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10/27/2009 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING, PUBLIC SESSION 2009 OCTOBER 27,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA V-verbal M -material 1.CALL TO ORDER V 2. O CANADA V 3. SPECIAL MUSICALPRESENTATION -Huron Heights French Immersion P.S. V 4.APPROVAL OF AGENDA M 5.OFFICIAL RECORD 6.RECOGNITIONS -none 7.CONFLICTS OF INTEREST V 8.CHAIR'S ANNOUNCEMENTS V 9.DIRECTOR'S ANNOUNCEMENTS V 10.PUBLIC INPUT (first Board meeting of month)-none 11.ADMINISTRATIVE PRESENTATIONS a.District School Review Process V 12.MINUTES OF THE 2009 OCTOBER 13 BOARD MEETING M a.Confirmation of Minutes b.Business Arising from the Minutes 13.STUDENT TRUSTEES'UPDATE V 14.REPORTS FROM THE ADMINISTRATION a.Summer Institutes 2009 M 15.REPORTS OF COMMITTEES a.Special Education Advisory Committee,2009 October 05 (To be faxed prior to meeting)M b.Audit Committee,2009 October 20 M c.Long-Term Community Partnerships Committee,2009 October 20 M d.Chairs'Committee,2009 October 21 M e.Committee of the Whole,In Camera,2009 October 27 V 16.COMMUNICATIONS a.Chair's Summary Update V b.Ontario Public School Boards'Association -Update V 17.NOTICE OF MOTION 18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 19.ADDITIONAL ITEMS 20.QUESTIONS/COMMENTS BY MEMBERS 21.ADJOURNMENT THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING,PUBLIC SESSION 2009 OCTOBER 27 The Board met inregular session on 2009 October 27 inthe Board Room at the Education Centre, meeting in public session at 7:15 p.m. to 9:30 p.m. The following were In attendance: TRUSTEES J.Bennett S.Doub F.Exiey T.Grant G.Hart M.Hendrick ADMINISTRATION AND OTHERS B.Tucker K.Dalton L Elliott B.Greene M.Sereda C.Bourbonnais-MacDonald L.Griffith-Jones P.Jaffe J.Kamphuis C.Neville S.Peters 8.Poihill K.Edgar L.Griffith-Jones S.Hughes M.Moynihan M.E.Smith P.Tufts K.Wilkinson T.Roberts P.Sattler J.Stewart (Chair) R.Tisdale K.Bushell K.Meeson J.Neville S.Christie R.Hoffman K.Young W.Scott 1.CALL TO ORDER. Board Chairperson Stewart called the meeting to order at 7:15 p.m. 2./3.0 CANADA AND MUSICAL PRESENTATION The appreciation ofthe Boardwas extended to the HuronHeights French Imrnersion PublicSchool (London)Senior Kindergarten Choirand ConductorsSimone Fraser and Kathryn Rollins for leading in the singing of O'Canada and performing two musical selections. 4.APPROVAL OF AGENDA The agenda was approved on motion of R. Tisdale,seconded by F.ExIey. 5.OFFICIAL RECORD S. Christie,Supervisor,Corporate Services,read the following official record into the minutes: We regret to record the death of Rick Hall,a teacher,at Innerkip Central PublicSchool, Innerkip, on 2009 October 22;and,Joanne Di Cicco, a teacher,at H.B.Beal Secondary School,London,on 2009 October 24. 6.RECOGNITIONS -none 7.CONFLICTS OF INTEREST -No conflicts of interest were declared. 8.CHAIR'S ANNOUNCEMENTS -none 9.DIRECTOR'S ANNOUNCEMENTS Parent Learning Forum Arlene Morell,Chair of the Thames Valley Parent Involvement Committee (TVPIC),presented an overview ofthe Parent Learning Forum entitled Parents Matterihaiwas held on 2009 October 24 at the Education Centre.Ms. Morell advised that the Forum session included presentations by Dr. Debbie Pushor,Associate Professor,Department of Curriculum Studies,College of Education. University ofSaskatoon; and Dr.Peter Jaffe,TVDSB Trustee and Academic Director,Centre for Research and Education on Violence Against Women and Children.Ms. Morell thanked Trustee Jaffe and KathleenCole,Department Head, Medway High School,fortheir presentation and ongoing commitment to addressing violence against women and media violence. 2009 October 27...2 9.DIRECTOR'S ANNOUNCEMENTS -cont'd Director Tucker thanked Us.IVlorell and the Parent Involvement Committee for organizing another successful Parent Learning Forum. Early Learning Program Director Tucker asked Supt.C.Bourbonnais-MacDonald to comment on the Early Learning Program Planning (ELP) for 2010-11 and 2011-12.He noted that TVDSB will receive $4.8M for the implementation of full-day early learning for four and five-year-old children. Supt.Bourbonnais-MacDonald reported that this program is being offered to a number of Ontario school boards with the goal to make it available over time to all Junior/Senior Kindergarten (JK/SK) students.The initial planning steps for Years one and two will involve 15 percent of the Junior and Senior Kindergarten population.The Ministry will work closely with school boards on this initiative. Boards will be required to consult school communities and other key partners (e.g.coterminous board,Best Start networks,etc.)- Supt.Bourbonnaise-MacDonaldwill head a committee to consider factors that include: availabilityof space,community need,minimal impact on existing child care and early years programs,student achievement,and the school's readiness to support ELP implementation. To assist boards in preparing their preliminary plans for the ELP in 2010-11,a planning template entitled Early Learning-Phase 1 School Selection has been developed by the Ministry.Each school board must submit the completed template,approved by the board's Chair and Director of Education by 2009 November 30.The Ministry will review the preliminary plans in consultation with the Ministry of Children and Youth Services and work with the boards to ensure their plans meet the requirements and criteria. This process will be completed by 2010 January 15. It was noted that Research and Assessment staff will be assisting with the process and that Wilfrid Jury P.S.and Ashley Oaks P.S.,presently have a pilot project underway.Supt.Bourbonnais- MacDonald indicated that classes selected to have allday JK/SK learning will have an average class size of 26 students to one teacher and one early childhood educator. H1N1 Director Tucker asked Manager K. Young, Public Affairs and Community Relations;J. Neville, Manager,Facility Services;and S. Muscutt,Safety Specialist,to update trustees on the H1N1 (Swine) flu.Director Tucker stated that the Board is in compliance with Ministry of Education and Health Unit directives related to the H1N1. Information was distributed related to vaccination clinics scheduled for high risk individuals,a memorandum to PrincipalsA/ice Principals,and newspaper articles echoing some of the Board's cautions regarding the use of hand sanitizers containing alcohol.Manager Neville advised that 6,000 soap dispensers have been installed and that Information to parents continues to be distributed through school newsletters and webpage.It was also noted that Principals'input is being requested into the process. Manager Young advised that vaccination clinics for high risk individuals are being conducted at four sites.She described the various types of communication that have been developed noting that a special H1N1 webcast will be filmed on October 28 with Director Tucker. Mr.Muscatt indicated that attendance data of 10 percent or greater absenteeism Is to be reported to the Ministry.Mr.Neville provided an update on replacing and adding soap dispensers and expanding the program. He advised that the installation of 5,500 dispensers and an additional 450 units have been a significant undertaking for the Facility Services maintenance staff in an effort to ensure washrooms are stocked with appropriate handwashing equipment and sanitizers. 