5/25/2010 - Regular Board Meetingt
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THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR BOARD MEETING,PUBLIC SESSION
2010 MAY 25,7:00 P.M.
BOARD ROOM,EDUCATION CENTRE
AGENDA
1.CALL TO ORDER
2.O CANADA
3.SPECIAL MUSICAL PRESENTATION -
Smudging Ceremony,Elder Myeenguan Henry
McEachren PS Choir
4.APPROVAL OF AGENDA
5.OFFICIAL RECORD
6.RECOGNITIONS -none
7.CONFLICTS OF INTEREST
8.CHAIR'S ANNOUNCEMENTS
9.DIRECTOR'S ANNOUNCEMENTS
10.ADMINISTRATIVE PRESENTATIONS
a.Ministry of Education Confirmation of Early Learning Program
Year Two Site Selection (to be faxed)
b.Aboriginal Student Success
11.MINUTES OF THE 2010 MAY 11 BOARD MEETING
a.Confirmation of Minutes
b.Business Arising from the Minutes
12.STUDENT TRUSTEES'UPDATE
13.2010-11 BUDGET DISCUSSION
a.Use of Reserves
b.Workplace Safety and Insurance Board
14.REPORTS FROM THE ADMINISTRATION
a.Monthly Financial Report
b.Grade 1-8 Health and Physical Education Curriculum Update
V-verbal
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15.REPORTS OF COMMITTEES
a.Special Education Advisory Committee,2010 May 3 M
b.Trustee Professional Development Committee,2010 May 11 M
c.Audit Committee,2010 May 18 M
d.Budget Advisory Committee,2010 May 18 IVl
e.Chairs'Committee,2010 May 19 M
f.Committee of the Whole - In Camera,2010 May 25 V
16.COMMUNICATIONS
a.Chair's Summary Update V
b.Ontario Public School Boards'Association -Update V
17.NOTICE OF MOTION
18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none
19.ADDITIONAL ITEMS
20.QUESTIONS/COMMENTS BY MEMBERS
21.ADJOURNMENT
(y'
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING,PUBLIC SESSION
2010 MAY 25
The Board met in regular session on 2010 iVlay 25 in the Board Room atthe Education Centre,meeting in
public session at 7:03 p.m. to 10:17 p.m. The following were in attendance:
TRUSTEES
J.Bennett
S.Doub
F.Exiey
T.Grant
G.Hart
W.Huff
P.Jaffe
ADMINISTRATION AND OTHERS
B.Tucker
K.Dalton
L.Elliott
B.Greene
C.Bourbonnals-MacDonald
K.Edgar
L.Griffith-Jones
J.Kamphuis
C.Neville
S.Peters
S.Polhill
T.Roberts
P.Sattler
J.Stewart
R.Tisdale (7:35)
S.Hughes
M.Moynihan
V.Neilsen
M.E.Smith
B.Sonier
P.Tufts
K.Wilkinson
K.Bushell
S.Christie
R.Hoffman
K.Meeson
D.Rajala
J.Mariborough
1.CALL TO ORDER.
Board Chair T.Roberts called the meeting to order at 7:03p.m.
2./3.O CANADA/SPECIAL MUSICAL PRESENTATION
The meeting opened withthe singing of O'Canada.Trustee Huffwelcomed and introduced Elder
Myeenguan Henry who performed a Chippewa Smudging Ceremony.Following the Ceremony,
T rustee Huffwelcomed and introduced the M.B.McEachren Onyota'a:ka Dancers who performed the
Smoke Dance and Round Dance.Principal S.McCombe and Vice-Principal E. Lundberg were in
attendance.The appreciation of the Board was extended to all guests for a very unique and
meaningful opening for the meeting.
4.APPROVAL OF AGENDA
The agenda was approved on motion of J.Stewart,seconded by F.ExIey.
5.OFFICIAL RECORD -none
6.RECOGNITIONS -none
7.CONFLICTS OF INTEREST -No conflicts of interest were declared.
