10/13/2009 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR BOARD MEETING,PUBLIC SESSION
2009 OCTOBER 13,7:00 P.M.
BOARD ROOM,EDUCATION CENTRE
AGENDA
V-verbal
M -material
1.CALL TO ORDER V
2.O CANADA V
3.SPECIAL MUSICAL PRESENTATION -Sir Wilfrid Jury Public School "Waterfall
Ensemble"(London)V
4.APPROVAL OF AGENDA M
5.OFFICIAL RECORD M
6.RECOGNITIONS
a.Ron Vandecasteele,W.D.Button -Prime Minister's Award V
b.Kathleen Cole,Medway High School -Centre for Addiction and Mental
Health (CAMH)Award V
7.CONFLICTS OF INTEREST V
8.CHAIR'S ANNOUNCEMENTS V
9.DIRECTOR'S ANNOUNCEMENTS V
10.PRESENTATIONS
a.Revised TVDSB Website Update V
11.MINUTES OF THE 2009 SEPTEMBER 22 REGULAR BOARD MEETING M
a.Confirmation of Minutes
b.Business Arising from the Minutes
12.STUDENT TRUSTEES'UPDATE V
13.REPORTS FROM THE ADMINISTRATION
a. TVDSB Annual Accessibility Plan 2009-2010 M
b.December 2009-November 2010 Board Meeting Schedule M
c.Senior Administrative Response to ARC 15 (Balaclava Street,Edward Street,
Locl(e's and Scott Street Public Schools)M
d.Access Canada V
14.DEFERRED MOTION FROM 2009 SEPTEMBER 22 M
15.REPORTS OF COMMITTEES
a.Special Education Advisory Committee, 2009 September 14 M
b. Policy Working Committee,2009 September 22 M
c. Long-Term Community Partnerships Committee,2009 September 23 M
d. Long-Term Community Partnerships Committee,2009 October 06 M
e.Trustee Professional Development Committee,2009 September 23 M
f.Trustee Professional Development Committee,2009 October 06 M
15.REPORTS OF COMMITTEES -cont'd
g.Chairs'Committee,2009 October 07 M
h. Committee of the Whole, InCamera, 2009 September 30 M
i.Committee of the Whole,In Camera,2009 October 13 V
16.COMMUNICATIONS
a. Ontario Public School Boards'Association - Update V
b.County of Elgin re Transportation M
c.Town of Ayimer re Transportation M
17.NOTICE OF MOTION
18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN-none
19.ADDITIONAL ITEMS
20.QUESTIONS/COMMENTS BY MEMBERS
21.ADJOURNMENT
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING,PUBLIC SESSION
2009 OCTOBER 13
The Board met in regular session on 2009 October 13 in the Board Room at the Education Centre,meeting
in pubiic session at 7:12 p.m.to 10:05 p.m.The foiiowing were in attendance:
TRUSTEES
J.Bennett
F.Exley
T.Grant
G.Hart •
Regrets:S.Doub,P.Jaffe
Absent;M.Hendrick
ADMINISTRATION AND OTHERS
B.Tucker
K.Dalton
L.Elliott
B.Greene
M.Sereda
0.Bourbonnals-MacDonald
L.Griffith-Jones
J.Kamphuis
C.Neville
S.Peters
S.Polhill
K.Edgar
L.Griffith-Jones
S.Hughes
M.Moynihan
V.Nielsen
P.Tufts
K.Wilkinson
T.Roberts
P.Sattler
J.Stewart (Chair)
R.Tisdale
K.Bushell
K.Meeson
D.Rajaia
S.Christie
R.Hoffman
K.Young
W.Scott
1. CALL TO ORDER.
Board Chairperson Stewart called the meeting to order at 7:12 p.m.
™»Wi«j™PU»s.n.01 (««
EnsemWe and Conductor/accompanist Rosemary Bannerman for leading in the singing of OCanada
and performing two musical selections.
4.APPROVAL OF AGENDA ...t D^K^r+<=The agenda was approved on motion of F.Exley,seconded by T.Roberts.
^S.^Chri'^ik Supe^^Corporate Services,read the following official record into the minutes:
We regret to record the death of Roseann Noftall,an adult student,at Tillson Avenue
Education Centre,Tillsonburg,on 2009 October 01.
6.RECOGNITIONS
a RON VANDECASTEELE.W.D.SUTTON-PRIME MINISTER'S AWARD
•Supt.K.Edgar introduced and welcomed Ron Vandecasteele aCentreW.D.Sutton School.Mr.Vandecasteele was one of 84 recipients of the ^009 P^im
Minister's Award for Teaching Excellence and was honoured at a special ceremony
Ottawa on World Teachers'Day.
Mr Vandecasteele teaches in a Section 23 classroom with students identified as at-risk orsufferingfromtraumaticeventsintheirlives.In his classroom,youth learn to trust aga'"and todeveloptheirconfidenceandself-esteem In order to re-enter society in a responsible andmeaningfulway.The congratulations of the Board was extended to Mr.Vandecasteele as a
leader in education who has been innovative in helping students excel.
2009 October 13...2
6.RECOGNITIONS -confd
a.RON VANDECASTEELE,W.D.SUTTON -PRIME MINISTER'S AWARD -cont d
Mr.Vandecasteeie commented that it was a privilege to represent TVDSB and W.D.Sutton in
Ottawa.He extended appreciation to the many education partners including administrators,
trustees and colleagues that have supported him over the years and for their dedication in serving
at-risk students.
b.KATHLEEN COLE,WIEDWAY HIGH SCHOOL -CENTRE FOR ADDICTION AND WIENTAL
HEALTH (CAMH)AWARD
Supt P.Tufts Introduced and welcomed Kathleen Cole,a teacher and Department Head at
Medway High School.The congratulations of the Board was extended to Ms.Cole as one of
threeindividuals honoured at the Annual Fot/rt/7RRecognltion celebration forherexemplary work
in the areaof anti-violence.Supt.Tufts indicated that Ms.Cole was oneof the lead writers for
a provincial project undertaken by the Ontario Public School Boards'Association (OPSBA)in
developing violence awareness curriculum and anti-violence programs for all levels from early
years to grade 12.
Ms.Coles isan accomplished workshop/seminar presenter and has worked closely with local
experts Ray Hughes and Dr.Peter Jaffe in the areas of Violence Against Women and Media
Violence.
7.CONFLICTS OF INTEREST -No conflicts ofinterestwere declared.
8.CHAIR'S ANNOUNCEMENTS -none
9.DIRECTOR'S ANNOUNCEMENTS -none
10.PRESENTATIONS
a.REVISED TVDSB WEBSITE UPDATE
Supt.V.Nellsen introduced the presentation on the revised TVDSB website.Manager K.Young
and Public Affairs Officer R.Hoffman highlighted feature ofthe website related to subscription
capabilities.
Mr.Hoffman demonstrated how to access various areas ofthe new TVDSB homepage using
examples such as media room links and archived media news stories.He noted the list of
upcoming events that contain information which may be downloaded to the calendar as well as
a sign-up feature to remind the user of important upcoming events.The ability to customize the
calendar by choosing anyofthe categories wasalso explained.
The school-by-school and District-wide information is now more readily available and users may
access events atthe school pages.TV on Demand and TVDSB E-news are now more readily
available to parents who register for E-news.As well,each school website will have a link to their
trustees'contact information.
Trustees were advised that Public Affairs and Community Relationscontinues tocreate links on
each school page.It was suggested that with 70 percent ofthe taxpayers not having children in
school,an area mapbe included with thetrustee information.
Supt.Neilsen advised that teachers now have a site for their own webpage and that presently
1,000 teachers have created an individual page.Additional technical support for teachers and
workshops at the school level have also been requested.It was noted that search engines are
being considered,e.g.Board meeting minutes.
2009 October 13...3
11.MINUTES OF THE 2009 SEPTEMBER 22 REGULAR BOARD MEETING
a.CONFIRMATION OF MINUTES
The minutes of the Regular Board Meeting,2009 September 22 were adopted on motion of
R.TIsdale,seconded by T.Roberts.
b.BUSINESS ARISING FROM MINUTES
Trustee Sattler asked for an update regarding Item 9,Elementary Staffing,related to the 300
student enrolment increase in the secondary panel.
Exec.Supt.Sereda Indicated that Human Resource Services staff are looking at the student
enrolment increase as It translates into staffing for first and second semester.Supt.L Griffith-
Jones added that additional staff will be deployed in semesters 1 and 2.Exec.Supt.Sereda
advised that once the labour managerrient issues have been completed,school staffing
adjustments will be implemented.
12.STUDENT TRUSTEES'UPDATE -none
13.REPORTS FROM THE ADMINISTRATION
a.TVDSB ANNUAL ACCESSIBILITY PLAN 2009-2010
Supt.K.Edgar introduced the report of the TVDSBAnnual Accessibility Plan 2009-2010.She
advised that the Accessibility Directorate of Ontario was established under the Ontarians with
DisabilitiesAct,2001 (ODA)to manage the implementation ofthe ODAand to support and review
the progress of organizations withlegal obligations under the ODA.These organizations include
the Government of Ontario and all of Its ministries, municipalities, hospitals,school boards,
colleges,universities and public transportation organizations.
An AccessibilityWorking Group was organized in February, 2003 and consists of TVDSBstaff,
federation and union representation and members of community agencies.This group
collaboratively identified barriers which prevent members of the community with disabilities to
access services and programs,and also addressed ways to eliminate or prevent these barriers.
The finaldraft of the Annual Accessibility Plan,September 2009 -August 2010 for the Board was
presented and Supt.K.Edgar highlightedthe changes.It was noted that the document isto be
posted on the TVDSB website following Board approval.
RECOMMENDATION:
That the 2009-2010 TVDSB Annual Accessibility Plan be approved.
The recommendation was adopted on motion of R.TIsdale,seconded by T. Grant.
b.DECEMBER 2009 -NOVEMBER 2010 BOARD MEETING SCHEDULE
The draft schedule of 2009-10 Regular Board meeting dates was presented.The following
recommendation was approved on motion of F.Exiey,seconded by T. Grant.
That the Board meeting schedule forthe period 2009 December 1to 2010 November 30 be
approved.
2009 October 13...4
13.REPORTS FROM THE ADMINISTRATION
b.DECEMBER 2009 -NOVEMBER 2010 BOARD MEETING SCHEDULE -cont'd
THAMES VALLEY DISTRICT SCHOOL BOARD
Schedule of Regular Board Meeting Dates
2009 December 01 to 2010 November 30
DATE TIME BOARD/COMMITTEE |
2009 DECEMBER 1
8
15
7:00 p.m.
7:00 p.m.
5:00 p.m.and 7:00 p.m.
Special Board Meeting 1
Inaugural Meeting 1
In-camera and Regular Board 1
2010 JANUARY 12
26
5:00 p.m.and 7:00 p.m.
5:00 p.m.and 7:00 p.m.
in-camera and Regular Board
In-camera and Regular Board
FEBRUARY 9
23
5:00 p.m.and 7:00 p.m.
5:00 p.m.and 7:00 p.m.
In-camera and Regular Board
In-camera and Regular Board
MARCH 9
23
5:00 p.m.and 7:00 p.m.
5:00 p.m.and 7:00 p.m.
In-camera and Regular Board |
In-camera and Regular Board |
APRIL 13
27
5:00 p.m.and 7:00 p.m.
5:00 p.m.and 7:00 p.m.
