5/12/2009 - Regular Board Meetingr"THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR BOARD MEETING,PUBLIC SESSION
2009 MAY 12,7:00 P.M.
BOARD ROOM,EDUCATION CENTRE
AGENDA
V-verbal
M -material
1.CALL TO ORDER V
2.0 CANADA V
3.SPECIAL MUSICAL PRESENTATION -Knollwood Park Public School Choir V
(London)
4.APPROVAL OF AGENDA M
5.OFFICIAL RECORD
6.RECOGNITIONS -F.D.Roosevelt P.S.Education Week Video V
7.CONFLICTS OF INTEREST V
8.CHAIR'S ANNOUNCEMENTS V
I 9.DIRECTOR'S ANNOUNCEMENTS V
10.PRESENTATIONS
a.Overview of Ontario Governance Review Report V
11.MINUTES OF THE 2009 APRIL 28 REGULAR BOARD MEETING M
a.Confirmation of Minutes
b.Business Arising from the Minutes
12.STUDENT TRUSTEES'UPDATE V
13.REPORTS FROM THE ADMINISTRATION
a.French Immersion Update M
b.Implementation of Automated External Defibrillators (AED's)M
c.Overview of 2009-2010 Budget Website V
14.REPORTS OF COMMITTEES
a.Chairs'Committee,2009 lUIay 06 M
b.Budget Advisory Committee,2009 May 11 (to be distributed)M
c.Committee of the Whole,In Camera,2009 May 12 V
15.COMMUNICATIONS
a.Ontario Public School Boards'Association -Update V
b. SEAC Appointment -Children's Aid Society M
^^16.NOTICE OF MOTION
I
17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN
18.ADDITIONAL ITEMS
19.QUESTIONS/COMMENTS BY MEMBERS
20.ADJOURNMENT
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING,PUBLIC SESSION
2009 MAY 12
The Board met in regular session on 2009 May 12 in the Board Room at the Education Centre,meeting in
public session at 7:40 p.m.to 11:12 p.m.The following were in attendance:
TRUSTEES
J.Bennett G.Hart
S.Doub P.Jaffe
F.Exiey S.Peters
T.Grant T.Roberts
ADMINISTRATION AND OTHERS
B.Tucker S.Hughes
K. Dalton M. Moynihan
L.Elliott V.Nielsen
B.Greene M.E.Smith
M.Sereda B.Sonier
C.Bourbonnais-WlacDonald P.Tufts
L.Griffith-Jones B.Wagner
K.Wilkinson
Regrets:S. Polhill,J. Rowe, L.Varghese
Absent:M.Hendrick,
P.Sattler
J.Stewart (Chair)
R.Tisdale
K.Bushell
S.Christie
K.Meeson
S. Young
K.Young
W.Scott
1.CALL TO ORDER.
Board Chairperson Stewart called the meeting to order at 7:40 p.m.
2./3.O CANADA AND MUSICAL PRESENTATION
The appreciation of the Board was extended to the Knollwood Park Public School (London) choir,
Conductor Kelly Webb and accompanists Kevin Yonn and David Laidlawfor leading inthe singing
of 0'Canada and performing three musical selections.
4.APPROVAL OF AGENDA
The agenda was approved on motion of P. Jaffe,seconded byT. Grant.
5.OFFICIAL RECORD -none
6.RECOGNITIONS
a.F.D.ROOSEVELT P.S.EDUCATION WEEK VIDEO
Public Affairs and Community Relations Manager K.Young highlighted several activities held
during 2009 Education Week including the Awardsof Distinction and the Character Fair. She
advised that this year's launch was held at F.D. Roosevelt Public School. She introduced
Principal Diana Goodwin and Vice Principal Mike Tamasi.
Ms.Goodwin commented onthe opportunityto showcase F.D.Roosevelt P.S. staffand students'
accomplishments as partofthe 2009 Education Week kick-off activities.Mr.Tamasi referred to
the school's mission statement of "Excellence in character and learning". An Education Week
video that focused on the school's technology and media component was viewed.
7.CONFLICTS OF INTEREST -No conflicts of interest were declared.
8.CHAIR'S ANNOUNCEMENTS
Chair Stewart reminded trustees that the Board's Retirement Recognition Reception honouring
retiring staff will be heldon Monday,2009 June 08, at 6:00 p.m.at the Education Centre.
2009 Mav12...2
9.DIRECTOR'S ANNOUNCEMENTS
Director Tucker referred to a recent homework survey conducted in partnership with at the London
District Cathoiic School Board, London Chapter of Phi Delta Kappa and the Board.He advised that
a forum was held where educators,community leaders and agencies involvedwithchildren and youth
gathered to hear the results of the survey.
Exec. Supt.Elliott explained the intent ofthe online survey asking parents,students and teachers their
views on whether there is enough or too much homework being assigned.She advised that more
than 2,500 people have completed the survey that will remain posted for another month. After the
survey deadline,she and Program Services staff willstudy the results to determine whether the Board
should consider changing its views toward homework.A report regarding the analysis of the
homework survey and forum will be brought to the Board .
Supt.B.Sonier commented on the Character Development Team event held last week.The
"Character Fair", with representation from 140 schools and community agencies,was held at the
Hellenic Centre with approximately 500 people attending.She explained some of the activities as well
highlighting the eight qualities emphasized at the event.Another sharing network opportunity is
planned for next year.Supt.Sonier extended thanks to the Character Development Team and
Trustees Tisdale,Grant and Bennett for their participation as well as citing the support of Public
Affairs and Community Relations staff.
Director Tucker announced the retirement of Superintendent of Education Barry Wagner effective
2009 August 31. He acknowledged Supt.Wagner's outstanding leadership at both the school and
system level.Mr.Wagner will be formally honoured at a retirement reception on Friday,2009 June
05,at the Education Centre.
Supt.Wagner expressed appreciation for the words of thanks and the preparations underway for his
retirement reception.He indicated that, during his 34 years as an educator,he and his wife have
been very proud to work for an outstanding organization that has focused on student excellence as
well as one that provided many opportunities to advance student learning and personal growth. He
extended best wishes for the continued success of the Thames Valley District School Board.
