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9/8/2009 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING,PUBLIC SESSION 2009 SEPTEMBER 08,7:00 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 a.Metcalfe School Bus Accident V - Ken Knight,Lang Bus Lines •Kathryn Plalne 7.CONFLICTS OF INTEREST V 8.CHAIR'S ANNOUNCEMENTS V 9.DIRECTOR'S ANNOUNCEMENTS V 10.PRESENTATIONS a. Public Input -J.Morris re Wind Turbines M b.Revised Thames Valley Website V 11. MINUTES OF THE 2009 JUNE 23 REGULAR BOARD MEETING M a.Confirmation of Minutes b.Business Arising from the Minutes 12.-STUDENT TRUSTEES'UPDATE-none V 13.REPORTS FROM THE ADMINISTRATION -none 14.REPORTS OF COMMITTEES a. Policy Working Committee,2009 June 23 M b.Chairs'Committee,2009 September 02 M c.Committee of the Whole,In Camera,2009 September 08 V 15.COMMUNICATIONS a.Ontario Public School Boards'Association -Update V b.SEAC Appointment W c.Minister of Education re School Information Finder M M M d.Warchild Canada Appreciation e.Ontario Medical Association re posting caloric counts 16.NOTICE OF MOTION 17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN-none 18.ADDITIONAL ITEMS 19.QUESTIONS/COMMENTS BY MEMBERS 20.ADJOURNMENT THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING,PUBLIC SESSION 2009 SEPTEMBER 08 The Board met in regular session on 2009 September 08 in the Board Room atthe Education Centre,meeting in public session at 7:15 p.m.to 10:30 p.m.The following were in attendance: TRUSTEES J.Bennett S.Doub F.Exley T.Grant G.Hart M.Hendrick P.Jaffe J.Kamphuis C.Neville S.Peters S.Polhill T.Roberts ADMINISTRATION AND OTHERS B.Tucker M.Moynihan K.Dalton V. Nielsen L.Elliott M.E.Smith B.Greene B.Sonier M.Sereda P-Tufts C.Bourbonnais-MacDonald K.Wilkinson K.Edgar K.Bushell L.Griffith-Jones L.Baines S.Hughes S.Dawson P.Sattier J.Stewart (Chair) R.Tisdale R.Hoffman J.Neville B.Strong K.Young S.Young W.Scott 1.CALL TO ORDER. Board Chairperson Stewart called the meeting toorderat 7:15 p.m. 2.0 CANADA The meeting opened with the singing of C Canada. 3.MUSICAL PRESENTATION -none 4.APPROVAL OF AGENDA The agenda was amended to add Transportation as item 13.a.under "Reports from the Administration".Theamendedagendawas approved on motion of F.Exley,seconded by T.Roberts. 5.OFFICIAL RECORD L.Baines,Records Information Management Officer,read the following official record into the minutes: We regret to record the death of Jozef Stoka,a custodian,at Central Elgin Collegiate Institute, St.Thomas,on 2009 June 15;Jordon TImpany,a 18-year-old student,atSaunders Secondary School,London,on 2009 June 28;Lorrie Ann Nesbitt,a educational assistant,at East Elgin Secondary School,Aylmer,on 2009 July 13;Owen Stigter,a 9-year-old student,at Colborne Street Public School,Strathroy,on 2009 July 08;Cassandra Mann,a 13-year-old student,at Lord Nelson Public School,London,on 2009 July 12;and Randie Tuffin,a 14-year-old student at Tweedsmuir Public School,London, on 2009 July 11. 6.RECOGNITIONS a. METCALFE SCHOOL BUS ACCIDENT Supt.P.Tufts introduced and welcomed Ken Knight,Lang Bus Lines;Kathryn Plaine,Education Assistant andC.Knight-Smith,Principal.Metcalfe Central P.S.,Strathroy. 2009 September 08...2 6.RECOGNITIONS -cont'd a.METCALFE SCHOOL BUS ACCIDENT -cont'd Supt.Tufts described a school bus accident which occurred on 2009 June 09 involving the Grade 2/3class at Metcalfe Central P.S.on Highway 22. Hepraisedthe bus driver,Mr.Knight,who, unable to avoid colliding with a carthatfailed tostopata sign,wasableto keep thebus upright avoiding what could have been a far more serious outcome.Kathy Plaine,driving by moments after the accident,stopped and supported the students atthescene,traveled with them by bus toa London hospital and remained with them until theirparents arrived. Principal.Knight-Smith reported that Metcalfe Central teacher JaneAbsoIon continues to recover from injuries suffered as a result of the accident and has returned to teaching ona part-time basis.OPP Officers commended Ms. Absolon for detailed notes of the accident which contributed to quick and efficient emergency careofstudents and family members involved in the accident.Mr.Knight.Ms.Plaine and Ms.Absolon were applauded for their quick and efficient handling ofa difficult situation.Principal Knight-Smith thanked the Metcalfe Central community fortheirsupport on a difficult day at the school. b.OFFICER OF THE ORDER OF CANADA The congratulations of the Board was extended to Dr.Peter Jaffe who has been named an Officer oftheOrderofCanada by the Governor General,her Excellency the Right Honourable Michaeile Jean.Dr.Jaffewas recognized forhis influential work and extensive voluntarism in improving the response of Canada's legal,educational and social service systems to family violence and abuse of women and children. Itwas noted that Dr.Jaffe has co-authored ninebooks, 24 chapters,and over 70 articles related to children,families andthe justice system including Children of Battered Women and Working Togetfier to End Domestic Vioience.He is the founding Chair ofthe London Co-ordinating Committee to EndWomanAbuseandis cun-ently actively involved in research onthe impact of family violence on children.Between 1991 and 1993,Dr.Jaffe wasa member ofthe Canadian Panel on Violence Against Women. Trustee Jaffe commented on being named an Officer of the Order of Canada noting itis an incredible,honour. He added that even more, the Award recognizes the importance of the work and efforts ofmanyin ending domestic violence and child abuse. 