5/26/2009 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR BOARD MEETING,PUBLIC SESSION
.2009 MAY 26,7:00 P.M.
BOARD ROOM,EDUCATION CENTRE
AGENDA
V-verbal
M -material
1.,CALL TO ORDER V
2.O CANADA V
3.SPECIAL MUSICAL PRESENTATION -Victory Memorial Public School String
Orchestra (Ingersoll)V
4.APPROVAL OF AGENDA M
5.OFFICIAL RECORD M
6.RECOGNITIONS
a.2009 OASBO McCordic Award Recipient -Executive Superintendent of Business V
Services Brian Greene
7.CONFLICTS OF INTEREST V
8.CHAIR'S ANNOUNCEMENTS V
9.DIRECTOR'S ANNOUNCEMENTS V
10.MINUTES OF THE 2009 MAY 12 REGULAR BOARD MEETING AND 2009 MAY 19
SPECIAL BOARD MEETING
a.Confirmation of Minutes M
b.Business Arising from the Minutes
11.STUDENT TRUSTEES'UPDATE V
12.REPORTS FROM THE ADMINISTRATION
a. Medway High School -The Organization of Classes for 2009-10 M
b.Departmental Update -Planning and Possibilities:The Report of the Declining
Enrolment Working Group M
c. Monthly Financial Reporting M
13.REPORTS OF COMMITTEES
a.Special Education Advisory Committee,2009 May04 M
b.Native Advisory Committee,2009 May 12 M
c.Special Education Advisory Committee,2009 May13 M
d.Chairs'Committee,2009 May20 M
e.Committee of the Whole,In Camera,2009 May 19 M
f.Committee of the Whole,In Camera,2009 May 26 V
14.COMMUNICATIONS
a.Chair's Summary Update V
b.Ontario Public School Boards'Association -Update V
c.Homegrown Ontario M
d.Mosa Central Parent Council M
15.NOTICE OF MOTION
16.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none
17.ADDITIONAL ITEMS
18.QUESTIONS/COMMENTS BY MEMBERS
19.ADJOURNMENT
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING,PUBLIC SESSION
2009 MAY 26
The Board met inregular session on 2009 May 26 inthe BoardRoomat the EducationCentre, meeting in
public session at 7:03 p.m.to 8:50 p.m. The following were inattendance:
TRUSTEES
J.Bennett M.Hendrick
S.Doub P.Jaffe
F.Exley S. Peters
T.Grant S.Polhil!
G. Hart (+7:15)T. Roberts
Regrets:L.Varghese
ADMINISTRATION AND OTHERS
B.Tucker V.Nielsen
K.Dalton M.E.Smith
B.Greene B.Sonler
M.Sereda P.Tufts
L.Griffith-Jones B.Wagner
S. Hughes K.Wilkinson
M.Moynlhan
J.Rowe
P.Sattler
J.Stewart (Chair)
R.Tisdale
S.Christie
K.Meeson
K.Young
8.Young
W.Scott
1.CALL TO ORDER.
BoardChairperson Stewart called the meetingto order at 7:03 p.m.
2./3.O CANADA AND MUSICAL PRESENTATION
The appreciation ofthe Board was extended tothe Victory Memorial Public School (Ingersoll)Grade
8 String Orchestra and Conductor/Accompanist Lola McCarthy for leading In the singing of0'Canada
and performingtwo musical selections.
4.APPROVAL OF AGENDA
Theagenda was approvedon motion ofG.Hart,seconded byS.Doub.
5.OFFICIAL RECORD
S.Christie,Supervisor,Corporate Services,readthe following official record into the minutes:
We regret to record the death of Katie Roach,a 16year-old studentatSir Frederick Banting
Secondary School,London,on 2009 May 17;and,Timothy Wade,a 18-year-old student at
ArthurVoaden Secondary School, St. Thomas, on 2009 May 19.
6.RECOGNITIONS
a.2009 OASBO MCCORDIC AWARD RECIPIENT
Director Tuckerextended congratulations on behalfofthe Board to Executive Superintendent
Brian Greene as the 2009 recipient of the Ontario Association of School Business Officials'
McCordic Award.Director Tucker explained thatthe McCordic Award,established in 1980,is
OASBO's highest award andis presented eachyearattheAnnual Genera!Meeting in recognition
of outstanding contribution tothe service of school business.Mr.Greene's leadership roles at
both the provincial and internationa!level (ASBG)were acknowledged as he continues to
advocate for the interests of students.
Exec.Supt.Greene thanked Director Tucker and the Board for allowing him the opportunity to
participate in OASBO.He acknowledged the contribution of the competent Business Services
staff who have enabled himto participate at the provincial level.
2009 May 26...2
7.CONFUCTS OF INTEREST
Trustee P.Jaffe declared a conflict of interest related to item 13.f.citing a business affiliationwith a
retiring TVDSB employee.
8.CHAIR'S ANNOUNCEMENTS
Chair Stewart announced that a Bylaw Review Ad Hoc Committee meeting has been scheduled for
2009 June 17 at 2:00 p.m. He asked trustees to contact Supervisor Christie regarding participation
in the Retirement Recognition Reception to be held at the Education Centre on 2009 June 08.
9.DIRECTOR'S ANNOUNCEMENTS
Director Tucker noted the great levelof support received byOliver Stephens Public School students
and staff locally,provincially,and nationally following the disappearance of 8-year-old Victoria
Stafford.He extended thanks to Supt. M.E. Smith,Manager K.Young and Public Affairs Officer R.
Hoffmanfortheir support during this difficult situation. He noted that Ministerof Education Wynn has
contacted the Principal of Oliver Stephens P.S. to extend her condolences and appreciation to the
staff.The Director advised thatAdministrative Council has reviewed dismissal practices followingthis
situation and concluded that the protocols in place are appropriate forthe safe dismissal of students.