8.CHAIR'S ANNOUNCEMENTS
ChairRoberts presented a slideshow entitled "Did You Know"that reflects the diversity within the
system. He explained thatthiswas presented at the Equity and Inclusion public input session that
Trustees Grant,Sattler and Bennett also attended.
Trustee Grant requested that the slide show be posted to the Board'swebsite.
2010 May 2S...2
8.CHAIR'S ANNOUNCEMENTS -cont'd
Trustees were reminded ofthe following upcomingevents;
•official opening ofthe Pierre Elliott TrudeauFrench Immersion Public School on2010 May 26;
Information Committee of the Whole meeting on 2010 June 1;
Board Staff Retirement Reception on 2010 June 7;
•commemoration of historyfor
•Caradoc South PublicSchool on 2010 June 7,
• Manor and Highland Park PublicSchool on 2010 June 9, and
Norwich District HighSchool on 2010 June 10.
9.DIRECTOR'S ANNOUNCEMENTS
Director Tucker expressed his appreciation to the Thames Valley community and staff for the
overwhelmingly positive response tothe establishment ofthe Anti-Buliying task force. Heexplained
that a consistent effort is required to prevent bullying and noted the need for children's health to be
examined to try to determine why some children are able to walk away from bullying and other
children are not. He noted the need for parents and communities to partner with the Board to
continue to address this Issue. The first Anti-bullying Task Force meeting will be held in 2010 June
with further meetings scheduled In the fall of 2010.
10.ADMINISTRATIVE PRESENTATIONS
a.Ministry of Education Confirmation of Early Learning Program Year Two Site Selection
Itwas notedthatthe announcement fromthe Premier regardingthe EarlyLearningProgramYear
2 site selection has been deferred.Trustees will be notified as soon as the information is received
from the Premier.
b.Aboriginal Student Success
Exec. Supt.L.Elliott introduced Aboriginal Education Advisor C. Brunette. Exec. Supt.Elliott
described Ms.Brunette's work in enhancing the Board's relationships with the three First Nations
communities and the urban Aboriginal community.She has been instrumental in developing
programs and has provided leadership In improvingFirst Nations,M§tis and inuit (FNMI)student
success.
Ms. Brunette provided a brief overview of the FNMI culture and language and presented an
update on the FNMI education programs.She described the FNMI policy as Excellence and
Accountability, Equity and.Respect for Diversity,Inclusiveness,Co-operation,Shared
Responsibilityand Respect forConstitutional and Treaty Rights. Other topics discussed included
FirstNations tuition agreements,self-identificationpolicies, nurturingrelationships,FNMI student
population within the Board, decision making based on data.Board staff hired specifically for
FNMI education,the student achievement plan and committee involvement. Exec. Supt.Elliott
acknowledged Trustee Warren Huff'songoing participation and involvementand hisintegralrole
in ensuring the initiatives move fonward.
A question-and-answer period followed withMs.Brunette notingthat there are many schools that
do not have dedicated FNMI counseling services.Currently, the Board has three FNMI
counselors assigned to three secondary schools,and one half-time FNMI counselor assigned to
two elementary schools.Consideration is being given to moving toward an itinerant model to
provide the service to more schools with FNMI students.
Exec. Supt.Elliott explained that secondary schools have a choice ofwhich courses to offerand,
therefore,courses selected are based on student needs.It was noted that in order to receive
Ministry funding for Native Language and Native studies, there must be a minimum of eight
students ina class.She also explained that itis not as difficultto find qualified teachers to teach
Nativestudies as itis to find qualified teachers to teach Native languages.
Chair Roberts expressed his appreciation for the excellent presentation.
2010 May 25...3
11.MINUTES OF THE 2010 MAY 11 BOARD MEETING
a.CONFIRMATION OF MINUTES
The minutes ofthe Regular BoardMeeting of2010 May 11 were adopted on motionofJ. Stewart,
seconded by F.Exiey.
b.BUSINESS ARISING FROM MINUTES -none
12.STUDENT TRUSTEES'UPDATE
Student Trustee Nevillenoted that the last Student AdvisoryCouncil meeting of the school year will
be held on 2010 May 26. The new student trustees will be introduced at that time.All trustees are
welcome to attend.
