3/23/2010 - Regular Board MeetingREVISED
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR BOARD MEETING,PUBLIC SESSION
2010 MARCH 23,7:00 P.M.
BOARD ROOM,EDUCATION CENTRE
AGENDA
V-verbal
M -material
1.CALL TO ORDER V
2.O CANADA V
3.SPECIAL MUSICAL PRESENTATION
Sir Frederick Banting Secondary Sctiool -Banting Chamber Choir V
4.APPROVAL OF AGENDA M
5.*OFFICIAL RECORD *M
6.RECOGNITIONS-none
7.CONFLICTS OF INTEREST V
8.CHAIR'S ANNOUNCEMENTS V
9.DIRECTOR'S ANNOUNCEMENTS V
10.ADMINISTRATIVE PRESENTATIONS -none
11.MINUTES OF THE 2010 MARCH 09 BOARD MEETING
a.Confirmation of Minutes M
b.Business Arising from the Minutes
12.STUDENT TRUSTEES'UPDATE V
13.REPORTS FROM THE ADMINISTRATION
a.2009-2010 Recruitment Analysis M
b.Monthly Financial Report M
c.Long-Term Financing Arrangements M
14.REPORTS OF COMMITTEES
a.Thames Valley Parent Involvement Committee (TVPIC)Update V
b.Chairs'Committee,2010 March 09 M
c.*Special Education Advisory Committee,2010 March 02 *M
d.*Audit Committee,2010 March 18 *M
15.2010 TRUSTEE DISTRIBUTION M
*REVISED *
16.COMMUNICATIONS
a.Chair's Summary Update V
b.Ontario Pubiic School Boards'Association Update V
c.*Deleted from Agenda *M
d.Corporation of the City of London re Accommodation Review Committee
Appointment for Orchard Park,Sherwood Forest,and University Heights Public
Schools M
17.NOTICE OF MOTION
18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none
19.ADDITIONAL ITEMS
20.QUESTIONS/COMMENTS BY MEMBERS
21.ADJOURNMENT
f
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING,PUBLIC SESSION
2010 MARCH 23
The Board met inregular session on 2010 March23 inthe Board Room at the Education Centre, meeting in
public session at 7:10 p.m. to 8:25 p.m. The following were in attendance:
TRUSTEES
J.Bennett
S.Doub
T.Grant
G.Hart
Regrets:F.Exiey,P.Sattler
W.Huff
P.Jaffe (via teleconference)
J.Kamphuis
C.Neville
ADMINISTRATION AND OTHERS
K.Dalton M.Moynihan
L.Elliott V.Neilsen
B.Greene M.Sereda
C.Bourbonnais-MacDonald M.E.Smith
K.Edgar B.Sonier
L.Griffith-Jones B.Tucker
S.Hughes P. Tufts
S.Peters
8.Polhill
T.Roberts (via teleconference
J.Stewart
R.Tisdale
K.Bushell
S.Christie
K.Meeson
D.Rajala
K.Young
J.Marlborough
1.CALL TO ORDER.
Board Chair J.Bennett called the meeting to order at 7:10 p.m. A verbal rollcall was declared in that
Trustee Jaffe and Chair Roberts were participating via teleconference.
2./3.0 CANADA AND MUSICAL PRESENTATION
The appreciation of the Board was extended to the Sir Frederici<Banting Secondary School - Banting
Chamber Choir and Conductor Mishaal Surti for leading in the singing of O'Canada and performing
two musical selections.
4.APPROVAL OF AGENDA
The agenda was revised to include item 5. - Official Record,item 14 c. -Special Education Advisory
Committee 2010 March 2,item 14.d. -Audit Committee,2010 March 18,item 14 e. -Committee of
the Whole In Camera 2010 March 23 and deleting item 16. c.The agenda,as amended,was
approved on motion of J.Stewart,seconded by R.Tisdale.
5.OFFICIAL RECORD
S.Christie,Supervisor,Corporate Services,read the following official record into the minutes:
We regret to record the deaths of James Lucas,a custodian at Arthur Voaden Secondary School,
St.Thomas,on 2010 March 18;and Andrew Brocanier,a 17-year old student at Glendale High
School,Tillsonburg,on 2010 March 21.
6.RECOGNITIONS -none
7.CONFLICTS OF INTEREST
Trustee Jaffe declared a conflict of interest to Item 14.e citing family employment.
8.CHAIR'S ANNOUNCEMENTS
The trustees were provided with a handout on Draft Regulations re Parent Involvement Committee
and were asked to review the Consultation Guide and provide S.Pullam withany input by 2010 March
30 for submission to the Ontario Public School Boards'Association.
2010 March 23...2
8.CHAIR'S ANNOUNCEMENTS -cont'd
Chair Bennett reminded Trustees of a caucus scheduled for 2010 April6 and asked that they confirm
their attendance with 8.Pullam.
9.DIRECTOR'S ANNOUNCEMENTS -none
10.ADMINISTRATIVE PRESENTATIONS -none
11.MINUTES OF THE 2010 MARCH 09 BOARD MEETING
a.CONFIRMATION OF MINUTES
The minutes of the Regular Board Meeting of 2010 March 09 were adopted on motion of T.Grant,
seconded by J.Stewart.
b.BUSINESS ARISING FROM MINUTES
Trustee Grant reminded the trustees to submit any PD requests to 8.Pullam by 2010 March 26.