7. CONFLICTS OF INTEREST - No conflicts of interest were declared. 8.CHAIR'S ANNOUNCEMENTS ChairStewart welcomed Jessica Kamphuis and Cody Neville totheir first official Board meeting as Student Trustees for 2009-2010. 9.DIRECTOR'S ANNOUNCEMENTS Director Tuckeradvised that morethan 1,000 backpacks and schoolsupplieswere ondisplay in the Education CentreAtrium as partofthe Thames Valley Education Foundation's Supplies for Students program offered again this year.He acknowledged the contribution oflocal residents,volunteers who assist with the program andthe generous business partners (London Life,Costco and TD Canada Trust)who work together toassist students by providing a positive startto the new school year.A special appreciation reception has been planned for 2009 September 09 at 10:00 a.m.in the Education Centre Atrium. Exec.Supt.L.Elliott advised that Lieutenant Governor ofOntario David C.Onley is scheduled to help kick off the school year with an address to approximately 350 staff on Friday,September 11,in the Thames Room at 1:30p.m. Trusteeswereencouragedtoattendthis presentation. 2009 September 08...3 9.DIRECTOR'S ANNOUNCEMENTS -confd Supt.M.Moynihan provided an updateonan accidentthatoccurredearlyonSeptember8 between a motor cyclist andan automobile on Oxford StreetWest in London in front of Eagle Heights Public School. She notedthat the appropriatedismissalprocess inplace ensured thatschool buses picked up studentsatthealtematesiteof Cherryhlll Shopping Mall as a result ofthe road being closed.She extended thanks to the Eagle Heights P.S. staffand Public Affairs Officer R.Hoffman forensuring that the students arrived home safely. 10.PRESENTATIONS a.PUBLICINPUT Joan Morris and Harvey Wrightman, on behalf of the Middlesex Wind ActionGroup, made a presentation on the adverse health efifects that industrial wind turbines have on communities and families. Ms.Morris presented information on an Environmental Screening Report proposing that the Adelaide Wind Farm Install40 industrial wind turbines in Middlesex County, 16 within 3 km of Adelaide W.G. MacDonald PublicSchool (Strathroy)as well as transmission lines as close as 20 to25 m.to the school.Citing recent studies of adverse health effects to humans,she expressed concern that the wind turbines could affect some students'health and learning capability. Following Mr.Wrightman's presentation, he requested that a TVDSB representative attend a community information session to be held at Adelaide-MacDonald P.S. on 2009 September 09 at 7:00 p.m. Ifa representative was unable to attend,Mr.Wrightman agreed to provideDirector Tucker witha report on the session that could be shared with trustees.A question and answer period followed. Chair Stewart extended thanks to the presenters and advised that the Board will consider their inputat its meeting of2009 September 22. He noted that trustees will continue towelcome any additional comments Inthis regard. The trustees requested that Director Tucker communicate withthe Ministry of Energy and Infrastructureand the Ministry of Education requesting that they speak withthe presenters regarding this matter as it relates to institutional regulations. b.REVISED THAMES VALLEY WEBSITE Supt.V.NeilsenintroducedThames Valley's revisedwebsite. She explainedthat an In-house committee was established to determine and evaluate website needs for the system which has resulted inan easy to use,updated,customized website. Manager K.Young and PublicAffairs Officer R.Hoffman commented onthe launchoftherevised website that was held the week of 2009 August 31.Mr.Hoffman highlighted some of the new features indicating that five schoolstories with detailed information maynowbe accessed atone time. This Improved website format will encourage schools to submit good new stories for system-wide recognition.Another newfeature is TV ondemand. Awelcomebackmessage from the Director was viewed. Mr.Hoffman demonstrated how to access interesting features on the main page including upcoming events;a customized format with Information flagged oneveryschoolsite(e.g.H1N1 update),urgent news andthe registration process for staffto receive email alerts.He noted that TVDSB audio and video pod cast are inthe early stages of implementation. >11.MINUTES OF THE 2009 JUNE 23 REGULAR BOARD MEETING a.CONFIRMATION OF MINUTES The minutesofthe Regular Board Meeting,2009 June 23 were adopted on motion ofF.Exiey, seconded by R.Tisdale. b.BUSINESS ARISING FROM MINUTES -none 12.STUDENT TRUSTEES'UPDATE -none 2009 September 08...4 13.REPORTS FROM THE ADMINISTRATION a.TRANSPORTATION Exec.Supt.B.Greene provided a status report on student transportation issues during what lias become a challenging startto