGET ISSUE SHEETS -cont'd •Thames Vallev Neighbourhood Earlv Learning Proaram (TVNELP) The Ready for School- TVNELP is both an externally funded program and part of the budget process.TVDSB directlyfunds the coordinator position. External funding,initially fromthe Early Years Challenge Fund (Ministry of Children and Youth Services),the City of London and the Learning Opportunity grants have supported this project to date.This initiativeis not a TVDSB program. Itis a collaborative community partnership witha number ofcommunity agencies with TVDSB taking the lead. Due to the curent economic situation continued fundingfromthe City of London will not be available for the 2010 program.The Ready for School budget committee is presently in the process of submitting grant applications for 2010 funding. Ifthe search for outside funding is unsuccessful funding for the program will be sought through the budget process. Professional Development Delivery The TVDSB Is considered a leader in the province with respect to professional development opportunities for teachers and school administrators.Funds allocated to these and other training activities are divided among Human Resource Services,Operation Services and Program Services,as well as schools.Funding is also provided to the Board through targeted Ministry grants for the sole purpose of providing defined and specific professional development to teachers and/or administrators.Examples of this would include the New Teacher Induction Program (NTIP),Literacy and Numeracy Secretariat Ontario Focused Invention Partnership, Student Pathways to Success and Principal Learning Teams. •Community Partnerships Community partnerships exist among many differentgroups and agencies and Program Services. Some partnerships are monetary in nature and involve either funds coming into the board or board funds supporting community programs.There are numerous partnerships which involve in-kind "donations"of staff time.AH partnerships are reviewed annually to determine the extent to which they support Thames Valley's goal of increased literacy results.By eliminating partnerships identified(Teen Panel,Diary Days, OxfordCountyMuseum School,Kids on Tract and Northeast London After School Programs)funds may be used to support the System literacy goals,attainment of literacy targets and other higher priority programs such as TVNELP. *Secretary's Note:Thetwo itemswere defen-ed tothe Special Boardmeetingof2009 June 16. Attendance Management Containment of casual salary costs continues to be of concern.Presently,casual accounts are ina deficit position annually.Attendance managementwas flagged as an area ofconcern within the recent Provincial Audit.Budgeted amounts have not kept pace with negotiated causal salaries and usage. Exec. Supt.M.Sereda commented on the importance of developing and implementing an AttendanceManagement Program thatincludesfilling thevacant position and reassigningofstaff withinHuman Resource Services.The following motion was moved by F.Exiey,seconded by R.Tisdale and carried: That an Attendance Management Program be developed and implemented for 2009 September. The following Budget Issue Sheets - Budget increases were reviewed. Adult &Continuing Education fTillsonburg) Thecosts of maintaining the Tillson Avenue siteare escalating.Anetsavingof $108 512 will be realized by relocating the program and staff in leased classrooms and office space in Livingston Centre after selling the Tlllson Avenue portion. 2009 June 09...6 13.REPORTS FROM THE ADMINISTRATION -cont'd a.2009-2010 DRAFT PRELIMINARY BUDGET/BUDGET ISSUE SHEETS -cont'd Adult &Continuing Education (St.Thomas) The cost of maintaining St.Thomas Adult Learning Centre at 10 Ontario Street,St.Thomas,are rising.Relocating theAdult and Continuing Education programs and staffto41 IVlondamin Street, St Thomas will not impact current program offerings and will increase tine potential to expand the Adult and Continuing Education programs. A motion by G. Hart to lease ciassroom and office space required inSt.Thomas at 41 Mondamin Street,failed because of lack of a seconder. Mental Health Fundinc In the Spring of 2008,an amount of $200 000 was allocated to support increasing Mental Health needs.The Mental Health and Wellness Committee,comprised of Supt.Hughes,Principals, Trustees,Dr.Evans,and several community and agency members,was formed to support increasing mental health needs.This Committee provides recommendations to Administrative Council regarding the spending priorities for these funds. Duringa discussion regarding the Mental Health funding of $200 000, a one-time budget initiative for 2008-2009 budget year,the following motion was moved by R.Tisdale,seconded byT.Grant and earned: That $200 000 be included on an ongoing basis for mental health initiatives. Ms.Meeson indicated that as of 2009 April01 there is an unspent amount of $7 922 that may be used to "top up" the Mental Health amount to a total of $200 000. Manager Meeson presented informationrelated to ensuring that the one time initiativesincluded in the 2008-2009 approved budgets are removed.As part of the approval of the 2008-2009 budget,several initiatives were included as expenditures amounts for 2008-2009 only.She emphasized that these one timeapproved expenditures must be eliminatedfromthe 2009-2010 budget to ensure that expenditures are not overstated.These amounts Includedthe following: -Mental Health $200 000 Environmental Advisory Committee $ 72 425 -Textbooks and Learning Materials $200 000 Director's Entry Plan $ 10 000 - Closing CEC's $ 27 550 Total $509 975 RECOMMENDATION: That the Board