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11/10/2009 - Regular Board Meeting
THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING,PUBLIC SESSION 2009 NOVEMBER 10,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA V-verbal M -material 1.CALL TO ORDER V 2.O CANADA V 3.SPECIAL MUSICAL PRESENTATION -Elgin Court Public School Intermediate Choir (St.Thomas)V 4.APPROVAL OF AGENDA M 5.OFFICIAL RECORD 6.RECOGNITIONS a.Andy Loebus,Down Syndrome Research Institute V 7.CONFLICTS OF INTEREST V 8.CHAIR'S ANNOUNCEMENTS V 9.DIRECTOR'S ANNOUNCEMENTS V 10.PUBLIC INPUT (first Board meeting of month) a.A.J.Fordham,Children's Health Foundation M 11.ADMINISTRATIVE PRESENTATIONS a.Central Public School,Woodstock V 12.MINUTES OF THE 2009 OCTOBER 27 BOARD MEETING M a.Confirmation of Minutes b.Business Arising from the Minutes 13.STUDENT TRUSTEES'UPDATE V 14.REPORTS FROM THE ADMINISTRATION a.Senior Administrative Response to ARC 12 (Riverside/Westdaie Public Schools)M b.2008*09 Transfer to and from Reserves M c.Full-day Learning V 15.REPORTS OF COMMITTEES a.Policy Working Committee,2009 October 27 M b.Long-TermCommunity Partnerships Committee,2009 November 03 M c.Chairs'Committee,2009 November 04 M d.Committee of the Whole,In Camera,2009 November 10 V 16.COMMUNICATIONS a.Chair's Summary Update (second Board meeting of month)V b.Ontario Public School Boards'Association -Update V 17.NOTICE OF MOTION 18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 19.ADDITIONAL ITEMS 20.QUESTIONS/COMMENTS BY MEMBERS 21.ADJOURNMENT f'^ THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING, PUBLIC SESSION 2009 NOVEMBER 10 The Board met in regular session on 2009 November 10 in the Board Room atthe Education Centre,meeting in public session at 7:00 p.m.to 10:40 p.m.The following were in attendance: TRUSTEES J.Bennett P.Jaffa 8.Doub J-Kamphuis F.Exiey C.Neville T.Grant S.Peters G. Hart S.Polhill M.Hendrick ADMINISTRATION AND OTHERS B.Tucker S.Hughes K,Dalton M.Moynihan L.Elliott Wl-E. Smith B.Greene P-Tufts M.Sereda K.Wilkinson C.Bourbonnais-MacDonald K.Bushell K.Edgar K.Meeson L.Griffith-Jones J. Neville T.Roberts P.Sattler J.Stewart (Chair) R.Tisdale D.Rajala 3.Christie R.Hoffman K.Young W.Scott 1.CALL TO ORDER. Board Chairperson Stewart called the meeting to order at 7:00 p.m. 2./3. O CANADA AND MUSICALPRESENTATION The appreciation of the Board was extended to the Elgin Court Public School (St.Thomas) Intermediate Choir and Conductor Tammy Rees for leading in the singing of0'Canada and performing two musical selections. 4.APPROVAL OF AGENDA The agenda was approved on motion of T.Roberts,seconded by R.Tisdale. 5.OFFICIAL RECORD 6.RECOGNITIONS DOWN SYNDROME RESEARCH INSTITUTE Andreas Loebus,Director,Down Syndrome Research Institute (DSRI),and special guest students Kristov Loebus and Adele Crozier were introduced and welcomed.Mr.Loebus,the founder of DSRI (2005),explained that the Institute's work is research that demonstrates that the quality of life for individuals with DS correlates closely with their ability to communicate.The improvement ofstudents' communication and the integration ofspeech pathology principles in all Instructional situations aretop priorities.The Institute endeavours to have the greatest impact,not only in enhancing individual student's achievements,butin demonstrating thatcertain educational approaches andstrategies can and shouldbe employed by mainstream education providers. 2009 November 10...2 '"A 6.recognitions-cont'd DOWN SYNDROME RESEARCH INSTITUTE -contd Mr Loebus explained that DSRI has proven to be very successful in its endeavours There are currently affiliate organizations in operation in Peterborough andunderwayforanaffiliateinAlbertaaswellasongoingdiscussions for aff"ates in Quebea ^the future is bright not only for the organization but more importantly for all of the children ultimately served. Mr Loebus explained that at if s inception in 2005.DSRI ran a Summer School camp which had 8secondarystudentsinattendance.Based on the success of the educational model^in 2006 twoprogramswereestablished-one elementary and one secondary,with 14 students oroaram The year 2007 brought about the introduction of a pre-school program as well which withevervvear^senrolmentnumberscomingclosetomaximizingthespacecurrentlyavailable.Since 2005 and because of overwhelming demand,DSRI's Summer Camp programs have grownexponentfallyThe^are currently three panels:Preschool,Elementary and S^°nda^All pane sencompassbothcollaborativemodels(Communication and Interdisciplinary Staff)as these model have proven to be very successful for students. Mr Loebus expressed appreciation to Director Tucker for his contribution over the past years as afTrmersupeSLntofspecialeducationandnowasDirector.He presented Director ju^r atoken of the organization's appreciation.Mr.Loebus also presented the Board with a large scrollofaairaffepalJ^te^^signed by the elementary students to be hung at the Education Centre. Trustees were given a poster of the art work that included an international pubhcation featunng an article about the success of DSRI's approaches in helping mdividuals with Down Syndrome •experience Independence at school,with friends and in the world of work. Director Tucker applauded Mr.Loebus for his vision for individuals with DownthatthepositivebenefitsofDSR's partnershlpwith the Board is recognized throughout Thames Valley every day. 7.CONFLICTS OF INTEREST -No conflicts of Interest were declared. Ch^fpefsOT Stewart^^^^^the copies of 2010 Committee Appointments distributed earto^ asked trustees to complete the form and return it to Supervisor Chnstie,Corporate Services,by November 23. 9. DIRECTOR'S ANNOUNCEMENTS Supt.V.Nielsen'commented on the process for video streaming of Board meetings to the community which was being piloted atthe meeting In response to requests from trustees.She acknowledged the contributions of Steve Young,Phil Hicks,Information Technology,and Kate Young and Richard Hoffman,Public Affairs and Community Relations.Manager Young thanked Media Services technicians Brian Ince and Mike Krieger fortheir assistance. Supt.Nielsen explained thatthe Board's existing video equipment Is being used forthe pilot;however, it may become necessary to purchase more equipment.She indicated that the objective Is to determine if there Is a clear signal and that the audio Is working.Anumber of people across ThamesValleyviewedthemeetingfromhometoassistinfinetuningtheprocess.Ifthe results of the pilot are ^ satisfactory by 2009 November 24,a link will be added to the TVDSB website to enable the ' community to view the meeting from external sites. ^2009 November 10...3 \ / 9.DIRECTOR'S ANNOUNCEMENTS - cont'd H1N1H1N1 Manager Young provided an update on the Pandemic (H1N1)influenza activityShecommentedthatithasbeenanotherchallengingbutrewardingofweeks for scho^s^ have hosted HI N1 vaccination clinics conducted by the Middlesex London Health Unit and the Oxford County Public Health and Emergency Services. Manager Young recognized the administration,support staff and custodial staff at ^arke AB Lucas,Westminster,Ross Secondary Schools,Strathroy D.C.l.,Medway and LordSchoolsandGlenCairnandCentralPublicSchoolsforaccommodatingtheclinics She emended thanks to everyone for going that extra step to help the Middlesex-London Health Unit deliver the vaccine tothe high risk groups within the community. Since the last Board meeting,the Administration conducted a survey of many schools to gauge the reaction to H1N1.Overall,the concerns raised were addressed quickly and schools continue toencouragestudentswhoareilltostayhome.AFrequently Asked Question sheet has beendevelopedforschoolsandparentstohelpexplainwhattheBoardisdoingandwhy.The FAQ sheet has also been sent to trustees via email. Health and Safety Officer S.Muscutt provided an overview of absenteeism rates in Thames Valley schools.He indicated that the rates are being tracked and forwarded to all health units twice aweek. As well,a weekly report is being submitted to the Ministry of Education London Regional Office. Mr Muscutt advised that since 2009 October 27,there have been sporadic '"creases in theabsenteeratelastingafewdays.He Indicated that at the end of last week,there was a steady decrease In absenteeism with only one school reporting greater that 10 students was received on 2009 November 10.Manager J.Neville,Facility Services,thanked the school and custodial staff for their extra effort in accommodating the clinics. to attend the Remembrance Day service at the Education Centre on 2009 November 11 at 10:30 a.m.in Sir Adam Beck Auditorium. Trustee Hart referred to the Senior Administrative response to ARC 14 toeing presented aUhe^^November 24 Board meeting and commented that the Woodstock community would appreciate the opportunity to view the meeting through the video streaming. 