In-camera and Regular Board i
In-camera and Regular Board j
MAY 11
25
5:00 p.m.and 7:00 p.m.
5:00 p.m.and 7:00 p.m.
In-camera and Regular Board 1
In-camera and Regular Board |
JUNE 8
22
5:00 p.m.and 7:00 p.m.
5:00 p.m.and 7:00 p.m.
In-camera and Regular Board
In-camera and Regular Board
SEPTEMBER 14
28
5:00 p.m.and 7:00 p.m.
5:00 p.m.and 7:00 p.m.
In-camera and Regular Board
In-camera and Regular Board
OCTOBER 12
26
5:00 p.m.and 7:00 p.m
5:00 p.m.and 7:00 p.m.
In-camera and Regular Board
In-camera and Regular Board
NOVEMBER 9
23
5:00 p.m.and 7:00 p.m.
5:00 p.m.and 7:00 p.m.
In-camera and Regular Board
In-camera and Regular Board |
It was suggested that trustees consider dates and topics that could be presented at an
Information Committee of the Whole meeting.
c.SENIOR ADMINISTRATIVE RESPONSE TO ARC 15 (BALACLAVA STREET,EDWARD
STREET,LOCKE'S AND SCOTT STREET PUBLIC SCHOOLS)
Exec.Supt.K.Dalton Introduced the Administrative response to the Accommodation Review
Committee (ARC)15 noting It has completed Its task to review accommodation issues affecting
Balaclava Street,Edward Street,Locke's and Scott Street Public Schools as approved by the
Board at Its meeting of 2008 June 10 and 2008 November 25.
Trustee Exiey,In his capacity as Chair of the Accommodation Review Committee 15,presented
a summary of Its final report.He extended appreciation to the ARC members and for the
Administrative support of Supts.K.Wilkinson and P.Tufts,Planning OfflcerG.Owens,Executive
Officer K.Bushell and Administrative Assistant C.Bain for their time,effort and commitment to
this Important process.
2009 October 13...5
13. REPORTS FROM THE ADMINISTRATION - cont'd
c SENIOR ADMINISTRATIVE RESPONSE TO ARC 15 (BALACLAVA STREET,EDWARD
STREET,LOCKE'S AND SCOTT STREET PUBLIC SCHOOLS)-cont'd
Trustee Exley advised tliat 10 committee members representing four school communities met
from 2009 January to 2009 June 22.During the course of its meetings,the Committee
considered,discussed and investigated the benefits,issues,concerns and considerations fortiie
administrative recommendation.The Committee heard one speal<er representing a community
group.
Trustee Exley advised that the final decision of the ARC was close.Concerns included the
location ofthe two schools being closed which would affect businesses in theseareasas well as
families'concern over the closing ofa neighbourhood school.However,It was agreed that the
improvements being made to Locke's and Edward Street Schools would offer a better facility for
students.
The draft Capital Plan identified a number ofaccommodation issues in the City of St.Thomas.
Permanent additions,renovations and enhancements of program space to meet TVDSB
standards for both Edward and Locke's schools were supported.
Below are the Committee's final recommendations:
1. That Balaclava StreetP.S. be closed andthe current Balaclava Street catchment area be
consolidated through boundary changes to Edward Street and Locke's Public Schools.Scott
Street pupils North of Talbot Street be accommodated at Edward Street and Dalewood area
pupils at Locke's.It was noted that the decision to close Scott Street schools was made
previously bythe Board through the ARC process.
2.That permanent additions,renovations and the enhancement of Program be made to meet
TVDSB standards at Edward and Locke's schools.
3. That Edward Street'sschool model be reorganized tomeetthe preferred Junior Kindergarten
to Grade 8 model.
4.That Locke's projected total enrolment of 2011-12 is 523 requiring OTG capacity of 523.
5. Thata Naming Committee be established for Edward St.P.S.
6.That even if numbers do not warrant,a Vice-Principals be provided for oneyearat Edward
Street P.S. to assist with students'transition to new school.
7.That the current Grade 6 students attend Locke's for Grade 7and remain through to Grade
8 graduation.
Administrative Response
Exec.Supt.Dalton presented the Administrative response to the final report of ARC 15.The
Senior Administration's response and rationale to the recommendations were outlined.She
noted that the ARC completed its process with a final public input meeting on 2009 September
23 after which the final ARC report was forwarded tothe Senior Administration for response.
Exec.Supt.Dalton reported that the Senior Administration supports recommendations 1through
5 and recommendation 7 of the report.The first six recommendations complete the
reorganization and consolidation of pupils in the City of St.Thomas to the preferred Junior
Kindergarten to Grade 8 (JK-8)model that commenced with the work of the Elgin 1and 2 ARCs
conducted during 2007 and 2008.This includes consolidating the students from Scott Street
Public School who reside north ofTalbot Street at Edward StreetPublic School.Scott StreetPS
was approved for closure asa result of the Elgin 1ARC and Scott Street PS pupils residing south
of Talbot Streetare currently attending the new John Wise Public School.
2009 October 13...6
"•ARC «,BMA0L.V.STR.ET,EPWARP
STREET,LOCKE'S AND SCOTT STREET PUBLIC SCHOOLS)-cont d
Administrative Response - cont'd
With the return of grade 7and 8pupils to their home school of Edward Street PS and the planned
classroom additions at Locke's PS,students residing in the Dalewood subdivision can now be
accommodated at Locke's PS,the nearest school to their place of residence.
The establishment of a JK-8 school at Edward Street PS would transition over the ne)rt few
vears For the 2010-2011 school year,while Edward Street PS Is being renovated,its population
would remain Junior Kindergarten to Grade 6 {JK-6)and the current grade 6 pupils would
continue to transition to Locke's Street Public School.During the 2011 -2012 school year,Edward
Street PS would include students from Junior Kindergarten to Grade 7 and the Grade 8 swdents
would remain at Locke's PS to avoid a second move for these students in two years.Edward
StreetPS would become toa JK-8 school as of 2010 September.
With the establishment of new attendance boundaries (as outlined in the recommendations)and
enrolment projections for Edward Street and Locke's Public Schools,the Senior Administration
supported the construction of permanent accommodation for the pupils at both schools.Program
enhancements to meet the Thames Valley District School Board's established standards would
be required at Edward Street PS for Physical Education,Library Resource,General Arts,and
Learning Support.As well,renovations would be required for the Administration area.At
Locke's PS program enhancements to meet TVDSB standards would include an Activity Room,
Library Resource,and Learning Support.As well,renovations would be required for the
Administration areas.
ARC 15's recommendation 6 states:
THAT even if the numbers do not warrant it,the Board provide a Vice-Principal for a
minimum of one year at Edward Street Public School to assist with the transition of students
to their new school.
Senior Administration would support the appointment of a temporary Vice-Principal at Edward
Street PS if a 2011 September opening would not be possible on the Edward Street PS site and
the students were organized temporarily at two sites until the construction was completed.This
has been the practice of past transitional arrangements and would remain in effect if similar
circumstances occurred at Edward Street PS.
The motion to establish Design Committees for the proposed capital improvements at Edward
Street and Locke's Public Schools are in accordance with the Thames Valley District School
Board's desire to involve the school community in the design of the new student accommodations
and program enhancements.
Naming Committees are established to allow each school community to decide if the name of the
school should be changed with the consolidation of pupils.Should it decide to change the nar^e
of the school,the Naming Committee has the opportunity to recommend potential names to the
Board for consideration.
Exec.Supt.Dalton explained that Recommendation 11 discharges the ARC as per the Board's
procedure on Pupil Accommodation and Facility Organization.Appreciation was extended to the
ARC members and Board personnel who provided an invaluable resource to the Committee.The
work completed,the time spent,and the careful deliberations of the members contributed to
providing the maximum program opportunities for the maximum number of students.
2009 October 13...7
13. REPORTS FROWl THE ADMINISTRATION -confd
c.SENIOR ADMINISTRATIVE RESPONSE TO ARC 15 (BALACLAVA STREET,EDWARD
STREET,LOCKE'S AND SCOTT STREET PUBLIC SCHOOLS)-cont'd
Administrative Response - cont'd
The recommended timelines presented indicated a 201 Uune closure ofBalaclava Public School
and the 2011 September consolidation of pupils at Edward Street and Locke's Public School.It
was requested that these timeline be considered at the Board meeting of 2009 December 15.
RECOMMENDATIONS:
1. Thatthe students of Balaclava Street Public School be accommodated at Edward Street
Public School;and
That Balaclava Street Public School located at20 Balaclava St.,St.Thomas,N6P 3C2,be
closed and declared surplus effective2010 June.
2. ThatthestudentsofScottStreet Public School,north of Talbot Street,be accommodated
at Edward Street Public School;
3.That the Junior Kindergarten to Grade 6 students residing in the Dalewood subdivision
presently being accommodated at Edward Street Public School be accommodated at Locke s
Public School;
4.That permanent additions,renovations and enhancement of Program space be made to meet
TVDSB standards for Edward Street and Locke's PublicSchools.
5.That Edward Street Public School be reorganized to meetthe TVDSB preferred Junior
Kindergarten to Grade 8 model.
6.That theGrade 6 students currently attending Edward St.Public School attend Locke's Public
SchoolforGrade 7 and remainthroughto Grade 8 graduation.
7.That,effective 2011 September,the school boundary for Edward Street Public School
commence atthe centre line of Talbot Street and the centre line of 1®^Avenue,thence in a
northerly direction along the centre line of 1'^Avenue to the intersection of the centre line of
1 Avenue and the centre line of Highway 3;thence in a westerly direction along the centre
line of Highway 3 to the intersection of the centre line of Highway 3 and the Kettle Creek;
thence in a southerly direction along the Kettle Creek to the intersection of the Kettle Creek
and the centre line ofTalbot Street;thence in an easterly direction along the center line of
Talbot Street tothe intersection ofthe centre line of Talbot Street and 1®*Avenue.
8 That,effective 2011 September the school boundary for Locke's Public School commence
atthe centre line of Talbot Street and the centre line of 1®'Avenue;thence in a northerly
direction along the centre line of 1®'Avenue to the intersection of the centre line of 1®'Avenue
and the centre line of Highway 3;thence in a westerly direction along the centre line of
Highway 3 to the intersection of the centre line of Highway 3 and the City of St.Thomas
Municipal Boundary line;thence in a generally northerly direction along the City of St.
Thomas Municipal Boundary line to the intersection of the City of St.Thomas Municipal
Boundary line and the centre line of Ron McNeil Line;thence in an easterly direction along
the centre line of Ron McNeil Line to the intersection ofthe centre line of Ron McNeil Line
and therear lot line of the properties fronting on the west sideof Highbury Avenue;thence
in a southerly direction along then rear lot line of the properties fronting on the west side of
Highbury Avenue to the intersection of the extension of the line of the properties fronting on
the west side of Highbury Avenue and the rear lot line of the properties fronting on the south
and west side of Centennial Avenue;thence in a southerly direction along the rear lot line of
the properties fronting on the west side of Centennial Avenue to the intersection of the rear
2009 October 13...8
13.REPORTS FROWI THE ADMINISTRATION - cont'd
c SENIOR ADMINISTRATIVE RESPONSE TO ARC 15 (BALACLAVA STREET,EDWARD
STREET,LOCKE'S AND SCOTT STREET PUBLIC SCHOOLS)-cont'd
RECOMMENDATIONS -cont'd
lot line of the properties fronting on the west side of Centennial Avenue and the rear lot of the
properties fronting on the north side of Talbot Street;thence in a westerly direction along the
rear lot line of the properties fronting on the north side of Talbot Street to the intersection of
the rear lot line of the properties fronting on the north side of Talbot Street and the centre line
of Yarmouth Road;thence in a southerly direction along the centre line of Yarmouth Road
to the Intersection ofthe centre line of Yarmouth Road and the intersection ofthe centre line
of Talbot Street;thence in a westerly direction along the centre line of Talbot Street to the
intersection of the centre line of Talbot Street and the centre line of 1'^Avenue.