12.STUDENT TRUSTEES'UPDATE
Student Trustees Neville and Kamphuis described a proposed newsletter they created to be distributed
to student councils on a monthly basis and requested feedback from the trustees via email by 2010
March 31.The Intent is to send the newsletter electronically but itmay also be distributed In hard copy
format.
13.REPORTS FROM THE ADMINISTRATION
a.2009-2010 RECRUITMENT ANALYSIS
Exec.Supt.M.Sereda outlined the 2009-2010 Recruitment Analysis report which represents data
collected in the fall of 2009.There has been 59 new hires or 36.29 Full-time Equivalent (FTE)
teachers hired in the elementary panel and 34 new hires or 15.66 FTE to work in the secondary
panel.It was noted that it generally takes four to five years for a new hire to become a full-time
contract teacher.The data also showed the male to female ratio which reflects that more females
than males are choosing a career in teaching.Forty-one of the new hires inthe elementary panel
were recruited from the Board's occasional teacher listing, while 18 were hired from outside of the
Board.In the secondary panel,19 new hires were recruited from the Board's occasional teacher
list while 15 were hired from outside of the Board.
Chair Bennett noted her appreciation regarding the format of the report.
In response toa question.Exec. Supt.Sereda advised that specialty areas are still areas of concern
for recruiting,e.g.technical and French.Itwas clarifled that the Board's occasional teacher list has
approximately 1,500 on the elementary panel and 800 to 1,000 on the secondary panel. Most of
the new hires recruited from the occasional teacher list have partial contract lines and,therefore,
may remain on the occasional teacher list as well.
Exec. Supt.Sereda advised that there isa very large number of teachers pursuing a small number
of teaching positions and this trend is expected to continue for several years.
b.MONTHLY FINANCIAL REPORT
Exec. Supt. B.Greene advised that the Ministry of Education will be announcing the fundingforthe
next school year on Friday,2010 March 26,at 10:00 a.m.via web-cast at the Education Centre.
He invited the trustees to view the announcement.
Exec. Supt.Greene also presented the month-end financialreport as at 2010 February 28 noting
a small surplus at year-end is anticipated.
I,
2010 March 23...3
13.REPORTS FROM THE ADMINISTRATION -cont'd
c.LONG TERM FINANCIAL ARRANGEMENT -OFA
Finance Manager K.Meeson presented the report on Long-termFinancial Arrangements withthe
Ontario Financing Authority.
On 2009 December 4, the Ministry released Memorandum 2009:SB 47 "Long-Term Financing
Arrangements for Good Places to Learn Capital Projects", announcing the intent to permanently
finance allGood Places to Learn projects unden/vay at 2009 August 31 as well as any Prohibitive
to Repair and Primary Class Size projects substantially complete as of 2009 August 31 through an
OFA Debt issue in March 2010. This was later revised to 2010 April 14.
Thames ValleyDistrictSchool Board's participation inthe long-term financing arrangement through
the Ontario Financing Authority consists of:
Good Places to Learn $17,639,849
Prohibitive to Repair -John Wise PS 8,934,053
Primary Class Size -Princess Anne Fl 1.261.885
Total Long-term Financing $27,835,787
RECOMMENDATION:
That the Board approve the by-law to authorize the loan of $27.5 million amortized for a 25-
year term,at a fixed interest rate of 5.232%.
The recommendation was approved on motion by T. Grant,seconded by G. Hart.
14.REPORTS OF COMMITTEES
a. THAMES VALLEY PARENT INVOLVEMENTCOMMITTEE (TVPIC) UPDATE
A. Morell,Chair,President ofTVPIC described the following recent TVPIC activities.She noted that
the she,along with Vice-chair C.Walker will be attending a Parent Involvement Committee (PIC)
Provincial Symposium on 2010 April 16 to share and discuss issues and provide feedback.
TVPIC continues to provide assistance to school councils withadvice, informationon school council
mandate,roles and responsibilities,parent leadership and effective use of parent involvement
funds.
The Ministry of Education announced the successful Parent Reaching Out grant recipients.School
councilsapplied directlyforthisadditionalfundingto receive upto $1000.00.Thisyear,$22,000.00
has been granted to 30 Thames Valley schools for specific parent engagement projects,such as:
English as a Second Language (ESL)as special education resource library,math and literacy
nights,translation of documents,bridging the gaps supporting parents as partners and family
nutrition and fitness nights.
TVPIC in partnership with the London DistrictCatholic School Board School Council and Parent
Involvement Committee were successful In receiving a Parent Reaching Out grant to host the April
2010 Parent Engagement Conference:"From Rhetoric toReality:l-iowEngaged Parents Close the
Achievement Gap".
2010 March 23...4
14.REPORTS OF COMMITTEES -cont'd
b.REPORT OF THE CHAIRS'COMMITTEE 2010 MARCH 9
9:55 -10:15 p.m.
MEMBERS ADMINISTRATION AND OTHERS
T.Roberts (Chair)J.Bennett L. Elliott S.Christie
T.Grant J.Stewart
1.APPROVALOF AGENDA- The agenda was approved by motion.