approve tiie reduction ofthe preliminary 2009-2010 budget bythe amount ofthe one time initiatives included in the 2008-2009 budget. The recommendation was adopted on motion of J.Bennett,seconded by R.Tisdale. Education Centre Exec. Supt.Greene provided an overview of the facility renewal projects required for the Education Centre that included a five-year funding plan to finance tiie list of projects. Facility Services has Identified a numberof facility renewalprojectsforthe EducationCentre for tiie period 2009-2014.Supt.Greene advisedthatthere Isa need toestablish a five-year funding plan in ordertoproceed and identified the required renovationsand alterations. SchoolRenewal funds In the Grants for Student Needs (GSN's)cannot be used for administrative buildings,and are restricted for schools only.There Is no specific GSN funding source and therefore and it must be charged to the Board Administration line. 2009 June 09...7 13.REPORTS FROM THE ADMINISTRATION -confd a.2009-2010 DRAFT PRELIMINARY BUDGET/BUDGET ISSUE SHEETS -cont'd Education Centre -cont'd Therefore,itis necessary to find a funding solution that does not Impact or increase 2009-2010 budget expenditures and does not have an Impact, directly or indirectly, on school budgets or resources. The proposed solution that has no impact on the 2009-2010 budget was presented as follows: Facility Renewal projects to be funded - $1 184 000 estimated cost plus interest - Annual amount (including interest) -$250 000 -Funding Source Corporate and Treasury: Consultant Fees $35 000 Fees -Other $90 000 Self Insured Losses $25 000 Transfer from Reserves Property Loss $100 000 $250 OOP Reserve Funds -Property Loss Balance 2008 August 31 - $1 269 000 This fund has been established to protect the Board from major Insurance claims for which we must cover the $100 000 deductible. Use of these funds over a five-year period will leave sufficient funds to protect the Board. RECOMMENDATION: That the Board approve the five-year funding plan for the Education Centre FacilityRenewal Projects. The recommendation was moved by J.Bennett,seconded by R.Tisdale. Exec. Supt.Greene commented on the additional,identified items that are to be presented atthe 2009 June 16 Special Board meeting related to Ministry constraints, budget issue sheet reductions and other measures to balance the budget. Director Tucker reaffirmed that there is nobudget impactonthe budget issue sheets thatwere reviewed.Exec.Supt. Greene indicated thatfigures relatedtoreducingsupplies and services in centralizedaccounts by5 percentalong with any identified one-time solutions will be availableat the 2009 June 16 Board meeting. Trustees were reminded to bringtheir Multi-Year Preliminary Budget binder to the 2009 June 16 Special Board meeting for reference during consideration oftheissuesheet recommendations. b.TVDSB SPECIAL EDUCATION PLAN 2009-2010 Supt.S.Hughes provided an update on draft revisions to the Special Education Plan in preparationforsubmission to the Ministry of Education. In accordance with Ontario Regulation 306 - Special Education Programs and Services, sec. 2 (3){4),"2(3)every board shall ensure thatthe special education plan ofthe board Is reviewed annually bythe board andthatthe review is completed prior to July 31 in each .year",and "2(4) in any yearwhere the special education plan is amended by the board,the amendment shall be submitted to the Minister for review on or before July 31 in that year". The revised sections of the TVDSB Special Education Plan that reflect input from SEAC, the Special Education Plan Review Committee,staff and community was presented.J.Johnston, Learning Supervisor,discussed the,implementation of the goals of the special education communication initiatives. 2009 June 09...8 13.REPORTS FROM THE ADMINISTRATION -cont'd b.TVDSB SPECIAL EDUCATION PLAN 2009-2010 -cont'd Atthe SEAC meeting held 2009 June 02 SEAC passed the following recommendation: "SEAC recommends the 2009 /2010 Special Education Plan and budget as submittedtoday, 2009 June 02,including the Staffing Document,Section 2.11 be approved." The 2009-2010 Special Education Planistobe postedtothe TVDSB website following approval. Trustees were asked to provideinputtothe revised TVDSB Special Education Plan2009 -2010 priorto Board approval on 2009 June 23. c.CARADOC CENTRAL PUBLIC SCHOOL AND EKCOE CENTRAL PUBLIC SCHOOL BOUNDARY ADJUSTMENT K.Wilkinson,Superintendentof Education,introduced the reporton modifying the boundariesfor Caradoc Central and Ekcoe Central Public Schools in order to incorporate the area of Caradoc South Public School which is to close as of 2010 June 30. She noted that the Board, at its meeting of2008 October 14, approved the following motion: "That the students of Caradoc South Public School be accommodated at Caradoc Central Public School and Ekcoe Central Public School"and, "That Senior Administration consult with the Caradoc South School Council in order to facilitate inputon the boundaries forschool designation." P.Tufts,Superintendentof Education,advisedthatheand Planning Officer,G.Owensattended a meeting at Caradoc South Public School,at the call ofthe School Council with the Caradoc South Public School Community,on2009 March 31.The meetingwas heldtoobtaininputabout school boundaries consistent with Board direction.There were a number of comments made with respect to the Senior Administrative recommended boundary,both in support and in opposition.The following suggestionswere offered at the meeting: -that the entire Caradoc South Public School area be designated to one school; - that the Melbourne communitybe kept