2009 October 27...3 10.PUBLIC INPUT (first Board meeting of month)-none 11.ADWIINISTRATIVE PRESENTATIONS a.DISTRICT SCHOOL REVIEW PROCESS Supt.K.Wilkinson presented the following report on the District School Review Process.Sample copies of a District Review Team Progress Report were distributed along with a chart of the October Review Organizational meetings held 2009 October 02,pre-meeting school preparation information and a TVDSB School Review Evidence Tracker. School Effectiveness Framework The School Effectiveness Framework isa toolto assist schools and boards to Identify strengths, areas that require further attention and next steps to be articulated.It is based on a philosophy of shared commitment and collegiality.The framework enables boards and schools to target resources,determine capacity building needs and focus on improvement planning.The framework will help the Board identify,celebrate and sustain successful practices and priorities for improvement efforts. SupL Wilkinson explained that the framework is not an evaluative tool.The self-assessment and District review should identify trends in the school.This framework allows for strengths to be identified,areas that need further attention to be developed and next steps for improvement to be implemented.The review process is intended to build capacity and facilitate professional learning.It was noted that the process is confidential. The essential components of the framework design are student learning and achievement, instructional leadership,assessment and evaluation as well as curriculum and instructional strategies. The role of the District Review Steering Committee will be to develop the review process and timelines,identify criteria for school selection and determine District capacity building needs.The Committee will review District trends and make recommendations for improvement strategies as well as monitor and revise the District review processes as required.The membership of the Committee will be comprised of a School Effectiveness Lead,the Director or designate, Supervisory Officer(s),Principals),Vice Principal(s),Federation Representative(s),Teacher(s), Consultant(s)Support staff and others. Kev Purposes of District Review Process Supt. Wilkinson Indicated that the key purposes of the process are to build on board and school capacity In identifying strengths,areas which require attention and next steps.Fostering Introspection,reflection and analysis will lead to better improvement planning with precision and intentlonality.The review process will act as a catalyst for collaborative and collegial conversations about Improvement from within. High-yield,research-based strategies will be implemented in response to the skill areas identified through data analysis. The review process will determine the monitoring and feedback strategies necessary for improvementand accountabilityas well as providea forumfor consensus building around school improvement. A deeper understanding of the unique improvement needs of the school will develop. Through the Districtreview process,school effectiveness will be communicated to the public and celebrated.District trends identified through the district review process In some schools will be analyzed and responded towiththe self assessment for Improvement process In all schools. Observations from Across Ontario -District Review Teams Observations from across the province Indicatethat the members of the District RevlewTeam(s) include a School Superintendent,usually chairs the team,SEF lead or Designate,Principals, ETFO representatives.Program Support Staff and Research Staff. 2009 October 27..A 11.ADMINISTRATIVE PRESENTATIONS -cont'd a.DISTRICT SCHOOL REVIEW PROCESS -cont'd The role of the Team is to act as a "critical friend".It will communicate withthe principal about the process,dateand timelines ofthe review.The team reviews the school's self-assessment and collaboratively determines the focus and scopeofthe district review as well as conducts the school visit.Abriefverbal debriefing will be provided at the end ofthe review day with a written summary to follow.TheTeam will be present the day thewritten summary is provided to respond to any questions. Lessons Learned from District Reviews Supt.Wilkinson outlined common characteristics ofschools achieving continuous improvement. Studentstasks demonstrate high expectations forall students. Thecontentstudiedandstudent assignments addressstudent interests,learning needsand cultural backgrounds.Students are engaged in tasksthat require higher orderthinking skills andare ableto work well individually as well as insmallandlargegroupsettings.Studentassignmentsaddress individual studentneeds and provide multiple opportunities for revision to their work based on precise feedback. Students have access and knowhowto use anchor charts,exemplars and rubricsto support their learning.Early and ongoing interventions are in placefor struggling students.Students have frequent opportunities for purposeful talks and for non-fictional writing acrossthe curriculum. Classroom libraries have a range ofgenre that reflects students'abilities,interests, and culture and technology is accessible to support learning. Students have multiple opportunities to make inferences,draw conclusions and connect learning totheir own experiences. They could articulate whattheywere learning and why andcharacter development was evident.Parents and community members were welcome and active in the school and the school goals were shared and communicated regularly. Supt.Wilkinson reviewed the following sevenphases ofthe District Review Process. Phase 1 Data from theschool self-assessment process (SEFSummaryReportand School Improvement Plan)will be reviewed. Phase 2 At the pre-vlsit meeting the purpose ofthe district review will be reviewed andthescope ofthe review usingthe school effectiveness framework determined. Phase 3 The school will be visited In order to collect and analyze data in preparation of the summary reports with recommendations. Phase 4 Feedback will be provided to support the school in planning and implementing improvement strategies.The District Review Summary Report will include the following:school's strengths; areas requiring improvement;clear recommendations fornextsteps in the improvement process; recommendationsforcapacity building needs; waysthe school is providing equity ofoutcomes and a concluding statement about the effectiveness of the school in improving student achievement. Phase 5 In ordertoachieve continuous improvement thefocus will be on building the capacity within the school. Phase 6 In orderto assist the school in evaluating progress, results will be communicatedand the school Improvementplan revised accordingly. 