2.CONFLICTS OF INTEREST -No conflicts of Interest were declared
3.REVIEW OF 2010 MARCH 23 BOARD AGENDA
The agendas for the in-camera and public Board meetings of 2010 March 23 were discussed
and updated.
4.CORRESPONDENCE
A letter from the District School Board of Niagara to Ontario Public School Board Association
(OPSBA)regarding honoraria for Board members will be Included In the trustees*information
packages.
5.OTHER BUSINESS
a.Speakers at School Openings
T.Grant highlighted the role of the Administration in identifying the trustee speakers for
school openings.She suggested that the area trustees as well as the Board Chair be
invited to speak at these functions. Chair Roberts will pass this request along to the
program organizers and suggest that the trustees In attendance be Introduced.
b.Sunshine Report
Exec. Supt.L.Elliott advised that the Sunshine Report will be comingto the Boardat the
end of March.
c.Fraser Report
Chair Roberts indicated that the Committee will discuss the Fraser Report at an
upcoming Chairs'Committee meeting.
6.DATE AND TIME OF NEXT MEETING
The following meetings were scheduled for 9:00 a.m.:
1 April 7,21;
2.Mays,19;
3.June 2,16.
7.ADJOURNMENT
The meeting adjourned at 10:15 p.m. by motion.
RECOMMENDATIONS:none
T.ROBERTS
Chairperson
2010 March 23...5
I /•
14.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE 2010 March 2
12:29 p.m.-2:35 p.m.
MEMBERS ADMINISTRATION AND OTHERS
J. Bennett,Trustee K.Edgar,Superintendent of Education,
D. Ensing,Assoc.for BrightChildren Special Education
T. Fawdry, The Learning Disabilities Assoc.of J.Johnston,Learning Supervisor,
Ontario-London Region Special Education
S. Fox,Children's Aid Society of London and L.Carswell,Elementary Principal
Middlesex R.Culhane,Elementary Principal
M.Franklin, Alternate Epilepsy Support Centre J. Van Bommel,Secondary Principal
T.Grant,Trustee
J. Gritzan,Thames Valley Children's Centre (Chair)
A. Morell,TVPIC
A. Morse,Easter Seal Society
C.Thammavongsa,Assoc.For Bright Children
R.Tisdale,Trustee +12:33
S. Wilson,Community Living Education Committee
J.Wright,Autism Ontario London
L
Regrets:M.Barbeau,VOICE for Hearing-Impaired Children,A.Loebus,London Down
Syndrome Association,B. Montminy,Vanier Children's Services
Absent:D.Almost,Ontario Assoc.For Families of Children with Communication Disorders,
S.Cassell,The Learning Disabilities Assoc.of Ontario-London Region, B. Harvey,Epilepsy
Support Centre,V.Towell,Secondary Vice Principal
1.CALL TO ORDER
The meeting was called to order at 12:29 p.m. in the Board Room at the Education Centre.
2. CONFIRMATION OF AGENDA -The agenda was confirmed as amended.
3.CONFLICTS OF INTEREST -There were no conflicts of interest declared.
4.REPORT OF THE MEETING FROM 2010 February 2,2010
The report of the meeting of 2010 February 2,was approved as printed.
5.BUSINESS ARISING FROM THE REPORT OF 2010 February 2,2010
Mental Health and Wellness Committee supported the use of funds to release staff halfa day
for collaborative planning. This planning time will mirror the ABA process.Planning can
include input from the school support counsellor,learning coordinator,teacher,EA and
parents.This is a valuable way to build capacity. Every school will be able to utilizefunds.
The Mental Health and Wellness Committee supports the remainder of its 2009 -2010
budget to be used for staff release time to support Mental Health and Wellness initiatives.
STEPS will be meeting 2010, March 4 to make recommendations on how to improve
supports for students with intense needs.
2010 March 23...6
14.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd
6.SEAG ACTION PLAN UPDATE
The Parent Survey Sub-Committee met with S.Kllllp and P.Venesoen from Research and
Assessment (R&A)on 2010 February 24.R&A helped to Identify and focus on outcomes the
committee was lookingforfrom the survey.R&A will provide recommendations for the parent
survey. The parent survey will be distributed via a mail-out including a return envelope
addressed toA.B.Lucas Secondary School,Northdale and Northridge Public Schools.These
schools were selected as a testing tool for the survey and not as a representation of the
Board.Approximately 250 students have been Identified.The committee Is hoping to have
the surveys returned after the Easter break and before EQAO.
7.INTENSIVE SUPPORT CLASSES UPDATES
Special Education Learning Coordinators B.Aharan and R. Husty presented an update on
the Intensive Support Classes (ISC).The following was discussed:
•Currently there are 15 support classes.Seven at the junior level and eight at the
intermediate level.
•Program Services Is currently reviewing the application process.
•Increase focus of assistive technology for students.Supports for asslstive technology are
needed so that students are not waiting without equipment.Inclusion of parents for
assistive technology training.
•Building capacity and increasing opportunities for teachers.Survey for Intensive Support
Classroom teachers has been completed.A conference site is available to ISC teachers.
Release time for April 2010 session on assistive technology for ISC teachers.
•The Learning Classroom -release time available for teachers to participate In PD.
•Academic goals or achievement for students inIntensive support depends entirelyon each
Individual student and Individual Education Plan (lEP).