9.That Design Committees be appointed for Edward Street and Locl^e's Public Schools.
10.That Naming Committees be established for Edward Street and Locke's Public Schools.
11. That Accommodation Review Committee 15 be disbanded.
The following motion was moved by F.Exley,seconded by T.Grant and carried;
That Recommendations 1 through 10 of the Senior Administrative response to ARC 15 be
deferredto the 2009 December 15 Board meetingforconsideration.
Recommendation 11 was adopted on motion of F.Exley,seconded by T.Grant:
That Accommodation Review Committee 15 be disbanded.
d. ACCESS CANADA ^
Exec.Supt.Dalton provided background Information regarding Access Canada and the copynght
board ruling resulting In the Invoices cun-ently being received by school boards.She advised that
the $2.50 per student was charged for the rights to copy material needed in teaching lessons.
This fee was reviewed by the Courts and ruled as an insufficient amount to compensate the
originators of the materials and an amount of $5.16 per pupil was approved with retroactive
payments from 2005.Subsequently,the copyright board discounted the amount to $4.64 per
student from 2005 to 2008.A review ofthe Access Copyright formula indicates thatit complies
both with the tariff and with general accounting practices and as such,the invoices are in order.
For TVDSB the copyright bill is $828 563.54 for last year and $393 000 for next year.
Exec.Supt.B.Greene advised that the Board has received an invoice for $828 563.54 with one-
half of the amount due by the end of 2009 October and the next instalment in 2010 April.He
noted that Ontario school boards have requested that the Ministry of Education assist with
funding to address the retroactive amount.Exec.Supt.Greene indicated that the Board has
spent about $200 000 on copyright fees In the past with half taken from a central expense
account and the other from operating accounts for schools.With the new copyright charges
estimated at $393 000 a year,Financial Services will be considering strategies to address both
the increase and the backlog.A report will be brought tothe Board oncethe Ministry response
is received.
Trustee Roberts indicated thatthe Ontario Public School Boards'Association (OPSBA)Board
of Directors and its partner Associations OCSTA,AC£PO and AFOCSC have taken a strong
position on this issue and communicated with the Ministry to secure a commitment that the
Ministry will cover thecost ofthe retroactive payments.
2009 October 13...9
14.DEFERRED MOTION FROM 2009 SEPTEMBER 22
The following motion was deferred from 2009 September 22 to the 2009 October 13 Board meeting:
Thatthe draft,revised Board meeting agenda format be approved as presented.
Chair Stewart referred to the earlier presentation on the revised website noting that trustees now
havea more efficient electronic vehicle to access information onall TVDSB schoolsandevents. He
indicated that specific items,formerly presented under Departmental Updates (e.g.Occasional
Elementary and Secondary Teachers,etc.),will continue to be brought to the Board by the
Administration.Director Tucker Indicated thatthe proposed new Board meeting agenda format will
ensurethat more school/program focussed information flows tothe Board in a timely manner.
The recommendationwas adopted on motion ofT. Roberts,seconded byT.Grant.
15.REPORTS OF COMMITTEES
a. REPORTOFTHE SPECIAL EDUCATION ADVISORY COMMITTEE 2009 September 14
6:40 -8:46 p.m.
Members Administration and Others
J.Bennett,Trustee (Chair)K.Edgar,Superintendent of Education,
T.Grant,Trustee Special Education
R.Tisdale,Trustee J-Johnston,Learning Supervisor,
M.Barbeau,VOICE for Hearing-Impaired Children Special Education
S.Cassell,The Learning Disabilities Assoc.of Ontario-L.Carswell,Elementary Principal
London Region (alt)R-Culhane,Elementary Principal
D.Ensing,Assoc.for Bright Children V.Towell,Secondary Vice Principal
C.Thammavongsa,Assoc.For Bright Children (ait)J.Van Bommel,Secondary Principal
S. Fox, Children's Aid Society of London and Middlesex
(alt)
J. Gritzan,Thames Valley Children's Centre
B.Harvey, Epilepsy Support Centre
A. Morse,Easter Seal Society
D.Smith,Thames Valley Council of Homeand School
Associations
S.Wilson,Community Living Education Committee
B.Montminy,MadamVanier Children's Services
A. Morell,School Council
Regrets:A.Loebus,London Down Syndrome Association,J.Van Bommel,Secondary Principal
Absent:D.Lee.The Learning Disabilities Assoc.of Ontario -London Region,G.McGahey,
Chippewa of the Thames First Nation Board of Education,M.Muir -Autism Ontario
Visitor:J. Wright, Autism Ontario
1. CALL TO ORDER
The meeting was called to order at 6:40 p.m.in the London Room at the Education Centre.
Trustee Bennett welcomed the committee backto another school year.Introduced tothe
committee were Superintendent of Education and Special Education,Karen Edgar;Leanne
Merner Corporate Services Assistant;and Riley Culhane,Principal of Bishop Townshend
Public School.Committee members introduced themselves.
2009 October 13...10
15. REPORTS OF COWIMITTEES - cont'd
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COWilWITTEE -cont d
2.CONFIRMATION OF AGENDA -The agenda was confirmed as printed.
3.CONFLICTS OF INTEREST -There were no conflicts of Interest declared.
4. REPORT OF THE MEETING FROM 2009 JUNE 2
The report ofthe meeting of 2009 June 2 was approved as printed.
The Committee requested updates on item #6 -Preliminary Budget and #8 -Special
Education Plan.It was noted thatthe budget is still being worked on and.related to Item 8,
there were no cuts to staffing and the Special Education plan was approved on June 8as
written.
5. ELL SPECIAL EDUCATION PROTOCOL
Exec Supt.L.Elliott introduced L.Pressey,Learning Supervisor for Languages and J.
Robinson,Learning Coorindator for ELL,to present the draft English Language Learners
(ELL)Special Education Protocol.Two hand-outs were distributed-3-Tier ELL-Special
Education Protocol and English Language Learner -Special Education Protocol.The
Committee was asked to send their input to J. Robinson.
The Committee was advised thatthe protocol was developed by an interdepartmental team
of Special Education teachers,ESL/ELD teachers.Psychological Services staff,Speech and
Language staff,and Learning Coordinators.It is of particular interest to the TVDSB schools
working with English language learners.
The Ontario Ministry of Education released its first-ever comprehensive policy on ELLs which
makes clear the expectation that boards areto provide the best possible support for new
students who are learning English atthesame time they are learning the Ontario curriculum.
Thames Valley District is meeting or exceeding most of the expectations outlined in the ELL
policy with a few that Program Services are taking steps to address.
The ELL policy states In Section 2.3.3,pg.18,that "School boards will develop a protocol for
identifying English language learners who may also have special education needs"and in
Section 2.3.4,pg.19,that "if information from the student's home country,from initial
assessment,or from early teacher observation indicates thatthe student may have special
education needs,the student will be referred tothe appropriate school team."Based onthe
policy,the TVDSB Special Education and ESL/ELD offices have worked together to create
a Board-specific ELL-Speciai Education Protocol.
Within the two documents,the importance of engaging in a "Response to intervention"
process for school-based teams is described.This will ensure that,when appropriate,
simultaneously support is available from Special Education and ESL/ELD for ELLs who are
experiencing significant difficulties.
The Committee was advised that there are many factors to consider when making
determinations about learning exceptionalities and ELLs.It Isa complex areathatIs difficult
to navigate,and,sometimes results in either restricting Special Education services for ELLs
or over-identifying them becauseof reasons that might bea result ofthe Second-language
acquisition process.Approximately 10-12%of the general school population has been
identified with exceptionalities (including giftedness).The proportion of ELLs with
exceptionalities are not mutually exclusive requiring that somestudents receive support from
both ESL/ELD and Special Educationservices.
2009 October 13...11
15.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE - cont'd
5.ELL SPECIAL EDUCATION PROTOCOL -cont'd
The Committee reviewed the three tiers on the 3-Tier ELL -Special Education Protocol
reference sheet. At TVDSB,all ELLs receive support inTier I - UniversalServices. Ifa
student does not complete the progress that is expected in Tier I,then the teacher and
ESL/ELD teacher maymovethestudent toTier II for support.Tier II continuesto focus on
the support in the Response to Intervention (RTI)process.There isa formal investigation
that includes information such as classroom evidence,assessment records,and interviews
with the student and parent/guardian.Itis important that teachers formally documentthe
intervention and outcomes.
In the Resources Guide,there isa suggested organizeras well as a completedsample.The
organizer is meant to help teachers separate their observations into those thatare likely
associated with learning a new language and those that have the hallmarks of learning
exceptionalities.
The Committee was advised that once the results ofthe appropriate intervention strategies
have been documented,the teacher may choose to request a Program DevelopmentTeam
meeting todraw upon the strengthsof all personnel available at the school.The Resource
Guide states that itis absolutely essential that PDTs that are considering the progress of
ELLs seek out and include the expertise ofan ESL/ELD teacher or Learning Co-ordinator.
If appropriate strategies have been exhausted and the PDT members agree that more
significant support is required,the student is moved tothe support of Tier III -Intensive
Interventionswhichincludea referralofthe ELL to Support Services.To help teachers and
PDTs when working through the process for ELLS,an appendix is included with the
document.
Program Services will beableto confirm thatthe Protocol is having its intended effect when
the following outcomes are observed:
a. a cumulative portfolio documenting the student's academicstrengths and needsis
maintained;
b.school team meetings reflect greater knowledge of the needs of culturally and
linguistically diverse students;
c.evidence of ongoing program adaptations in a supportive learning environment is
documented;
d.all stake-holders (classroom teacher(s),parents.ESL/ELD teacher(s),Learning Support
teachers,psychologists)are part of the decision making team when an ELL is
experiencing ongoingacademic difficulties;
e.ELLs with Special Education needsare accessing services from both ESL/ELD and
Special Education programs simultaneously,even when they have recently arrived in
Canada;
It was noted that Program Services would like to plan for distribution and in-servicing of
the ELL-Special Protocol this fall.ESL/ELD teachers and LSTs will be in-serviced onthe
Protocol and will participate in a mock team meeting that will plan interventions for
fictional ELL students who are experiencing significant difficulty.
2009 October 13...12
16.REPORTS OF COWIWIITTEES -cont'd
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COIWiyilTTEE -cont d
6.BUSINESS ARISING FROM THE REPORT OF2009 JUNE 2
a.Accessibility (AODA)Draft Policies and Procedures
Supt.K.Edgar distributed a copy of tlie draft Accessibility Standards for Customer
Services policy noting it is to be in place by January 2010.Siie advised that several
procedures are being developed to support the draft policy.
Discussion surrounded the Use of Service Dogs procedure referenced in the policy.It
was noted that the dogs must be trained and have up-to-date vaccinations.There are
liability issues to consider as well as the education of staff and parents about working
dogs in schools.