Chairperson Stewart extended congratulations to Mr.Wagner on his retirement.
10.PRESENTATIONS
a.OVERVIEW OF ONTARIO GOVERNANCE REVIEW REPORT
Trustee P.Sattier presented the following overview of the recent Ontario Governance Review
Report.She noted that in2009 January,she was appointed by Minister of Education Wynn to
a provincial committee that conducted a major review of the way school boards function.
She advised that the Committee's mandate was to recommend ways to clarifyand update the
duties,powers and accountabilities of school boards,chairs,individual trustees and directors of
education as stated inthe Education Act. Inaddition, the Committee was asked to identifyand
recommend effective practices in governance including codes of conduct for trustees,
enforceable at the provincial or board level,as well as the use of audit committees with external
members.
The consultation process included six governance experts holding consultations in Toronto,
Sudbury,Ottawa,Thunder Bay, Barrie and London. It met with 70 district board representatives
comprised of 137 trustees,54 directors of education and 71 parents.A total of 148 written
responses to the consultation paper were received.
Guiding Principles
The guiding principles included school trustees having dual accountability to both local electors
and the system as a whole.Trustees will bringlocal considerations to board policy decision.It
was noted thatthe current requirements forelected officeare sufficient.The Directoris hired by
the board and is accountable to the board for the implementation of policywithinthe legislative
framework of the province (single accountability to board).
2009 Mav12...3
10.PRESENTATIONS -cont'd
a.OVERVIEW OF ONTARIO GOVERNANCE REVIEW REPORT -cont'd
The context of the Governance Review included looking at the loss of local taxing power; the
geographical challenges of amalgamated school boards;demographic changes of population
shifts and diversity;Increased societal expectations,parent participation in school education and
ministry involvement in education.
Clarifying Roles &ResDonsibilities in the Education Act
There was overvi/helming consensus that clarityof roles and responsibilities would go a longway
in strengthening school board governance.Recommendation 1 emphasizes that the mandate
of school boards be explicitly stated inthe Act and promote student achievement and wellbeing;
delivery of effective and appropriate education programs and providing effective stewardship of
the boards'resources.
Roles &Responsibilities:School Boards
Recommendations 4 to 9 consider the duties of boards that included establishing policies that
govern the provision of education,hiring a director of education,responsibility for the
performance management of director of education,approval of a multi-year strategics plan that
Includes goals for student outcomes and annual reporting to the Minister and public on the
progress in meeting goals and steps taken to ensure effective and transparent governance.
Roles and Responsibilities:Trustees &Chairs
Recommendations 11 and 12 pertained to the duties of individual trustees and the school board
chairs.The duties of individual trustees consist of acting in accordance with board policy and by
laws, bringing Interests of community to the board table and communicating,explaining and
upholding board decisions.
Recommendation 12 pertained tothe duties ofthe school board chairs and indude presiding over
allmeetings and conducting meetings In accordance withboard policy and bylaws,establishing
agendas inconsultation withthe directorofeducation and acting as the official spokesperson for
the board and representing the board to the Director.
Roles and Responsibilities:Directors of Education
Recommendation 13 pertained to the duties of directors and includes the development and
implementation plans to achieve boards strategic goals, regular reporting on implementation of
board goals, makingrecommendations on improving student achievement,implementation of
board policies and directives and directing and monitoring board operations consistent with
strategic direction and operational objectives.
The Director's role is to advise the board ifits decisions/actions are inconsistent with legislation
and advise the Deputy Minister of such,infonn the board of relevant/contentious Issues, hire
allocateand manage boardstaffperformanceand manage the administration ofthe corporation.
Good Governance Practices
Goodgovernancerequires clarity of roles,responsibilities,rulesand reporting.The hallmark of
good governance is the quality of relationship and synergythat exists between the board of
trustees and the director of education.There is no one best model for board governance.
Governance arrangements must take intoaccount the board's mission, culture,traditions and
relationships. Effective practices should be shared among school boards.
Good Governance Practices:Audit Committees
Fiduciary responsibilities of boards are a critical feature of school board governance.
Recommendation 15 states that boards should be required to establish audit committees as
standing committees thatat a minimum,provide oversight of financial policy and report onthe
management of risk.The audit committee is comprised ofatleast two trusteesandone external
member.
2009 May 12...4 /"a
10.PRESENTATIONS -cont'd
a.OVERVIEW OF ONTARIO GOVERNANCE REVIEW REPORT -cont'd
Good Governance Practices:Code of Conduct
There was widespread support foran enforceable code of conduct but divergence ofopinion on
whether it should be developed locally or standardized across the province.Opinion varied
regarding enforcement mechanisms with some recommending local enforcement and others by
a neutral third party at the provinciallevel.Concern was expressed that code could be used to
silence dissenting voices.
Recommendations 16 to 20 pertain to the establishment of a provincial code of conduct in
consultation with trustees or their representative associations.Boards are required to adopt a
minimum code of conduct that Includes all provisions of the provincial code of conduct.Boards
have the power to impose sanctions for breaches of the code.The board chair,following due
process and through board resolution, should have authority to carry out sanctions against a
trustee.There should be a external neutral party available to investigate alleged violations or
hear appeals and advise the board.
Capacity Buildina
Trustee orientation and professional development should be strongly encouraged and be made
widely accessible;however, not be made mandatory. Topics for orientation and professional
development would include legislative and policy frameworks,governance practices,strategic
planning,communications and communityrelations.^,
Recommendations 21 to 23 indicate that professional development for trustees should be
planned and delivered using a tri-level approach.Professional development should be
accessible and affordable across the province.A voluntary certification program on school board
governance should be considered.Recommendation 24 pertains to Ministry leadership on
development ofa standard information package on the roles and responsibilities of trustees and
school boards to inform both the public and prospective trustees.