• Transition for students to return to regular classroom setting. Lookat an exit plan as soon
as the student enters an intensive support class.Portfolios will be created for students
returning to home school for classroom teacher.
•'Learning for All'document addresses all learners.
•Teaching Learning Critical Pathways.All teachers in grades one through eight must be
involved in one pathway.Some schools are working on two or three pathways. ISC
teachers will be released for Teacher Learning Critical Pathway tomaximize each student's
potential.
8.SELF-CONTAINED CLASS PLANS FOR 2010-11
Supt.K.Edgar met withJ.Johnston,Learning Supervisor,Special Education to review the
self-contained class plans for 2010-2011.The following was discussed:
•Currently TVDSB has 169 self-contained classrooms.
•Some ofthe self-contained classrooms will be moved due to capital planning. Supt.Edgar
Is working closely with K.Bushell,Executive Officer on this Issue.
•The new Stoney Creek school will have a Developmental Centre.Three classes will move
into the new site.The physical set-up will be a benefit to students.
•The new school in Ingersoll opening In September will have a new Developmental Centre
with four classes.
• Moving classrooms to the new sites will provide students with more access to the whole
school and will allow for Integration of students.
• JK/SK full day learning will Impact special education over the next five years. Special
education classrooms cannot be In portables.Physically the buildings are notalways set
uptomeetthe needs ofthestudents. There isa differencebetween space and appropriate
space.
^2010 March 2Z...7
I.;
14.REPORTS OF COMMITTEES -cont'd
0.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd
8.SELF-CONTAINED CLASS PLANS FOR 2010-11 -cont'd
•Transportation issues with getting students to self-contained classrooms.Geographic
location and medical needs are factors in placing students.
•Forty workshops,with a focus on Special Education are being offered throughout Thames
Valley at a Professional Development Day scheduled for 2010 April 23. EA's received
funding from the Ministry to support their PD activities taking place at the London
Convention Centre.
9. VOCATIONAL EDUCATION REVIEW -GROUP DISCUSSION,SURVEY
Exec.Supt.L. Elliott presented information on review of vocational programs,both
organizations and programming options at the SEAC meeting 2 February 2010.Small group
discussion continued on the following options,opportunities and challenges:
•Amalgamating Thames and Ross programs into one facility.
•Students attend home school for grades 9-12.
•Students attend home school for grades 9-12 and a Technical Centre"for specific
courses."Technical Centre"could offer courses for all pathways.
•Workplace destination courses offered within more than one composite secondary school -
e.g. Arthur Voaden,College Avenue Secondary Schools,and Strathroy DistrictCollegiate
Institute model.
•Other.
Group summaries were collected and will be handed into Exec.Supt.Elliott.
N
.10.FORUM:ASSOCIATION UPDATES
Ministry of Education - Special Education Update, February 2010.A.Morse will forwardto
SEAC Members.
Free Lunch and Learn: The Rising Tide of Autism in Ontario Schools:HowYour Board will
be Affected and How to Meet the Challenge,Monday,2010 March 29, Time:10:00 a.m.to
1:00 p.m.at the Best Western Lamplighter Inn, London.
OASAR Conference - Bridging the Gap -Creating Pathways and Enhancing Success for
Students at Risk.22"^Annual Conference for all those working with students at risk,2010
April19 at the Marriott Toronto Airport Hotel.
London Down Syndrome Association Fundraising Event. A. Lobeus will provide more
information at the next SEAC meeting.
Adolescent Addictions (Substance,Gambling, Internet and Video Games)Keynote Speaker:
Dr.Bruce Ballon,2010 April30 at the Hilton Hotel, London.
11.FUTURE MEETING DATES
The following future meetings were scheduled:
Monday,2010 April 12 -6:30 p.m.
Monday,2010 May 3 -6:30 p.m.
Tuesday,2010 June 1 -11:45 a.m.
12.FUTURE AGENDA ITEMS
•Special Education Budget Update
^-s • Self-containedClassroom Transportation
I ;
2010 March 23...8
14.REPORTS OF COMWIITTEES -cont'd
c.REPORT OF THE SPECIAL EDUCATION ADVISORY COIUIWIITTEE -cont'd
13.ADJOURNMENT
The meeting adjourned at 2:35 p.m on motion.
RECOMMENDATIONS:none
J.GRITZAN
Chair
d.REPORT OF THE AUDIT COMMITTEE 2010 March 18
3:00-4:18 p.m.
MEMBERS PRESENT ADMINISTRATION AND OTHERS
T. Grant T. van Pinxteren B.Greene J. Marlborough
S.Peters K.Meeson
R.Tisdale (Chair)
Regrets:R.Robertson
1.APPROVAL OF AGENDA - The agenda was approved by motion.
2.CONFLICTS OF INTEREST -none declared.
3.REVIEW OF TERMS AND MANDATE OF AUDIT COMMITTEES
Exec.Supt.B.Greene advisedthe Committee thata memowas received from the Ministry
requesting feedback on its "Proposed Mandate for Audit Committees"that will assist the
Ministry in developing a regulation on the terms and mandate of Audit Committees.Any
feedback from the BoardIsdue to the Ministry on 2010 April 2.
Item 1 - Application
The Board is in compliance with the establishment of its Audit Committee.
Item 2 -Composition of Audit Committees
The Board currently has the composition as mandated inthe proposal.