In response toa question from Trustee Sattler, Exec. Supt.Greene reviewed the dismissal ofprimary,
intermediate and senior elementary students.It was noted that Grade 7 and 8 students are
dismissed directly to the playground and that some of the senior students who have participated in
babysitting courses are responsible for seeing younger children home.
Trustee Jaffe emphasized that when it has been necessary to respond to individual student
concerns,it has been his experience that principals and staff are always cooperative in ensuring that
special provisions are inplace to address them.Director Tucker referred to the recent evacuation
at Lome Avenue P.S.and noted that current telephone numbers are kepton file in the school oflice
should it be necessary to contact parents/guardians.As well,the safe arrival measures include a
morning attendance check ifa student does not arrive at school.
10.MINUTES OF THE 2009 MAY 12 REGULAR BOARD MEETING AND 2009 MAY 19 SPECIAL
BOARD MEETING
a.CONFIRMATION OF MINUTES
The minutes ofthe Regular Board Meeting, 2009 May12 were adopted on motion ofT. Roberts,
seconded byR.Tisdale. The minutesofthe Special Board Meeting,2009 May 19 were adopted
on motion of T.Roberts,seconded by R.Tisdale.
b.BUSINESS ARISING FROM MINUTES
Item lO.a of the minutes of the 2009 May12 Regular Meeting was amended to read: "January"
rather than "March".
11.STUDENT TRUSTEES'UPDATE
Student Trustee Rowe reported that the Student Trustee election forthe 2009-2010 school year has
been completed. He advised that the two Grade 11 students elected to the position of Student
Trustee are Cody Neville,Norwich District High School, representing the rural students and Jessica
Kamphuis,South Secondary School, representing the City of London students. He noted that an
information meeting withthe new student trustees,Supt. Griffith-Jones, Mrs. Pullam, and Student
Trustees Varghese and Rowe has been scheduled for 2009 June 02.
12.REPORTS FROM THE ADMINISTRATION
a.MEDWAY HIGH SCHOOL -THE ORGANIZATION OF CLASSES FOR 2009-2010
Exec. Supt.K.Dalton introduced a report advising trustees of the Medway HS decision to
organize classes at Medway High Schoolconsistent with a semester system modelfor 2009-10.
She Introduced and welcomed MurrayMacdonald, Principal, Medway HighSchool.
2009 May 26...3
12.REPORTS FROM THE ADMINISTRATION -cont'd
a.MEDWAY HIGH SCHOOL -THE ORGANIZATION OF CLASSES FOR 2009-10 -cont'd
Background
Principal i\/lacdonald explained that the semester modeloforganizing classes was implemented
forthe 2008-09 school year Inorder to accommodate the twinning of Medway High School with
Montcalm Secondary School. Specifically,this model helped tofacilitate the sharing of resources
and the co-ordination of programming during the year at the Montcalm site. Now with eight
monthsofexperience with the semester system, ithas proventobethe chosen preferenceofthe
majorityof the Medway school community.
Priorto twinning withMontcalmS.S. forthe 2008-09 school year, Medway has operated on a full
year two-day cycle schedule.
Communication Strategy
As a result of comments made by students,parents and staff during the present year - both in
support ofthe semester system as well as the two-daycycle system,itwas agreed at the 2008
September School Council meeting to conduct a survey to obtain input priorto preparing the
schedule for the 2009-10 school year.Announcements for the survey were frequently shared
with the school communitythrough newsletters,parents'nights, and the school website.
Survey of Medwav School Community
In2009 April,all Medway students and staffweregivenan opportunity tocompletea briefsurvey
that had been developed in consultation with Research and Assessment staff. Atthe same time,
each student received a parent survey,addressed to his/her parents,that could be completed
inthe traditional manner or electronically through the school website.The survey simply asked
respondents to express their preference foreither the semester system or the two-daycycle.
Space was provided for any anecdotal comments.
Each of the survey populations indicated their preference for the semester system.The most
common anecdotal comments on the student surveys showing a preference for the semester
system Indicated that:
94 students felt less stress with the semester model;
71 students found it easier to learn and remember concepts;and
- 36 students commented that grades were higher withthe semester system.
Those students showing preference forthe two-day-cycle system indicated that:
36 students found homework easier to handle;and
18 students felt activities were easier to co-ordinate with a full year program.
Additional Rationale for Administrative Decision
Student Success -The semester system offers advantages when working with students whoare
academically at risk. For example, the semester system allows for:
- Credit Recovery in semester II for a failed semester I course;
- the ability to take sequenced courses in one year in order to 'catch up' in credit
accumulation;
- a fresh start at the beginning of semester II;
- fewer courses to organize at one time (4 versus 8); and
more continuity from day to day.
Programming -Co-operative education programs are more accessible for most students under
a semester system.Thesemester system provides more flexibility when sequencing courses
for students who want/need tofast-track or those students requiring courses with prerequisites.
2009 May 26...4
12.REPORTS FROM THE ADMINISTRATION -confd
a. MEDWAYHIGH SCHOOL - THE ORGANIZATIONOF CLASSES FOR 2009-10 -confd
Student Retention -The school would be able to match timetables for students moving into the
large Medway catchment area mid-yearfrom other semestered schools.In addition,the school
would be able tobetteroffer part-time schedules tostudents returningto Medway fora fifth year
to pick up additional credits inone semester.
Theresultsofthe Medway High School ScheduleSurveyconducted In the Spring of2009were
reviewed.
The Administration respondedtoquestionsposed bytrustees. Exec.Supt.Dalton advisedthat
London Central Secondary School will notbe changing from a two-day cycle and notedthatan
agreement with Beal S.S.ensures mid-year entry students at Central do not miss credits and
have flexibility in timetabling.!n response to a question,Principal Macdonaid advised that
although the sharing of facilities worked this year,itwas not a simple process.It required a
tremendous amount of work adjusting home schedules,extracurricular activities as well as
effecting students that have part timejobs.