10.PUBLIC INPUT (first Board meeting of month) A.J.FORDHAM,CHILDREN'S HEALTH FOUNDATION .a a iTrusteeTracyGrantintroducedpresenterA.J.Fordham and his mother Andrea Drummer.A J.explained that on 2007 January 20,at the age of 16,he suffered a traumatic brain injury as a result of a motor vehicle accident.His story of survival has Inspired others to believe that anyth^^ng canhappentoone.He now shares his story to motivate others to become the best they can b©-discussed the changes and challenges of his experiences and howthey have made h\m the man he is today.An excerpt from his "Never Give Up On Life"DVD was viewed.A.J.now visits schools to motivate studentstobethe best they candespite life's challenges. The Board applauded A.J.for his patience and perseverance In overcoming almost insurmountable difficulties.Chair Stewart extended appreciation to him.for sharing his story to motivate others. Director Tucker will forward contact infonnation to school administrator in order that A.J.'s message of hope can continue tobe presented to students. 2009 November 10...4 11.ADMINISTRATIVE PRESENTATIONS a. CENTRAL PUBLIC SCHOOL,WOODSTOCK Supt.K.Wilkinson provided background information related tothe District School Review Process thatwas presented atthe 2009 October 27 Board Meeting.Supt.M.E.Smith introduced and welcomed Mark Seaton,Principal:Samantha Hutton-Walker,Vice Principal;Jacqueline Murphy and Julie Lazenby.teachers at Central P.S.(Woodstock).Supt.Smith commented on her observations during regularschool visits and describedthe school's positive culture. Mr.Seaton introduced the presentation noting it highlights the following areas: a brief profile of Central P.S., the District School Review process from school administrators'perspective;the effectiveness ofthe school improvement team;and how the School Effectiveness Framework is being used by the Central P.S.staff to identify strengths and areasthat require further attention as well as next steps.He explained how the District Review process is helping to build school capacity. Mr.Seaton invited Ms.Murphy and Ms.Lazenby to describe recent classroom initiatives undertaken as a resultofthe District Review.Using an overhead presentation Ms.Murphy,a literacy specialist and reading recovering teacher,and Ms.Lazenby,a Grade 6 teacher who liaises with the Literacy/Numeracy Secretariat,gave examples of teaching strategies (e.g. Performance Walls,charts,exemplars and rubrics)being usedtosupportstudent learning. Vice-Principai Hutton-Walker indicated the direction in which Central P.S.was going before the DSR began and how the staffis looking at improving student learning through planning and processing the school effectiveness frameworks in 21 categories.She added that staff are considered equal partners andan integral part ofthe process in moving student achievement forward.Validation isanotherpartofthe process. She advisedthatthefeedback validated the staff's efforts as well as conveyed asense of professional satisfaction.Mr.Seaton summarized thatthe DRP provides a chance to reflect and target areasthat need improvement and to find ways to better usespecific strategies to ensure that students move tothe next achievement level. The Administration responded to questions posed by trustees.In response to a question,Mr. Seaton advised that the involvement ofSchool Council has been critical and that open dialogue occurs with parents.EQAO and DRA data isshared using the Ontario writing assessment progress.Communications are clear for parents and reflective of the needs at Central understanding the challengesofstaff regarding turnover ofstudents. Chair Stewart extended thanks to the Central P.S. staff for a very informative presentation. 12.MINUTES OF THE 2009 OCTOBER 27 REGULAR BOARD MEETING a.CONFIRMATION OF MINUTES The minutes of the Regular Board Meeting,2009 October 27 were adopted on motion of J. Bennett and seconded by F.Exley. b.BUSINESS ARISING FROM MINUTES Student Trustee Neville referred to Item 13.Student Trustees'Update,noting that the word "petition"shouldbe amended to read:letter." 13.STUDENT TRUSTEES'UPDATE Student Trustee Kamphuis advised thatshe and Student Trustee Neville met with Supt.L.Griffith- Jones and Ms. Puliam last week to finalize the schedule for upcoming Student Councilmeetings to be held 2010 January 21,February 25and May 26. She advised thattheStudentTrustee elections are to be held on 2010 April 29. OtherStudentTrustee initiatives include updates tothe student web page onthe TVDSB website and designing a poster entitled;"Your2009-2010 StudentTnjstees" to be sent to all secondary schools. 2009 November 10...5 14.REPORTS FROM THE ADMINISTRATION a. SENIOR ADMINISTRATIVE RESPONSE TO ARC 12 (RIVERSIDE/WESTDALE PUBLIC SCHOOLS Exec.Supt.K.Dalton Introduced the second of the Phase 2 administrative response to the Accommodation Review Committee 12 (ARC)noting It has completed its task to review accommodation issues affecting Riverside and Westdale Public Schools (London)as recommended and approved bythe Board at Itsmeeting of2008 June 10. Trustee S.Polhill,inher capacityas Chairof ARC 12, presented the following summaryofits Final Report.She extended appreciation to the ARC members including the School Council parents,the Citizen representatives,and business and municipal representatives.Principals Travnicek,Westdale P.S., and C. Savage,Riverside P.S., were thanked for being valuable resources totheARCas well as conducting schooltours.Appreciation was alsoextended tothe administration.Trustee Bennettand former Supt.J. Thorpefortheirsupportand expertise. Trustee Polhill advised that the Committee had some initial concerns regarding what they saw as thevalueoftheschooland Its property.The Committee feltthattheschoolwasa community hub with many activities occurring both inthe building and on the school yard.Concern was raised thatthe property might be usedfora purposethat would eliminate thegreenspace and the building might bevacantforsome time.Therewas considerable discussion and appreciation forthe successful and nurturing environment ofthe Junior Kindergarten toGrade6 structure of Westdale Public School. The Committee feltthatthere Ismore population growth within the community and sun-ounding area thanthe Boardanticipatesand,as such,the combination ofthetwostudentbodies Into one building onthe Riverside site might eventually lead to more students thanthe On-the-Ground (OTG)capacity would be ableto accommodate In coming years. The main concernsexpressed with the closure ofWestdale P.S.werethe possibility ofavacant school,thesafetyissues regarding a lack of sidewalks in the neighborhood,andthe increased distance that Westdale P.S. childrenwouldbe required to walk to get to school. After significant discussion,the Committee prepared a draft report that supported the Senior Administration's recommendation.However,thissupportwas based onthe Committee's feeling thatitwould prefertohave input into a possible change In the community thantoleavetrustees to decide between the committee and the Administration.At the final ARC meeting,the Committee felt thatitneeded tobetruetoits opinion regarding theWestdale closureand made therecommendationforWestdale and Riverside toremainopen atthistime. As Indicated In the ARC'S final report,the Committee chose to put forth recommendations It would like tosee In a situation where the trustees decide to support the Administration. Trustee Polhill concludedthat these recommendations came afterlengthydiscussionand reflect the overall consensus ofthe ARC regarding safety,merging ofthe communities andthe resulting school building if Riverside istobe renovated.The ARC requested that the Administration and trustees consider allthe recommendations iftheydecidetosupport the Initial recommendations of the Senior Administration. 