13.2010-2011 BUDGET DISCUSSION
a/b.Use of Reserves/Workplace Safety and Insurance Board
Exec. Supt.B.Greene explained the transfer of funds in and out of reserves. The history of
budget versus expenditure was also described. He noted that the reserves are Internally
restricted reserves that the Board has the authority, byway of motion, to set up or remove money
- from the reserve.However,the Board does not have the authority to set up or remove money
from Ministry restricted reserves.
Finance Manager Meeson highlighted the following funds inthe reserves:
•Workplace Safety and Insurance Board (WSIB);
•multi-purpose:
•property loss;
•principal/vice-principal and superintendent professional development;
•superintendent retirement gratuity'
•student literacy;and
•2009-2010 surplus and professional development
Manager Meeson noted the reserve funds are builtup as a result of lower expenditures than
expected.There is no legislativerequirement for the Board to build up these reserves to cover
possible liabilities.
Trustee J. Stewart requested clarification on the WSIB budget. Exec. Supt.Greene introduced
Human Resource Manager Peter Martin to respond to trustees'questions. Manager Martin
explainedthat the intentistocoverthe cost offuture liabilities as employees whoare injured will
receive paymentevery year until their retirement.Actuarials show the future cost is over $6M
and the Board'sreserve holdsjustover $4M.Itwas notedthat Ifthe Boardwereto cease toexist,
the liabilities would become the responsibilityofthe WSIB.Manager Martin supported reducing
the WSIB reserve to reduce pressure on the budget. He explained that the reserve is for
permanently disabled people.Somereservesare gained through rebates from the WSIB as well.
It was noted that the multi-purpose reserves are available for the Board to use as deemed
necessary.Manager Meeson noted that budget projections do not includean amount to top up
reserves.
Exec. Supt.Greene reminded trustees that this discussion is for information onlywith more
discussions to be held with the Budget Advisory Committee,then recommendations will be
brought forward to the Board.
Manager Meeson advised that the Property Loss reserve was developed to address potential
catastrophic losses such as a building fireora flood so theoperatingbudget would notbegreatly
effected.Much of this reserve is received through the Ontario School Boards'Insurance
Exchange (GSBIE)rebates.She suggested that $300,000.00 be heldinthisreserve. The Boards'
deductible is $100,000.00 per incident. The corporate treasury Includes self insured losses.
2010 May 25...4
13.2010-2011 BUDGET DISCUSSION -cont'd
a/b.Use of Reserves/Workplace Safety and Insurance Board - cont'd
The PrincipalA/ice-Principal and Superintendent professional development funds are moved into
the reserve ifnot used byyear-end and available forthe next year.
The Retirement Gratuities reserve holdssufficientfunds to cover one superintendent retirement
each year.IVlore thanone superintendent retiring ina year would puta stress onthe operating
budget.Again,thisreserve isnotrequiredby legislation butisa proactive practicetocoverfuture
retirements.She provided the trustees with a five-year retirement gratuity history noting the
separate figures for retiring teachers and support staff.
The Student Literacy reserve was set up as part of the Grants for Students Needs (GSN);
however,the GSN no longer provides this funding.This reserveisused for theTeacher Learning
Critical Pathways at the elementary level.
Manager Meeson noted that a small operating surplus is still anticipatedfor 2009-2010.The
Ministry may request boards to use reserve funds to offset the budget shortfall but no official
communication has been received.
Manager Meeson advised that the $11.00-$12.00 PupilFoundation Grant has been reinstated
for 2010-2011.
14.REPORTS FROM THE ADMINISTRATION
a.MONTHLY FINANCIAL REPORT
Exec.Supt. Greene presented the month-end financial reportas at 2010 April 30.
b.GRADES 1-8 HEALTH AND PHYSICAL EDUCATION CURRICULUM UPDATE
Exec. Supt.Elliott introduced LearningCoordinatorofHealthand Physical Education D.Charuk.
