9/22/2009 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR BOARD MEETING,PUBLIC SESSION
2009 SEPTEMBER 22,7:00 P.M.
BOARD ROOM,EDUCATION CENTRE
AGENDA
V-verbal
M -material
1.CALL TO ORDER V
2.O CANADA V
3.SPECIAL MUSICAL PRESENTATION -none
4.APPROVAL OF AGENDA M
5.OFFICIAL RECORD M
6.RECOGNITIONS -none V
7.CONFLICTS OF INTEREST V
8.CHAIR'S ANNOUNCEMENTS V
9.DIRECTOR'S ANNOUNCEMENTS V
10.MINUTES OF THE 2009 SEPTEMBER 08 REGULAR BOARD MEETING
a.Confirmation of Minutes M
b.Business Arising from the Minutes
11.STUDENT TRUSTEES'UPDATE V
12.REPORTS FROM THE ADMINISTRATION
a.Education Quality and Accountability Office (EQAO)M
b.Departmental Update
-Summer Literacy Report/2009 Summer School V
>Capital Construction Projects Update M
•Occasional Teacher List V
c.Transportation Update V
"d.TVDSB Annual Accessibility Plan 2009-2010 M
13.REPORTS OF COMMITTEES
a.First Nations Advisory Committee,2009 September 15 M
b.Chairs'Committee,2009 September 16 M
c.Committee of the Whole,2009 September 22 V
14.COMMUNICATIONS
a.Chair's Summary Update V
b.Ontario Public School Boards'Association -Update V
c.Special Education Advisory Committee Appointment-Autism Ontario M
d.First Nations Advisory Committee Appointment -Munsee-Delaware First Nation M
e.First Nations Advisory Committee Appointments -Chippewas of the Thames
First Nation M
* f.First Nations Advisory Committee Appointments -Oneida Nation of the Thames M
15. NOTICE OF MOTION
16.MOTION -NOTICE OF WHICH HAS BEEN GIVEN
17. ADDITIONAL ITEMS
18.QUESTIONS/COMMENTS BY MEMBERS
19.ADJOURNMENT
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING,PUBLIC SESSION
2009 SEPTEMBER 22
The Board met in regular session on 2009 September 22 in the Board Room atthe Education Centre,meeting
in public session at 7:18 p.m.to 10:40 p.m.The following were in attendance:
TRUSTEES
J.Bennett
S.Doub
F.Exley
T.Grant
G.Hart
Absent: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.Polhill
K.Edgar
8.Hughes
V.Nielsen
M.E.Smith
P.Tufts
K.Wilkinson
T.Roberts
P.Sattler
J.Stewart (Chair)
R.Tisdale
K.Bushell
D.Rajala
8.Christie
8.Dawson
R.Hoffman
J.Neville
8.Young
W.Scott
1.CALL TO ORDER -Board Chairperson Stewart called the meeting to order at 7:18 p.m.
2. O CANADA -The meeting opened with the singing of 0'Canada.
3. MUSICAL PRESENTATION -none
4.APPROVAL OF AGENDA
The agenda was approved on motion of P.Jaffe,seconded by T.Grant.
5.OFFICIAL RECORD ^._....u •.
8.Christie,Supervisor,Corporate Services,read the following official record into the minutes.
We regret to record the death of James Duncan,a boiler mechanic,at Facility Services
South, on 2009 September 13.
6.RECOGNITIONS -none
7.CONFLICTS OF INTEREST -No conflicts of interest were declared.
8.CHAIR'S ANNOUNCEMENTS „
Chair Stewart advised that he participated in the kick-off ceremony at the United Way football game
held atTD Waterhouse Stadium between the Regina Mundi Titans and Medway Cowboys.
9. DIRECTOR'S ANNOUNCEMENTS
Director Tucker askedthat Supt.L.Griffith-Jones update trustees on elementary staffing and Supt.
K.Edgar to comment onthe Annual Accessibility Plan for 2009-2010.
Elementary Staffing
Supt.Griffith-Jones indicated that this is the third year of full implementation of the Primary Cap Size
initiative.Expectations are that school boards comply with having at least 90 percent of classes with
20 pupils or fewer;100 percent of primary classes with 23 pupils or fewer;and 100 percent of
combinedgrades 3/4 with 23 pupilsor fewer.
2009 September 22...2
9.DIRECTOR'S ANNOUNCEMENTS -cont'd
Elementary Staffing -cont'd
As of the 2009 September 11,the first preliminary enrolment report indicated a compliancy rate of
88 percent compared withlast year's figure of 78 percent. This year, 46 classes were reorganized
compared to 155 last year. In order to address violations and reach greater compliancy, 8 classes
have been allocated with a total of 5.0 Full-time Equivalent (FTE )as compared to last year's figure
of26 classes and 16.5 FTE. Itis anticipated that the submission to the Ministry of Education will be
made on 2009 September 30,10 days earlierthan last year's date of2008 October 12.Supt.Griffith-
Jones reported that Planning Officer Owens'projection for secondary enrolment was 25,947 FTE.
The preliminary secondary enrolment as of 2009 September 16 Is26,246, up almost 300 students.