this school year.He explained that route planning was established using EDULOG software,Trillium,and attendance boundaries.The Southwestern Ontario Student Transportation Services (Consortium)staff have been dealing with a significant number ofissues in thepast two weeks and are presently overwhelmed by the volume of requests for change of stops and alternate addresses. Exec.Supt.Greene indicated thatalthough student transportation information was communicated toschool principals and parents early in the Spring of2009,some confusion still exists.He noted that the proposed 2009-10 budget reduction of $705,000 in transportation services impacted by new boundaries and new schools has contributed to some of the problems.As well,the Ministry's funding requirement directing efficiencies in savings,including a 1 percent route reduction forthis and the nextthree years, translates into 30 fewer buses on the road which places pressure on student transportation services.Exec.Supt.Greene indicated that the Administration is working through these problems and anticipatesa resolution for all areas as quickly as possible.He noted thatManager Maureen Heath andthe Consortium staffhave been working 12-hourdays toaccommodaterequests and clearthe backlog. Exec.Supt.Greene emphasized thaton school opening day,2009 September 08,46,000 studentsweretransported toand from school.Heaskedthat Consortium Manager Heath explain the three problem categories;Stop Locations,Out of Area "Choice of Schools"and Alternate Addresses -Daycare/Childcare. Manager Heath advised thatthe Consortium staffand bus operators have the safety ofthe students as their first and foremost priority.Because of the requests and concerns received around busstop locations,the Consortium is going to revisit stop locations in the non-urban areas and group stopswhere itissafeand appropriate.She noted that many requests for change have been received since opening dayandaskedtrusteesto continue to direct any telephone calls regarding transportationtothe Consortium staff. Manager Heath explained that as the Consortium plans transportation,based on eligibility and Board approved school boundaries,several areas have come to light where there are multiple designations toschools different from the approved boundaries.Out ofArea "Choice ofSchools" issues cannotbe resolved quickly and require the assistance of Exec.Supt.Dalton and the Operations Superintendents to deal with boundary matters and out-of-area attendance issues. Many other"choice ofschools"students are not eligible for transportation and should be following the Board's policy and procedure related to "Attendance Areas for Students."Ms.Heath noted that as a result of more route sharing and efficiencies,there are no longer as many seats available for the "choice of schools"students. Manager Heath described the Alternate Addresses-Daycare/Childcare provision explaining the criteria thatthe primary addressofa student is eligible for transportation,the alternate address is within the school transportation boundary.The alternate address is used Monday through Friday.She indicated thata stop is provided at all licensed daycare facilities thatmeetthe criteria. Transportation problems are occurring with child care stops, other then licensed day care facilities,where arrangements must be made foryounger students tomeet an existing bus stop. The backlog of alternate address requests combined with daily requeststochangestops and alternate addresses has increased significantly since school opened.Itwas noted that review of more suitable urban and rural pick-up/drop-off points is necessary. 2009 September 08...5 13.REPORTS FROMTHE ADMINISTRATION - cont'd a.TRANSPORTATION -cont'd Manager Heath indicated that to ensure the safety and security of students,many alternate address requests must be traci<ed manually.As well,bus stop locations have not been recorded as accurately in prior years resulting in students waiting at locations where there are no pickups. Sheaskedforthe communities'continued patienceas Consortium staffaddress these issues as expeditiously as possible.A lengthy discussion followed. In response to a question,Exec.Supt.Greene reported that budget reductions that resulted in savings will be applied to an implementation plan to harmonize walking distances.It will seean additional 3,500 students eligible for transportation.As well,the Transportation services issue will be reviewed by the Board's Policy Working Committee this Fall. Exec.Supt.Greene advised that parents with concerns may contact Southwestem Ontario Student Transportation Services at 519-649-1160.He Indicated that Consortium contact information will be sent toalltrustees onSeptember 09. ManagerHeath reviewed the process being used to contact parents regarding their children's transportation.It was noted that each school website now has a transportation portal that includes information and applications for transportation that can be downloaded. Exec.Supt.Greene explained thestudenttransportation appeal process as well asthe final step review for parents/guardians and Manager Heath