Item 3 -Appointment of Members:
Board By-laws are In compliance with the mandate for trustees.
Item 4 -Eligibility of Non-trustee Persons for Appointment to Audit Committee
Under sub-item III,the Ministry does not define what it considers "a conflictof interest" for a
non-trustee member. Forexample, an employee ofa contractorwho is hiredbythe Board
to perform building construction may or may not be considered to have a conflictof interest
but an employee of a firm contracted to perform Board audits would have a conflict of
Interest. Acomment was made that if eligibility is too rigidly defined,itmay be difficult to
acquire members tositonthe committee,forexample, ifmembership isdenied because the
candidate has a relative working for the Board.
A request for clarification on the Ministry's definition of"a conflict of interest"will be Included
inthe feedback to the Ministry.
2010 March 23...9
L .
14.REPORTS OF COMMITTEES -cont'd
d.REPORT OF THE AUDIT COMMITTEE -cont'd
3.REVIEW OF TERMS AND MANDATE OF AUDIT COMMITTEES -cont'd
Item 5 -Selection Committee for Non-trustee Persons
Aquestion was raised regarding the selection committee being made up ofthe Directorof
Education and the Senior Business Official and no mention of trustee involvement.It was
noted that the Chairs'Committee previously appointed non-trustee members to sub
committees.It was suggested that the trustees may form a Selection Committee to appoint
non-trustee members to the Audit Committee.This Committee recommends that a trustee
be included on the Selection Committee.Any selection of non-trustee members must be
brought forward to the Board for approval.
The recommendation that a trustee be Included on the Selection Committee will be Included
in the feedback to the Ministry.
Item 6 -Chair of Audit Committee
It was clarified that the Chair of the Audit Committee is mandated to be a trustee.It was
noted that the "year"does not clarifyifthe Ministryis defining "year"as a calendar year or the
school year.A request for clarification on the Ministry's definition will be included In the
feedback to the Ministry.
Item 7 -Term of Appointment
Sub-Item 1)It was discussed that the restriction of terms of appointment will ensure that the
committee includes experienced members at all times.
r-
I Sub-item 2) It was noted that there is no restriction on the number of terms a member may
hold.
Item 8 -Vacancies
There were no concerns with this item.
Item 9 -Duties of An Audit Committee
I.Financial Reporting Process -There were no concerns with this item.
II.Internal Controls
Internal Controls is completed through a combination controls,such as, review external
and internal auditor reports.
III.Internal Auditing
Sub-item c: A question was raised as to what power and authority the Audit Committee
has to "ensure"that there are no unjustified restrictions or limitationson the scope ofthe
internal audit. Itwas noted that there are two internal audit processes-the regional audit
that reports to 10 audit committees and the internal audit that only reports to TVDSB.
If dismissal is required, ultimately this falls under the direction of the Director of
Education.
It was requested that how the Audit Committee goes about "ensuring" and how it is
captured be clarified.
It was noted that the postings are out across the province for the hiringof a Regional
Internal Audit Manager.It was discussed whether the interview team will have to
approach the 10 boards with its recommendation or is this the decision of the Thames
Valley as the host board.
2010 March 23...10
14.REPORTS OF COMMITTEES -cont'd
d.REPORT OF THE AUDIT COMMITTEE -cont'd
3.REVIEW OF TERMS AND MANDATE OF AUDIT COMMITTEES -cont'd
Item 9 >Duties of An Audit Committee -cont'd
III.Internal Auditing:-cont'd
Sub-item d:Itwas discussed ifthe 10 boards should have Inputon compensation oronly
Thames Valley as the host board.
Clarification was requested on whether the 10 boards should have input into the
performance and evaluation,compensation and the hiring of the Regional Audit
Manager.
Sub-item f;A process for private meetings needs to be developed as there will be
meetings required for the regional audit,the internal school audit,and with the external
auditor i.e.Deloitte and Touche for other internal audits.
IV.External Auditing
Sub-item b: This Audit Committee will be required to reviewthe performance of Deloitte
and Touche who have been the external auditor since the amalgamation of the Board.
Sub-item e: If there were any disagreements between management and the external
auditor on financial reporting matters,the Audit Committee would have to resolve the
issue and may consult with the other nine boards to determine the best financial
reporting methods.
Sub-item f: A policyis not currently in place to designate permissible services that the
externalauditormay perform.Currently,the Boardturnsto Deloitte and Toucheforany
needs,it was noted that when discussions occur for the appointment of the external
auditor, they may be splitinto components such as annual, investigative, internal,and
compliance audits (independent procedures).It is conceivable that the Board could
have more than one firm contracted to complete different types ofaudits e.g. forensic
skills. The Ministry's use of the word "policy"was discussed and whether the intent is
that an actual policybe written.
A request for clarification on the Ministry's use ofthe word "policy"will be includedinthe
feedback to the Ministry.Does itrequirethe Boardto approve a policy?
V.Compliance Matters
A question regarding regulatory agencies was raised and noted that Canada Revenue
Agency,Ministry of Finance and Ministry of Education are examples of regulatory
agencies.
VI.Risk management
Clarification was requested on the process ofoverseeing special investigations. Itwas
noted that the Board would approach the Audit Committee to suggest a special
investigation as requiredonan issue,perhaps suspected theftorfraud. Once approved,
the appropriate auditor would be contracted and the Audit Committee would oversee the
investigation from start to finish.