A question-and-answer period followed.Supt.Griffiths-Jones indicated that all of the teacher
holdback will be used this year.
Annual Accessibility Plan
Supt.K.Edgar advised that the draft Annual Accessibility Plan for 2009 September -2010 August,
distributed to trustees for Information,has been posted tothe TVDSB website for public input.The
Plan is to be brought to the Board on 2009 October 13 for approval.She noted that posting the Plan
for public input is In compliance with the Ontarians with Disabilities Act, 2001.
H1N1 Information
Director Tucker asked Facility Services Manager John Neville and Health and Safety Specialist
Shawn Muscatt to comment on preventative measures underway related to the Pandemic (H1N1)
Infiuenza virus.
Mr.Muscatt advised that TVDSB staff are working closely with the three health unlts-Mlddlesex-
London Health Unit, Elgin St.Thomas Public Health and Oxford County Public Health-and
Emergency Services In order to minimize anxiety and maximize implementation of Infection control
procedures.He indicated that health units are stressing the importance of sick children staying at
home until the fever is gone and they are feeling better.Parents are being asked to ensure that plans
are in place to keep sick children at home for several days as well as for children that may become
III during the school day to be taken home as quickly as possible.It was noted that parents will be
-called to pick up their children should they become ill during the school day.
Schools will be monitoring the number of students absent from schools In order to assist health units
In determining the level ofInfluenza present in the community.Local health units will regularly provide
the publicwith information regarding how much influenza Is inthe community. This information will
be available on health unit web sites or by calling the health units at the telephone numbers provided
in a newsletter prepared for schools.The potential outbreak of the HI N1 requires that procedures
be somewhat flexible because of ever changing scenarios and circumstances.Therefore,regular
meetings with the health units will continue as emergency protocols are conveyed to the schools and
communities and decisions are made regarding how vaccines are to be delivered and the role of
school boards.
Manager Neville commented on the cleaning precautions being implemented to prevent the spread
of Influenza and other Infections noting that the primary focus Ison hand washing.Mr.Neville advised
that one of Facility Services'summer initiatives included changing soap dispensers.Beginning the
week of September 28, hand sanitizers will be installed inadministrative offices,libraries,portables
and health rooms through funding received from the Ministryof Education.Manager Neville indicated
that Facility Services Maintenance and Operations leaders have been updated on cleaning
procedures with the primary focus on proper sterilization and sanltization of hand points.
2009 September 22...3
9.DIRECTOR'S ANNOUNCEMENTS -cont'd
H1N1 Information -cont's
Director Tucker commented that influenza vaccinations for H1N1 are strictlyvoluntary.The seasonal
influenza vaccine is expected to be available in early 2009 October at health care providers'offices,
community clinics and some workplaces. The new/Pandemic (H1N1j influenza vaccine will provide
specific protection against a new strain of influenza.The vaccine will be administered free of charge
and is expected to be available at public clinics and some health care providers'offices.
The Administration responded to questions posed by trustees.Exec.Supt.Sereda,Human
Resource Services,advised that the Employee Absence Management program will identify the
number of staff away because of the H1N1 influenza virus (Pandemic illness) and added that
monitoring of absences will be handled as with any other illness.He indicated that staff absentee
plans are in place for specific areas as well as procedures ifthe student absenteeism rate reaches
the 10 percent level.The health units, using tracking procedures,will determine ifa classroom isto
be closed.
10.MINUTES OF THE 2009 SEPTEMBER 08 REGULAR BOARD MEETING
a.CONFIRMATION OF MINUTES
The minutes of the Regular Board Meeting,2009 September 08 were adopted on motion of
J.Bennett,seconded by P.Sattler
b.BUSINESS ARISING FROM MINUTES -none
11.STUDENT TRUSTEES'UPDATE
Student Trustee Neville,representing the students of Norwich District High School,referred to the
2009-2010 school accommodation plan for the successful transition of students from Norwich DHS
to College Avenue S.S.(CASS)and Glendale District H.S. He advised that,as a student
representative,he attended a parent council information meeting last week regarding transition
preparations.He expressed concern that students wanting to attend Delhi District Secondary School
or any other school were not mentioned inthis transition plan. He referred to the Board's motion of
2008 October 28 regarding seeking input on secondary boundaries for school designations In South-
East Oxford as well as consultation with the Grand Erie District School Board on possible student
accommodations at Delhi District Secondary School.Student Trustee Neville indicated that Norwich
DHS students feel they are being treated unfairlyand that it Is the Board's obligation to provide a
smooth transition regardless of what school or board they choose to attend.
Director Tucker referred to the Board's recommendation of 2008 October 28 regarding establishing
a Boundary Committee to seek input on secondary boundaries for school designations in South-East
Oxford.Chair Stewart advised that he has contacted the Chair of Grand Erie DSB requesting to meet
and discuss adjacent school accommodation issues and no response has been received.