2009 November 10...6 14. REPORTS FROM THE ADMINISTRATION - cont'd a.SENIOR ADMINISTRATIVE RESPONSE TO ARC 12 (RIVERSIDE/WESTDALE PUBLIC SCHOOLS -cont'd The Committee's final recommendations were as follows: 1.ThatbothWestdale P.S.and Riverside P.S.stayopen as English programming schoolsas they currently exist and that the excess space at Riverside P.S.be available tostudents from holding zones. 2.Should the Board ofTrustees decidetoamalgamatethe two schools and move Westdale students to the Riverside site, the Committee recommends: 2.1 That Westdale P.S. be used as a French Immersion school site. 2.2 That program enhancements occur to Riverside P.S.for the purposes of physical education, the administrative office and accessibility. 2.3 That enhancements would include two full-sized gyms for student programming, community use,before/after school child careand increased lunch eating areas. 2.4 Thatstudents residing in Fox Hollow Holding Zonebe re-designated to Centennial Central P.S.. 2.5 That items purchased through fund-raising at Westdale P.S.would be relocated to the consolidated school site (e.g.,smart boards,library materials,playground equipment, gym equipment,etc.). 2.6 That students inthe FiddlersGreen area be transported to Riverside P.S.. 2.7 That following the closure ofWestdale P.S.,a Naming Committee be established to give consideration to renaming the school onthe current Riverside site. 2.8 That all renovations to Riverside P.S. would meet accessibility standards. 2.9 That one permanent classroom be added to the consolidated school to accommodatethe combined student population and the potential for Full Day 4/5. 2.10 That the parking lot be enhanced to accommodate an Increased population,as well as to ease traffic flow;and that considerationbe givento the possibility ofcreating bus loading zoneson Valetta Streetand/ orOakPark with adjusted boulevards. 2.11 That walkways from the streets through the property be created and maintained all year. 2.12 That the futureSchoolCouncilofthe consolidated school would discuss the concern of student safety (re:walking on streets),and the need for sidewalks with the potential to approachthe City of London onthis matter. 2.13 Thata Design Committee tobe established if thereare additions tothe Riverside location. z' 2009 November 10...7 14.REPORTS FROM THE ADMINISTRATION -cont'd a.SENIOR ADMINISTRATIVE RESPONSE TO ARC 12 (RIVERSIDE/WESTDALE PUBLIC SCHOOLS -cont'd Administrative Response Exec. Supt.K.Dalton presented the Administrative response to the final report of the Accommodation Review Committee (ARC)12. The Senior Administration's response and rationale to the recommendations were outlined as follows.The ARC completed Its process with a final publicinputmeeting on 2009 October 22 afterwhichthe FinalARC Reportwas forwarded to the Senior Administration for response. Exec. Supt. Daltonreported that the Senior Administration cannot support the ARC'sfirstchoice of recommendations regarding keeping both schools open.Considering future enrolment projections for the neighbourhood, the ability of the Riverside facility to accommodate all JK-8 pupils from both schools, and the desire to have students ina Junior Kindergarten to Grade 8 (JK-8)school, the most advantageous solutionfor accommodation Isto consolidate all students at Riverside Public School. The Senior Administration supported recommendations 2.1,2.2, 2.4, and 2.7 from the ARC as reflected in the first five recommendations outlined above. It was noted that currently,Westdale PublicSchool accommodates students fromJK to 6 and then transfers the students In the Westdale attendance area to Riverside Public School for grades 7 and 8.The consolidation ofpupilsat Riverside creates one school ofthe preferred JK-8 model In this neighbourhoodand would leaveWestdale Public Schoolavailablefora possible French Immersion school site.This northwest London location would relieve the enrolment pressure on French Immersion schools InLondon,would accommodate a portionof the students designated to Centennial Central Public School's dual track French Immersion program and would provide these students with the Board's preferred single track French Immersion program. Program enhancements to meet the Board's established standards would be completed at Riverside Public School for Physical Education. As well,school enhancements would be completed forthe Administration area and the building would become accessible. Naming Committeesare establishedto allow theschool community todetermineifthe nameof theschoolshouldbe changed with the consolidation of pupils.Shoulditdeterminetochange the name ofthe school, the NamingCommittee has the opportunityto recommend potential names to the Board of Trustees for consideration. Exec.Supt.Dalton explained that Recommendation 6.0 disbands the ARC as perthe Thames Valley District School Board's procedure on Pupil Accommodation and Facility Organization. Appreciation was extended tothe ARC members and Board staff who provided an invaluable resource to the Committee. The workcompleted, the time spent,and the careful deliberations ofthe members contributedto providing the maximum programopportunitiesforthe maximum number of students. 2009 November 10...8 14.REPORTS FROM THE ADMINISTRATION -confd ^ a.SENIOR ADMINISTRATIVE RESPONSE TO ARC 12 (RIVERSIDE/WESTDALE PUBLIC SCHOOLS -cont'd Administrative Response - cont'd The following recommendations from ARC 12 were not supported by the Senior Administration. That enhancements would includetwo full-sized gyms for student programming, community use,before/after school child care and increased lunch eating areas. According to our Thames Valley District School Board program standards,a double gymnasium is only constructed when the school enrolment is projected at 600 students or greater.The OTG for the Riverside school site is 408.Projections for the area predict no growth in enrolment over the next 10 years (see Appendix B),thus the student enrolment would not reach the threshold of600 within this time line to qualify for a double gymnasium. That items purchased through fund-raising atWestdale P.S.would be relocated tothe consolidated schoolsite (e.g.,smartboards,library materials,playground equipment, gym equipment,etc.). The decision-making process for the transfer ofartifacts,resources,fumiture and equipment is completed with the support of the System Consolidation Committee,the System Inventory Committee,the schools'Transition Committee,and in consultation with the Capital Planning Coordinating Committee.The Transition Committee can mal<e specific application to the Capital Planning Coordinating Committee to have specific equipment and resources moved to the consolidated school site. That students in the Fiddlers Green area be transported to Riverside P.S. Decisions regarding the transportation of students are made in compliance with the Board's Transportation Policies and Procedures. That all renovations to Riverside P.S.would meet accessibility standards. Riverside Public School would be required to meet the current Ontario Building Code requirements with respect to accessibility due to renovations proposed for the school. That one permanent classroom be added tothe consolidated schoolto accommodate the combined student populationand the potentialfor FullDay4/5. Enrolment projections Indicate that no additional permanent classroom space would be needed. That the parking lot be enhanced to accommodate an increased population,as well as to ease traffic flow;andthatconsiderationbegiventothe possibilityofcreatingbus loading zones on Valetta Streetand/or Oak Park with adjusted boulevards. As the property in question is owned by the City of London,City officials will be contacted to explore the possibility ofalternate traffic flow routes. That walkways from thestreets through the property be created and maintained all year. As per our Board standards,walkways across playgrounds are not maintained in the winter months due to liability issues. 