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6/8/2010 - Regular Board Meeting1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING,PUBLIC SESSION 2010 JUNE 08,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA CALL TO ORDER O CANADA SPECIAL MUSICAL PRESENTATION Westminster Central Recorder Ensemble APPROVAL OF AGENDA OFFICIAL RECORD RECOGNITIONS -Duke of Edinburgh Award Winners CONFLICTS OF INTEREST CHAIR'S ANNOUNCEMENTS DIRECTOR'S ANNOUNCEMENTS PUBLIC INPUT -none ADMINISTRATIVE PRESENTATIONS -none MINUTES OF THE 2010 MAY 25 BOARD MEETING a.Confirmation of Minutes b.Business Arising from the Minutes STUDENT TRUSTEES'UPDATE 2010-11 BUDGET DISCUSSION a.Public Sector Accounting Board (PSAB) b.System Priorities (material will be distributed at meeting) REPORTS FROM THE ADMINISTRATION a.Naming of Schools Effective Dates b.Capital Construction Projects Update REPORTS OF COMMITTEES a.Thames Valley Parent Involvement Committee (TVPIC)Update b.First Nations Advisory Committee,2010 May 18 c.Policy Working Committee,2010 May 25 d.Information Committee of the Whole,2010 June 1 e.Chairs'Committee,2010 June 2 f.Committee of the Whole In Camera,2010 June 8 V-verbal M -material V V V M M V V V V M V V M V M V M M M M V 17.COMMUNICATIONS a.Ontario Public School Boards'Association •Update V b.Elementary Teachers'Federation of Ontario re Early Learning Program M 18.NOTICE OF MOTION 19.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 20.ADDITIONAL ITEMS 21.QUESTIONS/COMMENTS BY MEMBERS 22.ADJOURNMENT '\ THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING,PUBLIC SESSION 2010 JUNE 08 The Boardmet inregular session on 2010 June 08 inthe Board Room at the Education Centre, meeting in public session at 7:08 p.m. to 10:32 p.m.The following were in attendance: TRUSTEES J.Bennett S.Doub F.Exiey T.Grant G.Hart W.Huff P.Jaffe P.Sattler J.Kamphuis C.Neville S.Peters S.Polhill T.Roberts J.Stewart R.Tisdale ADMINISTRATION AND OTHERS B.Tucker M.Moynihan K.balton V.Neilsen L.Elliott M.E.Smith B.Greene B.Sonier M.Sereda P.Tufts K.Edgar K.Wilkinson L.Griffith-Jones K.Bushel! S.Hughes S.Christie R.Hoffman K.Meeson D.Rajala K.Young S.Young J.Marlborough 1.CALL TO ORDER. Board Chair T.Roberts called the meeting to order at 7:08 p.m. 2./3.O CANADA AND MUSICAL PRESENTATION The appreciation of the Board was extended to the Westminster Central Public School Recorder Ensemble and Conductor Shawn Crowellfor leading inthe singing ofO'Canada and performing two musical selections.Principal T.Smith was also in attendance. 4.APPROVAL OF AGENDA The agenda was approved on motion of J.Stewart,seconded by F. Exiey. 5.OFFICIAL RECORD S. Christie,Supervisor,Corporate Services,read the following official record intothe minutes: We regret to record the deaths of: Treise Logan, a 10-year old student at Northridge Public School, London, on 2010 May31, and Fay Mombourquette, a teacher at H.B.Beal Secondary School, London, on 2010 June 2. 6.RECOGNITIONS Duke of Edinburgh's Award Winners Supt. B.Sonier described the Duke of Edinburgh Award as an exciting self-development program available to young Canadians,equipping them with lifeskills to make a difference for themselves, theircommunityand theircountry. The award isopen to anyone between the age of 14-25. Itisthe intention that mental/physical abilityor social circumstances should not be a barrier to participating. The individual chooses what activities to do depending on his/her interests and resources. 2010 June 08...2 ^ 6.RECOGNITIONS -cont'd Duke of Edinburgh's Award Winners -cont'd Supt.Sonier introduced the following winners: -Mallory Brennan, a student at LondonSouth Secondary School, Bronze Award 2010 May21 -Zachary Budden, a student at Saunders Secondary School, Bronze Award 2010 January 18 - Karen Neely,Saunders Secondary School, Bronze Award,2010 January 18 - Matthew MacNeill,Glendale HighSchool, Gold 2010 April 14 7.CONFLICTS OF INTEREST - No conflicts of interest were declared. 8.CHAIR'S ANNOUNCEMENTS Chair Roberts thanked the trustees for attending the retirement reception and Supervisor Christie and Corporate Services staff for the work involved in preparing a very enjoyable evening. He also commended Trustee Jaffe for organizing the Coaching Boys Into Men program recently held at the London Convention Centre and very well attended. Chair Roberts reminded trustees of the following school closure ceremonies: • Manor and Highland Park Public School,2010 June 09 at 1:00 p.m. Norwich District High School,2010 June 10 at 1:00 p.m. Northdale Public School,2010 June 14 at 1:00 p.m. 9.DIRECTOR'S ANNOUNCEMENTS -none 10.PUBLIC INPUT-none 11.ADMINISTRATIVE PRESENTATIONS -none - 12.MINUTES OF THE 2010 MAY 25 BOARD MEETING a.CONFIRMATION OF MINUTES The minutes of the Regular Board Meeting,2010 May25 were adopted on motion of R.Tisdale, seconded by P.Sattler. b.BUSINESS ARISING FROM MINUTES -none 13.STUDENT TRUSTEES'UPDATE StudentTrustee J. Kamphuis noted the last Student AdvisoryCouncilmeeting ofthe school yearwas very well attended.The Student Trustees for the 2010 -2011 school year were introduced.James Daniels, a student from Saunders Secondary School and Beth Murray, a student from Parkside Collegiate Institute will represent the Board's secondary students for the next school year. Student Trustee Nevillenoted that he was proud and honoured to attend the retirement reception of 2010 June 07 and to congratulate the retirees on behalf of the Board's students. 14.2010-2011 BUDGET DISCUSSION a. PUBLIC SECTOR ACCOUNTING BOARD (PSAB) Exec. Supt. B.Greene provided an overview of the PSAB compliance budget. He noted that because of the changes in PSAB, the trustees would approve two budgets this year-the traditional budget which includes the Grant for Student Needs (GSN's),expenditures,system priorities and Early Learning Program (ELF) and the PSAB budget. 2010 June 08...3 14.2010-2011 BUDGET DISCUSSION -cont'd a.PUBLIC SECTOR ACCOUNTING BOARD (PSAB)-cont'd Finance Manager Meeson described the PSAB details as follows: Effect on Approved Budget • Inclusion of revenues and expenses for consolidated entities •Thames Valley Education Foundation • School Generated Funds (Non-Board Funds and School Council Funds) • Removal of principal payments on debt from revenues and expenses Tangible capital assets (TCA) Addition of amortization of expenses Addition of amortization funding (deferred capital contributions)to revenues Capital funding and spending no longer included in revenues and expenses In-year spending on on capitalized furniture and equipment is no longer included in revenues and expenses Accumulated Surplus Restatement of reserves and reserve funds as accumulated surplus Inclusion of PSAN items (e.g. TCA,employee future benefits, etc.) in accumulated surplus •Designation of accumulated surplus as available for in-year deficit compliance •Transfers to / from reserves no longer considered revenue or expense items •Introduction of maximum in-year deficit without Ministry approval • 1% of operating revenues or accumulated surplus available for compliance,whichever is less •In-year surplus / (deficit)determined on a PSAB basis Manager Meeson described the Balanced Budget Determination,Compliance Calculation Prior to Ministry Approval Amount (Education Act 231 (1)) and the Compliance Calculation After Ministry Approval Amount (Education Act231 (3)). Early Learning Program has been excluded. Accumulated Surplus -Available for Compliance Operating Fund Projected 2009-10 Surplus $1,000,000 1,000,000 Working Funds Reserve 179,795 179,795 Thames Valley Education Foundation 4,726,056 4,726,056 Reserve Funds