VII.Other
Sub-item c:Clarification was requested around the Ministry's use of the word "all'
statutory filings and requirements.The term is too broad.
A request for clarification on the Ministry's use of the word "all'statutory filings will be
Included inthe feedback to the Ministry.Howshall the committee confirm this?
2010 March 23...11
I ^
14.REPORTS OF COMMITTEES -cont'd
d.REPORT OF THE AUDIT COMMITTEE -cont'd
3.REVIEW OF TERMS AND MANDATE OF AUDIT COMMITTEES -cont'd
Item 10 -Powers of the Audit Committee
It was noted that each board has its own Audit Committee but there will be only one Regional
Internal Audit Manager who will be administratively responsible to the Exec.Supt.of
Business Services B.Greene but must report to the Audit Committees of the 10 boards.
There is a Risk Management tool in development that will determine areas of risk and priority
^and each Audit Committee will speak only to its own board.However,there will be an
opportunity for discussion on other boards'results for the potential of learning best practices.
Sub-item III;This is the trustees'opportunity to discuss issues with the auditors without the
presence of the Board's officers or other trustees.
Sub-Item IV:It was noted that reports may contain confidential material e.g employee names
and suggested that committee members sign confidentiality agreements.
11 -Meetings
A discussion occurred around the meetings being open or closed to the public.Under the
Education Act,meetings are held in-camera for matters of property or personnel.It was
suggested that if meetings are closed,there should still be a public report available for each
meeting.
'^A request for clarification on whether the meetings may be closed will be included in the
L feedback to the Ministry.This item appears to be in contravention of the Education Act.
Item 12 -Declaration of Conflicts
Sub-item I:Written declarations are required upon appointment and at the first meeting of
year.Will there be a form?Why specifically the Audit Committee?
Sub-item 11:Should a member become aware of a conflict during the member's term,e.g.
a committee member's child could derive any financial benefit relating to an agenda item,the
member shall declare his or her interest at the beginning of the meeting and shall withdraw
from the meeting during the discussion of the agenda Item. Conflict of interest must be
clearly defined regarding Items 4 and 12.
A request for clarification on "conflict of interest"will be Included in the feedback to the
Ministry.
Item 13 -Reporting
A report to the Board will be the minutes of each meeting.
Clarification is required on which information is to be submitted to the Ministry e.g item 13 Is
split into a. b. c.and a. b. c. d. e.
A request for clarification on the information that is required to be submitted to the Ministry
will be included In the feedback to the Ministry. Why attendance records for the Audit
Committee must be reported.
It was approved on motion to present a report to the Board at the 2010 March 23 public
meeting.The report will be emailed to the Audit Committee prior to the Board meeting.An
^--email will be sentto the trustees on 2010 March 19 from Finance,including the letter from
the Ministry and notice that a recommendation letter with input will be forthcoming.
2010 March 23...12
14.REPORTS OF COMMITTEES -cont'd
d.REPORT OF THE AUDIT COMMITTEE -cont'd
4.OTHER BUSINESS
Itwas approved on motion to movethe meeting in-camera. Itwas approved on motion to
reconvene the meeting in public session.
5.NEXT MEETING
The nextmeetingwas scheduled for 2010 April 20at a timeto be determined but tentatively
5:30 p.m. (The meeting was later scheduled for 2:00 p.m. on April 20.)
6.ADJOURNMENT
A motionto adjourn was approved at 4:18 p.m.
RECOMMENDATIONS:none
RUTH TISDALE
Chairperson
The trustees were asked to provideany feedback to the committee as soon as possible as the
feedback will be submitted to the Ministry by 2010 April 2.
e.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA 2010 MARCH 23
MEMBERS PRESENT ADMINISTRATION AND OTHERS
J.Bennett (Chair)
S.Doub
T.Grant
G.Hart
Regrets:F.Exiey,
P.Jaffe,
T.Roberts,
P.Sattler
Absent:W.Huff
J.Kamphuis
C.Neville
8.Peters
S.Polhill
J.Stewart
R.Tisdale
B.Tucker
K.Dalton
L Elliott
B.Greene
M.Sereda
C.Bourbonnais-
MacDonald
K.Edgar
L.Griffith-Jones
S.Hughes
The Committee met in camera from 5:07 to 6:05 p.m.
1.APPROVAL OF AGENDA
The agenda was approved by motion.
2.CONFLICTS OF INTEREST -No conflicts of interest were declared.
3.Confidential property and personal matters were discussed.
4.RISE AND REPORT
A motion to rise and report was moved and carried at 6:05 p.m.
M.Moynihan
V.Nielsen
M.E.Smith
B.Sonier
P.Tufts
K.Bushell
S.Christie
S.Macey
K.Young
2010 March 23...13
14.REPORTS OF COMMITTEES -cont'd
e.REPORT OF THE COMMITTEE OF THE WHOLE -IN CAMERA -cont'd
RECOMMENDATIONS:
1.That the Boardapprove the hiring ofa 1.0 FTEPsychologist beginning September 1,2010.
2. That approval be granted to negotiate a contract with High Performing Systems,Inc. to
purchase the Team Emotionaland Social IntelligenceReports (TESi).