explained the method of tracking open seat availability.It was noted that,as partofthelransportation Policy reviewed by the Policy Working Committee,public input will be invited to allow parents and the community to respond to revision tothe policy.In the interim,parents/guardians may send letters of concern directly to Director Tucker. Manager Heath commented on the alternate addresses framework noting that what works well for licenced care givers is problematic in less structured before-and-after childcare arrangements and in the rural areas.Considerationmust be givento developinga different framework when other then licensed day care is being used.She indicated thatthe volume of requests for alternative addresses has been ovenwhelming and requires analysis in order to make good decisions that meet the criteriaof eligibility,student safety and that are fiscally sound. Trustee T.Roberts emphasized the importance of moving forward immediately,prior tothe Transportation Policy review,in expediting arrangements that ensure the additional 3,500 students now eligible under the 400 meter walking distance criteria are riding the school bus. Exec.Supt.Greene advised that the transportation implementation plan will provide this component as soon as possible.Trustee Exley asked when the Consortium will be addressing concerns related to crossing highways tothe bus stops,winter safety,students gathering on private property,etc.Manager Heath responded that bus stop Issues are complicated and are being addressed as expeditiously as possible as the Consortium and school bus operators work together to resolve issues. Trustee Tisdale commented about the policy language around "licensed and non-licensed day care"being clearly and carefully worded noting that both options share equally in providing a necessary and valuable service for children.Trustees requested information be provided to them prior to the next Board meeting to ensure the message to all communities is clear and consistent. Director Tucker was asked to provide more Input and comments on licensed/non-licensed daycare,walking distances,etc.in a report to the Board.The Director indicated that transportation information,as with any significant Board issue/update,will be communicated to trustees via email or voice mail. 2009 September 08...6 13.REPORTS FROM THE ADMINISTRATION -cont'd a.TRANSPORTATION -cont'd Trustee Hart requested that an overviewof the opening vjeek related to student transportation service be heid ina month or two inorder that trustees may consider what the issues were, what happened, whatwas done right/wrong and whatcouidbe done differently inthe future. Concern was expressed that trustees are not involved in student transportation appeals and should have input into the process and outcomes.Trustees indicated the need to be able to respondto these kindsofissues when necessary as well as being thoroughly Informed in order towritetheappropriate policy.Trustee Hart indicated thata good policy/procedure understands and clearly reflects the process. Itwas suggested that the Administration prepare a report on the number ofappeals including resolutions forpresentationata subsequent Board meeting. The Director commented ontherole ofthe Policy Working Committeeto ensure that Board policies communicate clearly why,how, when, etc.Trustees indicatedthat it appears thatthe Consortiumdidnot knowwhowas onwhat bus and that schools were not following policy.They need the tools and up-to-date information to ensure what is in place is best forstudents {e.g.400 meter walking distance). Trustee Roberts emphasized that parents/guardians are anticipating that the new walking distance model will be implemented before the cold weather sets in. The Administration was asked to bring a detailed reportto the 2009September 22 Board Meeting regarding walking distances. As well,during 2009 October,a full review of transportation will be broughtto the Board.Itwas notedthata reportonthe harmonization component will be prepared separate from thechanges and transportation policy that will be consideredatthe Policy Working Committee. It was noted that attendance areas and school hours will be addressed as well in future. Trustee Bennett asked what happens to families dealing with issues of pick up at designated spots"ascloseas possible".Exec.Supt.Greene explained thatthe Transportation Consortium Board of Directors developed guidelines and is using the 400 meter distance.Concern was expressedthatwhatis being donedoes not reflect whatIsstated in the Board's policy.Exec. Supt.Greene responded thatthe revised policy will set outclear criteria related to locations and interpretation of the 0 to 400 meter distance It will also include a road segment set-up, an additionalfeature inthe software package, to help prevent problems inthe future. In responsetoa question If the Consortium is providing less or thesame service for students. Exec.Supt. Greene stated that routes have been eliminated because of shared vehicles; however,the level ofservice forstudents receiving transportation will be maintained.Trustees asked that the Director address the issue of interpreting the policycorrectly notingthat feedback from superintendents and principals will be necessary to ensure this has occurred.Director Tucker indicated that a full report will be broughttothe Board within a four-weektimeframe. He advised that the Administration can report on the 400-meter walking distance component of transportation before the four-week period.He concluded thatthe first priority continues tobe the safetyof TVDSB students and supporting the Consortium staff in order to deal with these issues as quickly as possible. 