2009 November 10...9 14.REPORTS FROM THE ADMINISTRATION -cont'd a. SENIOR ADMINISTRATIVE RESPONSE TO ARC 12 (RIVERSIDE/WESTDALE PUBLIC SCHOOLS -cont'd Administrative Response - cont'd That the future School Council of the consolidated school would discuss the concern of student safety (re:walidng on streets)andthe need forsidewalics with the potential to approach the City of London on this matter. The Transition CommitteeIsencouraged to initiate communication with the City of London in regards to this matter prior tothe establishment ofthe consolidated School Council.This action does not require a Board motion. That a Design Committee to be established ifthere are additions to the Riverside location. The renovations that are planned donotincrease the square footage.Therefore,a Design Committee isnot required in accordance with the Board's criteria.The Principal works with Facility Services and a Board-appointed Architect for the proposed renovations. Communication between the Principal,School Council and the staff will keepthe school community informed as renovations are designed as plansare developed. The recommended timelines presented indicated a 2010 September Fox Hollow Holding Zone toCentennial Central PublicSchool,2011 June closure of Westdale PublicSchool and the 2011 September consolidation of pupils at Riverside Public School. RECOMMENDATIONS: 1.That the students of Westdale Public School be accommodated at Riverside Publicschool; and that Westdale Public School at 1050 Plantation Road, London, N6H2Y5, be closed as of 2011 June 30 and declared surplus. 2. ThattheWestdale Public School facility beconsideredas a possibleelementarysingletrack French Immersion school site. 3. That renovations and program enhancements occurat the Riverside Public School for physical education,the administrative office spaceand accessibility. 4. That students residing in the Fox Hollow Holding Zone be re-designated to Centennial Central Public School as of 2010 September 01. 5. Thatthe boundary for Riverside Public School,effective 2011 September commence atthe centre line of Hyde Park Road andthe centre line of Oxford Street;thence in an easterly direction along the centre line of Oxford Street to the intersection ofthe centre line of Oxford Street and the CN Rail line;thence in a southerly direction alongthe CM Rail line to the intersectionofthe CN Rail lineand the Thames River;thence ina westeriy direction along the Thames RivertotheintersectionoftheThames Riverandthe extension ofthecentre line of Hyde Park Road;thence In a northeriy direction along the centre line of Hyde Park Road tothe intersection ofthe centre line of Hyde ParkRoadandthe centre line of Oxford Street. 6.That a Naming Committee be established to give consideration to renaming the school on the current Riverside Site. 7. That Accommodation Review Committee 12 (Riverside and Westdale Public Schools)be disbanded. 2009 November 10...10 14.REPORTS FROM THE ADMINISTRATION -cont'd a.SENIOR ADMINISTRATIVE RESPONSE TO ARC 12 -cont'd Exec. Supt. Daitonindicated that publicinputforARC12would be held at the 2010 January 12 Board meeting.Recommendations 1 to 7 were moved on motion of S.Polhlll,seconded byT. Roberts. The Administration responded to questions posed by trustees.Trustee Bennett commended representatives from Westdale P.S. for bringing their viewsand questions fromthe community to the ARC meeting to ensure that the Committee was aware of community concems.She thanked Principals Savage and Travnicek for their significant contributions to the process. Trustee Bennett advised that It was recognized after September 24 when the draft report was prepared that Committee members reluctantly moved to close Westdale P.S.She expressed appreciation to Trustee S.Polhlll and Supt M.Moynihan for their key role in moving the Committee to a point to prepare the report. Trustee Grant asked If committees will be established related to design and transition.Exec. Supt. Daitonexplained that because square footage is notbeing added,a design committee will not be established.A naming committee is composed of members of the communities coordinated through Corporate Services and Operations Services,and approved bythe Board. Suggestions of possible school names are received from the communityand evaluated bythe naming committee. The Transition Committee is common to every consolidation of schools and consists of parent members, teaching and support staff, the area superintendent and the principal.Learning Supervisor N.Fader and Supt. P.Tufts will coordinateallnamingcommittees at the same time. Executive Officer K.Bushell advised that the design is available for a community meeting with any inputwelcomed. Exec. Supt. Daitonwas asked to Include Information regardingthe Activity Room In the next report to the Board on 2010 January 26. Trustee Polhlll extended thanks to Supt. Moynihanand Assistant C. McRae fortheir support and resources notingtheir support made her firstARC experience a very positiveone. The following motion was moved byJ. Bennett,seconded by R.TIsdale and carried: That Recommendations 1 through 6 of the Senior Administrative response toARC 12 be deferred to the 2010 January 26 Board meeting for consideration. Recommendation 7,as follows,was carried: That Accommodation Review Committee 12 (Riverside and Westdale Public Schools) be disbanded. Chairperson Stewart thanked the members ofARC12fortheir participationon the Committee. b.2008-09 TRANSFER TO AND FROM RESERVES Exec.Supt. B.Greene Introducedthe reportof recommended transfers to and from reserves for the 2008-2009 fiscal period noting they had been approved by the Audit Committee on 2009 October 20.He advised that the audit of the 2008-2009 financial statements by Deloltte & Touche has been substantially completed. Manager Meeson advised that the Public Sector Accounting Board (PSAB)entries and review of the Ministry Financial statements are in process.The Ministry of Education requires that all transfers to and from reserves and deferred revenue are brought to the Board for approval. 2009 November 10...11 14.REPORTS FROM THE ADMINISTRATION-cont'd b. 2008-09 TRANSFER TO AND FROM RESERVES -cont'd The Administration recommended that the Boardapprove the following transfers: Deferred Revenue -Externally Restricted Reserves Proceeds of Disposition -Sale ofProperties Restricted Grants Safe Schools Promote Positive Student Behaviour Professional Development - Support Staff Reporting Entity Project FSL Common European Framewori< Schools Helping Schools Schools Helping Schools-Statistical Neighbour Autism Spectrum Disorders Phase 2 Urban and PriorityHigh Schools Ontario Focused Intervention Partnership Applied Behaviour Analysis Student Pathways for Success Ontario Parent Involvement Autism Supports and Training Tumaround Teams Program OFIP Investment in Tutoring PLT Mentoring Character Development School Effectiveness Implementation Parents Reaching Out Energy Efficient Schools Specialist High Skills Major CommunityUse of Schools Initiative Student Led Teacher Facilitated Projects Schools on the Move Environmental Education Across the Valley Safe, Equitableand Inclusive Schools Student Assessments Student Council Transitions - Diversityand Inclusion D1 Capacity Building Professional Development in Aboriginal Education Healthy Schools $35,668 650,553 601,145 583,734 384,587 347,265 179,606 169,487 116,575 103,421 90,698 79,568 76,621 74,669 60,576 42,200 33,837 30,016 28,662 16,178 15,393 10,571 8,814 8,736 8,679 8,206 6,246 3,994 3,720 2,343 2,213 1,348 581 $3.785.910 The transfer for Proceeds of Disposition -Saleof Properties is required by Ministry Regulation 446/98 and represents thenet proceeds from the sale of19 portables. In accordance with thetermsofthe various agreements related to restricted grants,the amounts identified aboveare being carried forward for future expenditures. Reserve Funds -Internally Restricted Reserves Transfers to Reserves Classroom Expenditures -School Budgets -Elementary Classroom Expenditures -School Budgets -Secondary Pupil Accommodation Elementary Supervision Student Literacy Principal /Vice-Principal Staff Development Operations Services Funding -Resources $773,627 947.882 1,721,509 1,077,770 1,033,795 917,223 546,898 537,100 2009 November 10...12 14.REPORTS FROM THE ADMINISTRATION - cont'd b.2008-09 TRANSFER TO AND FROM