JOYCE BENNETT
Chairperson
Trustee Jaffe declared a conflict of intereston Recommendation 1 citing family employment.
Recommendations 1 and 2 were approved on motionofT. Grant,seconded byR.TIsdale.
15.2010 TRUSTEE DISTRIBUTION
DirectorTucker described the report on 2010 Trustee Distribution notingOntarioRegulation 412/00-
Elections to and Representation on District School Boards requires that school boards determine the
number of members to be elected totheir boards as well as the distributionof members to geographic
areas within the Board's jurisdiction by 2010 March 31.
Inaccordance withthe Regulations, the Ontario Municipal PropertyAssessment Corporationprovided
boards witha report containing the population of their electoral group as of 2010 January 1.Table 2
of the Regulation states that for a population of between 400,000 and 999,999,a board is entitled to
12 seats.As a result of the amendments to the Education Act,the number of elected trustees Is set
at the number determined for the 2006 regular election. As Thames Valley's population is 463,553
as determined in Appendix A,ItIs recommended that the number of trustees remain at 12.The Board
does not qualify for additional elected trustee representation.
The Regulation gives boards the authority to designate geographic area(s)of the board as low
population density;however,this section Is generally intended for northern boards and the
geographically large French language boards.It is necessary for the Board to pass a motion that
either designates a low population geographic area or state that itis not designating any such area.
In 2006,the Board did not designate any low population geographic areas.
The final step in the distribution of the 12 seats is to assign them to specific geographic areas of the
Board based on the following principles contained in the Regulation:
Municipalities with low population shall receive reasonable representation;
•Evidence of historical,traditional or geographic communities should be taken into account;
• To the extent possible,the identification of low population municipalities should permit the
establishment of geographic areas that coincide with school communities;
Representation should not deviate unduly from the principle of representation by population.
Appendix B sets out the proposed Trustee Distribution for the 2010 election.The proposed
distribution is the same as that which was approved by the Board In 2006 and includes trustee
distribution by Wards in the City of London.The Ward concept was adopted in London for the 2000
election so that trustees could more readily be identified as representing a specific section of the City
and ensure an equitable distribution of trustees'responsibilities.
The impact of the Ward changes inthe Cityof London regarding the area ofWard 13 to 8 and 12 to
9 for the 2010 election was considered.The only school impacted by this change is Sir Georges
Etienne Cartier Public School which was in Ward 14 but will now be In Ward 12.However,it will still
be within the area of the current trustees.
2010 March 23...14
15.2010 TRUSTEE DISTRIBUTION -cont'd
Although there is a change in the area between Wards 9 and 12 in the Wharncliffe Road area,there
are no schools impacted by this change.Attached as Appendix C is a list of the schools that will be
inthe wards and which are served bythe current trustees as itwould appear Inthe fall of 2010,along
with the number of schools that will be in each area.
Once the appropriate motions are approved,a report must be sent to the Minister of Education,
school board election clerks for all municipalities within the area of jurisdiction of the Board and the
Secretary of every other board, the area of whose jurisdiction falls wholly or partially within the
jurisdiction of Thames Valley District School Board.
Asa result of amendments to the Municipal Elections Act, 1996,boards are required to establish an
election Compliance Audit Committee by 2010 October 1, to hear and decide on applications for
compliance audits regarding a candidate's campaign expenses.The Director is to act as officer of
the Committee and it must be composed of three to seven people who may not be members of the
Board, an employee or a candidate inthe election. They will serve on the Committee for a four-year
term beginning on 2010 December 1, on an as-needed basis.Plans are underway to advertise to
interested community members to serve in this capacity.
RECOMMENDATIONS:
1.That the Thames Valley District School Board not designate any municipality within the Board's
area ofjurisdiction as a lowpopulation municipality.
2.That the Board approve trustee distribution by geographic area as follows;
Elgin County - 2
Middlesex County - 2
Oxford County - 2
Cityof London - 6 (London Wards 1,11,12,14-2)
(London Wards 2, 3, 4, 5, 6 - 2)
(London Wards 7, 8, 9,10,13 - 2)
The recommendations were approved on motion by R.Tisdale,seconded byT. Grant.
Trustee Hart noted that a recent news article indicated that the coterminous board is showing an
increase in their number of supporters and inquired if there is any data to show changes in the
number of supporters in recent years.Director Tucker advised that this information will be provided
to the trustees via email or fax. In response to another question.Director Tucker explained that if the
Board's number of supporters falls below 400,000,then the required number of trustees would be
reexamined at that time.
Itwas noted that Appendix E, under Middlesex County,"Municipality"should read "Municipality of
Southwest Middlesex".Chair Bennett expressed appreciation for the report.
16.COMMUNICATIONS
a.CHAIRS'SUMMARY REPORT -none.
b.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION -UPDATE
Trustee Roberts described a document from OPSBA on the presentation to the Standing
Committee onSocialPolicywhichincludesthe Board's comments on Bill 242 /Full-day Learning.
A copy of the document is available from S.Puilam,Trustees'Office.
c.Deleted from agenda
V.
/•>
2010 March 23...15
16.COMMUNICATIONS -cont'd
d.CITY OF LONDON RE MUNICIPAL REPRESENTATIVE TO THE ACCOMMODATION REVIEW
COMMITTEE FOR THREE WARD 6 SCHOOLS
A letter was received from The Corporation of the City of London appointing a Municipal
representative to the Board's Accommodation Review Committee for Orchard Parl<,Sherwood
Forest,and University Heights Public Schools located within Ward 6.