WSIB 4,183,024 4,183,024 SO Retirement Gratuities 546,692 546,692 Property Loss 1,204,770 1,204,770 Multi-Purpose 2.741.855 2.741.855 Accumulated Surplus / (Deficit)3,921650 10.660.542 14.582,192 2010 June 08...4 14.2010-2011 BUDGET DISCUSSION -cont'd a. PUBLIC SECTOR ACCOUNTING BOARD (PSAB) - cont'd Accumulated Surplus -Unavailable for Compliance Employee Future Benefits Accrued Interest on Long-term Debt Accrued Vacation School Generated Funds Net Tangible Capital Assets Unsupported Debt Deferred Capital Contributions Manager Meeson explained that although funds collected and spent by various schools and school councils must be included in the financial statements,boards,schools and school councils should note that this reporting in no way affects the control and management of these funds. School councils,student councils or teacher/parent groups will stillbe able to raise funds inthe same manner as previously,and they will still be responsible for how those funds are used.Only summary information on school funds will be presented in the Board's financial statements.The amounts involved will not be reported inthe Board's financial statements on a school-by-school basis.She also noted that the revenues include GSN's and Native Tuition fees. Exec.Supt.Greene explained that the Ministry has set a threshold ofa "1% deficit"where boards are allowed to use reserve funds,up to 1%. However, if no reserve funds are available,the Board must prepare a deficit management plan. The use of reserve funds represents a pro active intervention which has the potential to reduce the riskofdeficits infuture years and allows for corrective actions to be taken at an early stage. b.System Priorities Exec. Supt.Greene and Finance Manager outlined the following system priorities changes: Review of Waiting Lists - "At Risk"Students -added 1.0 FTE at a cost of $94,000 Dual Credit Partnership -Fanshawe College -added 1.0 FTE at a cost of $90,000 Thames Valley Education Foundation -added operating expenses at a cost of $20,000 •Supervisory Officer and Executive Officer PD -added a cost of $45,000 15.REPORTS FROM THE ADMINISTRATION a.NAMING OF SCHOOLS EFFECTIVE DATES Exec. Supt.K.Dalton explained that at the Board meeting of 2010 February 09, the trustees approved the naming of Caradoc Public School,Lambeth Public School and Stoney Creek Public School.The effective date for the naming of these schools is 2010 July 01. Trustee Peters noted her concern over the naming of Caradoc Public School and requested that Senior Administration revisit the decision.Director Tucker advised that the decision was made through a Board motion and must stand unless brought back as a motion to reconsider. b.CAPITAL CONSTRUCTION PROJECTS UPDATE Exec. Officer K.Bushell updated the trustees on the status of the following capital construction projects currently underway. Pierre Elliott Trudeau French Immersion Public School -Addition &Renovation School completed and occupied 2010 January 04 •Contractor completing deficiencies and warranty items Official rededlcation 2010 May26 2010 June 08...5 15.REPORTS FROM THE ADMINISTRATION -cont'd b.CAPITAL CONSTRUCTION PROJECTS UPDATE -cont'd Blenheim District Public School School completed and occupied 2010 January 04 Contractor completing deficiencies and warranty items Official opening 2010 May 13 Wilberforce Public School School completed and occupied 2010 January 04 Contractor completing deficiencies and warranty items Official opening 2010 May 03 West Missouri Public School School completed and occupied 2010 January 04 Contractor completing deficiencies and warranty items Official opening 2010 May 06 Stoney Creek Public School School 85%complete •Site work 65%complete •School scheduled to open 2010 September College Avenue Secondary School-Addition &Renovation •Renovations to existing school 85%complete • Addition 90%complete •Site work 90%complete Project on schedule to be completed 2010 September Glendale High School - Addition &Renovation Renovations to existing school 60%complete Addition 70%complete •Site work 60%complete •Project on schedule to be completed 2010 September Lambeth Public School -Addition &Renovation •Renovations to existing school 60%complete • Addition 75%complete Site work 40%complete Sanitary force main to be installed this summer •Project on schedule to be completed 2010 September Caradoc Public School -Addition &Renovation •Renovations to existing school 60%complete Addition 80%complete Site work 10%complete •Project on schedule to be completed 2010 September Northridge Public School - Addition &Renovation Renovations to existing school 60%complete • Addition 50%complete •Site work 20%complete Project on schedule to be completed 2010 September Woodland Heights Public School -Renovation •Renovations 90%complete Site work 25%complete Construction on schedule to be completed 2010 September 2010 June 08...6 15.REPORTS FROM THE ADMINISTRATION -cont'd b.CAPITAL CONSTRUCTION PROJECTS UPDATE -cont'd Edward Street Public School -Addition &Renovation Project to be tendered 2010 July 5 Construction to commence summer 2010 Addition and renovation to be completed 2011 September Locke's Public School -Addition &Renovation Project to be tendered 2010 June 21 Construction to commence summer 2010 Addition and renovation to be completed 2011 September P.M.Sutherland Public School -Addition &Renovation Project to be tendered 2010 June 28 Construction to commence summer 2010 Addition and renovation to be completed 2011 September Springbank Public School - Addition &Renovation Project to be tendered 2010 July 19 Construction to commence summer 2010 Addition and renovation to be complete 2011 September Harris Heights Public School - Addition &Renovation Project to be tendered 2010 June 14 Construction to commence summer 2010 Addition and renovation to be completed 2011 September Princess Anne Public School (Ingersoll)-Addition &Renovation Project to be tendered 2010 July 12 Construction to commence summer 2010 Addition and renovation to be completed 2011 September New North Ingersoll Public School Project to be tendered 2010 July 26 Construction to commence summer 2010 Addition and renovation to be completed 2011 September *subject to Ministry of Education approval. Chair Roberts expressed thanks to Learning Supervisor N.Fader for herwork inplanning the opening and closing school ceremonies. 16.REPORTS OF COMMITTEES a. THAMES VALLEY PARENT INVOLVEMENT COMMITTEE (TVPIC)UPDATE President A. Morel provided the following report of TVPIC activities: • a Parent Focus Group on homework guidelines is being held on 2010 June 9 at the Education Centre; the annual School Council Report,School Council Financial Year-end report and a report on Parent Involvement Funds has been completed; the deadline to apply for Parent Reaching Out Grants is 2010 June 11; TVPIC has two new parent members from London and one new parent member from Elgin; a Parent Involvement Volunteer Award has been created and a recognition plaque Is to be placed in each of the Board's schools on an annual basis. 2010 June 08...7 16.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE MEETING 2010 May 18 3:00 p.m.-4:30 p.m. Members Administration and Others W.Huff,Trustee (Chair)C. Brunette,Aboriginai Education Advisor, C.Corneiius,Oneida Nation of the Program Services Thames M.Deeb,Vice-Principal,Saunders S.S. F.Exiey,Trustee L.Elliott,Executive Superintendent,Program J. Henry,Chippewa of the Thames Services R.Jackson,Oneida Nation of the Thames E.Lundberg,Vice-Principal,M.b.McEachren P.Sattler,Trustee P.S. T.Smith,Chippewa of the Thames D.MacPherson,H.B.Beal S.S. J. Marlborough,Corporate Assistant,Ed Centre J. McCredie, Principal, A.E. Duffield P.S. L Mills,Principal,Thames S.S. L.Nicholas,Education Coordinator,Munsee- Delaware Nation . L.Pressey,Learning Supervisor,Ed Centre M. Reid,Social Worker and Attendance Services T.Smith,Westminister Central P.S. Absent M. Elijah,Oneida Nation of the Thames 1.CALL TO ORDER The meeting convened at 3:00 p.m.at Westminster Centra!Public School. 