Provincial Interest Regulations
Concern was expressed about the overuse of regulatory power or misuse to penalize boards
financially.There was strong appreciation of "unprecedented alignment" between Ministry and
board priorities for student achievement. The current collaborative and supportive approach
should be reflected inthe provincial interest regulations pertaining to student achievement
Recommendation 25 indicates that regulation should incorporate broad measures of student
achievement.Data collected must be more than EQAO and graduation rates and should include
increasingly sophisticated indicators and means of data collection and analysis.Whethera Board
is progressing in reaching its goals is important not just actual results.Measures should be
developed through evidence-based best practices and allow for valid adjustments at the local
level.Interventions should be supportive and offered on a continuum of intervention levels.
Interventions should be developed co-operatively between the Ministry of Education and the
board.Measures put inplace should be sustainable bythe board after the initial interventionis
complete. The Ministry should monitor the implementation of plans for improving student
achievement and when necessary investigate and make recommendations to the board in
compliance with expectations for student achievement.If a board falls to comply with the
continuum of measures and there Is a continued pattern of no improvement or a decline in
student achievement,the Ministershould appoint an administrator for the board.
2009 May 12-5
10.PRESENTATIONS -cont'd
a.OVERVIEW OF ONTARIO GOVERNANCE REVIEW REPORT -other issues -conf d
Other issues
Other issues considered at the governance review included:
- ro!e of First Nations trustees;
-democratic participation in school boards;
-innovation and experimentation;
- collaboration with municipalities,other boards,ministries;
-clarity on conflictof interest and need for Professional Development;
-role of student trustees.
Aquestion-and-answer period followed the presentation.TrusteeBennettasked iftheattendance
of student trustees at provincial functions was an issue considered at the Ontario Governance
Review.Trustee Settler advised that OPSBA is having discussions with the Ministry regarding
this Item.
Chairperson StewartextendedthankstoTrusteeSattlerforthe presentationand forher role on
the Ministry's Governance ReviewCommittee.
11. MINUTES OF THE 2009 APRIL 14 REGULAR BOARD MEETING AND 2009 APRIL 21 SPECIAL
BOARD MEETING
a.CONFIRMATION OF MINUTES
The minutes ofthe RegularBoard Meeting,2009 April 14were adopted on motion ofT.Grant,
seconded by G.Hart.The minutes ofthe Special Board Meeting,2009 April 21 were adopted
on motion of T.Grant,seconded by G. Hart.
b.BUSINESS ARISING FROM MINUTES -none
12.STUDENT TRUSTEES'UPDATE -none
TrusteeBennett reminded everyonethattheStudent Trustee election forthe London candidates will
be held inthe Board Room on Thursday,2009 May 14, at 4:30 p.m.
13.REPORTS FROM THE ADMINISTRATION
a.FRENCH IMMERSION UPDATE
Exec.Supt.K.Dalton provided an update on French Immersion that included the Centennial
Central French Immersion Surveyfor Dorchesterarea students and the timeline for attending
PrincessAnneFrench Immersion Public School (London)as well as implementation oftheGrade
7 Extended French Immersion program atPierre ElliottTrudeau French Immersion Public School
(St.Thomas).
Centennial Central French Immersion Survey for Dorchester Area Sstudents
At the 2009 April 14 meeting of the Thames Valley District School Board,the following
recommendation was approved:"That parents of pupils resident in the south-east partofthe
County of Middlesex currently attending Centennial Central Public School for the French
Immersion program be surveyed to determine If they prefer to have their students transfer to
PrincessAnne French Immersion Public Schooleffective2009 September 01or2010 September
01."
Ten families were sun/eyed and eight families were In favour ofa 2010 September 01 move to
Princess Anne French Immersion Public School. Two families were in favour of a 2009
September 01 move.As a result,French Immersion students residing in the Dorchester area
will transfer to PrincessAnne French Immersion Public School effective 2010 September 01.
2009 Mav12...6
13.REPORTS FROM THE ADMINISTRATION -confd
a.FRENCH IMMERSION UPDATE -cont'd
Implementation of a Grade 7 Extended French Immersion program at Pierre Elliott Trudeau
French Immersion Public School:
ParentsofGrade6studentswithin Elgin County were surveyed in 2009Januaryto determine the
level of interest in offering an Extended French Immersion Program at Pierre Elliott Trudeau
French Immersion Public School effective 2009 September 01. A total of 51 families initially
expressed an interest in having their children,currently In Grade 6,participate in a Grade 7
Extended French Immersion program for2009 SeptemberOI.Subsequently,these families were
individually sent letters on 2009 April 21 with a registration form and postage-paid envelope to
be returned by April 30th confirming the participation of their children in the program for
September.
As of2009 May 12,all families have been contacted and eight families responded positively.As
a result,we do not have enough confirmed interest to implement the program for 2009
September.However,the program is to be offered again next fall for possible implementation
for 2010 September.
Supt.Wilkinson and Assistant C.Bain were thanked for their efforts in contacting all the families
who had expressed interest inthe program.
b.IMPLEMENTATION OF AUTOMATED EXTERNAL DEFIBRILLATORS (AED's)
Exec.Supt.L.Elliott introduced a report from Administrative Council regarding the
implementation ofAutomated External Defibrillators (AED's).At the 2008 May 27 meeting,the
following motion was approved bythe Board:
"Thatthe Administration be directed to bring a feasibility reportbacktothe Board addressing
the implementation ofAutomated External Defibrillators in schools as it relates to liability,no
cost to the Board and engaging employee groups."
Exec.Supt.Elliott Indicated that should the Board decide to proceed with the installation of AED's,
the following process is recommended:
Permit the installation in secondary schools {with elementary schools to be given
consideration at a later date).
1.The purchase of the AED unit would be from funds raised through fundraising activities
within the school and/ordonations- donated unitsmayalso be permittedfor installation
if they conform to board defined specifications.It is possible for schools to make
application to foundations andother organizations to receive a unit at nocost.
2. Select one modeland 'standardize' throughoutschools as much as possible- this will
assist with training and on-going support.Health and Safety Department have selected
two units which could be used at a cost of $2 500.00.Replacement batteries are
approximately $150.00 (4-5 year life span),and replacement pads (single use)vary in
price depending on the unit ($42.00 -$190.00).Maintenance would include changing
the battery and pads every fiveyears.