She explainedthat Ms.Charukhas worked with manyofthe Board's teachers to Implement the
Health and Physical Education curriculum.
The Deputy Minister of Education distributed a memo, on 2010 April 28, to ail Directors of
Educationand Elementary Principalsabout the next steps regardingthe Grades 1-8Healthand
Physical Education Curriculum Policy Document,2010'.Exec.Supt.Elliott explained that90per
cent of the new curriculum will be implemented in 2010 September with the exception of the
Grade 6 and 8 sections on Human Development and Sexual Health.
To date, the following .professional development activities have been held regarding the
implementation of the new curriculum:
•TVDSB staff (9)participated inFocus Groups phthe development ofthe revised curriculum
held In 2008-09, led by the Ministry
•Ministry training sessions were held in 2009-10 as follows {release time funded by Program
Services budget):
• staff (7)participated in a webconferenceon2009 November 24.Theagenda included
an overviewofthe curriculum review process as well as the organizational structure of
the curriculum.
• staff(7)participated In anAdobeConnect training session,part2.The agenda included
key assessment and evaluation messages,the implementationofthe curriculum within
the contextofa healthy school;and the fundamental principles in Health and Physical
Education
2010 May 25...5
14.REPORTS FROM THE ADMINISTRATION -cont'd
b.GRADE 1-8 HEALTH AND PHYSICAL EDUCATION CURRICULUM UPDATE -confd
• staff (7) participated in part 3 of the Ministry's training.The agenda included: Physical
Health Literacy;Fundamental Principles;Division Overviews; Integrating Living Skills;
Active Living and Movement Competence;Resources;Assessment and Evaluation; and
Board Planning.
• On May 18,21,and 25, one teacher fromeach division fromeveryelementary school will
be provided with a half day in-service on the new document (funded through Program
Services budgets).This will include 450 teachers.
Exec. Supt.Elliott noted that the 2010 curriculum document isvery similarto the 1998 curriculum
and Invited trustees to contact her fora copy of the 1998 document ifdesired.
Learning Coordinator Chamk explained that as a classroom teacher in 1998,she was strongly
encouraged to include parents in the curriculum roll-out at that time. Evening meetings were
conducted showing parents detailed lesson plans and as a result, the curriculum was very well
received by parents.
Ms.Charuk noted the teachers are excited abut the new curriculum and advised that parents will
be notified about it as in 1998. In response to a question,she indicated that she believes that
students,parents and community members were involved at every phase of the initial
implementation stage and revisions to the curriculum.
15.REPORTS OF COMMITTEES
a.SPECIAL EDUCATION ADVISORY COMMITTEE 2010 May 03
6:35 p.m. -8:05 p.m.
Members Administration and Others
M.Barbeau,VOICE for Hearing-Impaired Children K.Edgar,Superintendent of Education,
J.Bennett,Trustee Special Education
S.Cassell,The Learning Disabilities Assoc.Of J.Johnston,Leaming Supervisor,Special
Ontario London Region Education
D.Ensing,Assoc.for BrightChildren L.Carswell,Elementary Principal
S.FIddes,Alternate,Autism Ontario London V. Towell,Secondary Vice Principal
S. Fox,Children's Aid Society of London and
Middlesex
T.Grant,Trustee
J. Gritzan,Thames Valley Children's Centre (Chair)
A.Loebus,London Down Syndrome Association
A.Morse,Easter Seal Society
R.Tisdale,Trustee
S.Wilson,Community Living Education Committee
Guests:T.Roberts,Chair TVDSB
Regrets:R.Culhane,Elementary Principal, T. Fawdry,The Leaming Disabilities Assoc.of Ontario-
London Region, B. Montminy,Vanier Children's Services,A.Morell,TVPIC,D.Smith,Thames
Valley Council of Home and School Associations,J. Van Bommel,Secondary Principal
Absent:M.Franklin, Epilepsy Support Centre,B. Harvey, Epilepsy Support Centre,W.Waters
(Rodic),Vanier Children's Services,C.Thammavongsa,Assoc.For Bright Children
1.CALL TO ORDER
The meeting was called to order at 6:35 p.m. in the London Room at the Education Centre.