2.APPROVAL OF AGENDA The agenda was amended to remove item # 8 "Askew Award Winners".The amended agenda was approved. 3.CONFLICTS OF INTEREST -No conflicts of interest were declared. 4.REPORT OF MEETING -2010 April 20 It was noted that the 2010 April20 report was presented to the Board on 2010 April27. 5.BUSINESS ARISING FROM MINUTES In response to a question.Principal D.Macpherson described H. B.Beal Secondary School's First Nations Week.Mr.Macpherson explained that the funding was received from the Urban High Priority Grant.There will be a full week of cultural celebration. 2010 June 08...8 16.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE MEETING -cont'd 6.STANDING MEETING PROTOCOLS Discussion around the absence ofa quorum. It was noted that an Informal discussion may still occur,however,no official minutes will be recorded.It was noted that no recommendations may be brought forward to the Board as a result of any Informal discussions.First Nations Advisory Committee was struck as a result of the tuition agreement. 7.PROGRAM SERVICES UPDATE Exec.Supt.L.Elliott,Learning Supervisor L.Pressey,Aboriginal Education Advisor C. Brunette and Learning Coordinator J.Robinson visited Keewatln-Patricia District School Board (KPDSB) on 2010 May 2-5.The group met with the following: Sioux Lookout:Alternative Education Co-ordlnator,Special Assignment Teacher,Native Studies Teacher,Secondary Vice-Principal of Queen Elizabeth S.S. Dryden:Director of Education;Superintendent of Education Kenora:Superintendent of Business;Aboriginal Education Advisor Exec.Supt.Elliott provided the Committee with an overview of the KPDSB and a handout of the Director's Annual Plan -2009.She explained that approximately 40%of KPDSB's student population Is made up of First Nation,M6tlsand Inult students.KPDSB's Director of Education is very passionate regarding the success of First Nation students and the cultural component Is built into all of their school buildings.There Is a very strong native language component in the elementary schools and Exec.Supt.Elliott noted that they face the same challenges as TVDSB with regard to finding qualified native language teachers. Exec.Supt.Elliott shared Learning Coordinator J.Robinson's learning experience from the visit. He observed a clear and deliberate connection between the Native Language program and components of balanced literacy. Learning Supervisor L.Pressey shared her experiences regarding the visit.She noted that many of the strategies used are similar to strategies used byTVDSB.She noted that KPDSB depends heavily on assessment data as well.One difference noted was that the KPDSB has far more resources that reflect the cultural background of their students.They focus on the Seven Grandfathers teachings.Native language teachers meet with Elders on a regular basis to ensure the cultural aspect is embedded In their teachings.Learning Supervisor Pressey described a recommended book that was purchased for all KPDSB staff entitled 'Reclaiming Our Youtfi'by Martin Broken Leg. Aboriginal Education Advisory C.Brunette noted that KPDSB follow the protocols of Treaty Three People which is Anishnaabe /Ojibway which is different dynamic than an urban centre such as London.Ms.Brunette observed a very strong leadership and noted the Director spoke of the importance of aboriginal students success.A strong commitment to building staffing and the culture Is very strong.The KPDSB Director of Education received an eagle feather and It was explained that it is a great honour to receive an eagle feather which honours an individual,recognizes his/her abilities and gives thanks. 2010 June 08...9 16.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE MEETING -cont'd 8.PRINCIPALS'UPDATE A.E.Duffield P.S. 1.Transition to Grade 9 Students will be participating inthe bridgingprogram at Saunders on June Students attending Thames inthe fall have been invited to attend a day related to athletics at the school.The 4th R conference for First Nation,M^tis and Inuit students moving from Grade 8-9 will be held on Thursday,May20th. The Grade 8 graduation ison Thursday, June 24,2010. 2.String Ensembles The Grade 7 and 8 string ensembles competed at the KiwanisFestival.Oneida students were inboth ensembles as well as individual classes.They are performing at the Music Festival at Canada's Wonderland on June 11. 3.Go Girls This program forgirls was completed.It was offered through the Big Sisters Association to help girls with self image and confidence. 4.Breakfast Program The breakfast program was well attended and has concluded.There was a final pizza lunch to celebrate. 5.Construction The construction for the addition is moving along.Classes have been moving into some of the completed rooms in the north end and also shifting rooms so current rooms can be refitted.The gym is now closed and being changed into a libraryand computer lab. Everyone is lookingforward to being inthe completed Lambeth PublicSchool inthe fall. 6.Book Club Mrs.Doxtator is meeting with the girls and boys group once a month.The students get to chose a book to read and keep it. H.B.Beal S.S. I.First Nations Awareness Week May 25-28 Events include: Neil Diamond presentation of Television Documentary "Passionate Eye - Reel Injuns" Nahee Drum Group Assemblies Pow Wow Lacrosse game / clinic for students and staff Craft sales,bulletin board displays 2. Trip to Canoe Museum and McMlchael Gallery First Nations girls,staff and parents are attending the Canoe Museum program in Peterborough.This is an overnight program that focuses on leadership skills within a First Nations Context.Students will also be visiting the McMichael ArtGallery to view the First Nation's Art Collection. 3.Peer Mentor Training Students continue to participate in the mentor training program supported by CAMH - Fourth R. 2010 June 08...10 16.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE MEETING -cont'd 8.PRINCIPALS'UPDATE ~cont'd H.B.Beal S.S.-cont'd 4.Student Recognition Rebecca Doxtator won the Ontario Native Education Counselling Association Essay Contest.She will be presented with her prizeand certificateat the School Assembly on the 2010 May25 as part of the kick off to First Nations Awareness Week. M.B.McEachren P.S. I.Students in Grade7/8are involved in their 2"'^Teaching Learning Critical Pathway.This pathway is focused on the "Big Idea" on Adversity.Language expectations in Reading, Writingand Oral Communication are addressed inthis pathway through poetryand short stories. 2.Mr.Ray John Jr.has been a guest speaker in the Intermediate division. His topics included self-esteem,healthy relationships,bullying and racism. The students responded positivelyto Mr.John's style and delivery. Ms.Sue Martin will be presenting the Healthy Sexuality unit at the end of May. 3.Several First Nations students are participating inthe Girlsand Boys Slo Pitch teams this term. 4.The Oneida Social Dance team presented two dances (Stomp Dance and Round Dance) at the recent TVDSB Dance Festival.This-presentation was live streamed into McEachren and Standing Stone classrooms.The Social Dance Team was prominently highlighted in a London Free Press print and video feature.The Dance Team has receivedseveral invitations to present at the 4"^Rconference, the Children'sMuseum (as part of the Aboriginal Solidarity Day activities),the TVDSB Board meeting of 2010 May25 and the upcoming AIAI conference in June at Oneida.This experience has been very positive and energizing for the students! 