3.Add AED training to CPR training which all grade 9 health and physical education
teachers are required to complete -students are then trained in their course work.
4.Add AED training to First Aid training -TVDSB trains staff in each site (based on 1
trained member/100 occupants or1 trained member/floor if the school is multi-level)on
First Aid.This First Aid training certifies stafffora three year period followed bya re-
certification program.A materials fee would be$5.00per person.
2009 May 12...7
13.REPORTS FROM THE ADMINISTRATION -cont'd
b. IMPLEMENTATION OF AUTOMATED EXTERNAL DEFIBRILLATORS (AED's)-cont'd
5.Other staff willnot be mandated to participate intraining and subsequent use of the AED
unless through voluntary action.
6.Training sessions may occur for other staff,students and/or volunteers,however,the
costs must be borne through funds raised through fundraising activities or donations -
this will include the cost of the training session (if applicable)and any 'release time'as
required.
7.Program Services staff would only be responsible for offering annual OPR/AED training
to grade 9 health and physical education teachers - during January and June exam
periods.
8.Schools would be held responsible for on-going maintenance of the unit as well as
ensuring it is fully functional at all times - this includes the cost of batteries and pads.
Schools would be held responsible for ensuring that staff are trained and participate in
on-going re-certification in the use of the AED.
Stakeholder Support
Previous and existing discussions with OSSTF have indicated support forthe installation ofAED's
in each secondary school with the following conditions:
that the AED be installed in an accessible and prominent location within the school
•that a continuous maintenance program be implemented
•that employees trained InFirst Aid under WSIB provisions would be trained in the use of the
AED
CUPE has no interest and is unwilling to become involved as partners in this initiative.
OPC expressed the following concerns at a recent TVSAAC meeting:
•cost to schools - for the unit and on-going maintenance
• If the plan is not for all schools then we run the risk of being inconsistent
•teacher liability and training
Administrative Council is of the view that the Implementation of defibriiiators in schools would
come at a cost, particularly in terms ofstaff time. Inaddition,concerns regarding liability remain.
A summary of issues pertaining to liability was also provided.
The Administration responded to questions posed by Trustees.Trustee Exiey asked about the
"gross negligence"aspect of the liability issues and suggested that the Board solicitor be
requested to clarily this area of the law.Trustee Hart indicated that it seem to be AED's are
located In allpublic facilities except schools. Hestated that because ofthe Board's community
use of facilities provisionAED'sshould also be available inschool board facilities.Hecitedthat
the McGuinty government is In favour of this initiative and has provided funding for Its
implementation.Trustee Hart asked that Director Tucker investigate the necessary followup
regarding AED Installation.
The following motion was moved byG. Hart,seconded byT. Grant and carried:
That the Board approve the installation of automated external defibriiiators (AED's) in
secondary schools on a voluntarybasis based on the following principles:
1. Permit the Installation in secondary schools (with elementary schools to be given
consideration at a later date).
2009 1\/Iav12...8
13.REPORTS FROM THE ADMINISTRATION -confd
b. IMPLEMENTATION OF AUTOMATED EXTERNAL DEFIBRILLATORS (AED's)-cont'd
Recommendation -cont'd
2. The purchase ofthe AEDunitwouldbe fromfunds raised through fundraisingactivities
withinthe school and/or donations -donated units may also be permitted forinstallation
Ifthey conform to board defined specifications. It is possible for schools to make
application to foundations and other organizations to receive a unitat no cost.
3.Select one model and 'standardize'throughout schools as much as possible -this will
assist withtrainingand on-goingsupport. Healthand Safety Department have selected
two units which could be used at a cost of $2500.00.Replacement batteries are
approximately $150.00 (4-5year life span), and replacement pads (singleuse) varyin
pricedepending on the unit($42.00- $190.00). Maintenance would Include changing
the battery and pads every five years.
4. Add AED training to CPR training which all grade 9 health and physical education
teachers are required to complete -students are then trained intheir course work.
5. Add AED training to First Aid training -TVDSB trains staff In each site (based on 1
trained member/100 occupants or 1trained member/floorifthe school Is multi-level)on
First Aid.This First Aidtraining certifies staff for a three year period followed by a re-
certificationprogram. A materials fee would be $5.00 per person.
6.Other staff will not be mandated to participate intraining and subsequent use ofthe AED
unless through voluntary action.
7.Training sessions may occur forother staff,students and/or volunteers,however,the
costs must be borne through funds raised through fundraising activities or donations -
this will include the cost of the training session (If applicable)and any 'release time'as
required.
8. ProgramServices staff would only be responsiblefor offering annual CPR/AED training
to grade 9 health and physical education teachers -during January and June exam
periods.
9. Schools would be held responsible for on-going maintenance of the unit as well as
ensuring itis fully functional at alltimes -this Includesthe cost of batteries and pads.
Schools would be held responsible for ensuring that staff are trained and participate In
on-going re-certification inthe use ofthe AED.
c.OVERVIEW OF 2009-2010 BUDGET WEBSITE
Manager K.Young and Public Affairs Officer R.Hoffman presented an overview detailing the
contents ofthe TVDSB 2009-2010 BudgetWebsite. Itwas noted that information regarding the
2009-2010 Budget Public Input session on 2009 June 02 has been forwarded to area
newspapers.
2009 May 12...9
14.REPORTS OF COMIUIITTEES
a.REPORT OF THE CHAIRS'COMMITTEE
MEMBERS
J.Stewart (Chair)
T.Grant
T.Roberts
P.Sattler
2009 May 06
9:00 a.m.-11:15 a.m.
ADMINISTRATION AND OTHERS
B.Tucker (via teleconference)9:12 -9:30 am
S.Pullam
M.Sereda
1.APPROVAL OF AGENDA
items 7 a,b,c,d,e,and f were added to the agenda.It was approved by motion as amended.
2.CONFLICTS OF INTEREST -none declared
3.REVIEW OF MAY 2009 BOARD AGENDA
The agendas forthe in-camera and publicBoard meetings of2009 May12 were discussed
and updated.