Director Tucker commented that students have indicated they missed having the social
interaction because of twinningtimetabling restrictions.
ChairStewart thanked Principal Macdonaid foran informative presentation.
b.DEPARTMENTAL UPDATES -PLANNING AND POSSIBILITIES: THE REPORT OF THE
DECLINING ENROLMENT WORKING GROUP
Exec.Supt Greene reported thatthe Report ofthe Declining Enrolment Working Group was
submitted to the Minister of Education in2009 March. He served on the working group along
with othersenior business officials,Directors of Education,trustees,a parliamentaryassistant
and the Mayorof Southwest Middlesex.
The report recommends ways in which Ontario's elementary and secondary education
community can continue to improve student achievement while addressing the impacts of
declining enrolrrient.
Exec.Supt.Greene advised that since reaching a peak in the 2002-03 school year,enrolment
in Ontario's publicly funded schools has declined largely as a result ofthe decline in the number
ofschool-aged children in the province.Between 2002-03 and 2007-08,the decline was68,000
or 3.4 percent.The Ministry of Education expects a similar trend overthe next five years,
projecting thatthe number of students will decrease by a further 72,000 or3.8 percent.
Declining enrolment isan issue becausea substantial portion ofeach school board's revenue,
largely determined by the provincial funding formula,is based on enrolment.To some degree,
this is appropriate,because with fewer students boards have to hire fewer teachers and
purchase fewer resources.However,not all costs can be adjusted in a way that is strictly
proportional to declines In enrolment.Some costs can be adjusted with relative ease from one
schoolyeartothe next,while othersmaytake moretimeto adjust.
Declining enrolment can,therefore,generate financial and operational pressures for school
boards.These pressures can lead to reductions in education programming,staffing,and other
supports for students.As schools become smaller,the number and variety of programs offered
may be reduced,especially at the secondary level.In somecases,a school's enrolment may
decline tothe point where the educational viability ofthe school is In question.Thecostsof
maintaining excess and underutilized school space can divert significant resources from
programs and services for students.Many communities facing declining enrolment fear that
these pressures will lead to school closures.
2009 May 26...5
12.REPORTS FROM THE ADMINISTRATION -cont'd
b.DEPARTMENTAL UPDATES -PLANNING AND POSSIBILITIES:THE REPORT OF THE
DECLINING ENROLMENT WORKING GROUP -cont'd
Strategies to address these and other impacts of declining enrolment need to be applicableto
awiderange ofcircumstances. The rateofenrolment change varies widely across the province.
In the last five years, enrolment has been declining overall at the elementary level and overthe
next five years, itis projected to decline at the secondary level as well.Atthe same time,the
distribution of the student population is changing. While most school boards are seeing
enrolment declines,some boards, notablyinthe Greater Toronto Area, are seeing enrolment
Increases.Enrolment is declininginboth Englishand French-language boards, buta lowernet
decline is projected for French-language boards.
Enrolment change also varies byschool boardsize, that is, bythe number ofstudents enrolled
in the board. The most significant change has been an increase In the numberofsmall boards
-those with fewer than 12,000 students.Although most schools are experiencing declines in
enrolment, the change Inany particularschool may not reflect the board-wide rate of decline.
The effect of such a decline depends inpart on the size of the schooi-a decline of 20 students
is more significant ina small school than ina larger one.
Even with this overall decline in enrolment,in 2012-13,Ontario will still be providing elementary
andsecondary educationtoabout 1.85 million students. Theeducation system's most important
task will continueto be ensuring that all students receive a high-quality education. The challenge
of declining enrolmentis one of realigning and reallocating resources todayand "resizing"the
educationsystem to ensure thatthe bestpossibleeducationIsavailabletoallstudents tomorrow.
To fully understandtheIssuesandto develop informed,practical recommendations,keypartners
in the province's education community were consulted.Being mindful ofthe provincial and global
economic downturn and changes, the working group reviewed the literature on declining
enrolment and experiences of other jurisdictions.
During the consultation process,concerns wereexpressed regarding the financial pressuresthat
declining enrolment places on boards leading to program and staffing reductions.It was noted
that difficulty in engaging parentsandthe wider public in a dialogue occursbecause members
ofthe public believe thatitleads directly to school closures.In addition tothe concerns school
closure causes parents, itcan have an economicimpactonthe community.
A review of how the present funding formula addresses declining enrolment was held.It was
concluded that the present formula provides both direct and indirect support for boards and
schools thatface declining enrolment;however,It was concluded thatsteps should betakento
Improve the way resourcesare allocated andusedtosupportstudent achievement.
Asthe working group progressed,principles that guide recommendations were Identified.It was
recognized that Improving student achievement is the top priority and the fundamental goal of
education.It wasagreed that faced with declining enrolment maintaining thestatusquoIsnot
an option.Therefore,schools,boards and communities must be prepared to adapt and to realign
resources to benefit students.Concurrently,the funding formula must provide effective
transitional support for boards with flexible support that allows boards to address local
circumstances and needs.
Action taken to address declining enrolment should ensure that students have fair access to
education programs and services based on their need and circumstances.Measures must also
respect the constitutional and statutory framework for education in Ontario,which includes
English-language public and Catholic,French-language and French language Catholic school
boards.