5.Grade 8 graduation is Tuesday,2010 June 22 and the Grade 8 trip to Camp Celtic is 2010 June 24-27. 6.Track and field meet will be held on 2010 May 19. 7.2010 May 1,McEachren hosted an Open House Reunion with over600 guests attending. Saunders S.S. 1. Facility The First Nation's Cultural Centre is being utilized everyday for classroom and non classroom activities.Opening ceremonies take place each morning. Talking Circles have also taken place for students and staff.Smart Board Technology has been Installed and is being used with classroom instruction. 2.Student Success Credit accumulation will be be the focus for the last four weeks of the school year. Saunders is working with a team composed of a Native Student Counselor,education partners from Oneida,Chippewa and Munsee,Guidance,Resource,SST and the Attendance Counselor to focus on students and help them achieve their credits.First Nations Cooperative education program is on target to help students acquire credits. Also, the summer coop program will take place in July where students can earn two credits.Saunders has two students who have been nominated for awards:Work Internship Award and an Academic Award. 2010 June 08...11 16.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE MEETING -cont'd 8.PRINCIPALS'UPDATE -cont'd Saunders S.S.-cont'd 3.Program On 2010 May6, the Ontario College of Teachers gave a presentation to several First Nations students about the teaching profession that was very well received.Last year Saunders applied forand was granted a Parents Reaching OutGrant. The grant isto be used tofacilitate parents comingtotourthe school, meeting and speaking with teachers and discussing matters of importance concerning their children. An open house for parents is scheduled for 2010 August 30. 4. First Nations Co-Op Program February -June 2010 Statistical Results as of May 14,2010 STUDENT CO-OP MARK CREDITS OBTAINED LAST SEMESTER CREDITS OBTAINED THIS SEMESTER A 83%3 5 B 75%0 3 C 78%2 3 D 61%3 3 E 82%0 5 F 84%3 4 *Recipient Work Internship Award, Saunders Secondary School G 69%3 3 14 total credits 26 total credits Pass/Success rate Semester One:46% Pass/Success rate Semester Two:81% Thames S.S. 1.Opportunityto send two students tothe Transition Symposium forFirst Nation,M6tis and Inuit students on Thursday,2010 May 20. 2.Last Mentoring Meeting for the school year will be held on Friday,2010 May 21. Westminster Central P.S. 1.Student Learning Teaching/Learning Critical Pathways (TLCP) TLCP#2 was literacy based.It targeted the skill of reading for meaning. 2010 June 08...12 16.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE MEETING -cont'd 8.PRINCIPALS'UPDATE -cont'd Westminster Central P.S.-cont'd 1.Student Learning -cont'd Initially,teachers examine updated Informationinour data walland identified responding to open-ended questions when reading text as an area for improvement Throughout the past seven weeks,students have focused upon constructing a written response that: Answers the question asked; Has evidence from the reading passage In It (connection to text);and Has the student's own ideas in it (connection to personal experience). The instructional focus also included "Bump ItUp"strategies that helped students clarify or explain their thinking in refined ways. At the beginning of TLCP#2 (March),teachers provided a grade-level diagnostic task, followed by a formative task (April)to monitor progress at the mid-point,and the summative task (May) to assess achievement.Results of TLCP#2 will be reported In June. Academic Ambassadors This program celebrates high-level academic success.Specifically,students who complete Level 4 work that is so exceptional,that the teacher wants him/her to share it withthe Principal,are recognized.Work samples and certificates are displayed on the Wall of Honour throughout the month.As we approach the final six weeks of school, teachers have recognized 173 Academic Ambassadors in reading,writing,mathematics, science &technology,social studies,music and visual arts for exceptional Level 4 achievement! EQAO The plan for this year's administration of the provincial assessment in reading ,writing, and mathematics has been established.Students in Grade 3 will complete the assessment from May 31 to June 2;Grade 6 students will complete itfrom June 3-8. 2.Transitions Symposium Three Grade 8 students will attend the spring Transitions conference on Thursday,May 20 at the Hellenic Centre.Students will be encouraged to write a narrative report (as one of their third term writing assignments)about their experience,including benefits of the conference for their preparation for secondary school in September. 3.TRIBES Learning Communities TRIBES has been selected as the organizational framework to support student and staff achievement of two essential purposes: •Focus on learning;and Safe and peaceful environment. In addition to classroom-based TRIBES activities,a school-wide TRIBES event is held monthly.Spirit assemblies include presentations and group activitiesthat emphasize the four TRIBES agreements.Inthe upcoming spirit assembly on May26, a celebration of music,movement and motivation (followthrough from Saidat's program during Education Week). /-""N 2010 June 08...13 16.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE MEETING -cont'd 8.PRINCIPALS'UPDATE -cont'd Westminster Central P.S.-cont'd 4.Co-curricuIar/Extra-curricular Opportunities for Student Leadership Peacel<eepersonthe primary playground continuetosuccessfullyhelp primary students use safe and peaceful conflict resolution. The nextSpirit assembly emphasizes student leadership. Itwill be planned and delivered by leaders in Grades 5-7.In addition to the monthly recognitions (e.g. Academic Ambassadors,Student Council, etc), five student leaders will create a hip-hop dance and teach itto each TRiBE during the assembly. Inthird term,the Health Inspectors have convened "Pause to Play"(formerly"turnoffthe screens week") and a Spring Walk to promote a healthy lifestyle. In addition to active participation in these events,the Middlesex-London Health Unit also supplied healthy snacks for students to enjoy.Students who submitted a completed log sheet for Pause to Play week will receive their awards at the Spirit Assembly on May26. 5.Intramural Activities/House League Sports Four student leaders in Grades 3-5 will convene a primary T-ball house league in June. The "Tumbleweeds"demonstration team performed a 12-minute circuit routine during Education Week. interschool Sports Track &Field is well underway.Students have been practising for about three weeks in preparation for our intramural Track & Field meet on Thursday, May 20. This meet enables all Grade 1-8 students to experience every event during the day.Based on results,Grades 4-8 students qualifyforindividual events at the regional meet on Tuesday, June 1 at Sir Wildrid Laurier Secondary School. 