4.IN-CAMERA DISCUSSION
The Committee moved in-camera by motion at 9:12 a.m. to discuss confidential matters.
The Committee reconvened in public session at 9:30 a.m.
5.CORRESPONDENCE
Acopyofa letterwas received fromMPP Steve Peters tothe MinisterofEducationregarding
correspondence from a local tourism operator expressing concern with the impact of the
2009 September school opening.An email from Chair Stewart will be sent to the operator
advising that the date of the TVDSB school opening will be after Labour Day (2009
September 08) witha copy forwarded to MPP Steve Peters for his information.
6.MPP MEETING
Agendaitemsforthe meeting with area MPPsto be heldon2009 May 29werediscussed.
The following topicswere identified:Bottled water,Threat to Thames Valley Neighbourhood
Early Learning Programs,Children's Mental Health (Inter-Ministry Coordination of funding),
Transportation Issues, New school constructlon/consolidation-Capital Funding,Local
flexibility needs,and School Finder Information.
7.OTHER BUSINESS
a.Invitation to Mayorof Londonand Council Members
Further to an invitation to the Mayorofthe Cityof London and City Councillorsto meet
with representativesoftheThames Valley District School Board andtrustees todiscuss
currentand futurepartnerships,advicehas been receivedthatthe Mayor isnotavailable
on eitherofthe proposed dates.Controllers GinaBarberand Gord Humeare available
to attend a meeting on May 20 at noonand Controller Gord Humeand Councillor Joni
Baechler are available to attend a meeting on June 02 noon.Trustees will be polled to
determine who will be available to attend these meetings.
b. Update on Character Fairand Homework Survey
The Director will ask staff to update the Trustees on the Character Fairwitha focus on
the character attributes and the next steps.Also,trustees would likean update on the
Homework Survey results prepared in conjunction with the London District Catholic
School Board and Phi Delta Kappa.
2009 Mav12...10
14.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE CHAIRS'COMMITTEE -cont'd
7.Other Business -cont'd
c Trustee In Service
Trustee Roberts,in hiscapacityas Chairofthe Trustee PDCommittee,suggested that
ongoing professional development topics be identified and a forum be developed to
provide trustees with opportunities to sliare information and engage in discussions.This
forum could also act as an avenue to allow trustees to report back on outside PD
sessions attended and discuss currenthottopicsona regularbasis in an informal public
forum.Itwas proposedthat starting inthe fall,the first Tuesdayofeach month from 4 -
6 p.m.beset aside for this purpose.T.Roberts will report back following discussion of
this item at the next PD Committee meeting.
d. Declining Enrolment Report
There was an Inquiry for a declining enrolment report with school-by-school
.comparabies.It was noted thatthe information is available in the 2008 October Board
reportand can be compared with report available next October.
e.Possible Partnerships
A request from Doug Reycraft,Mayor ofSouth-west Middlesex,to meet to discuss a
possible partnership was considered.P.Battler,Chair ofthe Long-Term Community
Partnership Committee,will discussthe matter with Director Tucker and Mr.Reycraft.
He will be advised of the process for next steps.
Itwas notedthatthese typesofrequestsshouldbedirectedtothe Chairofthe Board for
further referral to the appropriate committee(s).
f.Electronic Vote
The members discussed the reason for the electronic vote for the most recent employee
agreement.
8.DATES AND TIME OF FUTURE MEETINGS
The following meetings were scheduled for9:00 a.m.:
May 20;
June 3,17.
9.ADJOURNMENT
The meeting adjourned at 11:15 a.m. bymotion.
RECOMMENDATIONS:none
J.STEWART,
Chairperson
Discussion topics for the upcoming MPP meeting were considered.The MPP's will also be
invited to submit any Issues they may have for response.
/
2009 Mav12...11
14.REPORTS OF COWIIUllTTEES -cont'd
b.REPORT OF THE BUDGET ADVISORY COMIUIITTEE 2009 May 11
1:05-2:55 p.m.
MEMBERS PRESENT ADMINISTRATION AND OTHERS
F.Exley (Chair)T.Roberts B.Tucker B.Hester
T.Grant R.Tisdale B.Greene S.Christie
S.Peters (1:15)K.Meeson K.Young
K.Daiton K.Bushel!
Trustee Visitor:J.Bennett
1.APPROVAL OF AGENDA
The agenda was approved bymotion.
2.CONFLICTS OF INTEREST -none declared
3.REPORTS OF 2009 APRIL 21 and April 20
The 2009 April 20 and April 21 Committee reports were presented for information.
Administration responded to members'questions related tothe reports.It was noted thatan
update on declining enrolment and staffing will be provided in the May 19 Budget
presentation.
It was requested thatan Information Committee ofthe Whole meeting be scheduled in the
fall to present the Student Success plan to the trustees.Director Tucker will bring the
suggestion to the Chairs'Committee for consideration.Exec.Supt.B.Greene will speak with
Exec.Supt.Sereda regarding attendance management andcasual costs.
4.COST OF NEW SCHOOLS AND ADDITIONS
Exec.Supt.Greene advised that a budget issue sheet had been developed to coverthe cost
of new schools and additions by creating a funding stream of $2M to pay for projects not
covered under the grant allocations.He suggested removing the issue sheet and finding
other funding sources.
Exec.Officer Bushell described a proposal to allocate savings realized from the Board's
Energy Management program which are funded from the current Utility budget.He described
the ability to recover funds as the Board finishes paying the Energy Management project,to
use the savings for capital projects.Atotal of $5M would beavailable in the Facility Services
line as operational savings.He suggested taking the money and restructuring the debt,
converting a portion ofthe funds tothe Capital Plan.
He advised that Deloitte conducted an internal audit and has confirmed the savings to fund
the capital plan to create better facilities and the funding stream,and equalize program.He
noted the need to balance the liquidity template prior to initiating any building projects and
suggested amending the 2001 Board motion to divert some of the energy savings to the
Capital Plan.Director Tucker indicated that he has spoken to the Ministry of Education in this
regard.Exec.Supt.Greene suggested that a Board commitment is required to use the
energy savings as described.Adetailed report will be provided to trustees by the end of
June,2009.