2009 Mav26...6
12.REPORTS FROM THE ADMINISTRATION -confd
b.DEPARTMENTAL UPDATES -PLANNING AND POSSIBILITIES:THE REPORT OF THE
DECLINING ENROLMENT WORKING GROUP -cont'd
Exec. Supt.Greene reviewed the recommendations that focus on four key strategic activities:
a. It was recommended that a comprehensive multi-year,enrolment-based planning process,
based on a common,province-wide template and supported by business intelligencetools
would enable boards to take a proactive approach to planning for enrolment change;
b. It was recommended that measure to undertaken to build community dialogue and
encourage wideruse of effective partnerships between both between boards and schools
and boards or schools and community organizations;
c. It was recommended that e-learning and alternative program delivery be promoted as part
of the solution to the effects of declining enrolment,while urging the government to ensure
all students have equitable access to broadband connectivity;
d. Itwas recommended that changes be made tothe education fundingformulatoprovidemore
effectivesupports for boards facing declining enrolmentand incentivesforboards to find a
better balance between resources and expenditures.
Exec. Supt.Greene providedthe rationalefor several ofthe recommendations contained inthe
declining enrolment document. The recommendations are as follows:
1.The Ministry.of Education requireschool boards to manage decliningenrolment through
a multi-year,enrolment-based planning approach,based on a common template.
2. The Ministry of Education provide schoolboards with the business intelligence toolsthey
need todevelop and implementtheir multi-yearplans. The purpose of these tools,which
should be developed inconsultation with school boards, is to help boards use data to
develop benchmarks and employstrategic elements In staff and resource planning.
3. The Ministry of Education provide the publicwith comprehensive Information about
declining enrolment and its impacts.
4. The Ministry ofEducation reviewthe purpose, composition, and roleofAccommodation
Review Committees within the context of the multi-year enrolment-based planning
approach recommended in Recommendation 1. The outcome of this review should
maintainthe present standard of publicinvolvementand discussion whileconsidering:
-The current School Valuation framework guideline and in particular whether itgives
enough weight to the school system's first responsibility,which is to provide
educational services and programs to students;
- The purpose and scope of the work of Accommodation review Committees,
Including the purpose oftheirreportsand the nature ofthe advice they can offer;
-The framework of the accommodation Review Committee consultation process and
in particularhowthat process would related to a wider,ongoing planning process
focused on schools,enrolment and pupil accommodation;
- The role and engagement of school boards in the PupilAccommodation Review
process and the Accommodation Review Committeeprocess;
- Specialcircumstances in which a streamlined alternative to or exemption from the
Pupil Accommodation Review process may be warranted.
2009 May 26...7
12.REPORTS FROM THE ADMINISTRATION -cont'd
b.DEPARTMENTAL UPDATES -PLANNING AND POSSIBILITIES:THE REPORT OF THE
DECLINING ENROLMENT WORKING GROUP -recommendations -cont'd
5. That intheir multi-year planning processes,coterminousschool boards be required to
consider opportunities for shared use of school facilities and other resources.
6. That in their multi-year planning processes,school boards that have excess space in
their schools be required tosolicit expressions of interest from other community partners
to engage In facility-based and other partnerships that could help boards adjust to
declining enrolment.
7. That intheir multi-yearplanning processes,school boards that are planningnew school
facilities be required to solicit expressions of interest from prospective community
partners to engage inthe co-planning,co-financing,and co-construction ofnewschools.
8. That the government require services and agencies it funds to consider the use of
available school space inlocalcommunities before they build,purchase,or lease other
space.
9.That the Ministry of Education provide templates and funding to develop and
accommodate school-or board-community partnerships.
10.That school boards seek toprovidea range ofbothprogramand administration/business
services through cooperative approaches with other school boards and other entities,
rather than each board providing these services on its own.
11.That the Ministry of Education and school boards continue to expand and promote e-
iearning and other technology-based alternative means of program delivery,such as
videoconferencing and webcasting.
12. That school boards work cooperatively to develop and Improve technology-based
alternative means ofprogram delivery,especially e-learning, butalso videoconferencing
and webcasting.
13. That the government ensure that all students have equitable access to broadband
connectivity to support e-learning and other alternativemeans of program delivery.
14. That funding for both classroom and administrative Information technology be
consolidated Intoa single special purpose grant. This grant should recognize the fixed
nature of many information technology costs,Including start-up and ongoing costs
related to network Infrastructure,as well as maintenance costs and costs related to
computer and technical support staff.
15.Thatthe Declining Enrolment Adjustment be adjustedto reinforce itspurposeas short-
term transitional funding by (1)simplifying the caiculatlon and recognizing that some
types ofcosts are more difficult to.reduce than others,and (2)providing mostofthe
support over a shorter period sothat school boards havea stronger Incentive to make
adjustments,while continuing to provide some assistance in the third year.On a
province-wide basis,school boards should receive atleastthesame amount offunding
after these changes as they would receive underthe cun-ent calculation.
16.Thatall grants in thefunding formula thatare targeted to support small,rural,remote and
northernschool boards be reviewed as part ofthe Ministry's 2010 funding review.The
review should include a review of the factors and formulas used to calculate the Remote
and Rural Allocation ofthe Geographic Circumstances Grant,which shouldbe revised
to allocate existing funding forgoods and services more equitably.
2009 May 26...8
12.REPORTS FROM THE ADMINISTRATION -cont'd
b.DEPARTMENTAL UPDATES -PLANNING AND POSSIBILITIES:THE REPORT OF THE
DECLINING ENROLMENT WORKING GROUP
Declining Enroiment Recommendations -confd
17.Tliat tlie Supported Scliools Aliocationbe maintained,but with greater accountability for
how school boards use these resources,and that the Ministry of Education consider
identifying more schools as eligible"supported"schools through expanded criteria,such
as the size of school catchment areas.
18.That while ensuring that schools that need to,stay open continue to be supported,
eligibility for top-up funding for school operations and school renewals be redefined to
provide a stronger incentive for consolidation where appropriate.