The documents will be taken tothe next Policy Working Committee meeting on 2009
September 22 seeking permission to post them on the Board's website for 60 days for
public input.It was suggested that L.Merner e-mail the Committee notifying members
when the policy has been posted and include a link totheweb page.
b.TVDSB Website
Committee members were advised thatthe Board launched its revised website on 2009
September 1.The new website address is vww.tvdsb.ca.Each department has been
asked to move their information tothe new website and training has been provided.
It was noted that the Special Education website Is easy to navigate,comprehensive and
will be kept up-to-date with many interesting links.Any questions are to be fonArarded
to K.Edgar or J.Johnston.
7.COIVIIVIUNICATION GUIDE DISTRIBUTION STRATEGY
J.Johnson described the following strategies to distribute the Communication Guide noting
itis also available on the Board's website:
a.through Learning SupportTeacher meetings;
b.through principals early in the school year;
c.through a memo to parents with first term lEP students during the first 30 school days;
d.through a newsletter that highlights Special Education Items;
e.through an announcement in the TVPIC newsletter.
8.lEP AND COMMUNICATION FOR SUCCESS WORKSHOPS
a.Workshops
Last year,lEP and Communication for Success workshops were held which received
very positive feedback although attendance was low.The material from the workshops
may be made available to schools in PowerPoint form for use with school and community
groups.Program Services will respond to requests from parent support groups for the
Information.However,it was suggested that a Board representative attend these
meetings.Last year,SEAC set three goals on which to focus.This was on one of them.
The goal was accomplished.
b. Individual Education Plan (lEP)
The Committee reviewed thedraft Individual Education Plan (lEP)ResourceGuideand
the draft Identification Placement and Review Process (IPRC)Resource Guide for
revisions,looking to distribute the resource guides to schools assoonas possible.Any
further revisions orcomments are to be forwarded to J. Johnston. She will bring these
revised Guides back to the Committee.
2009 October 13...13
15.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE SPECIAL EDUCATIONADVISORY COMMITTEE -cont'd
8.lEP AND COMMUNICATION FOR SUCCESS WORKSHOPS -cont'd
c.Identification,Placement and ReviewCommittee (IPRC)Meetings
The Committee was advised that invitation letters are sent to parents toattend an IPRC
meeting regarding their child.It was noted that often when parents receive the letters,
they think that the decision regarding placement has already been made.However,this
letter Is intended to let parents know about the meeting and recommendation for
placement.
J.Johnston and A.Morse will revise the letter to be more clear and willbring the draft
back back to the Committee.
9.SPECIAL EDUCATION STAFFING UPDATES
Committee members were advised ofthe following Special Education staffingupdates:
a.Candace Brunette - Aboriginal Education Advisor;
b Bev Noblefor Rosine Salazer - Learning Supervisor - School &Community Services
(LOA)
c. Karen Masson -Learning Coordinator
d.Susan Nugent - Learning Coordinator
e.Craig Read -Attendance Counsellor,Social Work and Attendance Services,
representativeat the New Youth Mental Health Court
f.Steve Hicks for OliviaPrevil- Learning Coordinator (LOA)
Itwas noted that there are no changes to Section 2.11 Inthe Special Education Plan.
10.SPECIAL EDUCATION CLASS UPDATES
Discussionsurrounded Capital Planning and the desire to build a newsite with appropriate
accommodations for offices and classes.The Stoney Creek Elementary School, to be
constructed by September 2010,will include a developmental class. Spaceis being sought
for the Deaf and Hard of Hearing students as well.
11.ANNUAL ACCESSIBILITY PLAN 2010
Itwas notedthatthe Annual Accessibility Plan for 2010 mustbe submitted tothe Ministry by
September 30,2009.The original plan was written in 2003-04.Each year the Plan is
updated noting the addition of,or intention to install,accessible bathrooms,accessibility
ramps and automated door openers.The revised plan will gotothe Board on September 22
for trustees'information.
12.FORUM:ASSOCIATION UPDATES -none
13.FUTURE MEETING DATES
The following meetings were scheduled:
Monday,October 5, 2009 - 6:30 p.m.
Tuesday,Novembers,2009 - 11:45 a.m.
Tuesday,December 1,2009 -11:45 a.m.
Tuesday,Januarys,2010 -11:45 a.m.
Tuesday,February 2,2010 -11:45 a.m.
Tuesday,March 2, 2010 -11:45 a.m.
Monday,April 12, 2010 - 6:30 p.m.
Monday, May3,2010 - 6:30 p.m.
Tuesday,June 1,2010-11:45 a.m.
2009 October 13...14
15.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd
14.FUTURE AGENDA ITEMS
The following agenda items for future meetings were suggested:
a.Craig Read to discuss his role as liaison to the New Youth Mental Health Court;
b.Goal setting;
c. SEAC protocol;
d. Mental health activity update;
e.Request for regular grant totals from Ministry around the audit;
f. Transportation protocol.
There will be public input sessions held atThames Secondary School on September 17 and
at Sir George Ross Secondary School on November 5 regarding the current accommodation
review.All requests to present to the ARC are to be sent to S.Piltman at
s.Diltman@tvdsb.on.ca.
16.ADJOURNMENT
The meeting adjourned at 8:46 p.m.
RECOMMENDATIONS:None
J.BENNETT.
Chairperson
b.REPORT OF THE POLICY WORKING COMMITTEE 2009September22
MEMBERS ADMINISTRATION AND OTHERS
T.Grant (Chair)S.Doub B.Tucker S.Christie
J. Bennett R. Tisdale K.Daiton G. Owens
P.Jaffe (3:17)B.Greene C.Bear
K.Bushel!K.Edgar
Trustee Visitors: G. Hart, S.Peters,T.Roberts L.Elliott
1.APPROVAL OF AGENDA - The agenda was approved by motion.
2.CONFLICTS OF INTEREST-none declared
3.COMMITTEE REPORT OF JUNE 23.2009.AND TRACKING SHEET-provided for
information
4.COMMITTEE MEETING PROTOCOLS
Copies of the Committee's meeting protocols were distributed for members'infonnation.
5. NEW POLICIES/PROCEDURES UNDER DEVELOPMENT -none
2009 October 13...15
15.REPORTS OF COWIMITTEES -cont'd
b.REPORT OF THE POLICY WORKING COIWWIITTEE -cont'd
6.DRAFT POLiCY/PROCEDURES TO COMMITTEE
a.Pupil Accommodationsand Facility Organization
K.Dalton,B.Greene, P.Tufts,K.Bushell,G. Owens and C. Bearjoinedthe meeting
todiscuss amendments tothe Pupil Accommodation and Facility Organization procedure
and to presentthe draft new policy in this regard.The Committee was advised that
feedback to the Ministry of Education's Pupil Accommodation Review Guidelines
supported the principle of strengthening consultation and decision-making processesat
schoolboards while supporting improved transparencyof decision-making,meaningful
community engagement, and outcomesthat will benefit currentand future students.
Exec.Supt.Dalton walked the Committee through the proposed amendments to the
procedure and described the draft policy.Some further revisions were suggested.In
Section 2.2.3, itwas notedthat the community member couldbe a citizen or municipal
representative.It was suggested and agreed that the Accommodation Review
Committeescontinue to provide an opportunity for municipal leaders to.participateon the
ARCS ina separate capacity fromthe community members.
Thefurtherrevisionstothedraft policy and revisedprocedure will be broughtbacktothe
Committee at its next meeting forapproval to post to the website for public input.
b.Trustee Expenditure Guidelines
Exec.Supt.B.Greenespoketothe Ministry of Education Trustee Expenditure Guideline
recently published.He advised that itis necessaryto separate out the expenditure
guidelines forstaffand trustees underthe Board's current Expense Reimbursement
procedure.He noted that two models for approval ofexpensesare available toboards-
the Chair of the Board approving trustee expenses or the Exec. Supt. of Business
approving the expenses. The latteristhe process currently in place.
Exec.Supt.Greene advised that boards are expected to have their new or amended
policies posted on their websites or made publicly available by December 31,2009.He
will prepare the documentsfor consideration at the next meeting.
c. AODA Policy and Procedures
Exec.Supt.L.Elliott and Supt.K.Edgar joined the meeting to present draft policies and
procedures related to the Accessibility for Ontarians with Disabilities Act Supt.Edgar
described the draft policy on Accessibility Standards for Customer Services and the
following draftprocedures required to be in place by December,2009:
Monitoring and Feedback on Accessibility Standardsfor Customer Service;
Notificationfor Disruption of Customer Service;
Training on Accessibility Standards forCustomer Service;
Use of Service Animals bythe General Public;
Use of Service Dogs by Students/Staff;
Use of Support Persons.
Suggested revisions were offered to the documents and approved for posting to the
Board'swebsitefor public input.The following motion was moved and carried:
That the draft policy and procedures on Accessibility Standards for Customer
Services be postedtothe Board'swebsitefor60 daysfor public input.
2009 October 13...16
15. REPORTS OF COMMITTEES- cont'd
b REPORT OF THE POLICY WORKING COWIWIITTEE -cont'd
6.DRAFT POLICY/PROCEDURES TO COMMITTEE -cont'd
c.AODA Policy and Procedures-cont'd
Director Tucker advised the Committee that the disability plan will be provided to trustees
at the September 22 Board meeting for information and brought to the Board for approval
on October 13.
7.DRAFT POLICY/PROCEDURES REQUIRING ADDITIONAL CONSIDERATION -none
8.APPROVED POLICIES/PROCEDURES UNDER REVISION TO COMMITTEE
a.Transportation Policy -deferred to next meeting
b. Attendance Areas forStudents - deferredto next meeting
9.POLICY/PROCEDURE-POSTED FOR PUBLIC INPUT - none
10.POLICY/PROCEDURES -TO COMMITTEE FOLLOWING PUBLIC INPUT -none
11.DRAFT/APPROVED POLICY/PROCEDURES REQUIRING FURTHER CONSIDERATION -
none
12.POLICIES/PROCEDURES REFERRED TO BOARD - none
13.OTHER BUSINESS -none
14. DATEAND TIMEOF NEXT MEETING
The next meeting is scheduled for Tuesday,October 27,2009,at 3:00 p.m.at tlie Education
Centre.
15.ADJOURNMENT - The meetingadjournedat 4:50 p.m. by motion.
RECOWIMENDATIONS:None
T.GRANT,
Chairperson
c.REPORT OF THE LONG-TERM COMMUNITY PARTNERSHIPS COMMITTEE
2009 September 23
3:15-4:30 p.m.
MEMBERS
J.Bennett T.Roberts
F.Exiey P. Sattler (Chair)
Regrets:P.Jaffe
Trustee Visitor: T.Grant (-4:35)
ADMINISTRATION AND OTHERS
B.Tucker
K.Wilkinson
S.Hughes
S.Lawrence
S.Dodds
1.APPROVALOF AGENDA- The agenda was approved.
2. CONFLICTS OF INTEREST -none declared
S.Christie
P.MacKenzie
P.Sodor
K.Young
K.Bushell
2009 October 13...17
15.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE LONG-TERM COMMUNITY PARTNERSHIPS COMMITTEE -cont'd
3.MINUTES OF THE APRIL 8, 2009,MEETING -approved as printed
4. BUSINESS ARISING FROMTHE APRIL 8.2009,MEETING
a. Childand Youth Network Staffing &Funding Update
Director Tucker advised that Charles Pascal will be meeting with the Child and Youth
Network on October 1 and invited trustees to attend. Itwas agreed that K.Young will
send an invitation to trustees.
b.City of London Poverty Initiative Update -No report was submitted.