Exec.Officer Bushell responded to members'questions.He advised that a savings template
and a consolidated school template are being developed to identify one-time expenditures
and funds available for future needs.He advised that proceeds from the saleofbuildings will
also be availableforcapital projectsas theyare sold.
2009 Mav12...12
14.REPORTS OF COIUIIUIITTEES -confd
b.REPORT OF THE BUDGET ADVISORY COMMITTEE -cont'd
4.COST OF NEW SCHOOLS AND ADDITIONS -cont'd
Director Tucker indicated that research Is available regarding the correlation between
enhanced student learning resulting from establishing enhanced learning environments.
Statistics over the next three years will be gathered,tracked and examined.
5.PUBLIC INPUT 2009 JUNE 02
Manager K.Young advised that ads have been placed Inlocal newspapers regarding the
public input session scheduled forJune 2 at the EducationCentre. A separate notification
will be sent to staff Inthis regard.
Atthe May 12 presentationtothe Board,budget information onthewebsite will be presented.
6.COMMUNICATIONS PLAN
Manager Young indicated that the communications plan will be presented to trustees at the
May 12 Board meeting.Information virill also be fonwarded to the Boardstakeholders, e.g.
school councils,home and school associations.
7.BUDGET UPDATE
Exec. Supt.Greene updated members on development of the 2009-10 Budget. He noted
that he hopes to be able to provide trustees with an anticipated deficit figureand proposals
to offset Itat the May 19 special Board meeting. He advised that Ministry of Education grant
reductions to computers,textbooks and staff development will have an impact on the
classroom.
8.OTHER BUSINESS
a.Budget Issue Sheets
Members raised questions related to the submitted budget issue sheets.Exec. Supt.
Greene indicated that there will be an opportunityfor trustees to discuss the Issue sheets
at the June 16 Board meeting. Itwas suggested that the Issue sheets that have not been
directlyreferred to In the June 2 publicinput session be addressed.,Jt was agreed that
the Committee will meet withthe Chairs'Committee following the May26 Board meeting
to structure the June 16 special Board meeting based on issues discussed at the input
sessions.
Exec.Supt Greene described the process ofadvising staff of the proposed staff and
service reductions involved with the issue sheets.
b.Education Centre
Exec. Supt.Greene advised that a facility renewal plan has been developed for the
EducationCentre, e.g. barrierfree parking,roofing,windows,asbestos abatement,inthe
amount of $1.2M. He described a funding plan of $250,000 per year and proposed
funding sources.Itwas stressed that the Issues are strictly maintenance and repair.A
report will be broughtto tmstees at the May 19 special Boardmeeting.
9.NEXT MEETING
The next meeting was scheduled for May26, 2009,following the regular Board meeting.
10.ADJOURNMENT
A motion to adjourn was moved and carried at 2:55 p.m.
RECOMMENDATIONS:none
F.EXLEY,
Chairperson
2009 Mav12...13
14.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA 2009 May 12
MEMBERS PRESENT ADMINISTRATION AND OTHERS
T.Roberts (Chair)
J.Bennett
8.Doub
P.Exiey
T.Grant
G. Hart (5:37)
P.Jaffe
8.Peters
P.Sattler
J.Stewart
R.Tisdale
Regrets:8.Polhlll,J. Rowe,L.Varghese
Absent:M.Hendrick
B.Tucker
L Elliott
B.Greene
M.Sereda
K.Wilkinson
C.Bourbonnais-
MacDonald
K.Bushell
L Griffith-Jones
8.Hughes
M.Moynihan
V.Nielsen
M.E.Smith
B.Sonier
P.Tufts
B.Wagner
8.Christie
K.Young
The Committee met in camera from 5:05 to 7:00,recessing and reconvening from 10:25 to 11:15
p.m.
1.APPROVAL OF AGENDA
The agenda was approved by motion.
2.CONFLICTS OF INTEREST - No conflicts of interest were declared.
3. Confidential legal,personal and negotiation matters were discussed.
4.RISE AND REPORT
A motion to rise and report was moved and carried at 11:15 p.m.
RECOMMENDATIONS:
1.Thatapprovalbe granted toawarda three-yearcontract with CommerciaiCleaningServices
to providecontract cleaningforStrathroy District Collegiate Institute/Holy Cross Secondary
School.
2. That approval be granted to award a contract to provide contract cleaning with the
companies listed on Appendix B,attached.
3. That the Thames Valley District School Board enter Intoa one-year contract with Dell to
provide desktopand notebook computers to all schoolsand administrative sites within the
TVDSB.
4. Thatthe Thames Valley District School Board enter into a one-yearcontract with Copyland
to provide netbook computers to ail schools and administrative sites within the TVDSB.
5. Thatthe Thames Valley District SchoolBoardapprove the use ofthe following Professional
Facility Services Consultants for a three-year term:
Architectural Services
•Cornerstone Architecture
Dickson Partnership Inc.
Malhotra Nicholson Sheffield Architects Ltd.
Roofing
N.American Roof Management Services
2009 IV!av12...14
14.REPORTS OF COWIWIITTEES -cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA -cont'd
Recommendations -cont'd
Structural Services
Gray &Pick Ltd.
Hastings &Aziz Ltd.
ROW Peterman Consulting Engineers
Civil Services
Stantec Consulting Ltd.
Environmental Services
AMEC Earth and Environmental
Advanced Environmental Corp.
Mechanical and Electrical Services
Chorley &Bisset Ltd.
Smylie &Crow Associates Inc.
The Walter Fedy Partnership
6. That the motion approved at the 2009 May 12 in-camera meeting regarding dismissal of an
employee be approved.
T.ROBERTS,
Chairperson
The recommendations were approved on motion of T. Grant,seconded by J.Bennett.