together and not split; - that a community survey be conducted to obtain additional information. Mr.Owens indicated that various boundary options for the Caradoc South PublicSchool area were provided;however,there was no consensus as toa potential realignment of boundaries. Asnotedabove,itwas suggested thata surveyofthe community be undertaken.Itwas agreed that the School Councilwould undertake the survey, that Senior Administration would compile the resultsofthe Community Survey,and thatthe resultsofthe survey would be shared with the School Council.The survey would be considered by the Capital Planning Coordinating Committee as it developed the recommendation on boundaries. The following summary ofthe School Council Surveywas provided: - There were 39 replies from the 51 surveys sent out (76%return rate),representing 59 students for September 2010. - Therewere24 families selectingCaradocCentral Public School,14 families selectingEkcoe Central Public School and 1 familyindicated no preference. Based on the proposed Caradoc Central Public School boundary recommended by Senior Administration,28 families responded whoreside within the area proposed forCaradoc Central PublicSchool. Ofthis number, 20 identified Caradoc Central PublicSchool as theirchoice, while 8 families identified Ekcoe Central PublicSchool. When looking at these responses interms of the Melbourne community,there were 19 families responding and 9 family responses from outside of Melbourne.AH 9 of the responses from outside of Melbourne indicated that they wished to attend Caradoc Central Public School while,in Melbourne,11 identified Caradoc Central Public School and 8 identified Ekcoe Central Public School. 2009 June 09...9 13.REPORTS FROM THE ADMINISTRATION -cont'd c.CARADOC CENTRAL PUBLIC SCHOOL AND EKCOE CENTRAL PUBLIC SCHOOL BOUNDARY ADJUSTMENT -cont'd There were 10 families responding who would be within the proposed Ekcoe Central Public School boundary; 4 families Indicatedthey preferred Caradoc Central PublicSchool; 6 families indicated Ekcoe Central Public School. Based on the results ofthe meeting of2009 March 31,at Caradoc South PublicSchool and the subsequent School Council survey,there does not appear to be any overwhelming data that would result In modification to the boundaries recommended by Senior Administration for the former Caradoc South PublicSchool area.Itwas noted that In any boundary determination,there will be families who will not receive their first choice of schools. RECOMMENDATIONS: 1. That, effective 2010 September 01, the boundaryfor Caradoc Central Public School be modified to Include the following area of Caradoc South Public School: - the area bounded on the east by the shared boundary with Caradoc Central Public School; - on the south bythe centre lineof Switzer Road; -generally onthewest bythe Melbourne Road,including the community of Melbourne,as well as, bothsidesof Melbourne Road from the community of Melbourne north to Glendon Road continuing north along the centre line of Melbourne Road to a point mid block between Olde Road and Inadale Road;and -on the north mid block between Melbourne Road and Sutherland Road. 2. That effective 2010 September 01,the boundary forEkcoeCentral Public School be modified to Includethe following area of Caradoc South PublicSchool: - the area bounded on the west and south bythe boundary shared with Ekcoe Central PublicSchool (Springfield Road and Chalmers Road); -generally ontheeast by the Melbourne Road,but excluding the community ofMelbourne, as well as both sides of Melbourne Road from the community of Melbourne north to Glendon Road; -And on the north the lands south of Glendon Road. Recommendations 1 and 2 were adopted on motion ofS.Doub,seconded byT. Roberts. A motion for the Board to sit past 11:00 p.m.to 11:30 p.m.was moved byF.Exiey,seconded by T. Grant and carried. 14.REPORTS OF COMMITTEES a.REPORT OF THE POLICY WORKING COMMITTEE 2009 May 26 3:07 p.m.-4:25 p.m. MEMBERS ADMINISTRATION AND OTHERS T.Grant (Chair)S.Doub B.Tucker S.Christie J. Bennett R. Tisdale B.Sonier B. Evans Absent:P.Jaffe Trustee Visitor: S.Peters (3:17) 1.APPROVAL OF AGENDA -The agenda was approved by motion. 2. CONFLICTS OF INTEREST- none declared 2009 June 09...10 14.REPORTS OF COWIWIITTEES -cont'd a.REPORT OF THE POLICY WORKING COMWIITTEE -cont'd 3.COMMITTEE REPORT OF 2009 MARCH 24 AND TRACKING SHEET The tracking sheet was provided for information.It was agreed thata section will be added tothe tracking sheet to include "New Policies/Proceduresunder Development". 4.INTRODUCTION OF DRAFT POLICY/PROCEDURE a.Protection of Unrepresented Staff and Trustees Policy Director Tucker presented the draft policy on Protection of Unrepresented Staff and Trustees outlining the need forthe policy.He advised that there is no mechanism to supportstaffandtrustees who are not represented by a Board-based organization to provide legal support in extreme cases ofslanderor defamation of character.Situations where complaints regarding a Board operation are raised are not Included in this document. The Board's lawyer will offeran opinion as to whether a legal challenge should be implemented in such cases. Itwas agreed that the draft document will be splitto a policy and procedure.The process will be reconsidered regarding action available to staffand trustees and the drafts returned to the committee at the next meeting for further consideration. A motion to move in-camera was moved and carried at 4:20 p.m. to discuss a recent incident relevant to this policy.It reconvened inpublic session at 4:23 p.m. b.Risk of Violence Assessment Procedure Supt.B.Sonierand