19. That a Transition Adjustment Fund be established to make savings from school
consolidation available for school facility improvements that would support education
programs forthe students affected bythe consolidation. School boards would be able
to access transition adjustment fundingto support the cost of renovations or upgrades
that are not supported by other capital funding programs.
20.Thatthe Ministry ofEducation,when makingallocationsforcapital programs, give priority
to projects that would support school consolidations under a board's multi-yearplan.
21.That the Ministry ofEducation and the Minister'sAdvisoryCouncilon Special Education
continue to reviewthe Special Education grant withthe goal of basing both the Special
Education Per-PupilAmount and the High Needs Amount components of that grant on a
the educational needs of students rather than on enrolment.
Exec.Supt. Greene reportedthat Minister of Education Wynnand herstaffmet with the working
group throughout this process. He advised that Minister Wynn indicated that the Declining
Enrolment document has been sent for policy analysis withdirectionto come forwardto Ontario
school boards at a future date.
Exec. Supt.Greene expressed appreciation to the Board for the opportunityto be part of the
Minister's working group and commented on the possible planning process related to the
recommendations once direction is received.It was noted that the Minister is open to examining
and creating solutions to address decliningenroiment and that the document may be part ofa
2010 review of the total funding formula being undertaken by the Ministry.
Trustee Exiey thanked Exec. Supt. Greene for a comprehensive presentation. The following
motion was moved by T.Roberts,seconded by P.Jaffe and carried:
Thatthe Board Chair write the Minister of Education regarding expediting the Implementation
process to address declining enrolment.
0.MONTHLY FINANCIAL REPORTING
The month-end financial report as at 2009 April 30 was presented.The update Includedthe year-
to-date activity,the summary of revenues,expenditure summary and expenditure summary by
area.
Manager K.Meeson stated that Financial Services istwo-thirds ofthe way through Itsfiscal year
accounting process and 80 percentthrough school year accounts forthe2008-2009budgetyear.
She indicated thatshe will be working with the Managerof Payroll Services projecting financial ^
outcomes for the end of the 2008-2009 budget year based on present figures.
2009 May 26...9
13.REPORTS OF COMMITTEES
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE
2009 May 04
7:00 p.m. - 9:25 p.m.
Members Administration and Others
J. Bennett,Trustee (Chair)L.Elliott,ExecutiveSuperintendent of
T. Grant,Trustee Program Services
R.Tisdale,Trustee J.Johnston,Learning Supervisor, Special
M.Barbeau,VOICE for Hearing-Impaired Children Education
S. Cassell, The Learning Disabilities Assoc. of L.Carswell,Elementary Principal
Ontario-London Region P. Cook, Elementary Principal
S. Fox,Children's Aid Societyof London and V.Towell,Secondary Vice Principal
Middlesex (alt)(-9:i5p.m.)
J. Gritzan,Thames Valley Children's Centre
B. Harvey, Epilepsy Support Centre (-9:21 p.m.)
A.Loebus,London Down Syndrome Association
(-9:10 p.m.)
A. Morell,South Regional District School Council
(+8:30 p.m.)
M. Muir,Autism Ontario
D. Smith,Thames Valley Council of Home and
School Associations
W. Rodic,Madame Vanier Children's Services (alt)
(-9:17 p.m.)
Regrets:A.Morse,Easter Seal Society;D.Ensing,Assoc.for Bright Children;S.Wilson,
Community Living Education Committee
Absent: G.McGahey,Chippewaofthe Thames First Nation Boardof Education;B.Montminy,
Vanier Children's Services
1.CALL TO ORDER
The meetingwas calledto orderat 7:10 p.m.in the London Roomat the Education Centre.
2.CONFIRMATION OF AGENDA
The agenda was amended to move the "Communication Guide",from # 7 to follow the
"BudgetUpdate information",(#5).It was approved as amended.
3.CONFLICTS OF INTEREST -There were no conflicts of Interest declared.
4.REPORT OF THE MEETING FROM APRIL 6,2009
Thetimeofthe meeting included onthe April 6reportwascorrectedtoread7:08 p.m.-9:52
p.m.
5.BUDGET UPDATES
B.Greene,Executive Superintendent of Business Services,and K.Meeson,Manager of
Financial Services, attended the meeting to provide an update on the 2009-10 preliminary
Budget.Manager Meeson distributed a handout ofthe 2009-2010 Preliminary Revenue
BudgetSpecial Education(attached).
Exec.Supt.Greene advised that,atthelast Board meeting,the Multl Year Budget process
was brought forward for trustees and budget issue sheets were provided.They have also
been posted to the Board's website.
Public input to the Budget will be held on Tuesday,June 2,2009.Information regarding the
input process will posted to the Board's website.Exec.Supt.Greene reported that the Intent
is to approve the Budget at the June 23 Board meeting in order that the Board can submit
itto the Ministry of Education by June 30.
2009 Mav26...10
13.REPORTS OF COMWIITTEES -cont'd
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd
5.BUDGET UPDATES -cont'd
Exec.Supt.L.Elliott reviewed the Budget issue sheet forSpecial Education including LSTs
and Educational Assistant Allocations to Schools.
The following questions were posed fromthe Committee:
• Because of declining enrolment andthe proposed cuts,whatsuggestionsdoes the Board
have with respectto maintaining thestafftomeetthe needs ofthe additional numbers of
students showing in the secondary schools?Special education grant money hasbeenlost
butspecial education needsare increasing in secondary schools.Board funding isbased
on the total enrolment of students.
• Whenteachers are in regular classroomsand in specialeducationclasses, dothe salary
and benefits come from both areas,or does special education pay for regular classroom
teachers also through their budget?All special education teachers are allocated to
special education.If LSTs work another partoftheday in regular classrooms,only the
Special Education portion of their salary is paid by Special Education.
• Concernwas raised with respecttothe closing ofan ISCclassroomsince a review ofthis
program waslast completed in 2001.How doesthe Board know if the referral system is
working and if the numbers have increased since 2007?Why arewe closing a program?