2010 May 25...6
15.REPORTS OF COMMITTEES -cont'd
а.SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd
2.CONFIRMATION OF AGENDA
Item9b"SEAC E-Leaming Site"and 9c "School HealthReport Update"were added tothe agenda.
The agenda was confirmed as amended.
3.CONFLICTS OF INTEREST -There were no conflicts of interest declared.
4.REPORT OF THE MEETINGFROM 2010 April 12.2010
The report ofthe meeting of2010 April 12,was approved withthe following amendments.
Item #6 Special Education Budget Update
• Discussion on using the same formula for elementary and secondary teacher average salary
and benefit amount used to calculate the total budget rather than calculating a separate average
salary and benefit amount for special education.
•Further discussion and clarificationon the professionals and para-professionals funded through
pupilfoundation grant revenue.
5.BUSINESS ARISING FROM THE REPORT OF 2010 March 2.2010
Supt K.Edgar will speak to the Special Education Report under agenda item eight.
б.DR.ROSS GREENE WORKSHOP UPDATE
Barrie Evans presented Dr.Ross Greene's philosophy on Collaborate Problem Solving.
Collaborative problem solving isa more compassionate,accurate and productive understanding of
and approach to helping behaviourally challenging kids.The model sets forth two major tenets.
First, social,emotional,and behavioral challenges inkids are best understood as the byproduct of
lagging cognitive skills inthe domains of flexibility/adaptability,frustration tolerance,and problem-
solving (rather than as attention-seeking,manipulative,limit-testing,or a sign of poor motivation).
In other words,challenging behavior is a form of developmental delay.Second,these challenges
are best addressed by collaboratively resolving the problems that are setting the stage for
challenging behavior. Collaborative Problem Solving is important because challenging kids are still
very poorly understood and therefore treated in ways that are unhelpful and counterproductive and
that place them at risk for adverse long-term outcomes.This model is a user friendly approach for
allchildren and has the potential to be adopted by Thames Valley through professional development
sessions.
J. Gritzan thanked B.Evans forhis presentation.B.Evans would liketo present the TVDSB Mental
Health Plan to SEAC at the September 2010 meeting.
7.EARLY LEARNING PLAN SPECIAL EDUCATION
Supt K.Edgar provided information from a preliminary discussion with Supt. C.Bourbonnais-
Macdonald in regards to Special Education needs and the EarlyLearning Plan (ELP).The following
was discussed;
• Dollar amount for special education needs and the ELP. How does this affect SEPPA?
• Allocation of EA's for special education students involved in the ELP.
•The Ministry has been asked who is responsible for students that require the extra support for
the extended amount of time that they are in attendance for ELP so that transitions and
changeovers are consistent in support.Have not received a response.
• H.Gerrits,Executive Director of London Children's Connection has taken a leave from the
London Children's Connection to work with Supt. C.Bourbonnais-Macdonald in the
implementation of the ELP.
• Discussion on identifying the needs of JK/SK students new to TVDSB.DayCare, TVCCand
TVNELP are identifiers for special education needs of new students.
•Discussion on external services for ELP students.V.Fernandez,Coordinator,Speech and
Language is in the process of working with TykeTALK and CCAC in regards to ELP. TVDSB
is working towards how best to support external programs so that students can have the best
supports available.
r"2010 May 25...7
V
15.REPORTS OF COMMITTEES -cont'd
a.SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd
7.EARLY LEARNING PLAN SPECIAL EDUCATION -confd
•Discussion on offering programs "like"TVNELP at a younger age.Six months to a year
before entry into JK Is plenty of time for transition.These programs can be personalized to
each school community.
8.SELF CONTAINED CLASS UPDATE
The following are additions to the updates provided at the 12 April 2010 SEAC meeting.
•The nevi^secondary Mental Health classroom will be at Saunders Secondary School.
•Accommodation for students from Ingersoll area while new school is being built.Princess
Anne PS students will be located at Victory Memorial PS.Developmental class from
Princess Anne PS will be moving to Harris Heights PS as Victory Memorial PS is not
accessible.The new JK - 8 school being built in Ingersoll will have a Developmental
Centre.