Dr.Barrie Evans joined the meeting todiscussthe Risk ofViolence Assessment Procedure. Supt. Sonier advised that there is a need for a procedure to obtain an assessment when a school has a serious safety concern about a student.The Committee was advised that a risk of violence or threat of violence assessments occurs when a student acts ina manner that poses serious riskfor harm to others whether by uttering verbalthreats oracting in a physically aggressive manner. Dr.Evans indicated that the procedure will serve to provide a thorough,detailed and comprehensive assessment of students,usually in secondary schools,who have demonstrated severe and/or chronic incidents of violence and where interventions have taken place,e.g.suspensions.Acomprehensive assessment will validate the decisions about the riskofthe student, help In safety planning and consider other helpavailable In the community.Itwill also provide decision supportfortheschool administrators from the Psychology departmenttogather Information that will help with decisionsthathave significant implications to the student and others.Dr.Evans noted that only the psychologists at the doctoral level will be conducting the assessments. Using an example.Dr.Evans described the risk of vioience assessment process to ensure the safetyof others and the students Involved.He responded to member's questions.It was suggested thatthesteps ofthe two phases be identified through a numeric system inthe procedure.Wording revisions were offered. The following motion was movedand carried: That the revised draft policy and procedure "Risk of Violence Assessment Procedure" be posted to the Board's website for60 days. 5.CONSIDERATION OF POLICY/PROCEDURE FOLLOWING PUBLIC INPUT - none 6. DRAFT POLICY/PROCEDURE REQUIRING FURTHER C0NSIDEF?AT10N - none 7.SUGGESTED POLICY/PROCEDURE REVISIONS -none 2009 June 09...11 14.REPORTS OF COWIWIITTEES -cont'd a.REPORT OF THE POLICY WORKING COMMITTEE -cont'd 8.OTHER BUSINESS -none 9. ADJOURNMENT- The meeting adjourned at 4:25 p.m. by motion. RECOMMENDATIONS:none T.GRANT. Chairperson b.REPORT OF THE BUDGET ADVISORY COMMITTEE 2009 May26 9:00 p.m. -9:45 p.m. MEMBERS ADMINISTRATIONAND OTHERS F.Exiey (Chair)T.Roberts B.Greene S.Christie T.Grant R.Tisdale K.Meeson B.Tucker S.Peters Trustee Visitors:J.Bennett,P.Sattler The Budget Advisory Committee met with the Chairs'Committee to determine the Issues tobe addressed at theJune 2 public Budget Input sessionto determine theorderof consideration of the budget Input sheets. 1.APPROVAL OF AGENDA - The agenda was approved bymotion. 2.CONFLICTS OF INTEREST-none declared 3.PUBLIC INPUT ISSUES The draft budget Input schedule was reviewed.It was agreed to structure the June 16 special Board meeting based on Issues tobe addressed at the Input sessions. Recommendations will be made to the Chairs'Committee as to what issues will be addressed atthe June 9and 16Boardmeetings. Itwas suggested that from 4:30-6:00p.m. onJune2 thatthe Budget Advisory Committee meet to discuss the issues.It was further suggested that the full Board meet to discuss them.It was suggested that other issues of concern to trustees be raised as required. The following motion was movedand carried: That ail trustees be Invited to attend a Budget Advisory Committee meeting on 2009 June 02 from 4:30-6:00 p.m. At the meeting,further questions of clarification may be asked as well as an opportunity to discuss the budget issues.Director Tucker advised ofthe need to find the outstanding $2M. Trustees were askedto forward requests for Information to Director Tucker.Exec.Supt. Greene askedthat requests for information be focussed ontheissuesheets. Itwas suggested that the issues be discussed in context with additional alternatives provided. Director Tucker suggested that the supervisory officers speak to the Issues under considerationat the June 02 Budget Advisory Committeemeeting. 4. REVIEW OF BUDGET ISSUES -none 2009 June 09...12 14.REPORTS OF COMMITTEES -cont'd b. REPORTOFTHE BUDGET ADVISORY COMMITTEE - confd 5.OTHER BUSINESS -none 6. DATEAND TIME OF NEXT MEETING The next meeting will be scheduled atthe call ofthe Committee Chair. 7. ADJOURNMENT-Themeetingadjournedat 9:45 p.m. by motion. RECOMMENDATIONS:none F.EXLEY, Chairperson c. REPORT OF THE BUDGET ADVISORY COMMITTEE 2009 June 02 5:00-6:15 p.m. ADMINISTRATION AND OTHERSMEMBERSPRESENT F.Exiey (Chair) T.Grant S.Peters T.Roberts J.Stewart (ex officio) R.Tisdale B.Tucker B.Greene K.Meeson M.Sereda K.Dalton L.Elliott V.Nielsen S.Hughes P.Tufts M.E.Smith M. Moynihan B.Sonier C.Bourbonnais- L.Griffith-Jones B.Hester K.Bushell S.Christie K.Young B.Strong S.Dawson J.Johnston J.Nolan J.Verbakel R.Salazar D.Rajala McDonald Trustee Visitors:S.Polhill,J.Bennett.Visitors:H.Rodrigues,K.Otto.M.Heath P.Sattler,L.Varghese 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST -none declared 3.REPORT OF 2009 MAY 26 The Committee report of May 26was provided for information. 4. REVIEW OF BUDGET ISSUE SHEETS Chair Exiey sought any questions related to the budget issue sheets.It was asked if the restricted grants regarding staff development adds to the Staff Development (SD)budget or if it takes the place of funds put into the budget.Exec.Supt.Elliott Indicated that Program Services prioritized staff development within the curriculum areas identifying areas that are felt to besignificant for next year.The restricted grants include different areas of SD beyond those identified.Director Tucker advised that SD budgets havebeen reduced by 30%. TrusteeRoberts indicated thatthereareseveralsources offunds available forthesame staff and suggested that the levels of SD be reconsidered.Exec.Supt.Dalton described examples of mandated SD affected by the reductions.She indicated there is no overlapping of service but a concentration on literacy. 