2009 October 27...5 11.ADMINISTRATIVE PRESENTATIONS -cont'd a.DISTRICT SCHOOL REVIEW PROCESS -cont'd Phases -cont'd Phase 7 District trends and patterns will be identified inorder to inform board improvement planningand capacity building needs. Supt.Wilkinson summarizedthatshared leadership mattersandconcludedthe presentation with a quote from K.Leithwood:"Effective school improvement teams have directand positive influences on conditions in the school and classroom which in turn improve the learning of students." The Administration responded to questions posed by trustees. Trustee Jaffe asked about provisions forspecial education students andthe gaps for struggling students. Supt.Wilkinson respondedthat learning supportteachersandschoolsupportstaffareconsideredan integral part oftheprocessandgaveexamplesoftieredsupportattheschoolfor identified students(e.g.DRA forsenior kindergarten/grade 1). She notedthat the critical pathwaysprocess is a goodwayto look at how students are performing usinga post assessment,forexample, the level of work. DirectorTucker added that when he met with Ministry staff on the Board approval process,they commented thatthe TVDSB has a strongcomponentofspecialeducation staffthatare Involved in the dialogue. Trustee Jaffe commented that girlsand boyslearn differently and asked ifthisobservationhas been given more specific focus in teaching strategies.Supt.Wilkinson confirmed that in some reviews,gendergapsare being noted,observed gaps identified and next stepstakento resolve the issues.She indicated that the next round of discussions withlearning agenda members and superintendents will focus on better methods of responding to gaps with specific nextsteps. DirectorTucker commented that this report is intended as a highleveloverviewofwhat is being doneand why,and emphasized that elementary and secondary principals andteachers will be lookingat specific program initiatives. Trustee Sattler asked If there is a focus on displaying students' workand if struggling students' work is also displayed.It was confirmed thatthe work of all students is being displayed and shows that every studentis engaged.Clearly there isa literacy focus thatshows in students attempting to write very early.In response to a question asking if principals are sharing the reports and findings,Supt.Wilkinson advised that principals have not been directed toshare these reports.However,it isan open process and school councils and parents are involved in school improvement plans as part of the next steps.Trustee Sattler suggested that if superintendents encourage principals to share the school review findings with parents,itwould be an important step to student improvement. 12.MINUTES OFTHE 2009 OCTOBER 13 REGULAR BOARD MEETING a.CONFIRMATION OF MINUTES The minutes ofthe Regular Board Meeting,2009 October 13were adopted on motion ofT. Roberts,seconded by T. Grant. b.BUSINESS ARISING FROM MINUTES TrusteeSattleraskedforan update on item 1lb.regarding elementary staffing.Exec.Supt.M. Sereda indicatedthatthe labourmanagement issues have been addressed and thedeployment of identified extra teaching staff has been completed. 2009 October 27...6 13.STUDENT TRUSTEES'UPDATE Student Trustee C. Neville advised that he and Student Trustee J.Kamphuis feel strongly that they would like to take action to try and put an end to the Drive Test strike In Ontario. The Student Trustees have been approached byseveral students asking If there issomething that can be done. The Student Trustees indicated that theyhave decided that the best route totake would be to send a petition to all secondaryschools in the District seekingtoexpress the opinion of all studentstothe Ministry of Transportation abouthow strongly studentsfeelaboutthe strike.Trustees were invited to provide input intothis decision or any alternate solutions. DirectorTucker advised that the Board cannot support one side or the other ina labourdispute and offered to assist the Student Trustees with the wording of the petition. 14.REPORTS FROM THE ADMINISTRATION a.SUMMER INSTITUTES 2009 Exec.Supt.L.Elliott presented information onthe 2009Summer Institute.She advised that, once again, many dedicated teachers and Program Services staff were involved in Summer Institute sessions held2009 August 17 to 20.~As partofthis program, TRIBEStrainingwas held the weeks ofAugust 1 to 13 and August17 to 20. The Information Technologygroup offered workshops from August10 to24,andthe Tri-Board Instructional Intelligence Summer Symposium was held on 2009 August 18. Atotal of 109 workshops were advertised (compared with 84 in2008) of which 91 workshops were offered (compared with74 in2008),with approximately740 registrants and 89 presenters overall.Workshops were heldin thefocus areas oftheArts,Information Technology,Instructional Intelligence,Language, Mathematics,Safe Schools,Second Language, and Special Education. The number ofworkshops offeredthisyearwere considerablymorethan in2008 and participation levels surpassed those of 2008. Most workshops were held over a half day with some exceptions. For example,TRIBES training Involved four,full days of training In order to be certified.The most popularworkshopagainthisyearwere the SmartBoard sessions.Because oftheoverwhelming response forSmartBoard training,the informationTechnologyCo-ordinators offered 34 workshops to 450 participants. Inadditiontothe above, the Literacyand Numeracy Secretariat funded-workshops ranagain this summer. They were heldsimultaneously with the Summer Instituteworkshops. Each of these two-day workshops are shortened formsofthe Lead Teacher training series ofworkshops held three years ago. Registration numbers for Literacy were as follows: Big Ideas Planning for Kindergarten 45, Combined Grades: Literacy Strategies 22, Junior Reading grades 4-6 27, Junior Writing 44, Primary Reading grades 1-3 77, Primary Writing grades 1-362. Numeracyregistrationswere: 1-6 Learning &Teaching Through ProblemSolving 23, 4-6 Number Sense &Numeration 13,K-3 Number Sense & Numeration and Patterning & Algebra27, and 1-6 PRIME Training with Numberand Operations 16. This represents a totalof approximately 355 participants,some teachers having attended more than one ofthe sessions. 