2009 September 08...7 14.REPORTS OF COIUIWIITTEES a.REPORT OF THE POLICY WORKING COWIWIITTEE 2009June 23 3:05 -3:50 p.m. WIEIWBERS ADWIINISTRATION AND OTHERS T.Grant (Chair)P.Jaffe (3:13)B.Tucker S.Christie J,Bennett R.Tisdale (3:24) S. Doub Visitor: A.Morell 1.APPROVAL OF AGENDA - The agenda was approved bymotion. 2.CONFLICTS OF INTEREST-none declared 3.COMIVIITTEE REPORT OF 2009 MAY 26 ANDTRACKING SHEET The updated committee tracl<ing sheet was provided for information.It was noted that the traci<ing sheet now includes Section A-New Policies/Procedures Under Development as well as Section G-Draft/Approved Policies/Procedures Requiring Further Consideration following the document approval process.It was agreedtoamend Section Ato "New and Existing Policies/Procedures Under Development/Review". 4.INTRODUCTION OF DRAFT POLICY/PROCEDURE -none 5.CONSIDERATION OF POLICY/PROCEDURE FOLLOWING PUBLICINPUT-none 6. DRAFT POLICY/PROCEDURE REQUIRING FURTHER CONSIDERATION a.Protection of Unrepresented Staffand Trustees -Policy and Procedure Director Tucker described revisions to the draft policy and procedure on Protection of Unrepresented Staff and Trustees.He described revisions tothe draft procedure noting the Board's solicitor has indicatedthat he is not aware of such a document inplace with other boards. It was suggested thata framework be provided in the procedure to determine whether it would be feasibletomove forward with an actionon issues as theyarise. The Board's solicitor has Indicated that there is a threshold upon which action should be taken. Director Tucker indicated thatthe purpose ofthe procedure is notto defend a legal action buttotake action against issuessuchas harassmentwhere legal intervention is required.It was suggested that a preamble beincluded in the policy regarding protection under the legislation.It was agreed that the Director will speak with the solicitor regarding the parameters on which an action would bea legitimate expense. It was suggested that the solicitor be asked to attend the next meeting to respond to trustee questions including if the Board is covered on an action taken if it acted in good faith and if a trustee is protected from costs whether s/he wins orlosesthe action.He will ask the solicitor tothen rewrite areas ofthe documents, where necessary,clarifying the issues raised. Director Tucker responded to members'questions.It was noted that civil proceedings are not Intended for an Individual'sfinancial gain at the Board's cost. It was suggested that the policy statement provide a more complete explanation of the philosophyof the issue. 2009 September 08...8 14.REPORTS OF COMMITTEES -cont'd a. REPORT OF THE POLICY WORKING COMMITTEE - cont'd 7.SUGGESTED POLICY/PROCEDURE REVISIONS -none 8.OTHER BUSINESS a. Reviewof Board Signage Referralto Committee Director Tucker suggested that discussion of Board signage be deferred until October until such time as the Administrative Council has had an opportunity to consider the matter. A motion in this regardwas movedand carried. 9. DATE AND TIME OF NEXT MEETING The next meeting was scheduled for Tuesday,2009 September22 at 3:00 p.m. 10. ADJOURNMENT-Themeetingadjournedat 3:50 p.m. by motion. RECOMMENDATIONS:none T.GRANT, Chairperson b.REPORT OF THE CHAIRS'COMMITTEE 2009September02 9:00-11:15 a.m. MEMBERS ADMINISTRATION AND OTHERS J.Stewart (Chair)T.Roberts B.Tucker S.Christie T.Grant "P.Sattler 1.APPROVAL OF AGENDA The agenda was approved. 2.CONFLICTS OF INTEREST -none declared 3. REVIEW OF 2009 SEPTEMBER 8 BOARDAGENDA The draft agendas for the in-camera meeting and public Board meeting of September 8, 2009,were discussed and updated. 4. REVISED BOARD MEETINGAGENDATEMPLATE Director Tucker described a proposal to amend the Board meeting agenda template to include an opportunity for principals'presentations to update trustees on school and classroom initiatives. The following motion was movedand carried: That the following amendments be made tothe regular Board meeting agenda template,as attached' •Item 10 amended to "Public Input (first Board meeting of month)"; • newItem 11 -"Administrative Presentations"to Include presentationsonschool initiatives at each regular Board meeting; •item 13 -Reports from the Administration -"Departmental Updates"deleted. 2009 September 08...9 14.REPORTS OF COWIWIITTEES -cont'd b.REPORT OF THE CHAIRS'COMMITTEE -cont'd 4. REVISED BOARD MEETINGAGENDATEMPLATE -cont'd Communications Manager K.Young will attend tine next meeting to respond to trustees' questions regarding push email. 