2009 June 09...13 14.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE BUDGET ADVISORY COMMITTEE -cont'd 4.REVIEW OF BUDGET ISSUE SHEETS -cont'd Exec. Supt.Sereda advised that SD academic and support staff streams are being considered looking at the criteria for the jobs and the training that is available. A template will be drafted to coordinate the system leadership,training and succession planning opportunities.Exec.Supt.Elliott noted that funding in Program Services is exclusive to teachers. Itwas further questioned ifan updated listof special education expenses would be provided. It was agreed that it will be available by the June 9 Board meeting.It was noted that the revised Special Education Plan was supported bySEAC;however the reductions inLSTs and EAs were not supported. Questions related to the staff input presentations were posed regarding Media Services and the Distribution Centre. The process of bringing the budget cuts to trustees was questioned looking at how priorities were determined.Director Tucker advised that the issues were those requested by trustees for the senior administration to bring back recommendations.He noted that some areas involve increases rather than reductions In order to improve service to students. The issue of the alternative education program,specifically staffing for the Reconnect program was raised,questioning if there are Reconnect staff outside of London. It was indicated that there are staff inElgin and Oxford as well as London.It was further questioned if the Reconnect team works from a particular site or on an itinerant basis.It was explained that, it most cases,staff meet students wherever possible rather than students coming to a Reconnect site. It was questioned why administrative budgets are not reduced at the same rate as declining enrolment.Director Tucker explained that the budgets are prepared on a status quo basis with changes made based on reductions approved on the budget issue sheets.He advised that trustees are looking for an additional $2IV1.Options are being considered that go beyond the $2M for trustee consideration. 5.SCHEDULE OF BUDGET ISSUE SHEETS -JUNE 09 AND JUNE 16 The budget issue sheets to be discussed at the June 9 and June 16 Board meetings were identified. Additional alternatives will be presented at the June 16 Board meeting for trustee consideration. The following motion was moved and carried: That the schedule of budget issue sheets to be discussed at the June 9 and 16 Board meetings be approved. Itwasquestionedand confirmed thateach issue sheetwillcome with a recommendation and be approved for inclusioninthe budget or deferred as required. In response toa question,Executive Officer Bushell indicated that,in some cases, itIsless costly tosella building owned by the boardand lease itbackoroccupya small portion. Trustee Bennett indicated that there iswritten input received today for distribution to trustees from an individual regarding special education. 2009 June 09...14 14.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE BUDGET ADVISORY COMMITTEE -confd 6.BUDGET STATUS Exec.Supt.Greene described thestatusof development ofthe preliminary Budget. 7.OTHER BUSINESS -none 8.ADJOURNMENT Amotionto adjourn was moved and carried at 6:15 p.m. RECOMMENDATIONS:none F.EXLEY, Chairperson d.REPORT OF THE CHAIRS'COMMITTEE 2009 June 02 8:00 p.m.-9:20 p.m. MEMBERS ADMINISTRATION AND OTHERS T.Grant P.Battler B.Tucker S.Christie T.Roberts J.Stewart (Chair) 1.APPROVAL OF THE AGENDA The agenda was approved bymotion. 2.CONFLICTS OF INTEREST -none declared 3.AGENDA REVIEW The agendas for the 2009 June 09 in-camera and public Board Meeting were discussed and approved. It was noted that Trustee Hart will be unable to attend the OPSBA General Meeting in Toronto.The following motion was. therefore, movedand carried: ThatTrustee Peggy Sattler be appointed the voting delegate at the OPSBA General Meeting and the alternate voting delegate. Thealternatedelegate will be determined at the2009June 09 Board meeting. 4.CORRESPONDENCE -none 5.DIRECTOR'S PERFORMANCE REVIEW TrusteeSattler provided copiesofthe Director's Performance Assessment Guide basedon his previous evaluation.Educational leadership,strategic planning,Director/Board relations and communications wereagreed to be the areas of focus for the next evaluation.She advised that it will be necessary to amend the job descriptions once the governance legislation is passed and suggested that a retreat be planned for 2009 August to review the strategic plan and obtain a status on the annual report.Director Tucker indicated that the /^ concrete next steps will not be available at that time and suggested that the retreat be scheduled for September.It was noted that,under the governance legislation,the strategic plan isto be approvedbythe Board. 2009 June 09...15 14.REPORTS OF COWIWIITTEES -cont'd d.REPORT OF THE CHAIRS'COMMITTEE -cont'd It wassuggestedthat input from the Senior Administration retreatbe brought totrusteesand that trustees meet withthe Senior Administrationat a co-retreat to discuss strategic priorities to provide a format for trustee ownership ofthe plan.It was agreed that Director Tucl<er will consider possible dates for trustee consideration. 