6.Education Week ("Preparing Our Students for Future Success") Education Week was very successful.Through a range ofactivities and events,student success was celebrated.Events on the first day included "International Music Monday" concert and a dance for all students to support Autism Ontario. Tuesday's talentshowfeatured the school dance teams,"Tumbleweeds"demo team, and Westminster Idols finalists. On Wednesday,Saidat Vandenberg presented anti-violence messages through Music,Movement,and Motivation assemblies and some grouphip-hop lessons. Thursday showcased a varietyof science projects prepared by students based upon the Mad Science workshop held at the school on April 18.One of the Mad Scientists and members from the School Council judged the exhibits. WCS earned nine Level4 awards, three level 3 awards,and one level 2 award (which are displayed on the Wall of Honour). Our annual Jump Rope for Heart Skip-a-thon closed the week with 18 activity stations. WCS made a donation of $2,340.00 to the Heart &Stroke Foundation,led by a Grade 1 student's contribution of $174.00.For his super fund-raising,the student served as Principal for the day on May 141 2010 June 08...14 16.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE MEETING -cont'd 9.COMMUNITY UPDATES J. Henry updated the Committee on a recent visit by Director Tucl<er that was very well received bythe community. Ms. Henry expressed appreciation to Principal Smith for hosting Antler River staff the previous month and noted some learning experiences. R.Jackson explained that staff at Standing Stone School has been veryactive withthe West- Writers Group and noted it is a great opportunity for teachers to talk with teachers. 10.ADDmONAL ITEMS 11.FUTURE MEETING DATES The following future meetings are scheduled; Tuesday,2010 June 15, 3:00 p.m.,Oneida of the Thames. 12.ADJOURNMENT A motion to adjourn the meeting at 4:20 p.m.was carried. RECOMMENDATIONS:none W.HUFF, Chairperson In response to a question,Trustee Huff noted that First Nations Co-op program studies is currently running at Saunders Secondary School. c.REPORT OF THE POLICY WORKING COMMITTEE MEETING 2010 MAY 25 2:10-4:17 p.m. MEMBERS ADMINISTRATION AND OTHERS T.Grant (Chair)S.Doub B.Tucker S.Christie T.Roberts Regrets:J.Bennett,R.Tisdale Trustee Visitor:S.Peters 1.APPROVALOF AGENDA - The agenda was approved by motion. 2.CONFLICTS OF INTEREST-none declared 3.COMMITTEE REPORT OF 2010 April 27 AND TRACKING SHEET- provided for information 4.POLICY/PROCEDURE FOLLOWING PUBLIC INPUT a.Reporting Suspected Child Neglect and Abuse Supt. L.Griffith-Jones joined the meeting to report on public input received on the Reporting Suspected Child Neglect and Abuse procedure.She advised that an individual requested the definition of abuse as provided under the Children and Family Services Act and referenced In the procedure.It was also requested that presenters in schools be covered in the procedure.This matter is covered under Appendix A. 2010 June 08...15 / V 16.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE POLICY WORKING COMMITTEE MEETING -cont'd 4.POLICY/PROCEDURE FOLLOWING PUBLIC INPUT -cont'd a.Reporting Suspected Child Neglect and Abuse -cont'd Supt. Griffith-Jones responded to members'questions. The following motionwas moved and carried: That the draftReporting Suspected Child NeglectandAbuse procedure be forwarded to the Board for information at the June 8,2010,Board meeting. b.Encouraging Facility Partnerships Policy and Procedure Exec. Supt.K.Dalton,Exec. Officer K.Bushell and Manager K.Youngjoinedthe meeting to present suggestions from the Capital Planning Coordinating Committee on the Encouraging Facility Partnerships policy and procedure. Exec. OfficerBushellindicated that there must be sustained enrolment ina school to enter intoa partnership.Ifthere are notenough students inthe enrolment, a partnership should notbe considered.Usingthe words "accommodating program and sustaining enrolment"will provide the basis for entering into facility partnerships. The administrators responded to members'questions.The following motion was moved and carried: That the draft Encouraging Facility Partnerships policy be forwarded to the June 8, 2010,Board meeting for approval and the procedure for information. 5.NEW POLICIES/PROCEDURES UNDER DEVELOPMENT a.Violence in the Workplace Policy and Procedure Manger B.Strong joined the meeting to describe the draft Violence in the Workplace policyin accordance with requirements of Bill 168, the Occupational Health and Safety Amendment Act (Violence and Harassment in the Workplace)2009.She advised that a workplace assessment for violence is required to be completed by the end ofthe school year.Employers are required to: •prepare and post policies with respect to workplace violence and workplace harassment and review annually; •assess the risks of workplace violence and share the results with joint health and safety committees.Reassessment must bedone when necessary toprotectworkers; implement measures for preventing, reporting and investigating incidents of workplace violence; establish means for disclosing information regarding persons with a history of violence. Manager Strong advised that the Board is in compliance with the legislation. A procedure is being developed to address domestic violence in the workplace.In addition, a workplace survey will be conducted by the end of June,2010, to provide data for assessing risks on both a system and site level. Itwas agreed to add the Domestic Violence policy to the list of references pending its development. Because boards are to have their policies inplace by June 15, 2010, the following motion was moved and carried: That the draftViolence inthe Workplace policybe forwarded tothe Board forapproval at the June 8,2010,Board meeting and posted to the Board's website for 30 days. 2010 June 08...16 16.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE POLICY WORKING COMMITTEE MEETING -cont'd 5.NEW POLICIES/PROCEDURES UNDER DEVELOPMENT -cont'd b.Partnerships withExternai Agencies for Provision of Services by regulated Professionals &Paraprofesslonals Procedure Manager B.Strong presented the procedure on Partnerships with External Agencies for Provision of Services by Regulated Professionals and Paraprofesslonals.She advised that representatives ofthe OSSTF PSSP bargaining unit,Human Resources and Program Services met to draft Board procedure which would be compliant with the Ministry of Education (MOE) directive regarding committees to review and assess partnerships, resolve disputes as they arise and avoid duplication of services with existing staff. In addition, the document addresses issues related to liability,confidentiality, informed consent and compliance with Board policies,procedure and agreements.The document supports MOE Program Memorandum 149. Manager Strong responded to members'questions.The followingmotion was moved and carried: That the Partnerships with External Agencies for Provision of Services by Regulated Professionals and Paraprofesslonals procedure be posted to the Board's website for 60 days for public input. 6.DRAFT POLICY/PROCEDURE REQUIRING ADDITIONAL CONSIDERATION -none 7.POLICY/PROCEDURE UNDER REVISION a.Tagging of Unsafe Equipment Procedure Manager B.Strong presented revisions to the Tagging of Unsafe Equipment procedure. She advised that a Red Tag Log in the red site JHSC binder is to be completed and a log sheet is to be in each health and safety binder in school offices.The "Do Not Use"tags are to include the user's name,location,telephone number and the reason for the tag. It was suggested that the loan and rental of Board equipment be clearly described under Section 16. Manager Strong responded to members'questions.The following motion was moved and carried: That revisions to the Tagging of Unsafe Equipment procedure be posted to the Board's website for 30 days for public input. b.First Aid Training Procedure Manager Strong advised that it was necessary to revise the First Aid Training procedure to reflect that. Manager Strong responded to members'questions.The followingmotion was moved and carried: That the FirstAid Training procedure be posted to the Board's website for30 days for public input. 