Every yearthe Board looks atthe referral process and makes amendments as necessary.
The numbers are up this yearbecauseour Board prefers thatthe classrooms are loaded
at 12 whilethe Education Act states that the classes can be loaded up to 16. This is why
the increase innumbers. Fornextyear, we are unable to fill all classes.There are two
particular classes thatwe cannot fill and are only at 7 or8 students.This may bean
indication that student needs are being met in home schools.
• Thechartcontained within theSpecial Education Budgetsheet that outlines Enrolment of
Special Education Students by year with exceptionality does not show information about
multiple exceptionalities.Why is this information not included?The report isbasedon
October 31 Ministry reporting and the Board is instructed to report on primary
exceptionalities only.Therefore,only the primary exceptionality is shown onthe chart.All
students with lEPs are included.
• Are all identified students from all areas and programs ofthe Board included inthis chart
e.g.Alternative Education students,Reconnect students,etc.?Yes,all Identified students
are shown on the report.
Exec.Superintendent L.Elliott reviewed the Budget IssueSheet for Mental Health Funding
with the committee.
• Whatwas the $200,000.00 thatwas allocatedthisyear spent on during the year? Alarge
numberofthe itemsthat are proposedforthisyearwere developedand worked on this
year.Grade 11 students in Thames Valley watched a Suicide Awareness play thatwas
written by staffand presented by Thames Valley staff and students.Money was provided
to support Traumatic Events support teams.BMS training was provided for staff,
professional development was provided for various employee groups,resourceswere
purchased forTransition Classes.
•$80,000.00 spenton release time for staff for BMS training was reviewed.When there is
a requirement that teachers have training,it is provided during the day and,therefore,
release time is required.Training is also offeredevery PAday.
A motionto extend the meeting to 9:20 p.m. was approved.
S-,•'
2009 May 26...11
13.REPORTS OF COMIUIITTEES -cont'd
a.REPORT OF THE SPECIAL EDUCATIONADVISORY COMMITTEE -cont'd
6.GIFTED REVIEW UPDATE AND CONCLUSION
B.Aharan and C.Schaus distributed and described a handout entitled "Gifted Program
Review Implementation Plan"(attached) and responded to questions.
7.BUSINESS ARISING FROM THE MEETING OF 2009 APRIL 06
Communication Guide
Exec.Supt.Elliott distributed the Revised Communication Guide for review and input.
Committee members offered input forfurther changes.Copiesofthe revised Communication
Guide will be distributed at the May 26*^Communicating for Success information session.
8.FUTURE MEETING DATES:
The Committee agreed to schedule an additional SEAC meeting to discuss the Special
Education Planandbudgetissues. The meeting isscheduledforWednesday,May 13,2009,
in the London Room at the Education Centre from 7:00 p.m. to 9:30 p.m.
The June meeting was scheduled for Tuesday, June 2, 2009,with lunch at 11:45 a.m.
followed by the meeting at 12:15 p.m.in the London Room ofthe Education Centre.
9 ADJOURNMENT
The meeting adjoumed at 9:25 p.m.
RECOMMENDATIONS:none
J.BENNETT,
Chairperson
b. REPORT OF THE NATIVE ADVISORY COMMITTEE MEETING 2009 May 12
Members Administration and Others
P.Sattler,Trustee L Elliott,Executive Superintendent,Program Services
F.Exiey,Trustee T.Slllaby-Ramsey,F.N.Counsellor,H.B.Beal S.S.
G.McGahey,Chlppewas oftheThames P.Sydor,SaundersS.S.
L.Merner,Assistant,Corporate Services,Ed Centre
Regrets L.Pressey,Learning Supervisor, Ed Centre
R.Doxtator,Oneida Nation oftheThames J.McCredie,Principal,A.E.Duffield P.S.
T. Smith,Westminister Central P.S.
Absent Reid,Attendance Counsellor,Thames S.S.
M.Hendrick,Trustee, Chair B.Miskiman,Thames S.S.
S.Albert-Nlnham,Chippewasofthe D.MacPherson,H.B.Beal S.S.
Thames S.McCombe,M.B.McEachren P. S
M.Elijah.Oneida Nation of the Thames R.Jackson,Life Long Learning Admin.,Oneida Nation
C.Thomas,Munsee-Delaware Nation ofthe Thames
C.Rogers,F.N.Counsellor,McEachren/Duffield P.S.
J. Robinson,ESL/ELD,NL Diversity,Program Services
Guest
Leo Nicholas
The meeting was cancelleddue tolackof quorum.
M.HENDRICK,
Chairperson
2009 May 26...12
13.REPORTS OF COWIWIITTEES -cont'd
c REPORT OF THE SPECIAL EDUCATION ADVISORY COWIWIITTEE 2009 May 13
7:05 p.m.-9:30 p.m.
Members Administration and Others
J.Bennett,Trustee (Chair)S.Hughes,Superintendent of Education,Special
T.Grant.Trustee Education
R.Tisdaie,Trustee J.Johnston,Learning Supervisor,Special Education
M Barbeau,VOICE for Hearing-Impaired L.Carswell,Elementary Principal
Children V.Towell,Secondary Vice Principal
S. Cassell, The Learning Disabilities Assoc.
of Ontario-London Region
D.Ensing,Assoc. for Bright Children
S. Fox,Children's Aid Societyof London and
Middlesex (ait)
J. Gritzan,Thames ValleyChildren's Centre
A.Morell,South Regional District School
Council
Regrets:A.Loebus,London Down Syndrome Association;B.Montminy,Vanier Children's
Services;••
D.Smith,Thames Valley Council of Home and School Associations;S.Wilson,Community Living
Education Committee
Absent:B.Harvey,Epilepsy Support Centre;G.McGahey,Chippewa of the Thames First Nation
Board of Education;A.Morse,EasterSeal Society;M.Muir,Autism Ontario
1. CALL TO ORDER
The meeting was called to order at 7:05 p.m.in the London Room at 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 FROM2009 MAY 04.