6.CAPITAL PLANNING ADVISORY COMMITTEE The viability ofthe Capital Planning Advisory Committee (CPAC)was discussed.Director Tucker indicated that itis feltthat the Committee continues to be a useful discussion venue for Board planning.It was suggested thata trustee in-service be scheduled with members ofCPCC represented and include comments from the ARC review facilitator onthe agenda. It wasagreedto schedule a Capital Planning Advisory Committee meeting in the fall. 7. W. JOHN LAUGHLIN STAFF DEVELOPMENT AND LEADERSHIPAWARD Nominees for the W. John Laughlin Staff Development and Leadership Award were considered.Principals Debra Farquhar of Ashley Oaks PS and Patricia Thompson of Saunders SS wereselected for their exceptional leadership.The presentation will bemade at the June 23 Board meeting. 8.MEDIA TRAINING FOR TRUSTEES - SUMMER SESSION Datesforthetrustee media training werediscussed.Itwas agreed to hold the trairiing over a one-day retreat regarding strategic planning.Director Tucker will identify potential dates for trustee consideration. 9.OTHER BUSINESS a. Anticipated Summer ElectronicVotes Director Tucker indicated thatthe capital priorities listhas beenapprovedbythe Ministry of Education.It is anticipated that there will not be a shortfall which may require electronic votes giving approval to move forward with construction projects over the summer.It was suggested that authority be given to the Senior Administration to proceed over the summer through a blanket motion.The matter will be discussed with trustees at the June 9 Board meeting. b.Information Committee of the Whole Meeting It was suggested that an Information Committee of the Whole meeting be scheduled in the fall to consider the Board's strategic plan. 10. DATE AND TIME OF NEXT MEETING The next meeting was scheduledfor2009June 17at 9:00a.m. .11.ADJOURNMENT The meeting adjourned at 9:20 p.m.by motion. RECOMMENDATION; That Trustee Peggy Sattler be appointed the voting delegate atthe OPSBA General Meeting and Sharon Peters the alternate voting delegate. J.STEWART. Chairperson The recommendation was adopted on motion ofS.Polhill,seconded by T.Roberts. 2009 June 09...16 14.REPORTS OF COMMITTEES -cont'd d.REPORT OF THE CHAIRS'COMMITTEE -cont'd Executive Officer K.Bushell referred to the capital priorities list approved by the Ministry of Education as It relates to electronic votes giving approval to move forward with construction projects over the summer. He advised that the plan is to tender one construction contract per week for the next six weeks to allow for closing In sequence commencing 2009 June 25. The Issue ofauthorizingthe Senior Administration to proceed overthe summer througha blanket motionwas discussed.Itwas agreed that the Administration will bringa recommendation to the next Board meeting after consulting with the Board's solicitor regarding the legalities of preapprovalrelated to awarding contracts forcapitalprojects. e.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE 2009 June 02 12:15-3:30 p.m. Members Administration and Others J. Bennett,Trustee (Chair)L.Elliott,Executive Superintendent of T. Grant,Trustee Program Services R.TIsdale,Trustee S.Hughes,Superintendent of Education, S. Gassell, The Learning Disabilities Assoc.of Special Education Ontario-London Region J.Johnston,Learning Supervisor, Special D.Ensing, Assoc. for BrightChildren Education S. Fox,Children's Aid Society of London and L.Carswell,Elementary Principal Middlesex (ait)V.Towell,Secondary Vice Principal J. Gritzan,Thames ValleyChildren's Centre A.Loebus,London Down Syndrome Association A.Morell,South Regional DistrictSchool Council A. Morse,Easter Seal Society W. Rodic (alt) Vanler Children's Services(-2:30 p.m.) D. Smith,Thames ValleyCouncil of Home and School Associations (+12:49 p.m.) S. Wilson, Community Living Education Committee Regrets:none Absent;M.Barbeau,VOICE for Hearing-Impaired Children, B. Harvey, Epilepsy Support Centre, G. McGahey, Chlppewa ofthe Thames First Nation Board of Education, B. Montmlny,Vanier Children's Services,M.Mulr,AutismOntario 1.CALL TO ORDER The meetingwas calledtoorderat 12:15 p.m.in the London Roomat the Education Centre. 2.CONFIRMATION OF AGENDA The Agenda was confirmed as printed. 3.CONFLICTS OF INTEREST There were no conflicts of Interest declared. 4.REPORT OF THE MEETING FROM 2009 MAY4 and 2009 MAY 13 The reportofthe meetingsof2009 May 4 and May 13 were approvedas printed. 2009 June 09-17 14.REPORTS OF COIUIIUIITTEES -cont'd e.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd 5.BUSINESS ARISING FROM THE MEETING OF 2009 MAY 13 A.Morse updated the committee on the Community Forum held on May 26*^regarding Communication for Success Forum.She advised that there were approximately 30 people who attended the session and the feedback has been quite positive. 6.PRESENTATION OF PRELIMINARY BUDGET Executive Superintendent B.Greene and Manager K.Meeson attended the meeting to provide the committee with the 2009 -2010 prelimina^budget for special education and provided an analysis of professional,para-professionals,technicians,and the Pupil Foundation Grant. D.Ensing provided a copy of his Special Education Budget Submission to SEAC for discussion. SEAC members expressed concernthatthe optics ofthespecial education budget reflects alargedeficit forthe Board becauseofspecial education andthatitIs difficult to consider any reduction in the special education budget as there are increasing numbers of identified students within the board. It was noted that declining enrolment isoccurring inthe board but not within the special education areas. The following motionwas moved and carried: That the Administration be requested to provide a written response to the questions posted in the examples in this motion's preamble.Further,SEAC recommends to the Board'sTrusteesthata budgetaddendumbepreparedfortheSpecial Education Budget that discloses the revenue related to all expenses included in the Special Education Budget. T. Grant asked that Chair Bennett thank Exec. Supt.Greene and Manager Meeson for bringing the budget information tothe Committee and,specifically,the analysis sheet for review at the meeting. 