15.COMMUNICATIONS
a.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION -UPDATE
Trustee Hart advised that a few TVDSB trustees will be attending the 2009 Annual General
Meeting and Programon2009 June 11to14at the Deerhurst Resort and Conference Centre in
Hunstville.Trustee Tisdale commented on the results of the final meeting of the OASBO
Program Work Team.
b.SEAC APPOINTMENT -CHILDREN'S AID SOCIETY
A letterwas received from Elizabeth Karry,Program Manager,Children's AidSociety, nominating
Abby Robinson as the Society's alternate representative on the Board's Special Education
Advisory Committee. The following motion was moved byJ. Bennett,seconded by R. Tisdale
and carried:
Andresolved thatAbbyRobinsonbeappointed the alternate representative forthe Children's
Aid Society on the Board's Special Education AdvisoryCommittee.
16.NOTICE OF MOTION -none
17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN
18.ADDITIONAL ITEMS
2009 May 12...15
19.QUESTIONS/COMMENTS BY MEMBERS
a.Supt.B.Wagner
Trustee Grant acknowledged Supt.Wagner's many years in education and applauded his
outstanding leadership as both an administrator and former Principal at Lord Dorchester S.S.
where he always focused on student success.Aformal retirement reception forSupt.Wagner
is planned for 2009 June 05 from 4:00 p.m. to 7:00 p.m. at the Education Centre.
b.Oliver Stephens P.S.Missing Student
Trustee Jaffe commented on a recent newspaper article published in the Globe and Mail
regarding Victoria Stafford, the missing student from Oliver Stephens P.S. and commented on
how thoughtful and sensitively Itwas written. Director Tucker Indicated that the Oliver Stephens
PS staff and students are going through a very difficult time as they deal withthis tragic situation.
He extended appreciation to the Oliver Stephens P.S. principal and staff, the Emergency
Response Team, and Supt. Mary Ellen Smithfortheireffortsinkeeping theschool day as normal
as possible for the children.
Director Tucker advised that he has visited the school and receives daily updates on the well
being of the staff and students and indicated that everything is being done to ensure that the
necessary supports are inplace. Headvised that he has extended appreciationtothe staffon
behalf on the trustees and Administration.
c.Mesa Central P.S.Boundary Waivers
/",Trustee Peters referred to a recent letter she received related to Mosa Central P.S.boundary
waivers for primary students and asked If other trustees are receiving similar inquiries.She
inquiredof the process if there is room inthe school.
Director Tucker Indicated that there will be no review of boundaries and that in order to meet the
90 percent primary class size cap of20 (or less)to 1,itIsnecessary to placestudents back In
their home school. He emphasized that this is an Administrativedecision. Atthe juniorlevel,if
space is available,and under extenuating circumstances,a boundary waiver decision isat the
discretion of the Principal In consultation with the Superintendent of Education and Planning
Officer Owens.;;
Exec.Supt.Dalton indicated thatthesetypesof inquiries comeatthistimeeveryyear. She noted
thatthese requests are notnewand that inorderto be fairto everyone,the same rules must
apply and be strictly enforced to maintain consistency across the District.She explained thata
boundary Issues/review about specific area(s)originate from different sources and that the
Executive Superintendentof Operations works with AreaSuperintendent(s)as well as Planning
Officer Owens which are then vetted through the Administrative Council.
Appreciation was extended totheAdministration forgiving thorough information tothe community.
The meeting recessedat 10:15 p.m.and reconvened in-camera at 10:25 p.m.It reconvened in public
session at 11:10 p.m.
2009 May 12...16
20.ADJOURNMENT
The meeting adjourned at 11;12 p.m.on motion of T.Grant,seconded by J.Bennett.
An electronic vote was held on May 4,2009,onthe following motions.They were approved ona vote of 11 -0.
That conditional upon ratification by Thames Valley District School Board ETFO,the amendments
tothe 2004-2008 collective agreement between the parties for the period 2008 September 1to 2012
August 31 as contained in the memorandum of agreement signed by the parties on 2009 April 29 be
approved.
That conditional upon ratification by Thames Valley District School Board ETFO Occasional,the
amendments to the 2004-2008 collective agreement between the parties for the period 2008
September 1 to 2012 August 31 as contained in the memorandum ofagreement signed by the parties
on 2009 April 29 be approved.
CONFIRMED:
hairperson
2009 May 12...17
SUMMARY OF APPROVED RECOMMENDATIONS OF 2009 MAY 12
That the Board approve the installation of automated external defibrillators (AED's)In secondary
schools on a voluntary basis based on the following principles:
1. Permit the installation in secondary schools (with elementary schools to be given
consideration at a later date).
2. The purchase of the AED unit would be from funds raised through fundraising
activities withinthe school and/or donations -donated units may also be permitted
for installation ifthey conform to board defined specifications. It is possible for
schools tomake application to foundations and otherorganizationstoreceivea unit
at no cost.
3.Select one model and 'standardize'throughout schools as much as possible - this
will assist with training and on-going support. Healthand Safety Departmenthave
selected two units which could be used at a cost of $2500.00.Replacement
batteries are approximately $150.00 (4-5 year life span), and replacement pads
(single use) varyinpricedepending on the unit($42.00 -$190.00).Maintenance
would include changing the battery and pads every five years.
4. Add AED training to CPR training which ailgrade 9 health and physical education
teachers are required tocomplete- students are thentrained In theircourse work.
5. Add AED training to First Aid training -TVDSB trains staff ineach site (based on 1
trained member/100 occupants or1trainedmember/floorifthe schoolis multi-level)
on First Aid.ThisFirst Aid training certifiesstafffora three year period followed by
a re-certificationprogram. A materials fee would be $5.00 per person.
6. Other staff will not be mandated to participate intrainingand subsequent use ofthe
AED unless through voluntary action.
7.Training sessions may occurforotherstaff,studentsand/or volunteers,however,the
costs mustbe bornethroughfundsraisedthrough fundraising activities ordonations
- this will includethe cost ofthe training session (ifapplicable) and any 'release time'
as required.
8.Program Services staff would only be responsible for offering annual CPR/AED
training tograde9 health and physical education teachers-during JanuaryandJune
exam periods.
9. Schools would be held responsible for on-going maintenanceofthe unit as well as
ensuring itis fully functional at all times-this includes thecostof batteries andpads.