•The TVDSB has approved twoTOSA Special Education positions to support students with
mental health Issues.
•Collaborative planning -more than halfof the schools have accessed money available for
collaborative planning.
•Special Education Report
Change informat from previous years.There is a one page report that is to be submitted
to the Ministry and then the whole Special Education Report isto be posted on the TVDSB
website.This report is due to the Ministry01 Sept 2010.A sub committee comprised of
Supt.K.Edgar,J.Johnston,A.Morse,Trustee T.Grant,Tnjstee J.Bennett,V.Towell and
,J. Gritzan will meet on 19 May 2010 to review and make updates/amendments to the
2009/2010 Special Education Report.The 2010/2011 Draft Special Education Report will
be presented to SEAC at the 01 June 2010 meeting.
9.SEAC ACTION PLAN UPDATE -Survey Sub-Committee
a. The Survey was distributed bymailout to parents who have students on an lEP including
a return envelope to Lucas Secondary School,Northdale Public School and Northridge
Public School on 10 April 2010. Survey return date is 18 May 2010.Research and
Assessment has received 20 responses (10%)to date.The Sub-Committee will be meeting
on 27 May 2010 to review results and will provide an update to SEAC on 01 June 2010.
b. SEAC E-Learning Site - E-mail was sent to SEAC members on 27 April 2010 to review the
site and recommend tools that would benefit SEAC members.This could be a great
communication tool for sharing of information between SEAC members as long as the
information is maintained.SEAC members were asked to review and bring feed back of
the website to the 01 June 2010 meeting.
c.Trustee J.Bennett provided an update on the School Health Services Review AD HOC
Committee.Tmstees Bennett,Grant and Roberts were appointed to the committee.The
Committee was formed to respond to a survey by the Ontario Public School Boards'
Association related to school health services.The response has been submitted to
OPSBA.The Committee was disbanded at the 2010 April27 TVDSB Board meeting.
Further information is being collected from stakeholders across health,education,children
and youth services and parents/families inan onlinesurveyavailable 2010 April 22 through
2010 May 24.The link will be forwarded to SEAC members electronically.
10.FORUM:ASSOCIATION UPDATES
LondonDown Syndrome Association Fundraising Event"Chat, Chowand Chips"28 May2010
at the Shriners Hallon Colborne St. Director B.Tucker,Dr.T.Flanagan (McGIII University),B.
Netley (Founder ofOntario's first fully inclusiveday care centre)will be participatingina panel
discussion on "Inclusion". Prime rib dinner and casino night will follow the panel discussion.
Proceeds for summer camps for children with down syndrome.
2010 May 25...8
15.REPORTS OF COWIWIITTEES -cont'd
a.SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd
10.FORUM:ASSOCIATION UPDATES -cont'd
Online workshop "lEP 101 for Parents and Students"created by The Learning Disabilities
Assoc.Of Ontario London Region,http://www.ldao.ca/courses/course_full.php7lds008
Lunch and Learn Series - 05 May 2010 "Children's Mental Health in the Education System"
presented by Dr. Barrle Evans,Coordinator,Psychological Services,Thames Valley District
School Board, at the Regional Mental Health Care Wickware Amphitheatre,London
TVDSB's Equity and Inclusive Education Parent and Community Consultation.13 May 2010
at12;00 p.m.-4:00 p.m. (lunch provided) Hellenic Centre;13 May201Oat 5:00 p.m.-9:00 p.m.
(dinner provided) Hellenic Centre;15 May 2010 at 8:30 a.m.-12:00 p.m.(Breakfast provided)
TVDSB.
Association for BrightChildren - Input for the Learning for all Documents.Please contact D.
Ensing.
Ontario Association for Families of Children with Communication Disorders (OAFCCD)April
2010 Newsletter was distributed to SEAC members.OAFCCD received a grant to develop a
Resource Guide.This guide will be distributed electronically.