5. PARKSIDE C.I. TRACK ENHANCEMENT PROPOSAL
K.Wilkinson,S.Hughes,P.MacKenzie,K.Bushell,P.Sodor and parents S.Lawrence and
S.Dodds joined the meeting to discuss a proposal to upgrade the track at Parkside C.I.in
St.Thomas.Trustee Exiey advised thatthe proposal includes adding tolanestothe track
to increase itsuse by the school and community,as well as building a field house,improving
the bleachers and lighting and possibly artificial turf.A community committee has been
formed to pursue the proposal.
Parent representatives S.Dodds and S.Lawrence described the need for and potential use
of the track improvements.It was noted that $200,000 has been earmarked for the project;
however,significant additional funds are required to see it to completion.The next steps to
move the project forward and proceed with fund raising were sought.The role of the sub
committee and how to amalgamate the community fund raising and board support was
questioned.It was clarified that the City ofSt Thomas feels that the initiative isa Thames
Valley project and responsibility.
K.Bushell described the history ofthe track and plans for resurfacing overthe past two
years.He advised that the original $200,000 was set aside and is available to use for the
project and would be tendered accordingly.Damaged portions of the sub-base would be
removed and the trackresealed.It isestimatedthat $450,000 is required to develop an 8-
lane track.
Supt.K.Wilkinson noted that the 6-lane track on natural turf is the Board standard.Any
additional enhancements would be the responsibility ofthe community and would require
approximately $250,000 in fund raising for the field house,lighting,fencing,etc.It was noted
that artificial turf is not recommended for Board tracks.
Director Tucker clarified that a chequeto the Board or to the Thames Valley Education
Foundation Board of Directors is preferred in order for tax receipts tobe issued.It will be
necessary for the TVEF to consider supporting fund raising for a specific school.He
emphasized that the track is Board property with use to be approved by the Board.
Donations maynotbe refunded if fund raising falls short.
Supt.K.Wilkinson noted that it is not possible for grants to be sought for one school and not
others where Thames Valley is the lead applicant.It was noted that the group wants to have
the school council pursue the project andt was asked if the group could partner with the
TVEF to seeka grant.Supt.Wilkinson advised that it is up to the board to determine what
the best school projects are within the system.She stressed that the board will wait to
pursue the enhancements until sufficient fund raising is available.Ms.Dodds noted that it is
unlikely that the group could fund raise sufficiently and wished to pursue available grants.
2009 October 13...18
15. REPORTS OF COWIWIITTEES - cont'd
c REPORT OF THE LONG-TERM COWIWIUNITY PARTNERSHIPS COMWIITTEE -contd
5.PARKSIDE C.I.TRACK ENHANCEMENT PROPOSAL -cont'd
Director Tucker indicated that it will be necessary for him to speak with the TVEF regarding
afunding partnership and advised that it will be necessary to have monies in hand before the
project may move forward.Regarding signage,he noted that the Board's position on
corporate signageisunder consideration.
Supt.Wilkinson advised that it was the group's intention to have an external entity (e.g.Pay
Pal)receive the funds and issue the tax receipts through a website as a third party.She
stressed that asa gift for schools,the funds must be used for the project that it was originally
intended which raises the concern of whether sufficient funds can be raised for the project.
It was suggested that members of the planning committee,principals,and a finance
representative attend a meeting to discuss the issues related to issuing tax receipts,third
party involvement and setting up a website.
6.PROPOSED JOINT CITY OF LONDON/TVDSB PARTNERSHIP -deferred to next meeting
7.BOARD-COMMUNITY PARTNERSHIPS IN SUPPORT OF THE WHOLE CHILD
RESOURCE -deferred to next meeting
8 MOE MEMO -ENCOURAGING FACILITY PARTNERSHIPS
Director Tucker advised that a response is being prepared to the Ministry Memo
"Encouraging Facility Partnerships"which is seeking to encourage school boards to work with
their community partners to maximize opportunities to share facjlities when building new
schools and undertaking significant renovations,and when considering the use of unoccupied
space in schools.Chair Sattler asked that a joint response of the Senior Administration and
trustees be developed.It was agreed that the memo will be copied to trustees along with the
administrative draft for trustee input.Board feedback is requested by the MOE by October
9.2009.
Various components and issues were discussed.Director Tucker will draft the joint response
fortrustee approval and submission tothe MOE.
9 COMMITTEE MANDATE REVIEW
Chair Sattler led the committee through a review of its mandate as it relates to the
Partnerships and Sponsorships policy.It was suggested that the policy set apart the board's
partnerships (facilities and program)and sponsorships.
The following suggestions were offered:
-that the Policy Working Committee review the current policy with a view to separating out
sponsorships and developing a new Partnerships policy which addresses the two
components of facilities and program and includes the role of the Committee;
that the Acceptance of Gifts policy be included with the revised Sponsorship policy;
- thatthe Committee be apprised of partnership requestsmadetothe Director;
-that Program Services provide an annual review of partnerships in which the Board is
involved;
- thatthe Committee mandatebeamendedto include astatementthatthe Committee will
review with the Director all system-wide and school-based partnerships over$50,000 and
promote,encourage and review mutually beneficial partnerships.
2009 October 13...19
15.REPORTS OF COWIWIITTEES -cont'd
c.REPORT OF THE LONG-TERM COIUIWIUNITY PARTNERSHIPS COWIWIITTEE -contd
9.COMMITTEE MANDATE REVIEW -cont'd
It was agreed to defer further discussion of the revisions to the mandate to the next meeting
at which time itwill look atthe role ofthe committee in implementing the policy.It is intended
that the policy will formalize the role of the committee supported by the mandate.
10.CITY OF LONDON MOTION RE "SMART MORATORIUM"-deferredto next meeting
11.OTHER BUSINESS -none
12.FUTURE MEETING DATES
The next meeting was scheduled for 4:30 p.m.on October 6 In the Trustee Conference
Room.
13.ADJOURNMENT
The meeting adjourned at 5:20 p.m. by motion.
RECOMMENDATIONS:None
P.SATTLER,
Chairperson
d. REPORTOFTHE LONG-TERM COMMUNITY PARTNERSHIPS COMMITTEE
2009 October 06
4:37-6:20 p.m.
MEMBERS
P.Sattler (Chair)
J.Bennett
F.Exiey
P.Jaffe
T.Roberts
Trustee Visitors - T.Grant,R.Tisdale (5:04)
ADMINISTRATION AND OTHERS
B.Tucker
K.Dalton
K.Bushell
A.Orslnl
S.Christie
S.Powell
R.Telchrob
1.APPROVAL OF AGENDA
The agenda was approved.
2.CONFLICTS OF INTEREST -none declared
3.REPORT OF THE MEETING OF SEPTEMBER 23,2009
The 2009 September 23 meeting report was approved as written by motion.
4.BUSINESS ARISING FROM THE SEPTEMBER 23, 2009,MEETING
a.MOE Memo -Encouraging Facility Partnerships Draft Administrative Response
Trustee Sattler advised that an initial Board response has been drafted related to
concerns around the Ministry of Education Facility Partnerships policy described in its
recent memo "Encouraging Facility Partnerships".She noted the distinction made at
OPSBA between Ministry-Rated Capacity (MRC)and on-the -ground capacity (OTG),
and the need toreduce MRC inorderto reducesurplus inventory without affecting top-up
funding.
2009 October 13-20
16. REPORTS OF COMMITTEES - cont'd
d REPORT OF THE LONG-TERM COMMUNITY PARTNERSHIPS COMMITTEE -contd
4 BUSINESS ARISING FROM THE SEPTEMBER 23,2009,MEETING -cont'd
a.MOE Memo -Encouraging Facility Partnersiiips Draft Administrative Response-
cont'd
The ability to continue to receive the top-up funding was discussed and is being pursued
by OPSBA.Director Tuci<er indicated the concern that it is contingent on the Board to
actively solicit partnerships.As well,it is unclear what happens if the Board enters into
a community partnership to provide enhancements and the partner does not have the
funds in future to meet their obligations.
Director Tucker advised that the draft response wili be amended related to MRCs and
will be emailed to trustees.The draft response and OPSBA draft letter tothe MOE will
be provided totrustees in their information package.
b.Committee Mandate Review
Committee Chair Sattler described the background to reconsidering the Committee's
mandate.She noted that an alignment between the Board's policy on Partnerships and
the role ofthe committee is being recommended.It will be recommended tothe Policy
Working Committee that the Partnerships and Sponsorships policy be separated to two
documents.The Partnership policy will look at program and facilities and will determine
what is appropriate to be brought to the Long-term Community Partnership Committee.
It was suggested that significant partnership proposals should come through the Director.
The following suggestionswere clarified:
-that Program Services provide an annual review of partnerships in which the Board
is involved:
- thatthe Committee be apprised of partnership requests madetothe Director.
It was agreed that an annual overview of major program partnerships will be included on
the agenda of the new committee each year,usually at the first meeting.It was further
agreed that the Director will bring partnership requests to the attention of the committee
as deemednecessaryand appropriate,rather than all partnership requests.
The following draft mandate was developed and approved by motion:
The Long-term Community Partnership Committee:
reviews and explores possible community partnerships atthe request ofthe
Director of Education to enhance student achievement and facilitate the
Board's long-term operational planning through the sharing ofresources and
receives annual presentations aboutexisting Board partnerships,usually at
the first meeting of the Committee.
Furtherrevisions will be considered onceamendmentsaremadetothe Partnerships
and Sponsorships policy.
c.Partnerships and Sponsorships Policy Review -deferred to next meeting
2009 October 13...21
15.REPORTS OF COWIWIITTEES -cont'd
d. REPORTOF THE LONG-TERM COMMUNITY PARTNERSHIPS COMMITTEE - cont'd
5.INGERSOLL EDUCATION PARTNERSHIP PROPOSAL
Exec.Supt.K.Dalton,Executive Officer K.Bushell and Principal S.Powell joined the meeting
to discuss an Ingersoll Education Partnership proposal.Exec.Supt.Dalton described the
baci<ground to the proposal noting theTown of Ingersoll had put together a strategic plan on
the vision ofyouth for the Town.Asaresult,many initiatives have move forward.TheTown
approached the Board as it entered into discussion with Conestoga College for retraining and
a campus site for Conestoga in Ingersoll.They next approached Ingersoll DC!as a three-
way partnership for retraining opportunities for secondary and post secondary students.
Meetings have been held with the stakeholders in preparation to bring the proposal to the
committee.
K.Bushell advisedthata stimulus packageof funds was received in theamountof $600,000
to build a centreandhas been delayed tonext fall.The College wantstoconductadultcredit
courses in a classroom setting ratherthana shopsettingand isseeking3-4classroomsas
well as storage and a computer lab.He noted that it may bea simple lease agreement but
a partnership agreement is preferred drafting the agreement In such a way to expand it and
Include the ability to make building modifications.
Conestoga College Is anxious to offer dual credits and to expand its campuses to Ingersoll.
Exec.Officer Bushell proposed developing an agreementthat will expand as needs are
known following marketing.He cited the benefits of being involved atthe beginning ofthe
initiative and sought endorsement to move forward noting information will be brought back
to the Committee.He advised that it will be necessary to erect secure and specific storage
for the College noting thattheshopsare large enough toadaptfor tool storage.The College
will be responsible for any additional costs,e.g.custodial,snow plowing,etc.which will be
written into the agreement.They will pay a fee basedonsquare footage to cover Board
costs.