RESERVES - cont'd Reserve Funds -Internally Restricted Reserves Workplace Safety and Insurance Board 248,995 Document Cameras Student Based Learning Initiative (SBLI)^.89° Records Management Supervisory Officers'Professional Development 28,604 Trustee Professional Development *^2,648 $6,408,049 Transfers from Reserves Supervisory Officers'Retirement Gratuities $105,545 -The Classroom Expenditures transfer continues the Board's practice of carrying forward school surplus I deficit positions to the subsequent budget year.It should be noted that the surplus/deficit in the school casual salary accounts is not carried forward for 2008-09. -The Pupil Accommodation transfer to reserves represents a Ministry of Education required transfer of the unspent portion of pupil accommodation funding received to reserves.The Ministry requires that this funding be used to fund future capital expenditures. -The transfer to reserves for elementary supervision represents unspent funding received in 2008-09 which is committed to be spent in future years. -In December 2004 the Ministry provided multi-year funding to support students who have a higher risk of academic difficulty because of social and economic factors.The Student Literacy transfer to reserves represents the unspent funding to be carried forward to 2008-09. Up until 2007-08 these funds were treated asa restricted grant.Since there is no longer any specific reporting to the Ministry required concerning these amounts,the balance carried forward will now be recorded as an internally restricted reserve. -The Principal /Vice-Principal Staff Development transfer carries forward surplus funds to be used inthe subsequent budget year. -The Operations Services Funding -Resources transfer to reserves consists of the following amounts required to fund resources,equipment,etc.related to the identified capital projects and are funded through the unspent portion of the 2008-09 Operations Services budget Stoneycreek ®?RR7nn John Wise ^86,700 Wilberforce College Ave./Glendale Blenheim West Missouri '•2.500 Woodstock Collegiate Institute 5,^ $537.100 - The transfer to reserves for Workplace Safety and Insurance increases the reserve to partially fund the compensation liability for existing claims.This represents the unspent portion ofthe 2008-09 budget. - The transfer to reserves for document cameras is required to supportthe purchase of equipment for elementary and secondary schools.This was a planned expenditure in 2008- 09,which dueto circumstances could not be completed until 2009-10. 2009 November 10...13 14.REPORTS FROM THE ADMINISTRATION -cont'd b.2008-09 TRANSFER TO AND FROM RESERVES -confd -In 2008-09,$400,000 was transferred to the schools for the Student Based Learning Initiative.This funding was comprised of $100,000 each from Program Services and Operations Services and $200,000 from the Student Literacy funding.The carry forward amount representsthe surplus amounts remaining in school SBLI accounts. -As part of the 2007-08 Budget,the Board approved $150,728 for the implementation of a Records Management Plan.The transfer of $44,829 represents unspent funds from that approval carried forward to 2009-10 to continue that implementation. - Thetransfertothe Supervisory Officers'Professional Development reserve represents the unspent portion of their 2008-09 allocation for professional development. - The transfer for Trustee Professional Development complies with the recommendation approved by the Board to place surplus unspent 2008-09 professional development funds in a reserve fund for use in 2009-10 for new Trustee orientation. - The Supervisory Officer Retirement Gratuity reserve was established to ensure that,as Supervisory Officers retire,adequate funds are available in future years to ensure the Director ofEducationand Supervisory Officer portion ofthe Administration and Govemance envelope isnotputin a deficit position by an unusually high number of retirements in any one year.The annual approved budget for retirements provides for one retirement.In 2008-09 two gratuities were expensed and the transfer from reserves is required to fund the shortfall.advised thatthis report was presented and approved at audit committee meeting of October 20 2009. Small $2M reserve.At June 16 Board trustee approved the use of$2M Manager Meeson reviewed the deferred Revenue Reserves and Reserve Funds Summary as well as the Summary of Commitments.Itwas noted that transfers related to capital projects are madeoncethe expenditures are finalized.The shortfall in the TVDSB -Other Capital reserve Fund will be offset byinterest eamed bythe date of the transfers. RECOMMENDATIONS: 1.Thatthe externally restricted transfers to reserves in the amount of$3 785 910 be approved. 2.That the internally restricted transfers to reserves in the amount of$6 408 049 be approved. 3. That$105545 be transferred from the Supervisory Officers"Retirement Gratuity reserve. Recommendations 1,2 and3were adopted on motion ofP.Jaffe,andseconded by R.TIsdale. c.FULL-DAY LEARNING Director Tucker advised that on 2009 November 03, Supt. C.Bourbonnais-MacDonald and TVDSB staffmembers attended a Ministry of Education regional meeting regarding Full-Day Learning for Junior and Senior Kindergarten (JK/SK)classes in the province. Supt Bourbonnais-MacDonald reported that on 2009 November 03,a meeting was organized with the Ministry of Education to begin the planning for the Early Leaming Program (ELP)-It involved municipal representatives,school boards and regional and Ministry resource people. The group was introduced to the new Administrator,Mr.J.Grieve,who outlined the province's intent of implementing all day JK/SK learning through a five-year phase-in cycle. 2009 November 10...14 14.REPORTS FROM THE ADMINISTRATION -cont'd c.FULL-DAY LEARNING -cont'd The following key pointswere highlighted: •The province will use Dr.Pascal's concept of "seamless supporf to families and their 4/5- year-old children; •The province does not want to "destabilize"existing board programs,community child care services already existing inmany communities; •The province is looking ata full day (7:00 a.m.to 6:00 p.m.)Model where two professional educators will work side by side with an averageof26studentsperclass; •The program will be play based or grounded in experiential learning;curriculum will be provided toschoolboards inearly spring; • Theschoolboardsaretotakethetimebetween now and November 30to identify theschools where the Early Learning program will be started.For the Board this is to be 49 classes for the 2010-2011 school year,and another21 for the 2011-2012 school year; •The submitted listoftentativeschoolsites mustmeet the following five criteria:availability of space to support the JK/SK learning environment;community needs;minimal impact on existing chiidcare (in house/within 2 kms),student achievement,and readiness to implement. Supt.Bourbonnais-MacDonald advised that she has met with a SL Thomas-Elgin group of child care providers to begin to build relationships in light of this initiative.Along with Director Tucker, Ms.Bev Noble and Manager Young,work has been started with the City of London on how this will impact existing partnerships.Manager Young is arranging meetings with representatives from Oxford and Middlesex.Dr.S.Klllip,Research and Assessment,is looking at specific data to help identify community needs.On 2009 November 18.a meeting is scheduled with all municipalities and the London District Catholic School Board to review the progress of identifying possible sites. Supt.Bourbonnais-MacDonald advised that Board staff have been busy working with the template,updating Ministry information and looking at Thames Valley schools that would have the facilities/space to accommodate phase 1 of the implementation of the All Day Learning program In JK/SK.Simultaneously,sites forYear 2 implementation are being considered. SupL Bourbonnais-MacDonald extended thanks to Brooke Moore,Facility Services,for assisting In the identification of possible school sites with the required space,Bey Noble,Program Services,for her valuable Input at various meetings,Kate Young,Public Affeirs and Community Relations,for helping connect with municipalities and partners,and Dr.Steve Killip,who provided data to address communities'needs and students'learning. The Administration responded to questions posed by trustees.Director Tucker commented on recent discussions with the Ministry as well as subsidy issues being considered with other partners to provide a smooth transition. Trustee Hart expressed concern with the communities'perception of dealing with a five-year phasing within Thames Valley.SupL Bourbonnais-MacDonald indicated that at full-day learning sites,all classes w/ill be involved and programs will not be spliL She advised that the Administration is looking atThames Valley as a whole when considering facilities toensure a viable classroom at this time. 2009 November 10...15 15.REPORTS OF CONIMITTEES a.REPORT OF THE POLICY WORKING COWIWIITTEE 2009 October 27 3:05 p.m. - 5:00 p.m. MEMBERS T.Grant (Chair) J.Bennett S.Doub P.Jaffe R.Tisdale ADMINISTRATION AND OTHERS B.Tucker S.Cliristie Solicitor P.Thorup L.Elliott K.Dalton K.Bushell P.Tufts Trustee Visitors; T.Roberts,S.Peters (3:15) Community Visitor: A.Morell 1.APPROVAL OF AGENDA - The agenda was approved bymotion. 