Thames ValleyDistrict School Board Special Olympics istaking place 25 May 2010 through 27
May 2010 at the TD Waterhouse Stadium,Universityof Western Ontario. This information has
been distributed to students through Principals and Vice-Principals.
11.FUTURE MEETING DATES
Monday,September 13,2010 (6:30 - 9:30 p.m.)
Monday,October 4,2010 (6:30 -9:30 p.m.)
Tuesday,November 2,2010 (11:45-3:00 p.m.)
Tuesday,December 7,2010 (11:45 -3:00 p.m.)
Tuesday,January 4,2011 (11:45 -3:00 p.m.)
Tuesday,February 1,2011 (11:45-3:00 p.m.)
Tuesday,March 1,2011 (11:45 -3:00 p.m.)
Monday,April 4,2011 (6:30 - 9:30 p.m.)
Monday, May 2,2011 (6:30 - 9:30 p.m.)
Tuesday,June 7,2011 (11:45-3:00 p.m.)
12.FUTURE AGENDA ITEMS
•Special Education Budget Update
•Special Education Report
•SEAC Action Plan Survey Update
•SEAC E-Learning Update
13.ADJOURNMENT
The meeting adjourned at 8:05 p.m. on motion.
RECOMMENDATIONS:none
:kn J.GRITZAN
Chair
2010 May 25...9
15.REPORTS OF COWIWIITTEES -cont'd
b.REPORT OF THE TRUSTEE PROFESSIONAL DEVELOPMENT COMMITTEE
2010 May 11
4:00 pm -4:55 pm
MEMBERS ADMINISTRATION &OTHERS
F.Exiey (Chair)S. Pullam L Griffith-Jones
T.Roberts M.Sereda
T.Grant
Absent:S.Polhill
1.APPROVAL OF AGENDA
The Agenda was approved.
2.TESI (Team Emotional Social intelligence) - NEXT STEPS
Exec.Supt M.Sereda and Supt. L.Griffith-Jones joined the meeting to discuss the next steps for
trustees in the TESI team building initiative.The question of where trustees want to go with PD was
posed based on the results of the TESI survey that the team took (Sr.Administration and trustees)
in early spring.It was determined that initiatives should be provided to the team.
The results identified four areas which indicate some improvement could be made.There was
discussion as to how to improve the areas of Emotional Awareness,Communication,Stress
Tolerance and Conflict Resolution although all areas could be viewed as having room for
improvement.There was discussion about the possibility of participating in ongoing activities to
assist inimprovingon the weak areas,to builda levelof trust among the team and to celebrate what
the team does well.
After much discussion,the following motion was approved:
That the Chairs'Committee have an opportunity to meet with the Executive Councilto explore,
enhance and celebrate tieam building strategies.
3.ADDITIONAL REQUESTS FOR PD FUNDS AFTER 2010 APRIL 01
There were no additional requests for PD funds.
4.UPDATE ON 2009-2010 P.P.BUDGET
It was noted that there are sufficient funds available to allow those trustees who requested funds
after the 2010 April 01 deadline to attend conferences.Ifthere are no additional requests,a surplus
is expected in the PD budget line. As per Board motion, a surplus from the PD budget line will be
carried over to the PD - New trustee line in the next budget year to a maximum of $15,000.This
will allow for additional PD funding for orientation after the newly-elected board is in place in late
October.A final report will be available at a future PD Committee meeting.
5.OTHER BUSINESS -none
6. NEXT MEETING -The next meeting will be called as required.
7.ADJOURNMENT -The meeting was adjourned at 4:55 pm.
2010 May 25...10
15.REPORTS OF COMMITTEES -cont'd
b.REPORT OF THE TRUSTEE PROFESSIONAL DEVELOPMENT COMMITTEE -cont'd
Trustee Hart suggested that anyteam building events be scheduled following the October Municipal
elections.
RECOMMENDATION:
That the Chairs'Committee meet with the Executive Council to explore,enhance and celebrate
team building strategies.
The recommendation was approved on motion by F.Exley,seconded by J.Stewart.