Exec.Supt.Dalton advised that secondary schools have an affiliation with other colleges that
work well.Itwas noted that Fanshawe Collegewas also approached to participate but
declined to establish an additional site in Ingersoll as it currently has one in Woodstock.
Guests responded to trustees'questions following which the proposal was approved for
further study.
The next meeting with the College is scheduled for the end of October at which time their
facility needs will be identified and the agreement finalized so marketing efforts may be
initiated.A report will be brought back to the Committee seeking Its endorsement of the
concept.The following motion was moved and carried:
That the principle of moving forward with the proposed partnership agreement with the
Town of Ingersoll and Conestoga College be endorsed.
6. PARENT MENTORSERVICE SUMMARY REPORT
Rhonda Teichrob and Andrea OrsinI of the Thames Valley Children's Centre joined the
meeting to discuss the Parent Mentor Service Summary Report.Director Tuckeradvised that
he approached the group last year to establish a Parent Mentor program to assist parents in
transitioning theirspecial needs children into the school system.
Ms.Teichrob described the program noting the group responded toa grant to reach outto
families in the community whose special needs children were getting ready to goto school,
recognizing the anxiety that families felt in the transition.The program involves parents
working with parents and focuses on communication and how to maintain positive
relationships withthe school.
2009 October 13...22
15.REPORTS OF COMMITTEES -cont'd
d.REPORT OF THE LONG-TERM COMMUNITY PARTNERSHIPS COMMITTEE -cont'd
6.PARENT MENTOR SERVICE SUMMARY REPORT -cont'd
Itisspecificto students and youth with special needs and theirfamilies. Ms.Teichrob noted
that TVDSB staff providedguidance inshaping the programand now Into the second school
year, several referrals have been received.She noted the program is available to the
broader TVDSB community.
Ms. Teichrob spoke of the philosophyto foster engagement with the school staff to work
together fora positiveoutcome, and build parents'confidence in knowing who to call when
concerns arise.She commended Board staff fortheir support which has been appreciated.
Andrea Orsini noted that the program has evolved to transitions withina school,lEPs,and
providing contact and process information to parents to develop positiverelationships.She
emphasized thattheydo notact in an advocate capacitybuttrytohave parents advocate for
theirownchildrenwhile providing support to them. The group works with parents on a dally
basis assisting in identifying the parents' goals for their children. Ms. Orsiniadvised that
parents of four-year-olds have contacted the parent mentors with concern over their
children's readiness to go to school. The mentors are receiving requests to expand their
services and will go outside the Cityof London to provide assistance.
Ms.Teichroband Orsini responded tocommittee members'questions.DirectorTucker noted
that referral to the program has been by word of mouth and provided to SEAC and its
principal members.
Director Tucker advised that he will seek support fromthe Committee and ultimatelyfrom the
Board seeking $20,000 for the program.It was noted that the group applies forthe Parent
Reaching Out grant and receives some fundingfromTVCCand Autism London. Trustee
Jaffe sought adviceon howtohave parents formalize theirroleas paidsupport. Hesought
endorsement to continue the partnership for another year inthe amount of $20,000 with a
report to be brought back on the stats and resources.
The following motion was moved and carried:
That the Parent Mentor Service program be maintained with support of $20,000 forthe
next year.
7.PROPOSED JOINT CITY OF LONDONm/DSB PARTNERSHIP -deferred to next meeting
8.BOARD-COMMUNITY PARTNERSHIPS IN SUPPORT OF THE WHOLE CHILD
RESOURCE-
-deferred to next meeting
9. CITY OF LONDON MOTION RE "SMART MORATORIUM" -deferred to next meeting
10.OTHER BUSINESS -none
11.FUTURE MEETING DATES
The next meeting was scheduled for October 20, 2009, at 4:30 p.m.
12.ADJOURNMENT
The meeting adjourned at 6:20 p.m. by motion.
2009 October 13...23
15.REPORTS OF COMMITTEES -cont'd
d.REPORT OF THE LONG-TERM COMMUNITY PARTNERSHIPS COMMITTEE -cont'd
RECOMMENDATIONS:
1.Thatthe principle of moving forward with the proposed partnership agreement with the Town
of Ingersoll and Conestoga College be endorsed.
2. That the Parent Mentor Serviceprogrambe maintained with support of$20,000forthe next
year.
3. The Long-term Community Partnership Committee:
reviewsand explores possible community partnerships at the request ofthe Director of
Education to enhance student achievement and facilitate the Board's long-term
operational planning through the sharing of resources and
receives annual presentations about existing Board partnerships usually at the first
meeting of the Committee.
P.SATTLER
Chairperson
Recommendations 1, 2, 3 were approved on motion of P.Battler,seconded byF.Exiey.
e.REPORT OF THE TRUSTEE PROFESSIONAL DEVELOPMENT COMMITTEE
2009 September 23
1:30 pm -2:40 pm
MEMBERS ADMINISTRATION &OTHERS
F. Exiey
T.Grant S.Pullam
T.Roberts
J.Bennett -Trustee Guest
1.APPROVAL OF AGENDA
The Agenda was approved.
2.UPDATE/REPORTS ON 2008-2009 P.D.ACTIVITIES/BUDGET
Updated/revised reports regarding trustee PDactivities forthe2008-2009 were provided. PD
funds available to trustees for 2009-2010 will be approximately $1944 per trustee (13)which
remains unchanged from last year.Following some discussion,there was consensus that
trustee PD information continue to be provided to trustees in the current format.Trustees
may request information related to their PD expenses at anytime through the Administrative
Assistant
3.FOLLOW UP TO SEPT.17 SO/TRUSTEE PLANNING DAY
There was discussion regarding the SO/Trustee Planning Daywhichtook place onThursday,
2009 September 17 at Fanshawe College.All agreed that it was an excellent day with
valuable informationand dialogue and applauded the opportunity. Itwas noted that the Chair
should provide and discuss the material which was distributed to those in attendance to the
trustees who were not In attendance.A process for follow up was suggested.Members
discussed the best way and next possible steps of Infusing PD into the lifeof trustees.
2009 October 13...24
15.REPORTS OF COIUIWIITTEES -cont'd
e.REPORT OF THE TRUSTEE PROFESSIONAL DEVELOPMENT COMWIITTEE -cont'd
3.FOLLOW UP TO SEPT.17 SO/TRUSTEE PLANNING DAY -cont'd
itwassuggested tliat trustees needtobeuptospeed on emerging issues as policy makers.
One of ttie firstthings that needs to be addressed iswhere we go from here. There must be
a vehicletogetting information totrustees,with more informal dialogue with trustees. Itwas
suggested that evening meetingsbeset to include as many trustees as possible toaddress
priority itemssuch as budget,explore possible issues related toBudgetandother emerging
issues with the Director leading the discussions.
The following recommendation was approved:
That a PD session be provided to all trustees related to the Budget and its processes
on October 20 from 7-9 pm.
4.RESPONSE TO BILL 177
There was discussion related to proposed Bill 177, the associated Regulations and the
implications toschool boards. The Bill has direct implications tothe governance modeland
has nothing built infor a reflective thinking process. One of the primary comments from
trustees in regards tothis Bill isthat it appears to be verythreatening. It suggests there be
restrictions but will make trustees and Boards more accountable.There was a suggestion
that Chairs Committee ask our local MPPs to meet with trustees to discuss this Bill before
It goes to further debate inthe House.If this is not possible,a statement from trustees
expressing concern.
The following recommendation was approved:
That the PD Committee meet on October 06 at 7 pm to discuss and explore the single
topic of Bill 177 with the intention of developing a statement ofconcerntobesent tothe
Minister.
5.OTHER BUSINESS
Chair Roberts advised that he was a new member of the OPSBA Trustee Working Group on
Professional Development. Itisa steering committee comprised of6 committee members
from various public school boards.
6.DATE AND TIME OF NEXT MEETING
The next meeting was scheduled forTuesday,2009 October 06 from 7 - 9 pm.
7.ADJOURNMENT
The meeting adjourned at 2:40 pm.
RECOMMENDATION:
Thata PD session be provided toalltrustees relatedtothe Budgetand its processes onOctober
20,2009,from 7 pm - 9 pm.
Recommendation 1 was adopted on motion of T. Roberts,seconded by P. Sattler.
2009 October 13...25
15.REPORTS OF COWIWIITTEES -cont'd
f.REPORT OF THE PROFESSIONAL DEVELOPMENT COIWIUIITTEE 2009 October 6
7:15-8:40 pm.
WIEIWBERS ADMINISTRATION AND OTHERS
F.Exley T.Roberts (Chair)S.Pullam
T.Grant B.Tucker
Trustee Visitors: J. Bennett, R.Tisdale,J. Stewart, P. Battler (7:43 pm)
1.APPROVAL OF AGENDA
The agenda was approved.
2.CONFLICTS OF INTEREST -none declared.
3. BILL 177,REGS.,IMPLICATIONS
Chair T.Roberts confirmed that Bill 177 (Student Achievement and School Governance Act,
2009) is in 2""^reading debate. The committee reviewed the letter from OPSBA to the
Minister of Education which identified their concerns about the Implications of this act on
school boards and trustees.
OPSBA's overview of the relationship of Bill 78 (passed June 2006)and Bill 177(2009)
currently in 2nd reading was presented and reviewed by the committee.It was agreed that
the Board needs to provide a message in regards to the board's position in this regard.Itis
expected that after all is finalized,the Bill as it is written may look considerably different
however,it was agreed that our response should be based on what we know now.The
discussion explored the possibilities of how and to whom the message needs to be shared.
Several suggestions were made regarding strategies to make our position known such as to
meet as a group and/or individually with the local MPPs to share our concerns,send
correspondence and/or meet directlywith the Minister of Education to explain our position in
regards to these regulations.It was also suggested that the Chair contact the Chair of our
co-terminus Board to relay our concerns and ask if they were interested in presenting the
concerns together.
It is recommended that:
As a member of the Ontario Public School Board Association (OPSBA),the Thames Valley
District School Board (TVDSB)reiterates OPSBA's position regarding Bill 177.That is,
TVDSB supports in principle:
The statements about the purpose ofa strong education system that introduces Bill 177
Establishment of Parent Involvement Committees as advisory bodies
Improvements in claritywith regard to roles and duties of Board Members, Chairs and
Directors of Education
Efforts to provide consistency across the province with regard to Codes of Conduct
Further,that TVDSB takes issue with:
Assignment of accountability to Boards for student achievement and student well-being
without reference to the role of the Ministryof Education,other levels of government and
relevant conditions that are outside the control of school boards.
• The potential,through regulations flowing from Bill 177,forschool boards to be taken over
and placed under supervision for reasons other than failureto bring ina balanced budget -
a significant departure from current provisions.
2009 October 13...26
15.REPORTS OF COWIIWITTEES -cont'd
f.REPORT OF THE PROFESSIONAL DEVELOPMENT COMMITTEE -cont'd
3.BILL 177,REGS.,IMPLICATIONS-cont'd
Provisions that undermine the role of trustees in engaging with Board administration to
address parental and student concerns.
Provisions In the Code of Conduct section that would impose sanctions on elected
trustees that have no parallelinthe Standing Orders of Parliament and do not applyto
any other elected official.
A pervasive theme in many of the provisionsthat diminishes the role of trustees and
erodes their status as individuals democratically elected to office and as a board of
trustees.