The report of the meeting of May 4 was deferred until the 2009 June 02 meeting.
5. BUSINESS ARISING FROM THE MEETING OF 2009 MAY 04
a. Parent Checklist . .u
The Parent Checklist thatwas developed and distributed atthe lEP information night was
distributed.It will bediscussedatthe2009 May 26 "Communicating for Success"session.
b. CommunityForm -May 26 Update
Trustee T.Grant advised that plans are close to completion for the May 26 Community
Forum.Ten community groups have indicated their Intention to attend.
6 SPECIAL EDUCATION PLAN REVIEW
Superintendent S.Hughes reviewed the changes to the Special Education Plan.Further
revisions tothe Plan were discussed.S.Piltman will include these revisions when the Special
Education Plan issent electronically tothe committee prior tothe June 02 meeting for members
to review.It isthe Intent that at the June 02 SEAC meeting,the Plan will be reviewed and
approved for forwarding to the Board for their information and subsequent approval on 2009
June 23.
2009 May 26-13
13.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd
7.BUDGET DISCUSSIONS
Supt.Hughes and the Committee discussedthe budget issue sheets thatwere distributed to
members at the 2009 May 04 SEAC meeting.The committee asl<ed that Executive
Superintendent B.Greene and Finance Manager K.Meeson be invited tothe 2009 June02
meeting todiscuss anyquestionsand concerns relatedtothe Budget.
Members were encouraged to provide written input tothetrusteesortopresent in person atthe
public Budgetinputmeetingon 2009 June 02.
8.FUTURE MEETING DATES:
The next meeting was scheduled for Tuesday,2009June 02 with lunch at 11:45 a.m.in the
London Room followed by the meeting at 12:15 p.m.
9.ADJOURNMENT
The meeting adjourned at 9:30 p.m.
RECOMMENDATIONS:none
J.BENNETT.
Chairperson
d. REPORT OF THECHAIRS'COMMITTEE 2009 May 20
9:10 a.m.-11:45 a.m.
MEMBERS ADMINISTRATION ANDOTHERS
J.Stewart (Chair)T.Roberts B.Tucker S.Christie
T.Grant J.Bennett (alternate)
Regrets:P.Sattler
1.APPROVAL OF AGENDA
Theagendawas approved with the addition of Items 13.a.and b.
2.CONFLICTS OF INTEREST -none declared
3.REVIEW OF 2009 MAY 26 BOARD AGENDA
The agendas for the in-camera and public Board meetings of2009 May 26 were discussed and
updated.It was noted that the Chairs'Committee and the Budget Advisory Committee will meet
following the May 26 Board meeting to determine the sequence of discussions related to the
Budget issue sheets.
4.CORRESPONDENCE
The following correspondence was added to the May 26,2009,Board meeting agenda under
"Communications":
•letter from Homegrown Ontario regarding purchasing Ontario products,and
• letter from Mosa Central Parent Councilregarding Special Education classes.
5. ' REVIEWOF MPP MAY 29 MEETING AGENDA
The draft agenda for the May 29 meeting with area MPPs was discussed and updated.
2009 Mav26...14 '
13.REPORTS OF COMMITTEES -cont'd
d.REPORT OF THE CHAIRS'COMMITTEE -cont'd
6.DAVE COOKE RESPONSE -ACCOMMODATION REVIEWCOMMITTEE(ARC) REVIEWS
DirectorTucker advised that the facilitator's response to the ARC reviews has been received.
He noted that the facilitator supported the Board's ARC process.
7.VISIT BY MINISTER OF EDUCATION WYNN
Director Tucker advised that the Ministerof Education plans to visit Strathroy DCI/Holy Cross
SS on May 22 at 10:00 a.m.,followed bya visit to Valleyview PS at 1:30 p.m. He will advise
trustees ofthe meeting and confirm those able to attend.Issues to be discussed with Minister
Wynn were Identified.
8. INVITATIONTO STRATEGIC TECHNOLOGY PLAN FOCUS GROUP MEETING MAY 29
Director Tuckerspoke to an invitation forthree trustees and the two student trustees toattend
a StrategicTechnology PlanFocus Group meeting on May 29.It.was agreed thatChairStewart
and Trustee Roberts will attend.Should Chair Stewart be unable to attend,Trustee Grant will
serve as his designate.He will survey tmstees for a third representative.
9.SO INTERVIEWS-JUNE 08,2009
Itwas agreed that Vice-Chair Robertsand Trustee Bennett will participate in the supervisory
officer interviews on June 8.
10.UPDATE-ARBITRATION SETTLEMENT -DISCIPLINARY HEARING
Trustee Grant soughtupdateson arbitration settlements related torecent disciplinary hearings.^
Director Tucker will speak withExec. Supt.M.Sereda inthis regard.
11.STUDENT TRUSTEE ELECTION PROCESS
Itwas confirmed that revisions to the Student Trustee policy and procedure related to the
election process will be brought totheJune meeting ofthe Policy Working Committee.
12.MEDIA TRAINING FOR TRUSTEES (SUMMER SESSION) - deferred to next meeting
13.OTHER BUSINESS
a.Learning Agenda/September Board Meeting Agendas
Director Tucker suggested changing the Board meeting agendas from discussing
operational issues only to including anagenda item toupdatetrustees onwhatis happening
in Thames Valley classrooms. He suggested that once a month,a supervisoiy officer
presenttotrustees theresultsofa schoolvisit relatedtoschooldata,growth,initiatives,etc.