2010 June 08...17 16.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE POLICY WORKING COMMITTEE MEETING -cont'd 7.POLICY/PROCEDURE UNDER REVISION -cont'd c. Ministryof Labour FacilityVisit Procedure ManagerStrong advised that amendments to the Ministry of Labour (MOL)Facility Visit procedure reflectthe process whenan MOL inspectorisonsite noting itis necessary for the inspector to report to the main officeon arrival.Itincludes directionthat any reports are to be shared with the Joint Health and Safety Committees,which is the current process.As well,the Principal/Manageror designate will be responsible for those areas which are not part of the facility. ManagerStrongresponded tomembers' questions.The following motion was movedand carried: That revisions to the Ministry of Labour Facility Visit procedure be posted to the Board's website for 30 days for public input. d.Community Use of Facilities Policy and Procedure Manager K.Young and Acting Supervisor B.Mistry joined the meeting to present revisions to the Community Use of Facilities policyand procedure.Ms.Mistry advised that the issue of schools permitting requests during school and statutory holidays has been resolved by allowing schools to permit theses requests providing custodial support is available. A definition of Special Occasion Permits has been included.Because there are no Ministry guidelines regarding the approval of Special Occasion permits, School Council is not required as an approving body for these types of contracts. Ms.Mistry responded to members'questions.It was suggested that school reunions be included in an appropriate group.She explained that reunions may be organized by school staff or an alumnae committee which puts them intotwo groups depending on the origin of the request.She confirmed that there is a process in place to replace lost or damaged school equipment immediately. The following motion was moved and carried: That revisions to the Community Use of Facilities policy and procedure be posted to the Board's website for 30 days for public input. e.Environmental Education &Management Program Policy &Procedure Exec. Supt.L.Elliottand J. Pitman joined the meeting to describe proposed amendments to the Environmental Education and Management Program policy and procedure.Ms. Pitman described the history of the revisions noting they were the result of the Shaping Our Schools,Shaping Our Future document and the Ministry of Education policy indicatingthat boards are to develop environmental policies. The document revisions are to be completed by June 30,2010,and posted to boards'websites. A gap analysis was undertaken,the results of which are reflected in the proposed revisions. The revised policy incorporates the terms "sustainability"and "engage",and reflects the goals of the Equityand Inclusive Education policy consistent with MOE expectations.It was questioned and agreed toremovethe environmentalpositionandjobdescriptionfrom the procedure. As well,the Ministry documents will be added tothe "References" section of the policy and procedure. 2010 June 08...18 16.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE POLICY WORKING COMMITTEE MEETING -cont'd 7.POLICY/PROCEDURE UNDER REVISION -cont'd e.Environmental Education &Management Program Policy &Procedure -cont'd The following motion was moved and carried: That revisions to the Environmental Education and Management Program policybe posted to the Board's website for 60 days for public Input. 8.DRAFT/APPROVED POLICY/PROCEDURE REQUIRING FURTHER CONSIDERATION - none 9.OTHER BUSINESS -none 10.DATE AND TIME OF NEXT MEETING The next meeting was scheduled for Tuesday,June 22, In the Governor Simcoe Room. 11.ADJOURNMENT The meeting adjourned by motion at 4:17 p.m. Trustee Jaffe recommended the following amendment to the Violence inthe Workplace policy: That the policy statement be amended to include "and students". The amendment was adopted on motion of P. Jaffe,seconded byT. Grant to read: "The Thames Valley District School Board believes in the prevention of workplace violence and promoting a violence-free workplace inwhich all people respect one another and work together to achieve common goals.Any act of workplace violence is unacceptable conduct.Workplace violence In any form erodes the mutual trust and confidence that are essential to the well-being of our staff and students." Trustee Jaffe recommended that the words"...or domestic violence that would likely expose a worker to physical injury that may occur in the workplace."The amendment was adopted on motion of P.Jaffe,seconded by T.Grant to read;. "This policy applies to all work activities that occur while on Board premises,or while engaging in workplace activities,workplace social events or domestic violence that would likely expose a worker to physical injury that may occur in the workplace. Director Tucker explained that the Board may enter into a partnership with private organizations for profit,provided that the organization meets a specific set of criteria as set out by the Ministry. RECOMMENDATIONS: 1.That the draft Violence in the Workplace policy be approved as amended. 2.That the draft Encouraging Facility Partnerships policy be approved. Recommendation 1 was approved on motion of T. Grant,seconded by J.Stewart. Recommendation 2 was approved on motion of T. Grant,seconded by J.Stewart. TRACY GRANT Chairperson c 2010 June 08...19 16.REPORTS OF COMWIITTEES -cont'd d.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE 2010 JUNE 1 7:03 P.M.-8:50 P.M. MEMBERS ADMINISTRATION AND OTHERS S.Doub (+7:12)T.Roberts C.Bourbonnais-J.Berkin F.Exiey P.Sattler MacDonald K.Bushell T.Grant (Chair)•J.Stewart K.Edgar S.Christie G.Hart R.Tisdale L.Griffith-Jones P.Hearse J.Kamphuis B.Tucl<er S.Hughes B.Hester C.Neville K.Daiton M. Moynihan D.Munroe S.Peters L.Elliott M.E.Smith S.Macey S.Polhill B.Greene B.Sonier K.Meeson M.Sereda P.Tufts D.Rajala Regrets:K.Wilkinson K.Young J.Bennett J.Marlborough W.Huff P.Jaffe 1.APPROVAL OF AGENDA -The agenda was approved by motion. 2.CONFLICTS OF INTEREST -No conflicts of interest were declared. 3.2010-11 PRELIMINARY BUDGET Exec. Supt. B.Greene presented the revised preliminary budget for 2010-11 witha focus on the Grants for Students Needs (GSN). He noted that the revised preliminary deficit has been reduced to approximately $3 million (excludingthe EarlyLearning Program (ELP).Trustees were reminded that the preliminary budget presented at the 2010 May4 meeting used projected GSN's based on 2009-2010 grants and included a decline of 904 students.There have been significant structural changes in the GSN's and some additional monies flowing to the Board. The GSN's are $726 million for 2010-2011. Exec.Supt Greene noted that the Board will not be required to receive Ministry approval on the 2010-2011 Budget as the deficit will fall below the Ministry's new approval process where a deficit of 1%below operating revenues does not require Ministry approval. Finance Manager K.Meeson introduced Supervisor of FinancialReportingand Accountability P. Hearse,Supervisor of Financial Support Services B.Hester, Payroll Manager S. Macey and Financial Analyst D. Munroe who were instrumental indeveloping the preliminary budget. Manager Meeson highlighted the following GSN information. Provincial Framework Agreements (PFA) •Compensation increases Increases to staffing under PFA's 2010 June 08...20 16.REPORTS OF COMMITTEES -cont'd d.