The repeated implication that trustees need to be told to maintain a focus on student
achievement when this is the primary reason that trustees run for office.
The need to clarifythat Audit Committees are an Internal Board committee with external
representation,rather than regional committees that impose yet another layer of
oversight, and that funding is provided to support their operation.
Itis further recommended that the Chair of the Thames Valley School Board write a letter to
the Minister of Education outlining TVDSB's position pertaining to Bill 177.
This action plan was approved.
4.OTHER BUSINESS
There will be a Trustee PD session on the Budget and its processes on October 20 from 7 -
9 pm
5.DATE AND TIME OF NEXT MEETING
The next meeting is to be determined at a later date.
6.ADJOURNMENT
The meeting adjourned at 8:40 p.m. by motion.
RECOMMENDATION:
That,as a member ofthe Ontario PublicSchool Board Association (OPSBA), itis recommended
that the Thames Valley District School Board (TVDSB)reiterate OPSBA's positionregarding Bill
177.That is, TVDSB supports in principle:
• The statements about the purpose ofa strong education system that introduces Bill 177
Establishment of Parent Involvement Committees as advisory bodies
Improvements in clarity with regard to roles and duties of Board Members, Chairs and
Directors of Education
Efforts to provide consistency across the province with regard to Codes of Conduct
Further,that TVDSB takes issue with:
•Assignment ofaccountabilityto Boardsfor studentachievement and student well-being
without reference to the role of the Ministryof Education,other levels of government and
relevant conditions that are outside the control of school boards.
The potential, through regulations flowing from Bill 177,for school boards to be taken
over and placed under supervisionfor reasons other than failureto bringina balanced
budget - a significant departure from current provisions.
Provisions that undermine the role of trustees in engaging with Board administration to
address parental and student concerns.
2009 October 13...27
15.REPORTS OF COMMITTEES -cont'd
f.REPORT OF THE PROFESSIONAL DEVELOPMENT COMMITTEE -cont'd
RECOMMENDATIONS -cont'd
Provisions In the Code of Conduct section that would impose sanctions on elected
trustees that have no parallel in the StandingOrders of Parliamentand do notapplyto
any other elected official.
A pervasive theme in many of the provisions that diminishes the role of trustees and
erodes their status as individuals democratically elected to office and as a board of
trustees.
•The repeated implication that trustees need to be told to maintain a focus on student
achievement when this is the primary reason that trustees run for office.
The need to clarify that Audit Committees are an internal Board committee with external
representation, rather than regional committees that impose yet another layer of
oversight, and that funding is providedto support their operation.
Itisfurther recommended that the Chairofthe Thames Valley School Boardwritea letterto
the Minister of Education outlining TVDSB's position pertaining to Bill 177.
T.ROBERTS,
Chairperson
Recommendation 1 was moved by T. Roberts and seconded by T. Grant. The following
amendment to the wording of the last paragraph of the recommendation was moved by T.
Roberts,seconded by T.Grant and carried:
'^.It isfurther recommended that the Chairofthe Thames ValleySchool Boardwritea letter
to the Ministerof Education outliningTVDSB's position pertaining to Bill 177: and that the
letter be copied to the MPPs representing the TVDSB and the coterminous board and the
government Standing Committee Chair,to be hand delivered to the Minister of Education
if possible.
The main recommendation,as amended,was adopted.
g.REPORT OF THE CHAIRS'COMMITTEE 2009 October 7
9:15 a.m.-11:37 a.m.
MEMBERS ADMINISTRATION AND OTHERS
.J.Stewart (Chair) P.Sattler B.Tucker S.Christie
T.Roberts J.Bennett (alternate)
Regrets:T.Grant
1. APPROVAL OF THE AGENDA-The agenda was approved by motion.
2.CONFLICTS OF INTEREST -none declared
r 3.AGENDA REVIEW
The agendas for the in-camera and public Board Meeting of October 13,2009,were
reviewed and approved.A presentation on the revised website will be conducted.
Trustees wishing to have a laptop available to participate in the demonstration are asked
to contact Supt.Valerie Nielsen at Ext.20387.
2009 October 13.-28
15.REPORTS OF COMMITTEES -cont'd
g.REPORT OF THE CHAIRS'COWIMITTEE-correspondence -cont'd
3.AGENDA REVIEW-cont'd
An update on transportation will also be provided to trustees atthe meeting.DirectorTucker
will determinea date forthe first meetingofthe Transportation Implementation Committee.
Chair Stewart will canvass trustees about setting a meeting date to discuss transportation
issues.
It wassuggestedthata calendar of upcoming reports be developed for trustees'information.
The following motionwas moved and carried:
That Administration develop a draftcalendarof administrative reportsfor consideration
by the Chairs'Committee.
4.CORRESPONDENCE
The following correspondence was approved for inclusion onthe October 13,2009,Board
agenda under "Communications":
County of Elginre Transportation;
• Town of Aylmer re Transportation.
The following correspondence will be Included in the trustees'information packages:
Minister of Education from MPP Peters re Transportation;
• Minister of Education from St.Clair Catholic DSB re Copyright Charges.
5.ADELAIDE WIND FARM -APPROVAL AND APPEAL
Director Tucker provided copiesofhis response to E.V^rightman regarding the proposed
construction of the Adelaide Wind Farm Project in the Township of Adelaide Metcalfe in
which he provided a letter of support for an individual environmental assessment for the
project.
6.DIRECTOR'S PERFORMANCE REVIEW
It wasagreedthatthe Director's performance review will be conducted on Novembers or17
at 7;00 p.m.Trustees will be surveyed to confirm the date.The following areas will be
discussed inthe review;Student Welfare, Education Leadership, Strategic Planning, and
Communication and Community Relations.
7. BILL 177 -TRUSTEES'STATEMENT OF CONCERN
Aletter will be prepared outlining the trustees' concerns over Bill 177.ChairStewarthas
requested a meeting with the Minister of Education to presentthe letter.
8.NATIVE ADVISORY COMMITTEE MANDATE
Amendmentstothe Native Advisory Committeemandatewere presented replacing theterm
"Native"to "FirstNations" in accordance with Ministry of Education direction and moving the
meeting dateto the third Tuesday ofthe month.The following motion was moved and
carried:
Thatthe following revised First Nations Advisory Committee mandate be approved:
FIRST NATIONS ADVISORY COMMITTEE
The FirstNations Advisory Committeemakes recommendations tothe Boardto provide
a forum to share issues or concerns with regard to programs and services and to
celebrate the accomplishments of its First Nations students.
2009 October 13...29
15.REPORTS OF COMMITTEES -cont'd
g.REPORT OF THE CHAIRS'COMMITTEE-cont'd
8.NATIVE ADVISORY COMMITTEE MANDATE -cont'd
The Committee consists of the following:
Voting Members
-representatives from the First Nations
- 2 TVDSB trustees
Non-voting Members
-Executive Superintendent of Program Services or designate
-Elementary and secondary Principal representatives
-Native Counsellors
-other TVDSB support staff
The Committee normally meets on the third Tuesday of each month throughout the
school year.
9.DISTRIBUTION OF COMMITTEE MEETING AGENDAS
It was suggested that statutory,standing and ad hoc committee meeting agendas and
supporting materials be posted to a conference site or emailed to the Administration and
trustees.Hard copies would continue to be provided to committee members and resource
staff. After a lengthy discussion,the following motion was moved and carried:
That statutory,standing and ad hoc committee meeting material be emailed to all
trustees,the Administrative Council and committee resource staff with hard copy
packages provided to committee members and resource staff.
Director Tucker will investigate the purchase of netbook laptops for trustees.
10.PERSONNEL MATTER
A motion to move in-camera was moved and carried at 10:30 a.m.to discuss a personnel
matter.It reconvened In public session at 10:45 a.m.
11.OTHER BUSINESS
a.Trustee Representation on the Ontario Healthy Schools Provincial Planning Committee
Trustee Bennett advised that the Thames Valley Parent Involvement Committee (TVPIC)
has invited one or two trustees to participate on the Ontario Healthy Schools Provincial
Planning Committee.Itwas agreed thatTrustee Bennett will attend the planning meeting
as the TVPIC trustee member.She will confirm if additional trustees are sought and the
time commitment involved.
b.OPSBA Correspondence
Trustee Roberts reported on his attendance at the OPSBA Director's Meeting and will
bring a report to the October 13 Board meeting.Copies of the meeting report will be
provided to trustees in their information packages.
The OPSBA regional meeting will be held in the Trustee Conference Room on October
24 at 10:00 a.m.
c.Trustee Representation on SALEP
Director Tucker suggested that trustee representatives participate in an upcoming
SALEP review looking at processes and communication to schools.At the October 13
Board meeting.Chair Stewart will invite Interested trustees,one per region,toparticipate.
2009 October 13...30
15.REPORTS OF COMIWITTEES -cont'd
g. REPORTOFTHE CHAIRS'COWIWIITTEE-cont'd
11.OTHER BUSINESS -cont'd
d.Request to Present to the Board
A request to present to trustees related to a student who has overcome significant
challengeswasdiscussed.It wasagreedtoschedulethe presentation forthe November
10 Board meeting.
e. Thames Valley Parent Involvement Committee (TVPIC)
Trustee Sattler suggested that,as a statutory committee,periodic reports from the
Thames Valley Parent involvement Committee be included on Board agendas under
"Reports from Committees".
Trustee Bennett will bring the request to TVPIC.
f.Media Coverage
Chair Stewart raised concern over recent media coverage in Elgin County related to a
number of issues.Director Tucker noted that the coverage was factual. It was agreed
thatthe PublicAffairs Departmentwili advisethenewspaper of upcoming schoolevents.
12.DATE AND TIME OF FUTURE MEETINGS
The following meetings were scheduled for 9:00 a.m.:
October 21;
November 4, 18.
13.ADJOURNMENT
The meeting adjourned at 11:37 a.m. by motion.
RECOMMENDATIONS:
1.ThatAdministrationdevelopadraftcalendarofadministrativereportsforconsiderationbythe
Chairs'Committee.
2. Thatthe following revised First Nations Advisory Committee mandate be approved.
FIRST NATIONS ADVISORY COMMITTEE
The First Nations Advisory Committee makes recommendations tothe Board to provide a
forum to share issues orconcerns with regardtoprogramsand services andtocelebrate the
accomplishments of its First Nations students.
The Committee consists of the following:
Voting Members
-representatives from the First Nations
- 2 TVDSB trustees
Non-voting Members
- Executive Superintendent of Program Services or designate
- Elementaryand secondary Principal representatives
-Native Counsellors
-other TVDSB support staff
The Committee normally meets on the third Tuesday ofeach monththroughoutthe school
year.
2009 October 13...31
15.REPORTS OF COWIWIITTEES -cont'd
g. REPORT OF THE CHAIRS'COMMITTEE-cont'd
RECOMMENDATIONS -cont'd
3. That statutory, standing and ad hoc committee meeting material be emailed to ail trustees,
the Administrative Council and committee resource staff withhard copy packages provided
to committee members and resource staff.
J.STEWART,
Chairperson
Exec.Supt.Greenecommentedonthe implementation plansfortransportation inciuding changesto
walking distances. Itwas requested that Committee membership be received byend ofthis week.
Headvisedthatthe Transportation Consortium staffusing EDULOG are drawing newboundariesfor
the City of London,St.Thomas and Woodstock as partofthe harmonization process.An information
memorandum will be sent to trustees regarding the first meeting.