5.CORRESPONDENCE The following correspondence was added to the September 8,2009,public Board meeting agenda under "Communications: •Minister of Education regarding School Information Finder (SIF)website; •Warchild Canada regardingGlencoe D.H.S.contribution; •Ontario Medical Association regarding posting menu caloric counts.(The proposal was referred tothe Administration for comment.Chair Stewart will respond tothe letter.) 6.OPSBA2009-2010 MEMBERSHIP FEES Chair Stewartadvisedthatthe annual membership fee notice has been received from the Ontario Public School Board Association.Itwasagreed todiscuss membership andtrustee participation in the Association's events atthe September 8 Board meeting. 7.TRUSTEEREPRESENTATIVESFORTECHNOLOGYSTUDYCOMMITTEEAND EQUITY AND INCLUSIVE EDUCATION COMMITTEE Trustee representatives are being sought to serve on two new Administrative Committees: the Technology Study Committee and the Equity and Inclusive Education Committee.Chair Stewart will seek trustee interest atthe September 8 Board meeting.Director Tucker will determine the number oftrustee representatives foreach committee. 8.TRUSTEE EXPENDITURE GUIDELINES Director Tucker spoke to a Ministry ofEducation (MOE)memo related to trustee expenditure guidelines designed to provide a foundation for each school board to develop a specific and distinct policy on trustees expenditures or to review their existing trustee expense policy in accordance with the guideline's principles and objectives.The matter will be referred to the Policy Working Committee to have a policy drafted specific to trustee expenses. 9. ENCOURAGING FACILITY PARTNERSHIPS Director Tucker advised that a MOE memo has been received encouraging facility partnerships with communities to maximize opportunities to share facilities when building new schools and undertaking significant renovations.It was agreed that the document will be j-eferred to the September 23 Long-Term Community Partnerships meeting for discussion. The process to refer proposed community partnerships to the Administration for discussion with the Long-Term Community Partnerships Committee was discussed. 10.PARTNERSHIP/DONATION CRITERIA Trustee Grant suggested preparing guidelines to assist community members on how to approach the Board regarding new partnerships.It was agreed to refer the matter to the Administration for comment and reporting tothe Policy Working Committee. Trustee Grant asked that a process for receiving donations be confirmed as well asaccess to community infrastructure funds for which the Board may apply.The existing Partnerships policy will be reviewed In this regard. 2009 September 08...10 14.REPORTS OF COWIMITTEES -cont'd b.REPORT OF THE CHAIRS' COMMITTEE -cont'd 11.ROSS/THAMES ARC Trustee Sattleradvisedthat itis necessary forherto resign as chairofthe Ross/Thames Accommodation Review Committee and suggested that Trustee Bennett assume the position. The following motion was movedand carried: That Trustee Joyce Bennett be appointed Chair ofthe Ross/Thames Accommodation Review Committee (ARC)following the resignation of Trustee Peggy Sattler from the position. 12.TRANSPORTATION/SOUTHWESTERN ONTARIO STUDENT TRANSPORTATION SERVICES CONSORTIUM REVIEW Director Tuckeradvisedthatthe Ministry of Education will be conducting an effectiveness and efficiency review ofthe Southwestern Ontario Student Transportation Services Consortium on 2009 December 15 and 16. Concern was raised over implementation of the Board's Transportation policy by the Consortium and agreedthatthe Consortium Manager will be asked to respond totrustee queries.It was suggested that a review ofthe Transportation policy be expedited. 13.TRUSTEE PLANNING DAYS Trustee Roberts suggested scheduling trustee planning daysto discuss emerging Board issues with the Administration.It was agreed that a session will be scheduled for2009 September 17 from 8:00-4:30 p.m.with a focus on the System Improvement Plan.The location will be confirmed. A special meeting will be planned to discuss budget preparation anda trustee governance session will be planned throughthe PDCommitteeat a laterdate. 14.TRUSTEE ACCESS TO INFORMATION Trustee Grant soughtaccess tothe employee portal onthe Board's website.The Director will pursue the request. 15.REQUEST TO PRESENT TO BOARD Arequest to present tothe Board on the adverse health impacts ofwind turbines in proximity toschools was approved forthe September 8 Boardmeeting. 16.FUTURE MEETING DATES ' The following future meetingswere scheduled for9:00a.m.: September 16; October?,21; November 4,18. 17.OTHER BUSINESS -none 18.ADJOURNMENT The meetingadjourned at 11:15 a.m. by motion. 2009 September 08...11 14. REPORTS OF COMMITTEES- cont'd b. REPORT OF THE CHAIRS'COMMITTEE-cont'd RECOMMENDATIONS: 1.That the following amendments be made to the regular Board meeting agenda template as attached' •Item 10 amended to "Public input (first Board meeting of month)"; • new Item 11 -"Administrative Presentations"to include presentationson school initiatives at each regular Board meeting; •Item 13 -Reports from the Administration -"Departmental Updates"deleted. 