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd 3.2010-11 PRELIMINARY BUDGET -cont'd Structural Changes Pupil Foundation Grant •Primary Pupil Foundation Allocation JK-Grade 3 funded at average class size 19.8 :1 •Junior/Intermediate Pupil Foundation Allocation Grade 4-8 funded at average class size 24.8 :1 Funded by portion of previous Primary Class Size Reduction Allocation Effect of Declining Enrolment Elementary-JK to Grade 3 (421,147) Elementary -Grade 4 to Grade 8 (1,966,690) Secondary (2.146.8731 f4.534,710) Effect of Benchmark Changes Elementary-JK to Grade 3 20,117,632 less:Primary Class Size Reduction (16,054,272) Elementary -Grade 4 to Grade 8 3,273,352 Secondary 5.080.675 12.417.387 Net Pupil Foundation Allocation Increase 7,882,677 Learning Opportunities Grant (LOGl •Updated to most recent available data from 2006 Census Better reflect educational needs arising from social economic conditions students face Effect on funding to be phased in over four years starting 2010-2011 Transfer of funding from Education Programs -Other (EPO)in to LOG School Effectiveness Lead and Framework Release Time Ontario Focused Intervention Partnership (OFIP)Tutoring Specialist High Skills Major (SHSM) Effect of Declining Enrolment (70.866) Effect of new 2006 Census Data (Year 1)972.011 Transfer from EPO Funding School Effectiveness Framework -Lead 167,197 School Effectiveness Framework -Release Time 183,324 OFIP Tutoring 292,064 SHSM 228.500 871.085 Net LOG allocation increase 1.772.230 Special Education •Introduction of Behaviour Expertise Amount (BEA) Continued support of Measures of Variability (MOV) Introduction of MOV Special Education Statistical Prediction Model •Transition support - 50% of High Needs Amount (HNA)stabilization Support Special Incidence Portion (SIP)claim-based applications Introduction of Special Equipment Amount (SEA)Per Pupil Amount and continue SEAclaims based applications Stable support for government-approved care and/or treatment,custody and correctional facilities. 2010 June 08...21 16.REPORTS OF COMMITTEES -cont'd d.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd 3.2010-11 PRELIMINARY BUDGET -cont'd Special Education -cont'd Special Education Per Pupil Amount (SEPPA) Effect of Declining Enrolment Elementary-JK to Grade 3 (63,084) Elementary -Grade 4 to Grade 8 (274,785) Secondary (156.006) (493,875) Effect of Benchmark Changes Elementary - JK to Grade 3 836,090 Elementary -Grade 4 to Grade 8 888,029 Secondary 561.620 2.285.739 Net Increase to SEPPA 1.791.864 Special Equipment Amount (SEA) Effect of change to Base &Per Pupil Funding 75.062 Special Education Incident Portion (SIP) Effect of projections for claims (5.306) /'High Needs Amount (HNA) ^•Effect of Declining Enrolment (50%support) Measures of Variability (MOV)(1,117,111) 427.966 Net Changes to HNA (689.145) Behavioural Expertise Amount (BEA) Effect of Base Amount &Per Pupil Funding 266.809 Section 23 Facility Amount Effect of Benchmark Increase 99,203 Student Transportation Cost benchmarks increased 2% Continuation of Fuel Escalator and De-escalator 1% reduction in transportation allocation to Boards receiving less than "High"rating on Effectiveness and Efficiency reviews (E&E) Reduction in Stable Funding Guarantees - 50% of enrolment decline Effect of Declining Enrolment (291.343) Effect of Routing Efficiency 1%(323,714) Effect of Non-Salary Benchmark Increase 569.737 246.023 Provincial Transportation 54.285 Net Transportation Allocation Increase 8,965 2010 June 08...22 16.REPORTS OF COMMITTEES -cont'd d.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd 3.2010-11 PRELIMINARY BUDGET -cont'd School Operations 2%increase to non-staff benchmarks Top-up funding reductions •20%-18%in 2010-2011 •18%-15%in 2011-2012 No top-up funding to new schoois - first five years Effect of Declining Enrolment Elementary,Secondary,Continuing Education Top-Up Funding Rural Top-Up Funding (536,313) (87,282) (60.389) (683.984) Effect of Benchmark Increases Elementary,Secondary,Continuing Education Rural Top-Up Funding Effect of Change to Top-Up Funding Elementary Secondary Net Increase in School Operations Allocation 1,506,789 129.620 1636,409 (323,654) (225.032) (548.686) 403.739 Board Administration Reduction from 3% to 1%per pupil benchmarks Further reductions in 2011-2012 and 2012-2013 Effect of Declining Enrolment Trustees Director and Supervisory Officers Board Administration Parent Engagement Effect of Benchmark Increases Director and Supervisory Officers Board Administration Addition of Regional Internal Audit Effect of School Consolidations t Parent Engagement Net Increase In Board Administration Allocation (1,053) (24,750) (189,849) Lm (215.808) 37,786 5.852 43.638 564.770 (2.500) 390,100 Capital Accounting changes and Capital wrap-up •Primary Class Size (PCS)capita! Capital Funding Allocate funding to most urgent and pressing capital needs Energy Efficiency Funding •Second year funding -outside GSN Early Learning Capital Address Capital Needs related to ELP 2010 June 08...23 16.REPORTS OF COMMITTEES -cont'd d.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd 3.2010-11 PRELIMINARY BUDGET -cont'd Board Administration -cont'd Educational Programs -Other (EPS's) •Funding of other education initiatives outside GSN's to advance student achievement •2010:B6 Memo $2.6M Examples: Parenting &Famiiy Literacy Centres $320,330 .OFIP $373,003 Math &Literacy Professionai Learning Strategy $208,272 System Priorities IWISA Staff Costs No Longer Covered by EPO Efficiencies in Operation Services Account Records Information Mgmt Assistant (Permanent) Records Information Mgmt Asst (Temp - Aug,2012) Fees Paid for Student Transcripts Staffing Software Disability Management Video Streaming for Board Meetings Social Worker -Middlesex Social Worker -Reconnect Additional Secondary Staffing Expansion of Reading Recovery Review of Waiting Lists -"AtRisk"Students Review of Casual Accounts Total System Priorities Additional Items for Consideration -Employee Wellness Potential Budget Solution Presented in OOO's of dollars Current Available Balance Comments FTE 2 1 2 Costs 131 (1^ 75 m (4) 41 45 33 180 17 284 596 715 1,311 Reserves WSIB Multi-purpose Property Loss PA/P/SO PD SO Retirement Gratuity Other Student Literacy Mercer Balance 2009-10 Surplus 4,124 Actuarial report values liability at $6.6 million 2,742 Working fund surplus 785 To fund $100,000 deductible 576 Carryforward of unspent allocations 546 To fund cost of future SO retirements Total 500 Funds are used to support school-based TLCP 2,600 Required to retain minimum balance TBD Dependent on current operating results 11,873 2010 June 08...24 16.REPORTS OF COMMITTEES -cont'd d.REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE -cont'd 3.2010-11 PRELIMINARY BUDGET -cont'd Exec.Supt.K.Dalton explained that there is no dollar amount reflected for Social Worker - Middlesex,Social Worker -Reconnect and Review of Waiting Lists - "At Risk"Students under System Priorities as the staff have been reorganized In such a way that student needs will be met within the Board and each region will be serviced equally. A question was raised regarding the Springbank alternative site and clarified that staffing levels at that site are meeting student needs. AnoverviewofSpecial EducationWait Listswas distributed.Supt. Edgar reviewed congregated classes,professional services and Thames S.S.,Ross.S.S and Forest City programs. Supt.Edgar advised that 3.0 FTE temporary staff were hired from PDT funds to assist withthe backlog of students on a wait listfor Speech &Language and Psychological