He will bring a proposed,revised Board meeting agenda templatetothe next meeting for
consideration.
b.Business Review of Administration
ChairStewartspoketoa proposed review ofthe Board's administrative business operation.
Hesuggested seeking additional information from boards who have undergonea similar
review.DirectorTucker indicatedthat the Ministry ofEducation has conducted a reviewof
the Board's operations through Price Waterhouse and provided recommendations.Hewill
speak with the UpperGrand DSB regarding its review.
14.DATE AND TIME OF NEXT MEETING
Future Committee meetings were scheduled for June 3 and 17 at 9:00 a.m.
15.ADJOURNMENT
The meetingadjoumed at 11:35 a.m. by motion.
RECOMMENDATIONS:none
J.STEWART.
Chairperson
2009 May 26...15
13.REPORTS OF COWIMITTEES -cont'd
d.REPORT OF THE CHAIRS'COMMITTEE -cont'd
The Director provided additional comments regarding proposed revisions to Board meeting agendas
including thesuggestionthatoncea month,a supervisory officer presenttheresultsofa school visit
related to school data,growth,initiatives,etc. Further discussion will occur at the next Chairs'
meeting when the Director brings a proposed,revised Board meeting agenda template for
consideration.Itis intended that this newfonnat will focus on student learning as the highest priority.
e.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA 2009 May 19
MEMBERS PRESENT ADMINISTRATION AND OTHERS
T.Roberts (Chair)P.Jaffe B.Tucker M.Moynihan
J.Bennett 8.Peters L.Elliott V.Nielsen
F.Exiey 8.Polhill B.Greene M.E.Smith
T.Grant J.Rowe M.Sereda B.Sonier
G.Hart P.Sattler K.Wilkinson P.Tufts
J.Stewart C.Bourbonnais-B.Wagner
R.Tisdale MacDonald S.Christie
K.Bushell K.Meeson
L.Griffith-Jones S.Macey
Absent:8.Doub,M.Hendrick,L.Varghese
The Committee met in camera from 5:00 p.m. to 5:45 p.m.
1.APPROVAL OF AGENDA
The agenda was approved by motion.
2.CONFLICTS OF INTEREST - No conflicts of interest were declared.
3. Confidentialnegotiation matters were discussed.
4.RISE AND REPORT
A motion to rise and report was moved and carried at 5:45 p.m.
RECOMMENDATIONS:none
T.ROBERTS.
Chairperson
2009 May 26...16
13.REPORTS OF COWIMITTEES -cont'd
f.REPORT OF THE COIUIWIITTEE OF THE WHOLE •IN CAMERA 2009 May 26
lUlEWIBERS PRESENT ADMINISTRATION AND OTHERS
14.
T.Roberts P.Jaffe B.Tucker M.E.Smith
(Chair)S.Peters K.Dalton B.Sonier
J.Bennett S.Polhill B.Greene P.Tufts
S.Doub J.Rowe M.Sereda B.Wagner
F.Exiey P.Sattler L.Griffith-Jones K.Wilkinson
T.Grant J.Stewart S.Hughes K.Bushell
R.Tisdale M. Moynihan
S.Christie
V.Nielsen
Regrets: G. Hart,L.Varghese
Absent:M.Hendrick
The Committee met in camera from 5:00 - 6:05 p.m.
1.APPROVAL OF AGENDA
Theagenda was approved by motion.
2.CONFLICTS OF INTEREST
A conflict ofinterestwas declaredbyTrustee P. Jaffe relatedtostaff employment.
3.Confidential personal and legal matters were discussed.
4.RISE AND REPORT
A motion to rise and reportwas movedand carried.
RECOMMENDATION:
That the motion approved at the in-camera session of 2009 May 26 related to a resignation to
retirementby mutual consent be approved.
T.ROBERTS.
Chairperson
The recommendation was adopted on motion of T.Roberts,seconded by R.Tisdale.
COMMUNICATIONS
a.CHAIRS'SUMMARY REPORT-none
b.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION -UPDATE - none
c.HOMEGROWN ONTARIO
A letter was received from J.Haley,Chair,Homegrown Ontario Steering Committee,regarding
supporting Ontario farmers in purchasing Ontario products.
d.MOSA CENTRAL PARENT COUNCIL
A letter was received from the Mosa Public School Parent Council requesting that the Board
continue to allow authorized boundary waivers for primary students.Superintendents P.Tufts and
5.Hughes are preparing a response to the Mosa P.S.Parent Council regarding out-of-area
boundary issues and special education.Copies will be made available to trustees.
15.NOTICE OF MOTION -none
2009 May 26...17
16.MOTION -NOTICE OF WHICH HAS BEEN GIVEN
17.ADDITIONAL ITEMS
18.QUESTIONS/COMMENTS BY MEMBERS ,uu-Trustee Jaffe distributed information regarding the Third Annual Father's Day Lunch being held at the
London Convention Centre on Tuesday.2009 June 02 from 12:00 noon to 2:00 p.m.The even
celebrates the role of fathers,mentors,coaches and significant men in the lives of boys.This year itincludesspecialguestScottRussell.CBC Sports,discussing "Real Meaning and Value in Sports .As
well Katie Cole.Consultant to the Provincial Coalition on Media Violence,will be addressing the Media
Promotion of Male Violence Against Women.Trustee Jaffe extended an invitation to everyone.
19. ADJOURNMENT ..u ^^*
The meeting adjourned at 8:50 p.m..on motion of S.Peters,seconded by T.Grant.
CONFIRMED
hairperson
SUMMARY OF APPROVED RECOMMENDATIONS OF 2009 MAY 26
That the Board Chair write the Minister of Education regarding expediting the impiementation
process to address declining enrolment.
That the motion approved at the in-camera session of 2009 May 26 related to a resignation to
retirement by mutual consent be approved.