2.That Trustee Joyce Bennett beappointed Chair of the Ross/Thames Accommodation Review Committee (ARC)following the resignation of Trustee Peggy Sattler from the position. J.STEWART. Chairperson Director Tucker commented on the Ontario Medical Association (DMA)letter related tothe posting menu caloric counts.He suggested that the Board not take any action until the Ministry issues specific criteria related to offering healthier food choices to students. Following a discussion related to the 2009-2010 Ontario Public School Board's Association annual membership fee,trustees supported membership in the organization.It was noted that OPSBA provides good value and its province-wide review has identified four key areas as issues of focus to enhance operation and respond to the needs of member boards.The importance of regional meetings to ensure distance board participation is a priority toward improving Interaction and enhancing meetings. Trustee Roberts indicated that any partnership entered Into by the Board should be reviewed by Director Tucker toensurethatitenhances opportunities for students.As well,the Director must indicate opportunities for partnerships that align with the Board's mission and vision statements. Facilities or capital investment matters should also be addressed by the Director It was agreed that Trustees Bennett,Sattler and Grant will be the trustee representatives on the Equity and Inclusive Education Committee and that the Technology Study Coijimittee does not requiretrustee representative. Recommendations 1 and 2 were separated out.A discussion was held regarding proposed amendments to the regular Board meeting agenda template.Concerns were expressed with deleting the Departmental Updates from the Board meetings.The following motion was moved by R.Tisdale,seconded by J.Bennett and carried: That Recommendation 1 regarding amendments to the regular Board meeting agenda template be referred to the Chairs'Committee for further discussion. Recommendation 2was adopted on motion of T.Grant,seconded by S.Polhill. 2009 September 08...12 14.REPORTS OF COMMITTEES -cont'd c. REPORTOFTHE COMMITTEE OF THE WHOLE -IN CAMERA 2009 September 08 MEMBERS PRESENT ADMINISTRATION ANDOTHERS T.Roberts (Chair)J.Kamphuis B.Tucker S.Hughes J.Bennett C.Neville L.Elliott M.Moynihan S.Doub S.Peters B.Greene V.Nielsen F.Exiey S.Polhill M.Sereda M.E.Smith T.Grant P.Sattler (5:45)K.Wilkinson B.Sonier G.Hart J.Stewart C.Bourbonnais-P.Tufts P.Jaffe R.Tisdale MacDonald S.Christie K.Bushel!K.Young K.Edgar L.Baines L.Griffith-Jones B.Strong M.Heath Absent:M.Hendrick The Committeemet in camera from 5:05 p.m.to6:40 p.m.and from 10:10 p.m.to 10:25p.m. 1.APPROVAL OF AGENDA The agenda was approved by motion. 2. CONFLICTS OF INTEREST - Noconflicts of interest were declared. 3.Confidential legal,property and personal matterswerediscussed. 4.RISE AND REPORT A motion to rise and reportwas movedand carriedat 10:25 p.m. RECOMMENDATIONS: 1. Thatthe Board support the purchase ofthe Accelerated Integrated Method (AIM)kits from a single source vendor to support second language learning for elementary students. 2. That the tender received on 2009 June 25 fromTonda Construction Limited for$7 495 700 excluding GST for the construction of the Addition and Renovation to A.E Duffield Public School be approved. 3.. That the tender received on 2009July07 from Norlon Builders London Ltd.for$9 485 000 excluding GST for the construction of the new Stoney Creek Elementary School be approved. 4. Thatthe tender received on2009 July 14 from James A.Vance Construction Inc.for $2873757 excluding GST for the construction ofthe Addition and Renovation to College Avenue Secondary School be approved. 5. Thatthetender received on2009 July 23 from Reid &Deleye Contractors Ltd.for$7898 851 excluding GST for the construction ofthe Addition and Renovation to Glendale High School be approved. 6. Thatthetender received on2009 July 30 from Southside Construction (London)Limited for $6735000 excluding GST for the construction ofthe Addition and Renovation at Caradoc Central Public School be approved. 2009 September 08...13 14.REPORTS OF COMMITTEES -cont'd c. REPORT OF THE COMMITTEE OF THE WHOLE -IN CAMERA - cont'd RECOMMENDATIONS -cont'd 7. Thatthetender received on2009August13 from Tonda Construction Limited for$6633700 excluding GST for the construction of the Addition and Renovation to Northridge Public School be approved. 8.That the Board approve the transfer of $425,000 from the proceeds of disposition from the saie of Prince Andrew PSto cover a portion ofthecost for thesiteofthe new Stoney Creek Elementary School. 9.That the Board approve the transfer of $522,118 from the Pupil Accommodation Reserve Fund to cover a portion of the cost for the additional and renovation to Caradoc Central Public School. 