2009 October 27...7 15.REPORTS OF COMWilTTEES a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE 2009 October 05 6:36 p.m.-9:30 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,Special M.Barbeau,VOICE for Hearing-Impaired Children Education S.Casseil,The Learning Disabilities Assoc.of L.Carswell,Elementary Principal Ontario-London Region (ait)(-7:30)R.Culhane,Elementary Principal C.Thammavongsa,Assoc.for Bright Children J. Van Bommel,Secondary Principal S. Fox,Children's Aid Society of London and V.Towell,Secondary Vice Principal 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 Home and School Associations S. Wilson,Community Living Education Committee W.Rodic,Vanler Children's Services J.Wright,Autism Ontario London A. Morell,School Council Regrets:B. Montminy,Vanier Children's Services;A.Loebus,London Down Syndrome Association Absent:G.McGahey,Chlppewa of the Thames First Nation Board of Education;E. Karry, Children's Aid Society of London &Middlesex; D. Lee,The Learning Disabilities Assoc of Ontario London Region 1.CALL TO ORDER The meeting was called to order at 6:36 p.m. In the London Room at the Education Centre. 2.CONFIRMATION OF AGENDA -The agenda was confirmed as printed. 3.CONFLICTS OF INTEREST -There were no conflicts of Interest declared. 4.REPORT OF THE MEETING FROM SEPTEMBER 14,2009 The report of the meeting of September 14, 2009,was approved as printed. Trustee J.Bennett reminded the Committee of the Thames/Ross ARC public Input session at Sir George Ross Secondary School on November 5, 2009. The deadline to submit a Presenter's Package is October 27,2009.Submissions are to be sent to S. Plltman at s.Diltman@tvdsb.on.ca. 5.OPEN DOORS TRANSITION DAY J.Johnston introduced L.MacDougall,Saunders Secondary School,and D.GIffels,Learning Coordinator for Special Education, who described the Open Doors Transltion Daybeing held on November 6. Information entitled "Open Doors 2009"was distributed. 2009 October 27...8 15.REPORTS OF COWIWIITTEES -cont'd a.REPORT OF THE SPECIAL EDUCATIONADVISORY COMMITTEE -cont'd 5.OPEN DOORS TRANSITION DAY -cont'd L.MacDougall spoketothe Committee regarding her professional background and how the Open Doors initiative began.A news clip from Rogers Cable TV News was viewed that described the Open Doors Transition Day.Open Doors is a joint project between the Thames Valley District School Board,the London District Catholic School Board and an alliance of community agencies.It isa community-wide open housewherestudentsand their families/care giverscan personally view whatthe community agencies have to offer studentsafter they graduate.The project follows the Ministry of Education mandate for transition planning andparent involvement in the Transition Plan ofthe lEP.It isan exit plan and a transition plan for students who face certain challenges. The Open Doors program is designed to build awareness of options for parents and is available tosecondarystudents.During this time students can be re-evaluated as needed. In the future,plans are to: a. continue to expand and have more agencies involved with Open Doors; b.inform other Boards; c. have the Media Department send a press release; d. acquire more fundingfor post secondary; e.provide training toteachersso they are informed and comfortable talking to parents,and f.provide job placementsor volunteer opportunities in the community. Members were told that there is no central location that hosts Open Doors.Parents and students are encouraged to visit the locations ofinterest,within seven years, to understand the services that the agencies provide.Agencies will be able to'accommodate parents on weekends or evenings ifthey cannot attend duringthe week days. The expectations ofparentsaretobe involved with thestudents and attendtheagenciesto educate themselves on the services available.Teachers are expected to be a direct link between the students and the agencies. Students and parents sign up In advance so that Program Services can monitor the number of participants.The students who do not participate remain in class with one teacherwhile another teacher accompanies thestudents and families. Teachers know what agencies are available and help parents determine which agencies would best suit their child. While teachers have recommendations for parents,some parents also like toreceive feedback from otherparentswhohavevisitedthe agencies. Itwas noted that it would be helpful to have a waiting listfor agencies to indicate how long itmaytake before parents could be scheduled to visit. J.Johnston advised that she will distribute the packages to the Committee this week. They will also be available at Guidance Counsellor offices.She thanked L.MacDougall for her presentation,hard work and leadership onthe Open Doors project. L.MacDougall brought in artwork to be posted to the SEAC website.She noted that Westmount Mall is helping toraise money for Paraolymics by giving one dollar each time a page of four coloured hands Is returned tothe mall.She advised thatherclasshas rasied $150.00 and four of her students'workhas been displayed at the mall. 6.BUSINESS ARISING FROM THE REPORT OF 2009 SEPTEMBER 14 a.2009 June 2 Presentation An update from the 2009 June 02 meeting regarding written responses to Special Education Budget questions was given. 2009 October 27...9 15.REPORTS OF COWIWIITTEES -cont'd a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd 6.BUSINESS ARISING FROM THE REPORT OF 2009 SEPTEMBER 14 -cont'd b.Individual Education Plan The Committee reviewed the updated versions of the Individual Education Plan (lEP) Resource Guide and the identification,Placement and Review Committee (iPRC) Resource Guide.Once the lEP Resource Guide has been approved,it will be printed andreadyforschoolsto distribute with lEPs.Until the newguidebecomes available,the current guide will continueto be used. ProgramServices plans to update theirwebsite as soon as possible. c. Identification,Placement and Review (IPRC) Meeting InvitationLetters Update Committee members were advised thatthe Identification,Placement and Review (IPRC) Meeting invitation letter is a standard Board ietter used byallschools. 