Director Tucker advised that he and the Director of Education for the Grant Erie DSB have discussed
how to ensure the transition process is as smooth as possible.Supt.M.E. Smith described the
transition plan that is moving forward at Glendale H.S., Norwich District H.S.and College Avenue
S.S.,to integrate students before they move.Supt.Smith indicated that a meeting was held on 2009
September 21 related to boundary issues and that once additional transitional Information Is
determined,community Input will be requested at a meeting on 2009 October 21.The results will
then be reviewed by the Senior Administration and the Capital Plan Co-ordinating Committee,and
a report prepared for Board approval.
2009 September 22...4
12.REPORTS FROM THE ADMINISTRATION
a. EDUCATION QUALITYAND ACCOUNTABILITY OFFICE (EQAO)
Supt.K.Wilkinson and ManagerS.Killip,Research and Assessment,provided an overview of
the Education Quality and AccountabilityOffice(EQAO)Results and Trends for 2009.
Trustees were advised that trends in EQAO Primary,Junior Assessments for students at levels
3 and 4 in reading,writing and mathematics were reviewed as well as Grade 9 mathematics
(applied and academic)assessment percentages for students at levels 3 and 4. 'Dr.Killip
highlighted the EQAO reading and writing scores related to male/femaledifferencesforGrade
3reading,writing and mathematics;Grade6 reading,writing and mathematics;as well as Grade
9 mathematics (applied and academic). Also reviewed were the percentage of students
achieving Level 3/4 on EQAO reading,writing and mathematics for percentile groups on EDI:
Physical Health and Well-Being;Social Competence;Emotional Maturity;Language and
Cognitive Development and Communication and General Knowledge.
Dr.Kiliip described the specificgroupingsand explainedthe OSSLT-Trends for2002to2009in
pass rates for fully participating students. He indicated that with male/female assessments,he
looksatsimplesubtractionusing provincial and TVDSB data from across theyearsweighted with
different demands of the tests for male/female.Generally,females outscore males;however,
the keyfactoristhat patterns between the TVDSB and the provinceare similar.Healso noted
that with reading scores,there is a modest gap and with writing,there is a bigger gap between
boysand giris.There is an ongoing cycleat the provincial level to focus on Improvements for
student learning that includes strategies to reduce these gender gaps.
Supt.Wilkinson reported that the detailed analysis profiles the strengths and areas of
improvementinallfourofthe assessment areas.The results will be used to identify broad areas
of strength and weakness to assist with in-servicefor principals,Program Services staff and
teachers,and for planning next steps in the school improvement process.Supt.Wilkinson
indicated that more information is to be brought to the Board at a subsequent meeting.
The Administration responded to trustees'questions.In response toa question, Supt.Wilkinson
Indicated that more details regarding literacynumeracy initiatives will be providedto trustees.
Based on the EQAO data, literacy coaches will be identifying and narrowing their focus.
Principals will have the literacy/numeracy outcomes clearlydefined inorder to enable them to
better assist teachers with this focus. Learning Supervisors are working with literacy coaches
and will bring back more information to the Board. As well.Learning Supervisors will become
more involved in school initiativesusing EQAO data to provide the context for new trends.Built
into these initiatives will be benchmarks to measure effectiveness inimproving student learning.
Trustee Tisdale requested that a gender breakdown related to OSSLT -Trends in Pass Rates
be providedat a subsequent meeting. Exec. Supt.Elliott,Program Services,stated that there
are expectations inall subject areas and that the literacyand numeracy focus is embedded in
curriculumyear toyear as text changes.Exec. Supt.Elliott added that Program Services has not
reduced central program support to schools using as an example the Program Enhancement
Grant that provides instrumental music programming for all grades 7 and 8 students to ensure
that student learn the value of the arts and social sciences.Research indicates that students
performwellinother areas ofthe curriculum whentheyachieve reading,writing and mathematics
skills.
It was asked if there is any interest on the part of universities inanalyzing the EQAO results and
trends.Dr.Killip indicated that partnerships do exist and commented on a southwestern regional
professional networkwhich IscompilingInformation towards expanding the type of research that
may be of Interest to selective universities such as Sir Isaac Brock Universityand Universityof
Windsor.He noted that certain faculties have more of a focus on partnerships that Improve
Ontario's public education system.
2009 September 22...5
12.REPORTS FROM THE ADMINISTRATION -cont'd
b.DEPARTMENTAL UPDATE
Summer Literacy Report/2009 Summer School
Exec. Supt.Elliott introduced Principals Mary Roes, Sherwood Forest P.S., and Jeff Bruce,
Ryerson P.S.Ms.Elliott describedthe Summer Literacy Program,its community partnersand
funding.
Principals Roes and Bruce provided an overview ofthe grade 1 summer literacy program which
is now in its fourth year. The program,developed in collaboration with University ofWestern
Ontario research students and the Board's Research and Assessment Office, is intended to help
primary students struggling with reading.Thissummer,314 children were registered toattend
half-day classes over a three-week period at ninesites across the District.
Ms. Roes advised that the classes were kept small with 10-12 students and one teacher well
qualified in primary literacy instruction.The eligibility criteria for students and the registration
process was explained.
Mr.Bmceexplained that instruction was provided through a Balanced Literacy Program following
daily key components.Weekly assessments enabled theteacherto identify students'unique
learning needs,provide explicit instruction and practice in small groups/individual students.