2.CONFLICTS OF INTEREST-none declared 3.COMMITTEE REPORTOF2009 SEPTEMBER 22 AND TRACKING SHEET-provided for information 4. NEW POLICIES/PROCEDURES UNDER DEVELOPMENT a. Expense Reimbursement -Trustees,Policy and Procedure Manager K.Meeson joined the meeting.She advised that the Ministry of Education (MOE)has directed boards to develop a specific and distinct policy on tmstee expenditures.She advised that the new policy is similar to the current policy and is in line with the expectations ofthe MOE.The need to delete references to trustees in the existing policy and procedure was noted.The existing policy and procedure will be renamed "Expense Reimbursement -Employees". Manager Meeson responded to trustee questions noting that in the new procedure,the Chairof the Board will authorize the trustee expense claims and the Exec.Supt. of Business will authorize the Chair's expenses. The new policy is to be posted on the Board's website by December 31,2009.The following motionwas movedand carried: That the policy on Expense Reimbursement -Trustees policy and procedure and Expense Reimbursement -Employees policy and procedure be posted to the Board's website for 30 days for public input. b.Pupil Accommodation and Facility Organization Policy Exec.Supt.K.Dalton joined the meeting to present an updated draft of the new Pupil Accommodation and Facility Organization policy.It wassuggested and agreed to include the Guiding Principles in the document and to reference the MOE Guidelines. It was further suggested and agreed to amend Section 2.2.4 Q")indicating that the draft report may be prepared following,but not at,the last public input meeting of the ARC. Section 2.2.5 (a)will be amended to clarify that following the last public "consujtation" meeting,the ARC will have a maximum of 60 days to complete a draft report...". The following motion was moved and carried: Thatthe draft Pupil Accommodation and Facility Organization policy be posted to the Board's website for 60 days. 2009 November 10...16 15.REPORTS OF COMWIITTEES -cont'd a.REPORT OF THE POLICY WORKING COMMITTEE -cont'd 5. DRAFT POLICY/PROCEDURES TO COMMITTEE -none 6. DRAFT POLICY/PROCEDURES REQUIRING ADDITIONAL CONSIDERATION a.Protection of Unrepresented Staff and Trustees Solicitor P.Thorup joined the meeting.Director Tucker reviewed the background to creating the draft procedure onthe Protection of Unrepresented StaffandTrusteesto assist when employees and/or trustees are victims of harassment or defamation of character.The document is intended to support any staff member who is not represented by a union. SollcitorThorup advised that boards have indemnification policies to govern their trustees which ensures that the individual or staff member Is defended inthe event ofan action against them when they have acted in accordance with their duties.He advised that the indemnification policy does not apply whenan Injunction isgranted noting thereare two areas ofconcern related to harassment of the,Individual and family at their home and defamation actions. Hesuggestedthata processbeput In placewherethe Board would assist the person who is being harassed outside ofthe workplace following a police report. Solicitor Thorup spoketo situations where individuals are defamed publicly.In order to stop the behaviour,a defamation of character action would be initiated.To assist the person in doing so,the draft policy would provide direction and allow the Board toact quickly when an injunction Is put in place and would cover the legal fees involved. SollcitorThorup responded totrustees'questions.It wassuggestedthatastatementbe included explaining what isa civil and criminal proceeding.It was noted thatthe policy will provide the Board with the authority to support staff and trustees as required.It was further suggestedthata financial cushion be Included as an initial maximum amount per individual or rely on the judgement ofthe Director in consultation with the Board to ensurethattheexpensesare appropriate.Itwassuggestedthat Initial fees be included through the Board's legal fees budget with an annual report being brought tothe Board describing the funding and experience. It was agreed that Director Tucker will bring the suggested revisions tothe Committee at Its next meeting. 7.APPROVED POLICIES/PROCEDURES UNDER REVISION TO COMMITTEE a. Self-Identification for Aboriginal Students Policy Exec.Supt.L.Elliott advised the Committee thattheSelf Identification for Aboriginal Students has been revised to reflect the correct name of the Municipal Freedom of Information and Protection of Privacy Act Itwas suggested and agreed that the term "parent/guardian"be used throughout the document.The following motion was moved and carried: That the Self Identification for Aboriginal Students policy revisions be fonvarded to the 2009 November 10 Board for approval. b. First Nations Language Instruction Independent Procedure Exec.Supt.L.Elliott advised the Committee thatthe First Nations Language Instruction has been revised toreflectnew wording relatedtoFirstNations TultionAgreements.The following motionwas moved and carried: That the First Nations Language Instruction Independent procedure be referredto the 2009 November 10 Board meeting for information. -2009 November 10...17 15.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE POLICY WORKING COMMITTEE -cont'd 7.APPROVED POLICIES/PROCEDURES UNDER REVISION TO COMMITTEE -cont'd c.Transportation:Transportation Policy &AttendanceAreas forStudents Policy Director Tuckerrespondedtotrusteequestionsrelatedtothe Transportation policy and the Attendance Areas forStudents policy.Headvised that revisionsare underway for theCommittee'sconsiderationatthenextmeeting.Discussionregarding harmonization of walking distances is continuing. d.Pupil Accommodation and Facility Organization Procedure Exec.Supt.K.Dalton presented an updated draft ofthe new Pupil Accommodation and Facility Organization procedure and described additional proposed amendments.It was agreed to amend Section 2.2.3 (vii)to refer a recommendation for appointment of community members toan Accommodation Review Committee tothe Board for approval. It was further suggested that the definition of "Municipal leader"be included in the procedure as a municipalrepresentative. The following motion was moved and carried: That the revised Pupil Accommodation and Facility Organization procedure be posted to the Board'swebsitefor60 days. e.Freedom of Information and Protection of Privacy Policy Director Tucker described amendments to the Freedom of Information and Protection of Privacy policy noting ithas been rewritten to include policy statements on privacy and ^records and has been renamed "Privacy and Records Information Management".The 10 fair information principles endorsed bythe Infomiation Privacy Commissioner of Ontariohave been includedtosupportthe Board's handling ofpersonal information and confidential records Inits custody and control. It was noted that the revised policy continues to identify the Director of Education as "head"and include responsibility for handling FOI requests in accordance with the Municipal Freedom of Information