Schools would be held responsible for ensuring thatstaffare trained and participate
inon-going re-certification inthe use ofthe AED.
And resolved that Abby Robinson be appointed the alternate representative for the Children's Aid
Society onthe Board'sSpecial Education Advisory Committee.
That approval be granted to award a three-year contract with Commercial Cleaning Services to
provide contract cleaning for Strathroy District Collegiate Institute/Holy Cross Secondary School.
That approval be granted to award a contract to provide contract cleaning with the companies listed
on Appendix B,attached.
That the Thames Valley District School Board enter into a one-year contract with Dell to provide
desktop and notebook computers to all schools and administrative sites within the TVDSB.
That theThames Valley District School Board enter into a one-year contract with Copy land to provide
netbook computers to all schools and administrative sites within the TVDSB.
2009 Mav12...18
SUMMARY OF APPROVED RECOMMENDATIONS OF 2009 MAY 12 -cont'd
Thatthe Thames Valley District School Board approvethe use ofthe following Professional Facility
Services Consultants for a three-year term:
Architectural Services
Cornerstone Architecture
DIckson Partnership Inc.
Malhotra Nicholson Sheffield Architects Ltd.
Roofing
N.American Roof i\/lanagement Services
Structural Services
Gray &Pick Ltd.
Hastings &Aziz Ltd.
POW Peterman Consulting Engineers
Civil Services
Stantec Consulting Ltd.
Environmental Services
AMEC Earth and Environmental
Advanced Environmental Corp.
Mechanical and Electrical Services
Chorley &Bisset Ltd.
Smylie &Crow Associates Inc.
The Walter Fedy Partnership
Thatthe motion approved atthe2009 May 12 in-camera meeting regarding dismissal ofan employee
be approved.
That conditional upon ratification by Thames Valley District School Board ETFO,the amendments
tothe 2004-2008 collective agreement between thepartiesforthe period 2008September1to 2012
August 31 as contained in the memorandum of agreement signed by the parties on 2009 April 29be
approved.
That conditional upon ratification by Thames Valley District School Board ETFO Occasional,the
amendments to the 2004-2008 collective agreement between the parties for the period 2008
September 1to 2012 August 31 as contained in the memorandum ofagreement signed by the parties
on 2009 April29 be approved.
APPENDIX B
Evaluation and Recommendation Summary
Bids were evaluated based on the following criteria:
-"POINTS
2 Relevant .e>^erjence.,and p_erfomiance record 20
-Mnfofrnation from references . . .24
Companypolicies -.•^-18
^S&ffing proposal/shift coverage 20
;.;6id Submission
PriGes^:-""'15
107
evaluation was done In a .three step process:
^;;Step.1;First,bidders were evaluated In four categories;Relevant Experience and Perfomnance Record,Information from
:|References,Company,Policies,and Bid Submission.
.'Consideration was given.to corhpanies proving their ability to implement all levels of government legislation (I.e.
pixupational Health &-Safety and Ministry of Labour requirements.)
.Cpnsideration was also given to companies proving they are capable of providing training to their employees in the areas
;'cit^.in Section 81.3.2;^of the RFP -Life safety systems,building automation and control,preventative maintenance,
^computer systems,"custodial methods and procedures,water flushing protocols etc.
i -Max-^Points
Bee
Clean
Commerela]^
Cleaning |£
Omnl Fadllty
Solutions Stdana
»•'20"12.5 5 0
i""24 ,23 8 CgSeKgS®15 e
i-T 18":15 16 16 0
i'"-lO 7.5 7.5 9 0
i 72 -•£8 41.S ^45 .
Step 2-Bidders were then evaluated on Staffing Proposal.Registered bidders were given current staffing hours.Full
•points (20)were given to those bidders vdio submitted hours based on our current staffing levels.
.-d tj,„Bee 1 Commercial Omni Facility
^Points Clew p Cleaning |»^samn^Solutions ps^Tyia^tB^M 'Sidana
20 18 psesfts^ij 18
^20^^^^20 ^19 • 0
0
17 20 17 20
16 -g 17 18
16 17 18
18 19
16 17.75 19 19
20 E 17 0 0
19 19
m 20^^^^15 15.5 15
19 1B.5 18
7ft p5^ff^?55^19 KSSS'fKXSSHkSS^rZO®?^20 20
0 S 20 0
20 19 19 19
16 ^S^iSSiw.16 16 20
19 0
15 16
19.5 0
20'
step 3"Pricing was evaluated out of15 points.The lowest bidder was given full points.Bidders lost ^
$1,000 that theywere higherthan the lowest bidder.
tuUonS
0!£^
|i8S5S@®^stE)l$S
Bidders total points (Step 1 through 3) by location:
sBoio T^Si^ira
gBH^^mo'ijBTgBlafegaijca oiga^a^g
SSSSffi
as®
S2.7|^^^^
107h(S^^J
3i9B@!Sc($ScaBi$£6ScS^
The recommend bidder and pricing for each site is shown belovir
2008 Actual Proposed
^^^^^S^^^Contractgr Price Qfference
»Bee-Oean Bee Qean S300.00
Bee Qean •S4.698.S4
Bee Oean S6,000.00
Bee Gean ^@Q(£0a -51.098.00
Bee Oean S6.657.00
-$500.00
Bee Qean .S12.214.5o
mmmi Bee Qean -S4.6SaS8
-£500.00
S1,643.08
Bee Oean 58.711.16
Bee Clean -SI .036.92
Bart)C^Ke -SS00.00
Bee Clean $1,1.41-I.16
Bee Qean S2.403.12
Bee Qean $5,692.96
wise Knighl $1,300.00
Bee Oean -55.647.96
V\hjte Knight S1.300.00
$14,453.32
VUhlle Knight
Sumrnary of Lowest Bidders
VAr
'•\f.'W -•
:2V'0V-:
*•-.V.•/
a.i
si.eoaoo
S5.100.00
S17.S80.00
S11.500.00
51.750.00
SI .340.00
S1.75a00
Sl.340.00