Technological support through the use of computer labs and the new Destination Reading
software program assisted teachers in reinforcing literacy skills.Mr.Brucecommentedonsome
ofthe tools used to measure student learning and outcomes (e.g.daily individualized reading,
writing samples assessed with grade 1 writing rubrics;etc.).Beginning and end comparisons
indicated measurable gains in the three-week period and overall improvement in the child's
reading ability (e.g. 2-3 reading level increase in DRA).
Parentswere provided with dally reading skills andstrategiesto practice athomewith their child.
Independent reading material atthe child's "just right"reading level wassent home daily as well
as a weekly newsletter.Teachers completed a final assessment report thatwassenttoeach
child's home schoolforuse bythe grade two teacher for programming purposes.It was noted
that the research studies with University of Western Ontario and the Board's Research and
Assessment will ensure that data is being tracked over the years.
Chair Stewart extended thanks for an informative presentation.
Capital Construction Projects Update
Executive Officer K.Bushell provided the following update on the current status of capital
construction projectscompletedoverthe summerand those currently underway:
Medwav H.S.-Addition &Renovation
Projectcomplete and open 2009 September 08;
- Contractor completing deficiencies and warranty items.
Princess Anne French Immersion P.S.-Addition &Renovation
Projectcomplete and open 2009 September 08;
- Contractor completing deficiencies and warranty items.
New John Wise P.S.
-Project complete and open 2009 September 08 with exception ofthe Gymnasium and
Activity Room,to be completed by2009October 01;
• - Contractor completing deficiencies and warranty items.
2009 September 22...6
12.REPORTS FROM THE ADMINISTRATION -cont'd
b.DEPARTMENTAL UPDATE -cont'd
Capital Construction Projects Update - cont'd
New Blenheim District P.S.
Building enclosed and watertight;
-Installation of mechanical and electrical systems ongoing;
Interior finishes commenced;
-Project to be complete 2009 December 15 for occupancy 2010 January 04.
Pierre Elliott Trudeau French Immersion P-S.-Addition &Renovation
Newaddition and 1981 wingrenovation complete and open 2009 September 08withthe
exception ofthe Gymnasium and Activity Roomwhich will be completed by2009 October
01;
Contractor completing the remainder of renovations to the existing school, to be
completed by 2009 December 15.
East Oxford P.S.-Main Office/Library Renovation
Renovations complete and open 2009 September 08;
New Wilberforce P.S.
- Building enclosed and watertight;
-Installation of mechanical and electrical systems ongoing;
Interior finishes commenced;
-Yard seeded;
Project to be completed by2009 December 15 foroccupancy 2010 January 04.
New West Nissouri P.S.
Building Enclosed and watertight;
Installation of mechanical and electrical systems ongoing;
Interior finishes unden/vay;
-Yard seeded;
Project to be completed by2009 December 15 for occupancy 2010 January 04.
New Stonev Creek Stonevbrook E.S.
Construction commenced 2009 July;
Footing and Foundation 75%complete;
-Masonry underway;
-Structural steel erection commenced;
Site graded.
College Avenue S.S.-Addition &Renovation
Construction commenced 2009 July;
Construction fencing erected;
-Temporary exiting in place;
Renovation to existing school underway;
- Footing and foundations 75%complete for addition.
A.E.Duffield P.S.-Addition &Renovation
Constnjction commenced 2009 July;
Construction fence erected;
Temporary exiting in place;
- North addition footings and foundations complete;
- Masonry block 50%complete on north addition;
Footing and foundations80%complete'on east addition.
2009 September 22...7
12.REPORTS FROM THE ADMINISTRATION -cont'd
b. DEPARTMENTAL UPDATE -cont'd
Capital Construction Projects Update - cont'd
Caradoc Central P.S.-Addition &Renovation
Construction commenced 2009 August
-Construction fence erected;
- Temporary exiting inplace;
-Asbestos abatement 50%complete,remainder tobe removed during Christmas break;
Footingand foundations underway.
Northridae P.S.-Addition &Renovation
Construction commenced 2009 August;
Construction fence erected;
Temporary exitingin place;
Demolition underway for new Kindergarten area;
Excavation for footings and foundations underway.
Mr.Bushell indicated that all projects are on or below budget with the exception ofMedway High
Schoolwhere additional projectswere required.
Occasional Teacher List ,.
Exec.Supt.Sereda advised that Human Resource Services staff have completed interviewing
elementary and secondary occasional teachers (OT).The list includes OT's with qualifications
in French.Music and Special Education.As well,perspective occasional teachers that reside at
rural addresses were needed.A total of66 new elementary occasional teachers and54 new
secondary occasional teachers have been hired with 67 pending until final docurnentation is
completed,for a total of 180 new occasional teachers.Of that number,10 are retirees with 8
holding qualifications In French and Music qualifications,hearing impaired and English asa
Second Language (ESL)in anticipation of meeting staffing needs for the rest of year.The total
number on the occasional teacher list is approximately 800 secondary and 1200 elementary.