7.AODA DRAFT POLICY AND PROCEDURES Supt.K.Edgar distributed a copy of the draft AODA policy and procedures for the Committee's review.Thedraftcopieshavebeen postedtothe Boardwebsitefor public input with a deadline of 2009 November 20.Members of the Committee were encouraged to provide input. Supt.Edgar advised that she met with Director's Services to discuss the monitoring of feedback on the AODA policy and procedures. Once the policy and procedures have been approved,feedback will be gathered continuously.The Director's office will respond directly to the Individual within 15 school days. The following comments were offered regarding the draftdocuments. a. Trainingon Accessibility Standards for Customer Services Anyone who works in schools istobe trained oncustomer service by 2010 January 01 using the Ministry approved training package.Plansare in placeto initiate the training which will be provided at no cost.SEAC members indicated their interest in viewing the training package. It was clarified that the term "customer"refers to students,parents,staff or anyone who enters the building and interacts with others. b. Use of Service Animals bythe General Public It was suggested that signage be erected notifying visitors that service animals are welcomeand thatthere maybeservice animals onthe premises.This suggestion has already gone to the Policy Working Committee. c. Use of Service Dogs by Students/Staff itwas noted that item 3.10 and the disclaimer on page 5 were added to the procedure that was posted on the website. 1."3.10 Signage indicating thatservicedogsare permitted mustbepostedat entrance doors and at other appropriateplaces to advise visitors." ii.Noticeof Collection:In accordance withSection 29(2) ofthe Municipal Freedom of Information and Protection of Privacv Act.1989.this information is collected under the legal authority of Section 265(1 )(d)ofthe Education Act.R.S.0.1990 c.E.2 as amended,and may be usedas necessary for some or all ofthe following principal administrative purposes related to:the Board's operation,school programs and educationalservices, student records,and Ministries ofthe Governmentof Ontario. If you have any questions,please contact the Principal and/or the Freedom of Information Co-ordinator,Thames Valley District School Board,1250DundasStreet, London,Ontario,N6A 5L1 (Telephone 519-452-2000,Ext.20218). 2009 October 27...10 15.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE SPECIAL EDUCATIONADVISORY COMMITTEE -cont'd 7.ADDA DRAFT POLICY AND PROCEDURES -cont'd Itwas notedthat communication iskey with parents andstudents regarding dogs onthe bus and to be advised if there are any concerns. Concernswere raised regarding thedogs' needs andwhois responsible as itisnotthe responsibility of staff.The policy indicates thatit Is not mandatory that someone in the class assist with the care ofthe dog, butbymutualagreement,someone maysupport the child.The Committee asked that the policy and procedures be a standing itemon the meeting agendas. 8.SEAC PROTOCOLS UPDATE The SEAC Membership Protocols Committee,comprised ofTrustees Bennettand Tisdale, J. Gritzan and A. Morse, reviewed the updated draft SEAC protocols. The Protocols Committee met with Supts. S. Hughes and K.Edgar, and J. Johnston to discuss proposed revisions tothe protocols.The Committee advised thatthe new protocol will be included with amendments tothe Special Education Plan to be approved in June and come into effectinthe 2010-11 schoolyear.Itwill be inplace forthe appointmentofthe new SEAC in 2010. Section 1.2 -Eligibility for S.E.A.C:Concernwas raisedthat nomineesformembershipmust haveCanadian citizenship per Regulation 1.81.It was explained thatthisis in legislation and cannot be changed. Section1.4-Appointment Process: A local association mustwritetheSupervisor,Corporate Services by October 31 ofthe election yearto request membership onthe SEAC.In the past,letters have been sent by the superintendent to associations that are cun-ently represented following which an ad is placed in local newspapers inviting additional applications. Section 1.5 -Vacancies:The section will be revised ciarifying the filling of vacancies for review at the next meeting. 9.GOAL SETTING J.Johnston distributed two hand-outs-2009/10 SEAC Action Items and Action Plan for Special Education Goals.Members worked In small groups to develop Committee goals. The input was collected and will be compiled forthe November meeting. 10.STUDENT SUPPORT LEADERSHIP INITIATIVE (SSLI)PROTOCOLS CONFERENCE Members were advised that the Board and the London District Catholic School Board have been working with several different agenciesand with funding from the Ministry tostream line theprocessforaccessingservices. ASSLI Protocols Conference will be held onOctober29 and 30 in this regard. 11.MENTAL HEALTH AND WELLNESS REPORT The status of the Mental Health and Wellness Report has been taken to the Administrative Council and will gotothe Mental Health andWellness Committee where K.Baxwill discuss the report.It will then be brought backto SEAC and Administrative Council. 12.STAFFING UPDATE J.Johnston distributed a Special Education Class update for discussion.Anyfurther comments or questions inthis regard are to be forwarded to Ms.Johnston. 2009 October 27...11 15.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd 13.FORUM:ASSOCIATION UPDATES A.Morell a. Information on the Parents teaming Forum was distributed and is also located on the Board's website.The Forum will be held at the Thames Valley District School Board Education Centre on October24.Guest speakers include Dr.Peter Jaffe and Dr.Debbie Pusher.The Forum is being offered at no charge to participants. b. A.Morell reminded the Committee of the Parent Reaching Out provincial and regional grants to assist in engaging parents in education.The grant application process is on line and closes mid October. A.Morse a.The Ontario Association for Families with Children with Communication Disorders has had three grants from Parents Reaching Out,one of which was for SEAC training. b.Another project is a Parent Guide to Student Success to help parents control their children's speech and hearing impairments.A.Morse will bring the guide to the next meeting. c.The Committee was Invitedto fill out a Community Collaboration form related to MACSE. Ms.Morse willsend Information to Committee members byemail. Any