10.That the hiring ofa social worker/attendance counsellorforthe U-Turn program beapproved. T.ROBERTS, Chairperson Recommendations 1-8were adoptedon motion ofT.Roberts,seconded byG.Hart. 15.COMMUNICATIONS a.ONTARIO PUBLICSCHOOL BOARDS'ASSOCIATION -UPDATE TrusteeSattleradvisedthatthe OPSBA Board of Directors will be meeting on2009September 25 and 26. She indicated the need for another trustee to attend as an alternate along with Trustee Roberts.Interested trusteeswereaskedto contact S.Pullam,Trustees'Office,in order to make the necessary arrangements.An electronic agenda ofthe upcoming OPSBA meeting will be circulated to trustees as soon as itis received. b.SEAC APPOINTMENT -LEARNING DISABILITIES ASSOCIATION OF ONTARIO A letter was received from the Learning Disabilities Association of Ontario -London Region, appointing Tracy Fawdry as the Association's representative and Stacey Cassell as alternate representative on the Board's Special Education Advisory Committee.The following motion was moved by J.Bennett,seconded by R.Tisdale and carried: And resolved that Tracy Fawdry be appointed the alternate representative for the Learning Disabilities Association of Ontario -London Region on the Board's Special Education Advisory Committee and Stacey Cassell the alternate representative. c.MINISTER OF EDUCATION RESCHOOL INFORMATION FINDER A letter from Minister of Education Kathleen Wynne to Chair Stewart acknowledging the Board's feedback about the School Information Finder (SIF)was received.During the discussion. TrusteeSattler indicated that the SIF issue continues to be pursued with the Ministry at the provincial level through OPSBA. d.WARCHILD CANADA APPRECIATION A letter from Alyson Rowe,Manager,Youth Outreach War Child Canada to Chair Stewart, extending appreciation to the students and staff of Glencoe District High School for the generous contribution of$6 751.42 toWar Child Canada,to provide urgently neededassistanceto war- affected children around the world was received. e.ONTARIO MEDICAL ASSOCIATION RE POSTING CALORIC COUNTS A letter from Suzanne Strasberg,MD,President,Ontario Medical Association (OMA),to Chair Stewart regarding OMA-initiated government legislation to list calorie counts on menus at chain restaurants and in school cafeterias was received. 2009 September 08...14 16.NOTICE OF MOTION -none 17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN 18.ADDITIONAL ITEMS 19.QUESTIONS/COMMENTS BY MEMBERS Chair Stewart indicated that a DVD related to the earlier public presentation on health effects of industrial wind turbines will be available for trustees to view. Chair Stewart advised that the C.C.CarrothersP.S.event scheduled for Wednesday,September09, has been cancelled. The public meeting recessed at 9:55 p.m.Trustees reconvened in camera at 10:00 p.m. 20.ADJOURNMENT The meeting adjourned at 10:30 p.m., on motion of P.Sattler,seconded by G. Hart. CONFIRMED: hairperson 2009 September 08...15 SUIUIWIARY OF APPROVED RECOMMENDATIONS OF 2009 SEPTEMBER 08 That Trustee Joyce Bennett be appointed Chair of the Ross/Thames Accommodation Review Committee (ARC)foiiowing the resignation ofTrustee Peggy Sattierfrom the position. That Recommendation 1 regardingamendments tothe reguiarBoardmeetingagenda template be referred to the Chairs'Committee for further discussion. Thatthe Boardsupport the purchase oftheAccelerated Integrated l\/Iethod (AIM)kits from a single source vendor to support second language learningfor elementary students. Thatthetender receivedon2009June 25 from Tonda Construction Limited for$7495700 excluding GSTforthe constructionofthe Addition and Renovation to A.E Duffield Public School beapproved. Thatthetender receivedon2009 July 07 from Norlon Builders London Ltd.for$9485 000 excluding GST for the construction ofthe new Stoney Creek Elementary School be approved. That the tender received on 2009 July 14 from James A.Vance Construction Inc. for $2 873 757 excluding GST forthe constructionof the Addition and Renovation to CollegeAvenueSecondary School be approved. That the tender received on 2009 July 23 from Reid & Deleye Contractors Ltd.for $7 898 851 excluding GST for the construction of the Addition and Renovation to Glendale High School be approved. That the tender received on 2009 July 30 from Southside Construction (London)Limited for $6 735 000 excluding GST for the construction of the Addition and Renovation at Caradoc Central Public School be approved. That the tender received on 2009 August 13 from Tonda Construction Limited for $6 633 700 excluding GST for the construction of the Addition and Renovation to Northridge Public School be approved. That the Board approve the transfer of $425,000 from the proceeds of disposition from the sale of Prince Andrew PS to cover a portion of the cost for the site of the new Stoney Creek Elementary School. That the Board approve the transfer of $522,118 from the Pupil Accommodation Reserve Fund to cover a portion of the cost for the additional and renovation to Caradoc Central Public School. That the hiring of a social worker/attendance counsellor for the U-Turn program be approved. And resolved that Tracy Fawdry be appointed the alternate representative for the Learning Disabilities Association of Ontario -London Region on the Board's Special Education Advisory Committee and Stacey Cassell the alternate representative.