2009 Summer School
Supt.S.Hughes provided an overview of the summer school program at the Wheable Centre -
School of Adult,Alternative and Continuing Education.This summer,3,041 students registered
for summer school.He commented on improvement and new credits noting that for
improvement credits,summer school registration numbers were down this year because of the
fine work with Student Success recovery programs (e.g.Reconnect).New credit numbers
continue to rise because many students took a compulsory credit at summer school in order to
make more room for Art,Music and Dramacourses during the year.
Supt.Hughes also commented on Woodstock partnering with Community Employment Services
and other employment agencies to provide students at risk with opportunities for success through
positive work placements.Students may earn two credits and many are paid for through their
employment.Also included is a specialist high skills major for those students wishing to fulfH
apprenticeship requirements.This initiative started with 20 students in one area of the Board and
has grown to service over 100 students throughout TVDSB with a 98 percent success rate.
Supt.Hughes indicated that Principal B.Howse has offered to present a full and detailed 2009
Summer School report at a subsequent Board meeting.
c.TRANSPORTATION UPDATE ..^^r
Director Tucker provided preliminary comments related to changes in student transportation
practices.He advised that the Senior Administration continues to work with the Southwestern
Ontario Student Transportation Services (Consortium)and General Manager Maureen Heath to
come to satisfactory solutions to issues raised this school year.
2009 September 22...8
12.REPORTS FROM THE ADMINISTRATION -confd
c.TRANSPORTATION UPDATE - cont'd
Exec.Supt.Greene reported that during 2009 September,the Administrative Council was
updated on the cun-ent transportation issues related to attendance areas for out-of-area s^dents
and attendance boundaries for Oxford/Elgin schools.He advised that the Administrative Council
will put a process in place to address issues of concern assoon as possible.Exec.Supt Greene
commented on an agreement with East Eigin/Tiilsonburg that has a history of choice of schools
for students.
Exec.Supt.Greene advised that on 2009 September 22.plans for transportation for eligible
students under the harmonization walking distance criteria will begin as he,Exec.Supt.DaUon,
Planning Officer Owens and Manager Heath meet to work through all the issues surrounding
transportation in order to put a viable plan in place.He advised that three policies will be taken
to the Board's Policy Working Committee for consideration-Transportation,Attendance Areas
and School Hours.As well,the Administrative Council will be considering the large harmonization
component.It was noted that program drives transportation and program eligibility may also need
review.Exec.Supt.Greene will be meeting with Exec.Supt.Dalton to discuss other cntena
related to policy changes {e.g.school hours and supervision at school).
Manager Heath advised that she will be meeting with the bus operators to iook at some areas
that need to be changed with the front line people responsible for student safety.As well as
stabilizing bus routes,the process of harmonizing walking distances with the Catholic Board wm
require establishing an implementation plan that encompasses the City of London,Woodstock
and St.Thomas.It was also suggested that an implementation planning committee be
established to help work through various issues and comprised of members from the three areas •
including principals,TVPIC representatives,bus operators,trustees and student representatives,
perhaps a Student Trustee.
Manager Heath and the Consortium staff have begun the process of redrawing boui^aries for
the walking distances to determine how to implement a plan that will run smoothly.There is a
need for a communication plan at the elementary level and then the secondary level to erisure
a smooth transition and to convey the good news story that more students are now eligible for
transportation.Determining the number of buses necessary for redesigned routes will mean
adjustments and refinements to some of the pick-up/drop-off times.A transportation
implementation plan for the new distances,including communication strategies and associated
costs,is to be brought to the Board.Manager Heath will contact the Transportation consultant
at the Ministry of Education regarding new walking distance criteria/protocols.
Director Tucker indicated that time will be needed to develop a revised Transportation policy and
an implementation plan that is both detailed and comprehensive noting it is a complex process
that requires the co-operation of all stakeholders.
The following motion was moved by J.Bennett,seconded by T.Grant and carried.
That aTransportation Ad hoc Committee comprised of all trustees be established to address
current transportation issues.
Manager Heath explained the Hub system used in some rural areas noting that l-ang Bus Lines
has provided feedback regarding it effectiveness within the context of September operatiorial
Issues.She confirmed that inquiries from communities have been responded to by the
Consortium staff to clarify and are monitored to ensure they are working smoothly.Ms.Heath
commented that between 30 to 50 transportation requests are received daily.She indicated that
inquiries will be responded to in writing by the Consortium staff;however,there may be delays
becauseof choice of school Issues that still require a resolution.
2009 September 22...9
12.REPORTS FROM THE ADMINISTRATION -cont'd
c.TRANSPORTATION UPDATE -cont'd
13.
d.
Director Tucker advised that the harmonization of walking distance plan will be put in place as
quickly as possible.The following trustees agreed to participate on the committee and represent
their community:Trustee Hart -Woodstock,Trustee Roberts - London,and Trustee Exiey - St.
Thomas.The Director indicated that implementation would likely occur following the Christmas
break for elementary and at the semester change for secondary.Chair Stewart indicated that
Corporate Services Supervisor Christie will email trustees regarding an October date for the
meeting.
TVDSB ANNUAL ACCESSIBILITY PLAN 2009-2010
Exec. Supt.L.Elliott advised that the finaldraft ofthe Annual Accessibility Plan will be presented
to the Board on 2009 October 13 following posting on the TVDSB website for public input.