comments should be forwarded to her or Trustee Grant. Trustee T.Grant a.Trustee Grant advised that she has been appointed to the Ministry's Advisory Council on Special Education to represent multiple exceptionalities. Supt.K.Edgar a.Ron Vandercasteele,a teacher at W. D.Sutton Section 23 School,has received an Award of Excellence from the Prime Minister. He will be recognized at the October 13 Board meeting. V.Towell a.V.Towell advised that the OSARs conference will be held on November 20.An email with more Information will be sent to members.She willbring an update about a second conference at a later date. 14.FUTURE MEETING DATES The following committee meetings were scheduled: 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, May 3,2010 -6:30 p.m. Tuesday,June 1,2010 -11:45 a.m. 15.ADJOURNMENT The meeting adjourned at 9:30 p.m. RECOMMENDATIONS:None J.BENNETT, Chair 2009 October 27...12 15.REPORTS OF COMMITTEES -confd b.REPORT OF THE AUDIT COMMITTEE MEMBERS T.Grant R.Robertson S.Peters T.VanPinxteren R.Tisdale (Chair) Trustee Visitor: F.Exiey 2009 October 20 3:00 p.m.-4:27 p.m. ADMINISTRATION AND OTHERS B.Greene K.Meeson S.Cliristie D.Gumham 8.Lentz 1.APPROVAL OF THE AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST -none declared 3.INTERNAL AUDIT REPORTS a.School Audits Director Tucker distributed a summaryreport detailing the auditsforthe closingschools prepared by the Internal auditor.He noted thathe will be meeting with various principals and superintendents togooverthe principals*recommendations.No major concerns were raised by the auditor. b.System Audit Deloitte Auditor D.Gumham reportedon the system audits conducted on performance appraisals,expense reports and employee absenteeism.The results ofthe expense reports and absenteeism audits havebeen given to management.The performance appraisalresults will be provided to administration shortly. 4. MINISTRY OF EDUCATION - FINANCIALACCOUNTABILITY: AUDIT COMMITTEES &INTERNAL AUDIT -SEPTEMBER,2009 Exec.Supt.B.Greene reported onthe pending Bill 177that will require an Audit Committee foreach board. Hespoke tothe responsibilities ofthe Board's Audit Committee noting they will need to be aligned with the provincial requirements forAuditCommittees. It will be necessary for Thames Valley to havethree external members and four trustees on the Committee ifthe Bill is passed.As more information is available,the Committee will be updated. Exec.Supt.Greene described the proposed mechanics ofthe newAudit Committee noting a host board will be identified to manage the funding,budget and spending.Hedescribed the funding,proposed staffing and the format of the regional model. In response to a question,he recommended that the Board consider providing input tothe Bill regarding the Committee's concern over the logistics,staffing,host board responsibilities, etc. Inputis to be submitted by 2009 October29. The following motion was movedand carried: That the Administration be directed to prepare a briefregarding concerns related to Bill 177 for submission to the Standing Committee on Social Policy. Itwasagreedthatthe brief will coverconcernsoveremployeestobe hired bythe hostboard in the regional model rather than Issuing an RFP or contracting out,concern overemployee turnover in the positions,the anticipated volume of administrative paperwork,funding forthe host board,whetherthere a more efficient format with less cost, the proposedsize ofthe Audit Committees,and issues relatedtooversightofriskmanagement. Acopyofthe letter will be forwarded to members. 2009 October 27...13 15.REPORTS OF COMWIITTEES -cont'd b.REPORT OF THE AUDIT COMMITTEE -cont'd 5.2008-09 TRANSFERS TO AND FROM RESERVES Exec.Supt.Greene described the 2008-09 Transfers toand from Reserves report. Henoted that the report will require Board approval before the statements can be finalized. Manager K.Meeson described the externally and internally restricted transfers to reserves as well as the proposed transfer fromthe Supervisory Officer's Retirement Gratuity reserve. She further described the Deferred Revenue Reserves and Reserve Funds Summary noting that funds for projects are encumbered until the projects are completed.As a result, the figuresdo notreflectthe actual dollarsavailableinthe Fund. Itwas suggested that a column denoting "Commitments"be added to the Summary for clarification. Manager Meeson responded to members'questions.It was noted that the Board approves funds to be transferred to Reserves and suggested that, in future, a motion also be brought to the Board to withdraw funds for the purpose for which they were transferred to the Reserves. Exec. Supt.Greene advised that there was an interim financial reporting committee struck bytheMlnistryofEducationthathas developed recommendations.The reportwill bebrought to the next meeting for information. The following motion was moved and carried: That the report related to the 2008-09 Transfers to and from Reserves be approved for forwarding to the Board for approval. 6.OTHER BUSINESS a.Access Canada Copyrighting Fees Manager Meeson described the copyrighting fees charged to school boards through Access Canada.She advised that the per student charge has increased significantly resultingina retroactive charge tothe Boardof$828,000. The Ministry ofEducationhas indicated that it will pay these additional costs on behalf of school boards; however, boards will be responsible forfuturecosts, anticipated to be inthe range of$400,000 for Thames Valley annually. 7.MEETING SCHEDULE 2009-10 Exec. Supt.Greeene advised that the Committee will continue to meet every third Tuesday throughout the school year. A schedule will be forwarded to members. 8.DATE AND TIME OF NEXT MEETING The next meeting was scheduled for 2009 November 17 at 3:00p.m. 9.ADJOURNMENT The meeting adjourned at 4:27 p.m. by motion. RECOMMENDATIONS:None RUTH TISDALE, Chairperson The following motion was moved byR.Tisdale,seconded byT. Grant and carried: That the Board support sending the letter of concern regarding Bill 177 to the Standing Committee on Social Policy. 2009 October 27...14 15.REPORTS OF COMWIITTEES -cont'd c.REPORT OF THE LONG-TERM COWIIWUNITY PARTNERSHIPS COWIWllTTEE MEMBERS P.Sattler (Chair) J.Bennett F.Exiey T.Roberts Regrets:P.Jaffe Trustee Visitors - T.Grant,R.Tisdale,S.Peters 2009 October 20 4:37 -5:50 p.m. ADMINISTRATION AND OTHERS B.Tucl<er S.Christie K.Young 1.APPROVAL OF AGENDA-The agenda was approved by motion. 2.CONFLICTS OF INTEREST -none declared 3.REPORT OF THE MEETING OF OCTOBER 6.2009 The October 2009 06 meeting report was provided for information. 