Services notingthe Board is having difficulty hiring qualified personnel in this area.She noted that the wait lists in these areas are for assessments with the majoritycoming from the elementary for Speech and Language. Psychological assessment listsincludebothelementary and secondary students.Some assessments are based on an increased focus on Special Education equipment.The wait listfor speech and language assessments is generally less than six weeks. In response toa question, Supt. S. Hughes advised that transportation is typically notprovidedfor SALEP students;however, in the cityof London,some students receive bus tickets ifthey are having difficulty getting to the site. Moreitinerantstaff has been added to the rural areas which should help with the issue in the rural areas. Exec. Supt.Greene noted that the expected deficitshould be projected more accurately by 2010 June 15. Manager Meeson explained that previouslythe Boardapproved a Records Management Officer position as well as two temporary assistants to address the backlog of purging and imaging Ontario Student Records.It has been determined that a full-time assistant to handle the requests for transcripts is required. It was suggested that a Smartboard be provided for all classrooms but concluded that this is not practical at this time. Important Dates 2010 June 8 -Budget Advisory Committee Meeting 2010 June 8 -Regular Board Meeting 2010 June 15 -Special Board Meeting -Budget 2010 June 22 - Final Budget Approval 2010 June 30 -Budget Submission to the Ministryof Education 4.ADJOURNMENT The meeting adjourned at 8:50 p.m. by motion. TRACY GRANT Chairperson Exec.Supt.Greene will provide backup on Rural Top-Up Funding of 60,389 at the next Budget Advisory Committee Meeting. 2010 June 08...25 16.REPORTS OF COMMITTEES -cont'd e.REPORT OF THE CHAIRS'COMMITTEE MEETING MEMBERS T.Roberts (Chair) J.Stewart T.Grant Regrets:J.Bennett 2010 JUNE 2 9:15 -a.m. ADMINISTRATION AND OTHERS B.Tucker S.Christie 1.APPROVAL OF AGENDA-The agenda was approved by motion. 2.CONFLICTS OF INTEREST -none declared 3.REVIEW OF 2010 JUNE 8,BOARD AGENDA The agendas for the in-camera and public Board meetings of June 8,2010,were discussed and updated. 4.CORRESPONDENCE A letter from the Elementary Teachers'Federation of Ontario regarding the Early Learning Program was added to the June 8,2010,Board meeting agenda under "Communications".A letter from the Lakehead Public Schools to Minister of Education L.Dombrowsky regarding environmental education will be included with the trustees'information packages. 5.DRAFT CONFLICT OF INTEREST POLICY &PROCEDURE Manager B.Strong joined the meeting to present the draft Conflictof Interest policy and procedure. Director Tucker noted that school boards have developed a similar policy to protect staff and trustees.The draft document was brought to the Committee for input prior to being presented to the Policy Working Committee. Manager Strong noted that the policy outlines the expectations for senior staff and trustees.The procedure has been reviewed bylegal counsel and includes a section ofdefinitions regarding the types of conflicts of interests related to family,associates and pecuniary interests.It also discusses a benefit, gain or advantage to an individual.Director Tucker asked the Committee to consider the policy and procedure and refer any questions to Manager Strong. Discussion centered around a trustees'potential conflict of interest related to family employment and accepting election campaign funds from organizations. It was agreed to share the document with all trustees at a special timed item at the next Policy Working Committee meeting on June 22 from 5:00-6:00 p.m. in the Board Room.The draft documents will be included in the trustees'information packages. 6.STAFF DEVELOPMENT MANAGER POSITION Director Tucker described the interview process for the Staff Development Manager position and sought a trustee representative to serve on the interview committee.It was agreed to ask Trustee J.Bennett to participate The Committee moved in-camera to discuss a personal item at 10:07 a.m.and reconvened in public session at 10:16 a.m. 2010 June 08...26 16.REPORTS OF COMWIITTEES -cont'd e.REPORT OF THE CHAIRS'COWIIVIITTEE MEETING -cont'd 7.OTHER BUSINESS a.Compliance Audit Committee Director Tucker advised that at the next meeting,an update will be brought regarding the mandated Compliance Audit Committee to be established to hear and decide on applications for compliance audits regarding a candidate's campaign expenses emanating from the upcoming municipal election. 8.DATE AND TIME OF NEXT MEETING The following meeting was scheduled for 9:00 a.m.on June 16,2010. 9.ADJOURNMENT The meeting adjourned at 10:18 a.m.by motion. RECOMMENDATIONS:none T.ROBERTS Chairperson f.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA MEETING 2010 June 8 MEMBERS PRESENT ADMINISTRATION AND OTHERS J.Bennett (Chair)J.Kamphuis B.Tucker B.Sonier. S.Doub (9:15)S.Peters M.Sereda P.Tufts F.Exiey S.Polhill (6:00)K.Edgar K.Wilkinson T.Grant T.Roberts L.Griffith-Jones K.Bushell G.Hart P.Sattler S.Hughes S.Christie W. Huff (9:15)J.Stewart ME Smith K.Young P.Jaffe (6:42)R.Tisdale Absent:C.Neville The Committee met in camera from 4:40 p.m. to 6:00 p.m.and from 9:15 p.m. to 10:30 p.m. 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST -No conflicts of interest were declared. 3.Confidential personal and legal matters were discussed. 4.RISE AND REPORT A motion to rise and report was moved and carried at 10:30 p.m. 2010 June 08...27 V j 16.REPORTS OF COMMITTEES -confd f.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA MEETING -confd RECOMMENDATIONS: 1.That the motion approved at the in-camera session of June 8.2010,related to a personnel matter be approved. 2.That the Board approve the hiring of two TOSAs to support the seven secondary schools involved in the Student Success School Support Initiative for 2010-11 and longer if funding permits. JOYCE BENNETT Chairperson 17.COMMUNICATIONS a.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION (OPSBA)UPDATE Trustee Sattler highlighted the OPSBA Annual General Meeting and advised that the president elect is Catherine Fife of the Waterloo Region District School Board,first vice-president-elect is Lori Lukinuk from Lakehead District School Board and second vice-president-elect is Michael Barrett from Durham District School Board. Trustee Sattler noted that some boards are investigating the idea of setting up committees at the Board by trustees to address OPSBA agenda items prior to meetings.Chair Roberts will add this item to the Chair's agenda for discussion. ^,b.ELEMENTARYTEACHERS'FEDERATION OF ONTARIO RE EARLY LEARNING PROGRAM A letter was received from the Elementary Teachers'Federation of Ontario advising that they are in the process of initiating and organizing a campaign for all Early Childhood Educators in public and separate elementary sites as a result of the implementation of the government's Early Learning Program. 18.NOTICE OF MOTION -none 19.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 20.ADDITIONAL ITEMS -none 21.QUESTIONS/COMMENTS BY MEMBERS -none The meeting recessed at 9:07 p.m. and reconvened in-camera at 9:15 p.m. on motion of T.Grant and S. Peters.It reconvened in public session at 10:30 p.m. 22.ADJOURNMENT The meeting adjourned at 10:31 p.m. on motion of G. Hart and P.Jaffe. Confirmed: Chairperson 2010 June 08...28 SUMMARY OF APPROVED RECOMMENDATIONS OF 2010 JUNE 08 That the draft Violence in the Worl<place policy be approved as amended. That the draft Encouraging Facility Partnerships policybe approved.