REPORTS OF COMMITTEES
a.REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE MEETING
Members
P.Sattler,Trustee
F.ExIey,Trustee
Regrets
J.Robinson,ESUELD,NL
Diversity,Program Services
Absent
M.Hendrick,Trustee,Chair
R.Doxtator,Oneida Nation of the
Thames
2009 September 15
Administration and Others
L.Elliott,Executive Superintendent,Program Services
T.Sillaby-Ramsey,F.N.Counsellor,H.B.Beal S.S.
M.Deeb,Saunders S.S.
L.Merner,Assistant,Corporate Services,Ed Centre
L.Pressey,Learning Supervisor,Ed Centre
J.McCredie,Principal,A.E.Duffield P.S.
T.Smith,Westminister Central P.S.
S.Miller,Attendance Counsellor,Thames S.S.
L. Mills,Thames S.S.
D.MacPherson,H.B.Beal S.S.
S.McCombe,M.B.McEachren P.S.
R.Jackson,Life Long Learning Admin.,Oneida Nation
of the Thames
C.Rogers,F.N.Counsellor,McEachren/Duffield P.S.
C.Brunette,Aboriginal Education Advisor,Program
Services
V. Hopkins,Counsellor,Thames S.S.
Guest
J.Joseph,Career Guidance Counsellor for Chlppewa
of the Thames
J.Antone,First Nations Counsellor,Saunders S.S.
J. Henry,Chippewas of the Thames
T.Kechego,Chippewas of the Thames
C.Cornelius,Oneida Nation of the Thames
The meeting was cancelled because of a lack of quorum.
M.HENDRICK.
Chairperson
2009 September 22...10
13. REPORTS OF COWIWHTTEES - cont'd
b REPORT OF THE CHAIRS'COMMITTEE ''®9:05-11:45 a.m.
MEMBERS ADMINISTRATION AND OTHERS
J.Stewart (Chair)T.Roberts B.Tucl<er S.Christie
T.Grant P.Sattler
1.APPROVAL OF AGENDA
Theagenda was approved.
2.CONFLICTS OF INTEREST - none declared
3.review OF 2009 SEPTEMBER 22 BOARD AGENDA
The agendas for the in-camera and public Board meetings of 2009 September 22 were
discussed and updated.It was agreed that a web training session will be provided for
trustees following the in-camera meeting.Trustees will be asked to bring their laptops to the
meeting to participate in the instruction.
4 REVISED BOARD AGENDA TEMPLATE
The draft revised Board agenda template discussed at the September 8,2009,Board
meeting was referred back to the Committee for further consideration.The process to bring
kev pertinent information to trustees outside of departmental updates as administrative
UDdates was discussed as well as demonstrating the Board's commitment to transparency
in its operations.At the Board meeting,the Director will describe reports to be included in
"Reports from the Administration".
It was noted that department information is archived on the Board website.High level system
information will continueto be broughtto trustees.
The following motion was moved and carried:
That the draft,revised Board meeting agenda format be approved as presented.
It was noted that specific information requested by individual trustees should be provided only
by motion.
^A?etteffrom the City of London regarding a motion on the proposed smart moratorium
related to potential school closures was discussed and referred to the Long-Term Community
partnerships Committee.
^Supt^V^Nielsen,Managers S.Young and K.Young and Public Affairs Officer R.
iolned the meeting to discuss providing tmstees with access to the Board intranet site.This
will provide them with access to the Staff Development and Training,the Board store,links
to collective agreements,electronic forms sites.Development.of a trustee portal conference
site was also discussed.
7 PUSH MAIL,SUBSCRIPTION,AND STREAMING BOARD MEETING „
It was suggested that a pilot project be developed to video stream Board meetings to allowoff-site presentations and public off-site access to the meetings.Equipment and staffingimplicationswereidentified.It was agreed to pursue the pilot initiative in November.
2009 September 22...11
13.REPORTS OF COWIMITTEES -cont'd
b.REPORT OF THE CHAIRS'COMMITTEE -cont'd
7.PUSH MAIL,SUBSCRIPTION.AND STREAMING BOARD MEETING -cont'd
Manager K.Young described the web capacity allowingthe publicto subscribe tothe E News
site.The information posted will inciude general system information and media releases.
Itwas suggested that the school sites include the school trustees'and superintendent's name
and contact information.
Manager Young presented a sample TVDSBpod cast.The abilityto archive media coverage
and Interviews with Board representatives was discussed.It was agreed that trustee media
training will be planned.S. Young will determine the scope ofthe search engines and report
back at a future meeting.
R. Hoffman provided an overviewof the web calendar noting Board,committee meetings and
system events have been posted.
8.FIRST NATIONS ADVISORY COMMITTEE MANDATE
The need to amend the Native Advisory Committee mandate to reference "First Nations"
was discussed following direction from the Ministryof Education.It was agreed to defer the
changes pending other changes to the mandate under consideration by the First Nations
Advisory Committee.