4.BUSINESS ARISING FROM THE SEPTEMBER 23,2009,MEETING , a.Partnerships and Sponsorships PolicyReview The suggestion to splitthe Partnership and Sponsorship policy to two separate policies was discussed.It was agreed to develop a new Partnerships policy addressing the components of facilities and program and Including the role of the Committee. The following motion was moved and carried: That the Administration be asked to separate the Partnerships and Sponsorships policy whenthe new Facility Partnerships policy isdevelopedforreferraltothe Policy Working Committee.The role of the Committee will be included in the revised Partnerships policy and will address the two components offacilities and program. 5.PROPOSED JOINT CITY OF LONDONHVPSB PARTNERSHIP Trustee Sattler described the background to the proposed joint City of London/TVDSB partnership looking to developa mechanismfor formal information sharing. She provided information on a Hamilton-Wentworth DSB protocol for consideration in establishing partnership's with the urban centres within Thames Valley.She suggested that the Committee take a recommendation to the Board regarding the joint proposal incorporating elements ofthe H-Wprotocol. Itwas suggested thatthe Committee also consider expanding the proposal to encompass the District's rural areas as well. The Hamilton-Wentworth memorandum of understanding was discussed.Director Tucker advised thatthe CityofLondon Administration isencouraging the Cityto invite the publicand Catholicboard directors toconsider a partnershipwhich will formalize discussions ofmutual interest with the politicians and seniorstaff. Itwas suggested that these discussions would be advantageous prior to accommodation review planning.Director Tucker suggested establishing partnerships with Elgin,Oxford and MiddlesexCountymunicipalleaders as well in order to enhance communication with the Board;It was noted that this would be an excellent link between the trustees and municipal politicians. 2009 October 27...15 15.REPORTS OF COWIIWITTEES -cont'd c. REPORT OF THE LONG-TERM COMMUNITY PARTNERSHIPS COMMITTEE - cont'd 5.PROPOSED JOINT CITYOF LONDON/TVDSB PARTNERSHIP -cont'd It was agreed that the Director will draft a proposal for consideration by the various regions within the District fordiscussionatthe nextmeeting,usingas examples the Accommodation Review Committees and transportation.Similar memoranda of understanding would be developed for each region while focussing on individual issuesof mutual concern. It was suggested that guiding principles and objectives for the overriding committee be developed.Structures would be put in place and the memoranda ofunderstanding approved atthe various municipal levels.Director Tucker indicated thathe will prepare a letter tobe senttothe District mayors seeking their interest in participating.It was noted that proposals would be considered forsome or allof the areas that indicatean interest in the proposal. Director Tucker,Manager Young and Trustee Sattler will develop a draft structure for consideration at the next meeting. Trustee Sattler questioned if the Capital Planning Advisory Committee (CPAC)would be replaced by this new committee if it plays a larger role in capital planning,trends and demographics in the areas.She noted it will be necessary to convene a meeting of CPAC before theendofthe year.It was agreed to discuss the matter with the Chairs'Committee and the Capital Planning Co-ordinatingCommittee. It was suggested that areas of consideration also include positive aspects of the potential partnerships. 6.BOARD-COMMUNITY PARTNERSHIPS IN SUPPORT OF THE WHOLE CHILD RESOURCE Trustee Sattler reported on the Board-Community Partnerships in Support of the Whole Child project by OPSBA She advised that the team collected background information on a number of partnerships supportive of the whole child that boards have with other agencies or organizations in their district OPSBA asked that the collection of information be further expanded and posted on their website asa resource for all school boards.Trustee Sattler will determine the current status ofthe resource document and ifThames Valley's listhas been posted. She noted that at the first meeting ofthe committee each year,an overview of Board partnerships is to be brought forthe Committee's information.The OPSBA document will be brought back to the first meeting of the new committee when Program Services presents Its updated list. 7.CITY OF LONDON MOTION RE "SMART MORATORIUM" Trustee Sattler spoke to the letter from the City of London regarding a motion on a proposed smart moratorium on potential school closures.Director Tucker advised that hehas material on a recommendation not to support the moratorium but to invite the two Directors of Education to a Council or Committee meeting to discuss jointinterests. He will update members on the Issue at the next meeting. 8.OTHER BUSINESS -none 9.FUTURE MEETING DATES The next meeting was scheduled for November 3,at 4:00 p.m.in the Governor Simcoe Room. 10.ADJOURNMENT The meeting adjournedat 5:50 p.m.by motion. RECOMMENDATIONS:None P.SATTLER, Chairperson 2009 October 27...16 15.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE LONG-TERM COMMUNITY PARTNERSHIPS COMMITTEE -cont'd Exec.Supt.K.Dalton described the background todiscussions with the Corporation forthe City of London ona partnership with schoolboardsforan artificial playing surface project.Executive Officer Bushell indicatedthat the City of London decided notto proceed on a shared cost basis but rather move forward as a City initiative to ensure exclusive use for football programs from earlyspring until late fall.Itwas determinedthatshouldmore moneybecome available,the City would reconsider a partnership withthe boards. Trustee Roberts commented onthe A.B.Lucas Secondary School sports initiativeand expressed disappointmentthat a partnership with the City of London and the educationsector couldnotbe reached at this time. d.REPORT OF THE CHAIRS'COMMITTEE 2009 October 21 9:00 -9:50 a.m. MEMBERS ADMINISTRATION AND OTHERS J. Stewart (Chair)T.Roberts B.Tucker S.Christie T.Grant P.Sattler via teleconference 1. APPROVAL OF AGENDA-The agenda was approved. 2.CONFLICTS OF INTEREST -none declared 3.REVIEW OF 2009 OCTOBER 27 BOARD AGENDA The agendas for the In-camera and public Board meetings of October 27, 2009, were discussed and updated. 4.TRUSTEE REPRESENTATION ON HOMEWORK COMMITTEE DirectorTucker requested that two trustees be sought to participate on the administrative Homework Committee.Chair Stewart will seek trustee interest at the October 27,2009, Board meeting. 