and Protection of Privacy Act Plans are also underway toupdatethe Records Information Management procedure and develop a new Privacy andAccess procedure detailing operational aspectsofthe Privacy and Records program. The following motionwas moved and carried: Thatthe revised policy "Privacy and Records Information Management"be posted on the Board's website for 60 days for public input. It was suggested thatfollowing public input,and adoption by the Board,the original policy "Freedom of Information and Protectionof Privacy"be rescinded inviewofthesignificant changes. f. Board Signage - deferred to next meeting 8.POLICY/PROCEDURE-POSTED FOR PUBLICINPUT-none 9.POLICY/PROCEDURES - TO COMMITTEE FOLLOWING PUBLIC INPUT - none 10.DRAFT/APPROVED POLICY/PROCEDURES REQUIRING FURTHER CONSIDERATION -none 11.POLICIES/PROCEDURES REFERRED TO BOARD-none 2009 November 10...18 15.REPORTS OF COWIWIITTEES -cont'd a. REPORTOFTHE POLICY WORKING COMMITTEE - cont'd 12.OTHER BUSINESS -none 13. DATEAND TIME OF NEXT MEETING The next meeting was scheduled for Tuesday,November 24,at 3:00 In the Governor Simcoe Room. 14.ADJOURNMENT -The meeting adjourned at 5:00p.m.by motion. RECOMMENDATION: ThattheSelf Identification for Aboriginal Students policy revisions be approved. T.GRANT, Chairperson Trustee Hart indicated thatthe duration period surrounding public input may be lengthening the ARC process.It was suggested atthe Policy Working Committee that consideration be given to adding definitions related to public input and public consultation.Trustee Jaffe suggested a housekeeping change related to item 6.a.,Protection of Unrepresented Staff and Trustees. The recommendation was adopted op motion ofT.Grant and seconded by J.Bennett. b.REPORT OF THE LONG-TERM COMMUNITY PARTNERSHIPS COMMITTEE 2009 November 03 4:00 p.m.-5:10 p.m. MEMBERS ADMINISTRATION AND OTHERS P.Sattler (Chair)P.Jaffe B.Tucker K.Young J.Bennett (4:10)T.Roberts S.Christie F.Exiey Trustee Visitor - T.Grant 1.APPROVAL OF AGENDA -The agenda was approved. 2. CONFLICTS OF INTEREST - none declared 3. REPORT OF THE MEETING OF2009 OCTOBER20. 4.BUSINESS ARISING FROM THE PREVIOUS MEETING a.Draft Structure forJoint MunicipalitynVDSB Partnerships Director Tucker presented a proposed structure of regional subcommittees to support joint municipality partnerships.A number of regional planning subcommittees were proposed to flow information to the Partnership Committee and to the Board,in order to enhance information-sharing,enable two-way communications,and address area strategic planning and priorities.He suggested that interested parties be invited to attend an initial planning meeting,to be held in their area,to determine levels of interest in establishing a subcommittee,discuss strategies to enhance communication,and develop a subcommittee structure.It was agreed to organize the meetings overthe last two weeks in January in the four regions.The Director will attend each of the regional meetings. 2009 November 10...19 15.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE LONG-TERM COMMUNITY PARTNERSHIPS COMMITTEE -cont'd 4.BUSINESS ARISING FROM THE PREVIOUS MEETING -confd a. Draft Structure for Joint Municipallty/TVDSB Partnerships -cont'd DirectorTucker distributed a draft lettertothe municipalities and responded to members' questions.Suggested revisions to the letter were offered. It was agreed that the letter will be revised and brought to the next meeting for consideration.At that time,the Committee wlil develop some guiding principles and possible options for the subcommittee structures,as well as the topics for discussion at the regional meetings and the appropriate resources required to facilitate the discussion.Since the participation of local trustees in each regional meeting and future subcommittee structures will be criticalto the success ofthe initiative,input will be sought from tmstees at the 2009 November 10 Board meeting. b.Board-Community Partnerships In Support of the Whole Child Resource Trustee Sattier confirmed that the resource document "Board-Community Partnerships in Support of the Whole Child Resource"is posted on the OPSBA public website. c. City of London Motion re "Smart Moratorium" Director Tucker distributed copies of the City of London motion regarding a smart moratorium on school closures. 5.OTHER BUSINESS -none 6.FUTURE MEETING DATES The next meeting was scheduled for November 23 at 4:00 p.m. 7.ADJOURNMENT The meeting adjourned at 5:10 p.m. by motion. RECOMMENDATIONS:None P.SATTLER, Chairperson c.REPORT OF THE CHAIRS'COMMITTEE 2009 November 04 9:00 a.m -11:20 a.m. MEMBERS ADMINISTRATION AND OTHERS T.Roberts {Acting Chair) P.Sattier B.Tucker S.Christie T.Grant J.Bennett S.Pullam K.Young (alternate) Regrets:J.Stewart (Chair) 1.APPROVAL OF AGENDA Item 8 a.was added to the agenda.It was approved as amended by motion. 2.CONFLICTS OF INTEREST -none declared 3.REVIEW OF 2009 NOVEMBER 10 BOARD AGENDA The agendas for the in-camera and public Board meetings of 2009 November 10 were discussed and updated. 2009 November 10...20 15.REPORTS OF COWIMITTEES -cont'd c.REPORT OF THE CHAIRS'COMMITTEE -cont'd 4.COMMUNICATION PLAN -HARMONIZED TRANSPORTATION K.Young,Managerof Public Affairs,joinedthe meeting. Trustee Robertsadvisedthatthere has been a committee looking at harmonizing transportation. Discussion surrounded concerns aboutthe urgencyofan Implementationplan,developingacommunicationplanand protocols, and ifand when the planwouldbe phased In. itwas stressed that trustees have an opportunityto provide input on how,when and what Information will be communicated to schools and parents ofeligible students and ensure that It will flow through the Board. Itwas noted that several differentforms ofcommunication will berequiredtoprovide information tothesystem. Some advertising such as push mall should start as soon as possible with additionaladvertising to follow as required. 5.H1N1 UPDATE DirectorTucker updated the Committee on measures to address the H1N1 influenza In schools and communication with parents. He noted that a survey of principals has been conducted to Identify any Issues/concerns they may have.The survey indicates that absentee rates are up and down across the system. Manager K.Youngadvised that an FAQ has been prepared for principals,parents, school councils and trustees responding to issues raised. A copy of the FAQ will be available for trustees at the November 10 Board meeting. It was suggested that a sports protocol be put in place regarding hand shaking. Manager Young advised that efforts are underway to address the overload ofcalls on the telephone system as a result of H1N1 Inquiries. 6.CORRESPONDENCE-none 7.TRUSTEE PD BUDGET SESSION Plans for the November 30 trustee PD session related to the budget process and priorities were discussed.The supervisory officers will be Invited to attend. DirectorTucker advised that the previously-identified Issues will be discussed In the ranking ofsystem priorities.Itwas requested that itbe clear to trustees that the session will be of professional development rather than budget deliberations. 8.OTHER BUSINESS a.Annual Accommodation Report It was noted that an accommodation report will be brought to the Board at the November 24 meeting with a recommendation to move forward to the Capital Planning Advisory Committee (CPAC) In January. The Importance of having community representatives provide Input,give advice and express prioritieswas acknowledged.It was suggested and agreed to have a survey to consider the effectiveness of the CPAC process available for current and past CPAC members.A further meeting will be scheduled for February to consider the survey responses regardingthefutureof CPAC.Aproposaltoexpand community partnerships is being developed by the Long-term Community Partnerships Committee. b.MOE Curriculum Review Itwas noted thatthe Ministry ofEducationisconductinga curriculumreview.Information regarding the onlinesurvey will be available on the Board's website. 2009 November 10...21 15.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE CHAIRS'COMMITTEE -cont'd 9.DATE AND TIME OF NEXT MEETING The next meeting was scheduled for 9:00 a.m. on 2009 November 18. 10.ADJOURNMENT The meeting adjourned at 11:20 a.m. by motion. RECOMMENDATIONS;None T.ROBERTS, Acting Chairperson d.