9.UPDATE ON TRANSPORTATION AND OUT-OF-AREA ISSUES
Director Tucker provided an update on transportation Issues and processes being
undertaken by the South-western Transportation Consortium.It has been asked to develop
a communications protocol involving the senior administration,trustees,bus operators,
school administrators and Consortium staff.The communications plan will be included with
the new implementation plan.The need for regular, daily updates to the Director was noted.
It was suggested that the Consortium be asked to assign a staff member to liaise with
trustees.
The need to address the walking distances through Board policy was also raised and will be
discussed at the September 22 Policy Working Committee meeting.The Consortium
Manager will be asked to provide an update on transportation issues and the implementation
plan at the public Board meeting on September 22.
10.ASSIGNING STUDENT TRUSTEE MENTORS
The process of Identifying trustee mentors for the student trustees was discussed.Chair
Stewart will speak with past Chairs interested in serving as mentor in accordance with Board
policy. It was suggested that all trustees have the opportunity to serve In this capacity. This
proposed amendment will be included with revisions to be brought to the PolicyWorking
Committee.
11.ONTARIO STUDENT TRUSTEES'ASSOCIATION MEMBERSHIP FEES (OSTA)
A request fromthe Ontario Student Trustees'Association that the Board continue itsfinancial
support inthe amount of$2687.66 was considered.It was agreed to defer a decision inthis
regard.
12.2009 SUMMER SCHOOL PROGRAM
Director Tucker distributed a summary ofthe 2009 summer school program. Areport will be
Included with the Summer Literacy discussion under "Departmental Updates"at the 2009
September 22 Board meeting.
13.OTHER BUSINESS
a.Overview of September 17, 2009,Trustee Meeting
Director Tucker described plans forthe trustee In-service session on September 17.
2009 September 22...12
13.REPORTS OF COMMITTEES -cont'd
b.REPORT OF THE CHAIRS' COMMITTEE -cont'd
14. DATE AND TIME OF FUTURE MEETINGS
The following meetings have been scheduled for9:00a.m.:
October?,21;
November 4,18.
15.ADJOURNMENT
The meetingadjourned at 11:45 a.m. by motion.
RECOMMENDATION:
Thatthe draft,revised Board meeting agenda format be approved as presented.
J.STEWART,
Chairperson
A discussion was held about renaming the Board's Native Advisory Committee to First Nations
Advisory Committee.Supervisor Christie was asked to provide trustees with a copy of the
Ministry's memorandum regarding thischange.
It was suggested that a decision related to changes to the Board meeting agenda format be
deferred until after Public Affairs and Community Relations provides in-service to trustees
regarding accessing website information.The following motion was moved by S.Polhill,
seconded byR.Tisdale and carried:
Thatconsiderationofthedraftrevised Board meetingagenda formatbedeferredtothe2009
October 13 Board meeting.
c. REPORT OF THE COMMITTEE OF THEWHOLE • INCAMERA
2009 September 22
MEMBERS PRESENT ADMINISTRATION AND OTHERS
T.Roberts (Chair)
J.Bennett
S.Doub
F.Exiey
T.Grant
G.Hart
P.Jaffe
Absent:M.Hendrick
J.Kamphuis
C.Neville
S.Peters
S.Polhill
P.Sattler
J.Stewart
R.Tisdale
B.Tucker
B.Greene
K.Dalton
M.Sereda
The Committee met in camera from 5:10 p.m. to 6:25 p.m.
1.APPROVAL OF AGENDA
The agenda was approved by motion.
2.CONFLICTS OF INTEREST - No conflicts of interest were declared.
3.Confidential legaland personalmatterswerediscussed.
S.Christie
R.Hoffman
2009 September 22...13
13. REPORTS OF COMMITTEES - cont'd
c.REPORT OF THE COMMITTEE OF THE WHOLE -IN CAMERA -cont'd
4.RISE AND REPORT
A motion to rise and reportwas moved and carried at 6:25p.m.
RECOMMENDATIONS:
1.That the motion approved at the in-camera meeting of 2009 September 22 related to
resignations by mutual consentbe approved.
2.That the Board explore a process regarding a transfer of $192,000 to the Thames Valley
Education Foundation Learning Enhancement Fund in accordance with the advice received
•from solicitors Harrison Pensa and report back to the Committee ofthe Whole.
T.ROBERTS,
Chairperson
Recommendations 1 and 2 were adopted on motion of T.Roberts,seconded by J.Bennett.
14.COMMUNICATIONS
a. CHAIRS' SUMMARY REPORT -none
b.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION -UPDATE -none
c.SPECIAL EDUCATION ADVISORY COMMITTEE APPOINTMENT -AUTISM ONTARIO
A letter was received from Autism Ontario -London,appointing Judy Wright as the Association'srepresentativeontheBoard's Special Education Advisory Committee.The following motion was
moved by J.Bennett,seconded by P.Battler and carried:
And resolved that Judy Wright be appointed the representative for Autism Ontario -London
onthe Board's Special Education Advisory Committee.
d.FIRST NATIONS ADVISORY COMMITTEE APPOINTMENT -MUNSEE-DELAWARE FIRST
NATION
A letter was received from the Munsee-Delaware Nation,appointing Mark Peters as the First
Nation's representative on the Board's First Nations Advisory Committee.The following motion
was moved by J.Bennett,seconded by P.Sattler and carried:
And resolved that Mark Peters be appointed the representative for the Munsee-Delaware
Nation onthe Board'sFirst Nations Advisory Committee.
e.FIRST NATIONS ADVISORY COMMITTEE APPOINTMENT -CHIPPEWAS OF THE THAMES
A letter was received from Chippewas of the Thames First Nation,appointing JoAnn Henry and
Tammy Kechego as the First Nation's representatives on the Board's First Nations Advisoiv
Committee.The following motion was moved by J.Bennett,seconded by P.Sattler and earned.