5.POSTING COMMITTEE MEETING MATERIAL TO THE WEBSITE Director Tucker sought approval to post standing and ad hoc committee meeting material on the Board's website.Permission was granted noting that any in-camera material will be forwarded to trustees separately.The agendas and meeting material will be posted to the Board Committees page at www.tvdsb.ca/Board/Board Committees. 6.BILL 177 PUBLIC HEARING DATE It was noted that the Audit Committee plans to prepare a written submission on concerns related to the Regulations of pending Bill 177 -Student Achievement and School Board Governance Act,2009.Chair Stewart will request speaking time on October 26 at the Standing Committee on Social Policypublic Input session inToronto. 7.OTHER BUSINESS -none 8.DATE AND TIME OF NEXT MEETING The next meeting was scheduled for November 4, at 9:00 a.m. "X 2009 October 27...17 15.REPORTS OF COMMITTEES -cont'd d.REPORT OF THE CHAIRS'COMMITTEE -confd 9.ADJOURNMENT The meeting adjoumed at 9:50 a.m.by motion. RECOMMENDATIONS;None J.STEWART, Chairperson Trustees Jaffe,Exley and Poihiii offered to participate on the administrative Homework Committee. e.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA 2009 October 27 MEMBERS PRESENT T.Roberts (Chair) J.Bennett S.Doub F. Exley T.Grant G.Hart P.Jaffe J.Kamphuis C.Neville S.Peters S.Polhill P.Sattler J.Stewart R.Tisdale Absent:M.Hendrick ADMINISTRATION AND OTHERS B.Tucker K.Dalton L.Elliott B.Greene M.Sereda C.Bourbonnais- MacDonaid K.Edgar L.Griffith-Jones S.Hughes M. Moynihan P.Tufts K.Wilkinson K.Busheil S.Christie S.Dawson K.Young J.Neville The Committee met in camera from 5:05 p.m. to 6:33 p.m. 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST - No conflicts of interest were declared. 3. Confidentialpersonal, propertyand legal matters were discussed. 4.RISE AND REPORT A motion to rise and report was moved and carried at 6:33 p.m. RECOMMENDATIONS: 1. That the motion approved at the in-camera session of October 27, 2009, related to a resignation by mutual consent be approved 2. That the TVDSB enter intoa contract with SkylineElevatpr Inc. To provide inspection and preventative maintenanceofelevatorsas required fora three-yearterm. 3. That the TVDSB enter intoa one-year contract with options to renew for up to three years, with LUSO,Learning Disabilities Association ofOntarioand Investing in Children to provide tutoring services Inelementary schools. 4.That the TVDSB enter Into a contract with SECURaGLOBE Solutions Inc. to provide alarm response services as required fora three-year term. 5. Thatthe Board approvethe purchase ofSPSPlus school planning software developed by Paradigm ShiftTechnologyGroup Inc.As a single source vendor. 2009 October 27...18 15.REPORTS OF COMWIITTEES -cont'd d.REPORT OF THE CHAIRS'COWIWIITTEE -cont'd Recommendations -confd 6.That the Board approve the hiring of three elementary teachers as TOSA's for the Student Work Stud^initiative from December 1,2009to August 31,2010. T.ROBERTS, Chairperson The recommendations were adopted on motion ofT. Roberts,seconded byR.Tisdale. 16.COWIWIUNICATIONS a.CHAIR'S SUMWIARY UPDATE ChairStewart advised that the 100^anniversaryof Princess Elizabeth Public School on 2009 October 24 was well attended.He noted that he also attended the Supervisory Officertraining seminarattheWaterloo District School Board wherea panelpresentation byseveral supervisors and trustees responded to questions. ChairStewartadvisedthathe presentedatthe public input session on Bill 177at Queen's Park onOctober26. He provided a summary ofhiscommentsand responses. Trustees agreed that a meeting with MPPs regarding Bill 177 would be beneficial.Director Tucker indicatedthat he wouldask the Trustees'assistant to contact MPP Ramal requesting his assistance in organizing a meeting with area MPPsand TVDSB trustees. b. ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION - UPDATE Trustee Sattler advised that the OPSBA Western Regionmeton 2009 October23 and 24. She noted that it wasan experimental meeting with a standardized agenda being followed for the first time in every area.She noted that the OPSBA Board ofDirectors will be meeting later this month with the agenda and topics tobe forwarded electronically to tmstees as soon as available. 17.NOTICE OF MOTION -none 18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 19.ADDITIONAL ITEMS -none 20.QUESTIONS/COMMENTS BY MEMBERS Trustee Sattier extended congratulations to Trustee Grant on her appointment to the Ministry's Advisory Council on Special Education to represent multiple exceptionalities. Trustee Roberts distributed memorabilia from the Oakridge Secondary School SO"'Anniversary Reunion and extended thanks on behalf of the Oakridge planning committee to past and present trustees for their contributions over the past 50 years. Trustee Bennett referred to a memorandum regarding the SEAC meeting being held on 2009 November 30. The meeting has been rescheduled toDecember1at11:45a.m.in the Board Room. Trustee Grantadvised thatshe attended a Ministry special educationmeetingand highlighted some of the discussions. Trustee Robertsadvised thata tmstee PDBudgetmeetingisscheduled for2009 November30atthe Education Centre from 7:00- 9:00 p.m.Infonnation will be posted on FirstClass. 2009 October 27...19 21.ADJOURNMENT The meeting adjoumed at 9:30 p.m., on motion of F.Exiey,seconded byS.Peters. CONFIRMED; hairperson 2009 October 27...20 SUMMARY OF APPROVED RECOIUIWIENDATIONS OF 2009 OCTOBER 27 That the Board support sending the letter of concern regarding Bill 177tothe Standing Committee on Social Policy. Thatthe motion approved at the in-camera session of October 27,2009,related to a resignation by mutual consent be approved Thatthe TVDSB enter intoa contract vi/ith Skyline Elevator Inc.To provide inspectionand preventative maintenance of elevators as required for a three-year term. Thatthe TVDSB enter into a one-yearcontractwith options torenewforuptothreeyears,with LUSO, Learning Disabilities Association of Ontario and Investing in Children to provide tutoring services in elementary schools. That the TVDSB enter into a contract with SECURaGLOBE Solutions inc. to provide alarm response services as required for a three-year term. Thatthe Board approve thepurchaseofSPSPIus school planning software developed by Paradigm Shift TechnologyGroup inc. As a single source vendor. Thatthe Board approvethe hiring ofthree elementary teachers as TOSA's fortheStudent WorI<Study initiativefrom December 1,2009 to August 31,2010.