The following trusteesagreedto participate in an upcoming SALEP review looking atprocessesand
communication to schools:
Trustee J Bennett - City of London
Trustee G.Hart -Oxford County
Trustee T.Grant - Elgin County
Trustee S.Peters -Middlesex County
Recommendations 1, 2, and 3 were adopted oh motion of P. Sattler,seconded by R.Tisdale.
h.REPORT OF THE COMMITTEE OF THE WHOLE-IN CAMERA 2009 September 30
MEMBERS PRESENT ADMINISTRATION AND OTHERS
T.Roberts (Chair)8.Polhill B.Tucker S.Christie
J. Bennett (5:10)P. Sattier K.Dalton K.Young
F.Exiey J. Stewart L.Elliott (via teleconference)
T.Grant R.Tisdale B.Greene
G.Hart M.Sereda
P.Jaffe (via teleconference)
The Committee met in camera from 5:00 p.m. to 5:50 p.m.
1.APPROVAL OF AGENDA
The agenda was approved by motion.
2.CONFLICTS OF INTEREST - No conflicts of interest were declared.
3. Aconfidential personal matter was discussed.
4.RISE AND REPORT
A motionto rise and report was moved and carried at 5:50 p.m.
RECOMMENDATIONS:None
T.ROBERTS,
Chairperson
2009 October 13...32
15.REPORTS OF COWIIUIITTEES -cont'd
I.REPORT OF THE COWIWIITTEE OF THE WHOLE - IN CAMERA
MEMBERS PRESENT
2009 October 13
ADMINISTRATION AND OTHERS
T.Roberts J.Kamphuls B.Tucker V.Nielsen
(Chair)C.Neville K.Dalton M.E.Smith
J.Bennett S.Peters L.Elliott B.Sonier
F.Exley S.Polhill B.Greene P.Tufts
T.Grant P.Sattier M.Sereda K.Wilkinson
G.Hart J.Stewart C.Bourbonnais-K.Bushell
R.Tisdale MacDonald S.Christie
K.Edgar R.Hoffman
L.Griffith-Jones K.Meeson
S.Hughes K.Young
M.Moynlhan
Regrets:S. Doub, P.Jaffa
Absent:M.Hendrick
The Committee met in camera from 5:00 -6:16 p.m.
1.APPROVAL OF AGENDA
The agenda was approved by motion.
2.CONFLICTS OF INTEREST - No conflicts of Interest were declared.
3.Confidential legal and personal matters were discussed.
4.RISE AND REPORT
A motionto rise and report was moved and carried at 6:16 p.m.
RECOMMENDATIONS:
1. Thatthe Board approvethe partnership between Program Services and CAMH Centrefor
Prevention Science (Fourth R)for the Implementation ofa aboriginal student mentorship
project as well as a student conference on Transitions in the amount of $20,000.
2.That the addition of a .5 teacher at HB Beal Secondary School through the Ministry of
Education's Urban Priority High School Funding Grant be approved.
3. That the motions approved at the In-camera session of October 13,2009, related to two
resignations to retirement by mutual consent and the hiring of secondary teachers be
approved.
T.ROBERTS,
Chairperson
Recommendations 1,2 and 3were adopted on motion ofT. Roberts,seconded byR.TIsdale.
2009 October 13...33
16.COMMUNICATIONS
a.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION -UPDATE
Trustee Roberts indicated that the OPSBA Board of Directors agenda and topics have been
circulated to trustees electronically.Trustee Grant advised that the OPSBA Public Education
Symposium (PES)Conference Planning Committee will be meeting on 2009 November 05 to
discuss key note speakers and entertainment.Tmstees were invited to contact Trustee Grant
to indicate any preferences.
b.COUNTY OF ELGIN RE TRANSPORTATION
Aletter was received fromMarkMcDonald,ChiefAdministrativeOfficer,Countyof Elgin,to Chair
Stewart advising of a resolution adopted by Council on 2009 September 15 regarding student
transportation throughout Elgin County.
c.TOWN OF AYLMER RE TRANSPORTATION
Aletterwas receivedfrom Nancie Irving,Clerk/Lottery Licensing Officer,Town ofAylmer,to Chair
Stewart advising of a resolution adopted on 2009 September 21 byCouncil regarding safe and
reliable transportation for students.
17.NOTICE OF MOTION -none
18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none
19.ADDITIONAL ITEMS -none
20.QUESTIONS/COMMENTS BY MEMBERS
Trustee Roberts commented that many TVDSB staff are being recognized locally,provinciaiiy and
nationally and asked howthe Boardisacknowledgingand recognizingallaward recipients. Director
Tucker indicated that he is sending letters of congratulations to these staff.
21.ADJOURNMENT
The meeting adjourned at 10:05 p.m., on motion of R.Tisdale,seconded byJ. Bennett.
CONFIRMED
person
2009 October 13...34
SUMMARY OF APPROVED RECOMMENDATIONS OF 2009 OCTOBER 13
That the 2009-2010 TVDSB Annual Accessibility Plan be approved.
That the Board meeting schedule forthe period2009 December 1to 2010 November 30 be approved.
THAMES VALLEY DISTRICT SCHOOL BOARD
Schedule of Regular Board Meeting Dates
2009 December 01 to 2010 November 30
DATE TIME BOARD/COWIMITTEE
2009 DECEMBER 1
8
15
7:00 p.m.
7:00 p.m.
5:00 p.m.and 7:00 p.m.
Special Board Meeting
Inaugural Meeting
In-camera and Regular Board
2010 JANUARY 12
26
5:00 p.m.and 7:00 p.m.
5:00 p.m.and 7:00 p.m.
In-camera and Regular Board
In-camera and Regular Board
FEBRUARY 9
23
5:00 p.m.and 7:00 p.m.
5:00 p.m.and 7:00 p.m.
In-camera and Regular Board
In-camera and Regular Board
MARCH 9
23
5:00 p.m.and 7:00 p.m.
5:00 p.m.and 7:00 p.m.
In-camera and Regular Board
In-camera and Regular Board
APRIL 13
27
5:00 p.m.and 7:00 p.m.
5:00 p.m.and 7:00 p.m.
In-camera and Regular Board
In-camera and Regular Board
MAY 11
25
5:00 p.m.and 7:00 p.m.
5:00 p.m.and 7:00 p.m.
In-camera and Regular Board
In-camera and Regular Board
JUNE 8
22
5:00 p.m.and 7:00 p.m.
5:00 p.m.and 7:00 p.m.
In-camera and Regular Board
In-camera and Regular Board
SEPTEMBER 14
28
5:00 p.m.and 7:00 p.m.
5:00 p.m.and 7:00 p.m.
In-camera and Regular Board
in-camera and Regular Board
OCTOBER 12
26
5:00 p.m.and 7:00 p.m
5:00 p.m.and 7:00 p.m.
In-camera and Regular Board
In-camera and Regular Board
NOVEMBER 9
23
5:00 p.m.and 7:00 p.m.
5:00 p.m.and 7:00 p.m.
In-camera and Regular Board
In-camera and Regular Board
That Recommendations 1 through 10 of the Senior Administrative response to ARC 15 be deferred to
the 2009 December 15 Board meeting for consideration.
That Accommodation Review Committee 15 be disbanded.
That the draft,revised Board meeting agenda format be approved as presented.
That the principleofmovingforward with the proposed partnership agreement withthe Town of Ingersoll
and Conestoga College .be endorsed.
2009 October 13...35
SUMMARY OF APPROVED RECOMMENDATIONS OF 2009 OCTOBER 13 -cont'd
That the Parent Mentor Service program be maintained with support of $20,000 for the next year.
That the following revised mandate of the Long-term Community Partnership Standing Committee per
approved:
The Long-term Community Partnership Committee:
reviews and explores possible community partnerships at the request of the Director of
Education to enhance student achievement and facilitate the Board's long-term operational
planning through the sharing of resources and
receives annual presentations about existing Board partnerships usually at the first meeting
of the Committee.
That a PD session be provided to all trustees related tothe Budget and its processes on October 20 from
7 pm - 9 pm.
That,as a member of the Ontario Public School Board Association (OPSBA),itis recommended that the
Thames ValleyDistrictSchool Board (TVDSB)reiterate OPSBA's position regarding Bill 177.That is,
TVDSB supports in principle:
• The statements about the purpose of a strong education system that introduces Bill 177
•Establishment of Parent Involvement Committees as advisory bodies
•Improvements inclaritywith regard to roles and duties of Board Members,Chairs and Directors
of Education
• Effortsto provide consistency across the province with regard to Codes of Conduct
Further,that TVDSB takes issue with:
•Assignment of accountability to Boards for student achievement and student well-being without
reference to the role of the Ministry of Education,other levels of government and relevant
conditions that are outside the control of school boards.
• The potential,through regulations flowing from Bill 177, forschool boards to be taken over and
placed under supervision for reasons other than failure to bring in a balanced budget - a
significant departure from current provisions.
•Provisions that undermine the role of trustees in engaging with Board administration to address
parental and student concerns.
•Provisions In the Code of Conduct section that would impose sanctions on elected trustees that
have no parallel in the Standing Orders of Pariiament and do not apply to any other elected
official.
• Apervasive theme inmany ofthe provisionsthat diminishes the roleof trustees and erodes their
status as individuals democratically elected to office and as a board of trustees.
.The repeated implication that trustees need tobe told tomaintaina focus on student achievement
when this is the primary reason that trustees run for office.
• The need to clarify that Audit Committees are an internal Board committee with external
representation,ratherthan regional committees thatimposeyetanother layerof oversight,and
that funding is provided to support their operation.
Itisfurther recommended that the Chair ofthe Thames Valley School Board write a letter tothe Minister
ofEducation outlining TVDSB'sposition pertainingto Bill 177 and that the letter be copied to the MPPs
representingthe TVDSB,the coterminous boardand the governmentStanding Committee Chair,to be
hand delivered to the Minister of Education if possible.
2009 October 13...36
SUMWIARY OF APPROVED RECOMWIENDATIONS OF 2009 OCTOBER13 - cont'd
That Administration develop a draft calendar of administrative reports for consideration by the Chairs'
Committee.
Thatthe following revised First Nations Advisory Committee mandate be approved.
FIRST NATIONS ADVISORY COMMITTEE
The First Nations Advisory Committee makes recommendations tothe Board to provide a forum
to share issues or concerns with regard to programs and services and to celebrate the
accomplishmentsof its First Nations students.
The Committee consists of the following:
Voting Members
-representatives from the First Nations
- 2 TVDSB trustees
Non-voting Members
-Executive Superintendent of ProgramServices ordesignate
-Elementary and secondary Principal representatives
-Native Counsellors
-other TVDSB support staff
The Committee normally meetsonthe third Tuesday ofeach month throughout the school year.
That statutory,standing and ad hoc committee meeting material be emailed to all trustees,the
Administrative Counciland committee resource staff withhard copy packages providedto committee
members and resource staff.
That the Board approve the partnership between Program Services and CAMH Centre for Prevention
Science (Fourth R)for the impiementation ofa aboriginal student mentorship project as well asa student
conference on Transitions In the amount of $20,000.
Thatthe addition ofa .5 teacher at HB SealSecondarySchoolthroughthe Ministry ofEducation'sUrban
Priority High School Funding Grant be approved.
That the motions approved atthe in-camera session ofOctober 13,2009,related to two resignations to
retirement by mutual consent and the hiring of secondary teachers be approved.
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