And resolved that JoAnn Henry and Tammy Kechego be appointed the representatives for
Chippewas of the Thames First Nation on the Board's First Nations Advisory Committee.
2009 September 22...14
14.COMMUNICATIONS -cont'd
f.FIRST NATIONS ADVISORY COMMITTEE APPOINTMENT -ONEIDA NATION OF THE
THAMES
A letter was received from Onelda Nation of the Thames,appointing Clinton Cornelius and
reappointing Mary Elijah as First Nation's representativesonthe Board'sFirst Nations Advisory
Committee.The following motion was moved by J.Bennett,seconded byP.Battler and carried:
Andresolvedthat Clinton Cornelius beappointedand Mary Elijah reappointedtothe Board's
First Nations Advisory Committeerepresentingthe Onelda Nation ofthe Thames.
15.NOTICE OF MOTION -none
16.MOTION -NOTICE OF WHICH HAS BEEN GIVEN
17.ADDITIONAL ITEMS
Trustee Exiey provided information related to School's Out,a publication created for elementary
school-aged children (JK-8)and their families.Headvised that each edition is geared to,promote
reading with colourful visualsand interesting articles forparentsand children.Itisa quarterly,free
publication that is distributed to students through their schools.
Trustee ExIey advised thattheThames Valley Education Foundation isseekingthe Board'ssupport
to enter Into a contract withthe publisherofthe School's Out magazine. ItIsbeing considered on a
pilot basis and,therefore,TVEF will be committing to only two publications.Asthe publication will
be distributed to TVDSB students through their respective schools, it is most important that the
Foundation receive the Board's support for this new fund-raising initiative.
Trustees were advised that each edition contains themed editorial content and advertisements from
local businesses within the District,offering educationally-based programs and activities that can
enhance a child's learning opportunities or simply offerfun and activities for the whole family.A
percentage ofthe revenuegenerated through the local advertisersis donated straightback tothe
Foundation In order to benefit students.
Trustee ExIey explained that the Foundation is looking foravenues to raisefunds noting that four
other Ontarioschool boards have tested and adopted this Initiative.The publication has the potential
togenerate a minimum of$8,000a yearfortheThames Valley Education Foundation's Caring Fund.
Trustee Exley summarized thatthe TVEF has examined the possibilities sincethe spring of2009 and
asked that the Board endorse this program.
The following motion was moved by F. Exley,seconded by 8.Peters:
That the Boardallowthe Thames Valley Education Foundationto participate inthe Schools Out
booklet program on a trial basis for this year.
A discussion followed.DirectorTucker expressed concern noting areas of sensitivity regarding
promoting advertisement in frontofstudents, contractual obligations,control overcontentofbooklet
and the Inequity of students across Thames ValleyInbeing able to pay for some ofthe programs.
Itwas requested thatthe Director investigatethe projectand bring back information forthe Boardand
the Foundation.There was general support for the pilotwith a decision to be made based on
feedback from the Director.The motion was withdrawn and Director Tucker agreed to take this
matter under advisement and report back to the Board regarding the outcomes.
18.QUESTIONS/COMMENTS BY MEMBERS -none
V .
V-
2009 September 22...15
19.ADJOURNMENT
The meetingadjourned at 10:40 p.m.,on motion ofT. Grant,seconded byS. Peters.
CONFIRMED:
2009 September 22...16
SUMMARY OF APPROVED RECOMMENDATIONS OF 2009 SEPTEMBER 22
That a Transportation ad hoc committee comprised of all trustees be established to address current
transportation issues.
That consideration ofthedraft revised Board meeting agenda format bedeferredtothe2009October
13 Board meeting.
That the motion approved at the in-camera meeting of 2009 September 22 related to resignations
by mutual consent be approved.
That the Board explore a process regarding a transfer of $192,000 to the Thames Valley Education
Foundation Learning Enhancement Fund in accordance with the advice received from solicitors
Harrison Pensa and report backtothe Committee ofthe Whole.
And resolved that Judy Wright be appointed the representative for Autism Ontario -London on the
Board'sSpecial Education Advisory Committee.
And resolved that Mark Petersbe appointed the representative for the Munsee-Delaware Nation on
the Board's First Nations Advisory Committee.
And resolved that JoAnn Henry and Tammy Kechego beappointed the representatives for Chippewas
oftheThames First Nation on the Board's FirstNations Advisory Committee.
And resolved that Clinton Cornelius be appointed and Mary Elijah reappointed tothe Board's First
Nations Advisory Committee representing the Oneida Nation ofthe Thames.c
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