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA 2009 November 10 MEMBERS PRESENT T.Roberts (Chair) J.Bennett S.Doub F.Exiey T.Grant G.Hart P.Jaffe Absent:M.Hendrick J.Kamphuis C.Neville S.Peters S. Polhill(5:35) P.Battler J.Stewart R.Tisdale ADMINISTRATION AND OTHERS B.Tucker K.Dalton L.Elliott B.Greene M.Sereda C.Bourbonnais- MacDonald K.Edgar L.Griffith-Jones S.Hughes M. Moynihan V.Nielsen M.E.Smith B.Sonier P.Tufts K.Wilkinson K.Bushell 8.Christie D.Rajala R.Hoffman The Committee met in camera from 5:00 p.m. to 6:10 p.m. 1. APPROVAL OF AGENDA -The agenda was approved by motion. 2.CONFLICTS OF INTEREST - No conflicts of interest were declared. 3.Confidential personal, propertyand legalmatters were discussed. 4.RISE AND REPORT A motionto rise and report was moved and carried at 6:10 p.m. RECOMMENDATIONS: 1. That the motion approved at the in-camera session of November 10,2009, related to two property matters be approved. 2.That the motion of October 24 awarding a contract for alarm response services to SECURaGLOBE be rescinded. 3.That the TVDSB enter into a contract with Commissionaires to provide alami response services as required for a three-year term. 4. That Program Services hire 1.0Teacheron Special Assignment (TOSA)andone.5speech and language pathologist (SLP). 2009 November 10...22 15.REPORTS OF COMMITTEES -cont'd d.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA -cont'd RECOMMENDATIONS -confd 5. That, in accordance with the independent procedure - Promotional Practices: Selection Procedures and Appointment of Principals and Vice-Principals, the following people be appointedto the poolofcandidates readyforappointmentto the position of Vice-Principal, Elementary Schools. Candidates Present Assignment David Fife Acting Vice-Principal,Tweedsmuir PS Janet Lee ActingVice-Principal, Colborne Street PS Ellen Lundberg Learning Support Teacher,MB McEachren PS Purveen Skinner ESL/ELD Teacher,Rick Hansen PS T.ROBERTS Chairperson Recommendations 1 to 5 were adopted on motionof T. Roberts,seconded byJ. Bennett. 16.COMMUNICATIONS a. CHAIR'S SUMMARYUPDATE (second Board meeting of month)-none b.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION -UPDATE Trustee Sattler advised that the OPSBA Board of Directors will be meeting the last week of 2009 November and that she and Trustee S. Doub will be attending.The agenda and topics will be forwarded to trustees electronically when they are available. 17.NOTICE OF MOTION -none 18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 19.ADDITIONAL ITEMS -none 20.QUESTIONS/COMMENTS BY MEMBERS Supt V.Nielsen advised that eight people are viewing the evening's webcast and will provide an update on the effectiveness ofthe videostreaming.Information was received fromone viewerthat transmission worked well. Trustee Grant inquired about the availability ofwireless access in the Board Room. Supt.Neiisen indicated that the wireless capacity for the Board Room will be expanded. DirectorTucker thanked Manager S. Youngand the Information Technology Services (ITS)stafffor the technological upgrades. Manager Young indicated thatthe recentvolumeofvoice mail traffic was notpredictedand that upgrades tothe voice mail capacityhave been increased by25 percent over the pastweek. ChairStewart recognizedthe ITS department for moving forward with technological initiatives. 2009 November 10...23 21.ADJOURNMENT The meetingadjourned at 10:37 p.m. on motion ofJ. Bennett,seconded byF.Exiey. CONFIRMED: Charperson 2009 November 10...24 SUMMARYOF APPROVED RECOMMENDATIONS OF 2009 NOVEMBER 10 That Recommendations 1 through 6ofthe Senior Administrative response to ARC 12be deferred to the 2010January 26 Board meetingfor consideration. That Accommodation Review Committee 12 (Riverside and Westdaie Public Schools)be disbanded. That the externally restricted transfers to reserves in the amount of$3 785 910 be approved. That the internally restricted transfers to reserves in the amount of$6408 049 be approved. That$105545 be transferred from the Supervisory Officers"Retirement Gratuity reserve. That the Self Identification for Aboriginal Students policy revisionsbe approved. That the motion approved atthe in-camera sessionof 2009 November 10 related to two property matters be approved. Thatthe motion ofOctober24 awarding a contractforalarmresponse services to SECURaGLOBE be rescinded. That the TVDSB enter Into a contract with Commissionaires to providealarm response services as required for a three-year term. That Program Services hire 1.0 Teacher on Special Assignment (TOSA)and one .5 speech and language pathologist (SLP). That,in accordance with the independent procedure -Promotional Practices:Selection Procedures and Appointment of Principals and Vice-Principals,the following people be appointed to the pool of candidates ready for appointment tothe position of Vice-Principal,Elementary Schools. Candidates Present Assignment David Fife Acting Vice-Principal,Tweedsmuir PS Janet Lee Acting Vice-Principal,Colborne Street PS Ellen Lundberg Learning Support Teacher,MB McEachren PS Purveen Skinner ESL/ELD Teacher,Rick Hansen PS 2009 November 10...25 Thames Valley District Scliool Board Title SELF-IDENTIFICATION FOR Policy No.5009 ABORIGINAL STUDENTS Department PROGRAM SERVICES Reference(s)Effective Date 2007 June 12 Itis the policy of the Board to provide the opportunity for allAboriginal students and (or)their parents/guardian to voluntarily self-identify so that supportive programming can be provided. Definition:Aboriginal identification refers to the definition in the "Constitution Act,1982, Section 35 (2)", in that "Aboriginal peoples"include "Indian,Inuit and Metis." These groups Include the following categories: •First Nations (normally residing on reserve/tuition fee paying) •First Nations (normally residing within the jurisdiction of the school board) •Metis •Inuit 1.0 Rationale The Board commits to ensuring that: 1.1 the learning aspirations and potentials of Aboriginal students can be realized through improved programs and services that build on strong partnerships with Aboriginal parents and their communities;* 1.2 student achievement data is collected and aggregated related to the performance of Aboriginal students; 1.3 data collection and analysis will be used to provide information about whether programs currently delivered offer similar opportunities for success as for other students: 1.4 continued data collection and analysis will be used to guide future decision- making surrounding Aboriginal student success. 2.0 Purpose The Board has established the following goals for Aboriginal education within its district: 2.1 to continue to set high expectations for learner achievement in supported learning environments; 2.2 to providehigh quality teaching and learningopportunitiesthat are responsive to the learner; 2.3 to improve EQAO assessment results for Aboriginal students; 2.4 to improve the retention and graduation rate of Aboriginal students; 2.5 to ensure that allAboriginal learners are well prepared for post-secondary studies and the work world; 2.6 to promote effective,respectful working relationshipsand partnerships with Aboriginal parents and communities. 3.0 Guiding Principles 3.1 The implementation of this poilcy will be guided by the following principles: transparency inclusion innovation learner-centeredness equity responsiveness collaboration respect for Individual privacy and dignity results oriented acknowledgement and reflection of cultural diversity 4.0 Security Protocol 4.1 All data will be securely stored to respect the privacy of each Aboriginal student and used only as a means to enhance Aboriginal education programs of the Thames Valley District School Board. 4.2 Data will be treated in the same manner as Ontario Student Records and protected and governed bythe Municipal Freedom of Information and Protection of Privacy Act. 4.3 Individual data will not be communicated.The Information gathered will be used in the aggregate only and for the purpose of developing and Implementing supportive programs. Administered By EXECUTIVE SUPERINTENDENT Board Resolution No.15.c.5.a. OF PROGRAM SERVICES Amendment Date(s)2009 November 10 Amendment Resolution No.15.a.7.a