7. ABA PHASE 2 PROJECT UPDATE K.Gregory and C.DeDecker attended to provide information and updates to the committee on the ABA Phase 2 Project. 8.SPECIAL EDUCATION PLAN Supt.Hughes reviewed the revisions to the Special Education Plan including the current allocations in Section 2.11. The following motions were moved and carried: Thatthe 2009 /2010 Special Education Plan and budget as submitted to the Special Education Advisory Committee on 2009 June 02,including the Staffing Document, Section 2.11,be approved. That the proposed cuts in the Special Education Multi-Year Preliminary Budget Review Issue Sheets notbe considered as thenumberofstudents with special education needs and the complexityoftheir needs is increasing. 2009 June 09...18 14.REPORTS OF COIUIWIITTEES -cont'd e.REPORT OF THE SPECIAL EDUCATION ADVISORY COWIIUIITTEE -cont'd 9.lEP AND IPRC GUIDE REVISIONS J.Johnston distributed the lEP and IPRC Guide Revisions.She will bring the revisions back tothe Committeefo consideration at the firstmeeting in September.Members were invited to fonward any suggestions toher by theendofAugust.S.Cassell asked if the lEP Checklist could be added to the lEP document. 10.ACCESSIBILITY (AODA POLICY AND PROCEDURES) Supt.Hughes advised thatseveral sub-committees have been fomied from the larger AODA Committee.The Customer Service Standards sub-committee has spent a great deal oftime working on draft policy and procedures.The documents will be forwarded tothe Policy Working Committee in September.Supt.Hughes will bring the draft documents to SEAC in the fall. 11.TVDSB WEBSITE J.Johnston informed the committee that the TVDSB website Is being revised over the summer to provide for a more interactive,uniform,user-friendly format for schools and departments.More information will be provided to SEAC in the fall. 12.FUTURE MEETING DATES Meeting dates for next year were discussed.It was decided that evening meetings would begin at 6:30 p.m. and end at 9:30 p.m. The following meeting dates were scheduled: Monday,September 14, 2009 - 7:00 p.m. Monday,October 5, 2009 - 7:00 p.m. Tuesday,Novembers,2009 -11:45 a.m. Tuesday,December 1, 2009 -11:45 a.m. Tuesday,Januarys,2010 -11:45 a.m. Tuesday, February 2, 2010 - 11:45 a.m. Tuesday, March2,2010 -11:45 a.m. Monday,April 12, 2010 - 7:00 p.m. Monday,May3, 2010 - 7:00 p.m. Tuesday,June 1,2010 -11:45 a.m. 13.ADJOURNMENT The meeting adjourned at 3:30 p.m. RECOMMENDATIONS: 1.Thatthe Administration be requested to provide a written responsetothe questions posted in the examples in this motions preamble.Further,SEAC recommends that a budget addendum be prepared for the Special Education Budget thatdiscloses the revenue related toall expenses included inthe Special Education Budget. 2.That the 2009-2010 Special Education Plan and budget as submitted to the Special Education Advisory Committee on 2009 June 02 Including the Staffing Document,Section 2.11,be approved. 3.Thatthe proposed cuts in the Special Education Multi-Year Preliminary Budget Review Issue Sheets not be considered as the numberofstudents with special education needs and the complexity oftheir needs is increasing. J.BENNETT, Chairperson 2009 June 09...19 14.REPORTS OF COMMITTEES -cont'd e.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd Recommendation 1 was adopted on motion of J. Bennett,seconded by R. Tisdaie. Recommendations 2 and 3 were deferred tothe Regular Board meeting of2009 June 23 and the 2009-2010 Budget deliberations. A motion for the Board to sit past 11:30 p.m. to 11:45 p.m.was moved byJ. Bennett,seconded by R.Tisdaie and carried. f.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA 2009 June 09 MEMBERS PRESENT ADMINISTRATION AND OTHERS T.Roberts (Chair)P.Jaffe B.Tucker V.Nielsen J.Bennett S.Peters L.Elliott M.E.Smith F.Exiey S.Polhill B.Greene B.Sonier T.Grant (6:00)M.Sereda P.Tufts G.Hart J.Rowe C.Bourbonnais-B.Wagner M.Hendrick P.Sattler MacDonald K.Wilkinson J.Stewart L.Griffith-Jones K.Bushell R.Tisdaie S.Hughes S.Christie M.Moynihan S.Dawson K.Young Absent 8.Doub, L.Varghese The Committee met in camera from 5:03 p.m. to 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. Confidentialpersonal, propertyand legal matters were discussed. 4.RISE AND REPORT A motion to rise and report was moved and carried at 6:25 p.m. RECOMMENDATIONS: 1.That the Board support the purchase of sector projectkits form a single source vendorto support inter-disciplinary hands-on projects for grade 8 students. 2. Thatthe trustees approvethe offer topurchase Prince Andrew Public School received from the Municipality of Middlesex Centre. 3. That a Records Information Management Assistant position be created on a term basis. 4. That remaining Records Information Management funds from the 2008-09 Budget year be rolled over to the 2009-10 Budget year to support staffing costs. 2009 June 09...20 14.REPORTS OF COMMITTEES -cont'd f.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA -cont'd 5. That Karen Edgar be appointed to the position of Superintendent of Education with the Thames ValleyDistrictSchool Board effective2009 August 01. T.ROBERTS, Chairperson Recommendations 1,2, 3, 4 and 5 were adopted on motion of T. Roberts,seconded by J Bennett. 15.COMMUNICATIONS a.