The following motion was approved on motion of R.Tisdale,seconded by S. Polhill.
That Councillor Nancy Branscombe be appointed the representative for the City of London
on the Board's Accommodation Review Committee for Orchard Park,Sherwood Forest,and
University Heights Public Schools.
It was noted that each ARC does not yet have a Municipal representative.
17.NOTICE OF MOTION -none
18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none
19.ADDITIONAL ITEMS -none
20.QUESTIONS/COMMENTS BY MEMBERS
Trustee Grant provided highlights of the PolicyWorking Committee meeting of 2010 March 23.She
noted that the Attendance Support Program policy will be posted to the Board's website for public
input for 30 days and will be removed prior to the next Policy Committee meeting. Public input
processes will be enhanced to allow the public to access Board policies through their school
homepage website.
Trustee Hart noted that the Grand Erie District School Board (GEDSB)has initiated renovations to
Delhi Secondary School for the purpose of accommodating 130 students from the Norwich area
because of the closure of Norwich District HighSchool. The GEDSB has allocated $33,000.00 to
modify a classroom and add portables and are adding a school bus at a cost of approximately
$65,000.00 to travel to the Burgessville area.Itis understood and respected that secondary school
students have access to their school of choice through a Ministryof Education directive,and that the
Delhi Secondary School will now be the closest school for some of the former NorwichDistrictHigh
School students.However,Trustee Hart expressed concern regarding a bus going into Burgessville,
which Is a significant distance Into the Thames Valley area.It was noted that College Avenue
Secondary School or Glendale District High School are the closer schools for many of the Norwich
District High School students.There Isa concern that taxpayer money would be spent to provide
overlapping busing service and that there should be clear dividinglines. It was requested that the
Southwestern Ontario Student Transportation Service (STS)be directed not to allow the overlapping
of busing services at the taxpayers expense.
Director Tucker noted that on 2010 March 24 and 25,he will be participating in a series of meetings
with Directors of Education from across the province and will speak with the GEDSB Director at that
time regarding the overlapping busing issue.Exec. Supt.Greene noted that he has been In contact
with the GEDSB through STS and the Consortium is trying to find solutions that will not Increase
transportation costs, which may not be possible. It has been working on some routes and will be
speaking with parents of these students to discuss pick-upand drop-offtimes. Exec. Supt. Green
explained thatthe GEDSBisalso facing challenges In terms oftheirstaffing process and whether the
students who have registered will attend In the fall.
DirectorTucker suggested thatwhilethe Board recognizes parents'school ofchoice, they beadvised
to carefully consider the timelines involved in busing out of area and the excellent educational
programs available through the Woodstock and Tlllsonburg Thames Valley secondary schools.
2010 March 23...16
20.QUESTIONS/COMMENTS BY MEMBERS -cont'd
Trustee Stewart commented that taxpayers dollars are spent on student transportation costs and
noted that students select a school for a number of reasons.He supported the choice of students
living south of Norwich to attend Delhi Secondary School.
Student Trustee Neville advised that on 2010 March 24,there will be an information session for
students and parents from Oxford Countywhohave registeredat Delhi Secondary Schoolto discuss
transportationand routing Information.As well,the students will be notified that theyare expected
to commit to attending DelhiS.S. ifthey register there.
In response to a question, Supt. V. Nielsenexplained that the registration software tracks students
bytheirOntarioEducation Nnumber and it will notallowduplicate registrations.Students are able to
register at multiple schools but it is not possible to track this information.
Chair Bennett described the details of the Variety Is performance being held at the John Labatt
Centre in London on March 31.Manager of Public Affairs and Community Relations,K.Young
describedthe considerable initiatives undertaken to promote this performance,e.g.coloured posters,
notices to 100 media outlets and the larger retirement centres inthe community. There will also be
a linkon the home page of school and Board websites as of 2010 March 24.
21.ADJOURNMENT
The meeting adjourned at 8:25 p.m. on motionof T Stewart,seconded byT. Grant.
Confirmed:
Chairperson
2010 March 23...17
SUMMARY OF APPROVED RECOMMENDATIONS OF 2010 MARCH 23
That the Board approve the by-lawto authorize the loan $27.5 million for a 25-year amortization at
a fixed interest rate of 5.232%.
That the Board approve the hiring of a 1.0 FTE Psychologist beginning September 1,2010.
That approval be granted to negotiate a contract with High Performing Systems,Inc. to purchase the
Team Emotional and Social Intelligence Reports (TESI).
That the Thames Valley District School Board not designate any municipality within the Board's area
of jurisdiction as a low population municipality.
That the Board approve trustee distribution by geographic area as follows:
Elgin County - 2
Middlesex County - 2
Oxford County - 2
City of London - 6 (London Wards 1, 11,12,14 - 2)
(London Wards 2. 3, 4, 5, 6 - 2)
(London Wards 7, 8, 9,10,13 - 2)
That Councillor Nancy Branscombe be appointed the representative for the Cityof London on the
Board's Accommodation Review Committee for Orchard Park,Sherwood Forest,and University
Heights Public Schools.