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION -UPDATE Trustee Sattler advised that there wiil be a OPSBA Board of Directors meeting on 2009 June 11, in advance of AnnualGeneral Meeting.She highlighted some of the issues being discussed including amendments tothe Safe SchoolsAct ar\6 a School Board Governanceupdate. Trustee Sattler advised that at the last Board meeting, an update on the OPSBA internal review ofservices process was provided with working groupsestablished to help OPSBA restructure internally.Trusteeswere invited to participate in the four working groupsandwereasked to respondto OPSBA by2009June 19 indicating the reason fortheirinterest. TrusteeSattlerreportedthatthe OPSBA new executive istobe elected at the AGM.Thereare two candidates for the position of President and five candidates for the two Vice-President positions.Trustees were invited to provide input regarding the candidates selected. TrusteeJafferequestedthatthe issueof conflict ofinterestbe raisedatthe AGM.ChairStewart indicated that after a discussion with Chris Bentley,MPP, London West,a letter to the Ministry is beingprepared by Solicitor D.Williams regarding thisissue. 16.NOTICE OF MOTION -none 17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 18.ADDITIONAL ITEMS -none 19.QUESTIONS/COMMENTS BY MEMBERS Trustee Tisdale asked that a accurate count be provided forelementary and secondary students in 2009 September. Trustee Sattler advised that the Long-term Community Partnerships Committee meeting was cancelled because oflackofa quorum.However,Trustees Exiey,Grantand Sattlermet Informally with Doug Reycraft,Mayor,South-west Middlesex and President ofthe Association of Municipalities of Ontario.Mayor Raycraft Is making application for government funding for projects thatare in agreement with TVDSB contingents.It was noted that the funding application deadline is Friday, 2009 June 12 and Trustees were supportive of moving ahead with this Initiative.Furtherdetails regarding the projectsare available from Trustee Sattler. TrusteeJaffe indicatedthat itwould be helpful to Trustees ifthe Administration prepared a one-page summary ofits rationale in response to the Ministry's hard cap of20-1 class size at the primary level. Director Tuckeradvised thatthe outofarea issue was nottaken lightly and a decisionwas made as a result ofthe difficulty in meeting the hard cap of20to1at the primary level.A reference sheetwill be made availablefortrustees as soon as possible. Trustee Sattler asked howmanystudents are effected by the new approach.Director Tucker responded that there Is no accurate count at this time. 2009 June 09...21 19.QUESTIONS/COMMENTS BY MEMBERS -cont'd Chair Stewart extended congratulations on behalf ofthe Board to Karen Edgar on her appointment to the positionof Superintendent of Education. 20.ADJOURNMENT The meetingadjourned at 11:45 p.m.,on motion of R.Tisdale,seconded byS. Peters. CONFIRMED: lairperson 2009 June 09...22 SUMMARYOF APPROVED RECOMMENDATIONS OF 2009 JUNE 09 Thatan Attendance Management Program be developed and implemented for 2009September That$200 000 be includedon an ongoing basis formental health initiatives. That the Board approve the reduction ofthe preliminary 2009-2010 budget by the amount ofthe one time initiatives included in the 2008-2009 budget. That the Board approve the five-year funding plan for the Education Centre Facility Renewal Projects. That,effective 2010 September 01,the boundary for Caradoc Central Public School be modified to includethe following area of Caradoc South PublicSchool: - the area bounded on the east bythe shared boundary with Caradoc Central Public School; - on the south bythe centre lineofSwitzerRoad; -generally onthewest by the Melbourne Road,Including the community of Melboume,as well as,both sides of Melboume Road from the community of Melboume north to Glendon Road continuing north along thecentre line of Melboume Road toa point mid block between Olde Road and Inadale Road;and on the north mid block between Melbourne Road and Sutherland Road. That effective 2010 September 01,the boundary forEkcoe Central Public Schoolbe modified to includethe following area of Caradoc South PublicSchool: - the area bounded on the west and south bythe boundary shared withEkcoe Central Public School (Springfield Road and Chalmers Road); -generally ontheeast by the Melbourne Road,but excluding the community of Melbourne,as well as both sides of Melbourne Road from the community of Melbourne north to Glendon Road; -And on the north the lands south of Glendon Road. ThatTrustee Peggy Sattler be appointed the voting delegate atthe OPSBA General Meeting and Sharon Peters the alternate voting delegate. Thatthe Administration be requestedto provide a written response tothe questions posted in the examples in this motions preamble.Further,SEAC recommends thata budget addendum be prepared for the Special Education Budget that discloses the revenue related to all expenses included inthe Special Education Budget. Thatthe Board supportthe purchase ofsector project kits form a singlesource vendortosupport inter-disciplinary hands-on projects for grade 8 students. Thatthe trustees approvethe offertopurchase Prince Andrew Public School received from the Municipality of Middlesex Centre. Thata Records Information ManagementAssistant position be created on a term basis. That remaining Records Information Management funds from the 2008-09 Budget yearbe rolled overto the 2009-10 Budget year to support staffingcosts. That Karen Edgarbe appointed tothe position of Superintendent of Education with theThames Valley District School Board effective 2009August01.