:sp F.Exley
Chair
c.REPORT OF THE AUDIT COMMITTEE 2010 May 18
3:10-3:55 p.m.
MEMBERS PRESENT ADMINISTRATION AND OTHERS
T.Grant (3:15)R.Tisdale B.Greene S.Christie
(Chair)K.Meeson S. Letz
S.Peters T.van Pinxteren D.Gurnham S.Young
R.Robertson (3:40)
1.APPROVAL OF AGENDA -The agenda was approved by motion.
2.CONFLICTS OF INTEREST -none declared
3.REGIONAL INTERNAL AUDIT MANAGER POSITION
Exec.Supt.B.Greene described the process to fill the Regional Internal Audit Manager position
noting the Ministryof Education (MOE)has provided recruitment resources for boards.
He distributed a staffing model by region and advised that the MOE has directed boards to
spend 75%of the staffing allocation for core staffing.The South region will ultimately have four
staff. He questioned if they should work from the TVDSB or be located in offices throughout
the region,and if one of the four should be an IT specialist or if IT audits should be contracted
out. He noted there is flexibility to use outside firms to conduct some audits.
Exec. Supt.Greene advised that a candidate for the InternalAudit Manager has been selected
and it is hoped that the department will be mnning by the next fiscal year.The anticipated
duties of the staff members were discussed.
4.DELOITTE MANAGEMENT LETTER.AUGUST 2009
Auditor D.Gurnham described the process of preparing the management letter related to the
August 31,2009 audit.
r
2010 May 25...11
15.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE AUDIT COMMITTEE -confd
4.DELOITTE MANAGEMENT LETTER,AUGUST 2009 -confd
S. Lentz described the observations of the Board's financial practices.IT Manager 8.Young
joined the meeting to respond to questions related to the following information technology
issues identified in the management letter:
Information System Developmentmethodologyand Change Management procedures:
Back up review,restoration testing,job processing review;
inconsistent and inadequate procedures for performing user access reviews;
logical security.
Manager Young distributed copies of a memo to the system regarding guidelines for user
access to student administration,financial,human resource,payroll and purchasing
applications.
5.2010 APRIL 30 MONTH-END REPORTS
Manager K.Meeson presented the month-end reportfor April 30, 201, and responded to
members' questions. Exec.Supt.Greene advised that departments are looking at areas for
possible reductions.Areport will betakentothe Executive Council identifying anyaccountsof
concern. Staff will be encouraged to restrainspending where possible inan attempt to realize
a surplus at the end of the budget year.
ManagerMeesondescribedthe parentaccounts noting departmentsare notabletooverspend
their parent account.This applies to all sub-accounts within the parentother than Pcard
expenditures.
6.OTHER BUSINESS
a.Committee Membership
Exec.Supt.Greene advised thata processtoselectthe community representatives for the
next four-year term following the October municipal election will be determined.
7.DATE AND TIME OF NEXT MEETING
The next meeting was scheduled for June 15,2010,at 3:00 p.m.
8.ADJOURNMENT
A motion to adjourn was approved at 3:55 p.m.
RECOMMENDATIONS:none
R.Tisdale
Chair
d.REPORT OF THE BUDGET ADVISORYCOMMITTEE 2010 May 18
5:30 -8:50 p.m.
MEMBERS PRESENT ADMINISTRATION AND OTHERS
F.Exiey T. Roberts B.Tucker S.Christie
T. Grant R.Tisdale (Chair)B.Greene K.Young (5:50)
S.Peters J.Stewart (5:40)K.Meeson
1.APPROVAL OF AGENDA
The agenda was approved by motion.
2.CONFLICTS OF INTEREST -none declared
2010Wlav25...12
15.REPORTS OF COMMITTEES -cont'd
d.REPORT OF THE BUDGET ADVISORY COMMITTEE -confd
3.SYSTEM PRIORITIES
Exec. Supt. B.Greene described the listof system priorities for consideration in the 2010-11
Budget. Clarification was requested regarding the status ofa social worker for the continuous
intake co-op and the UTurn programs as being system-wide or for the Elginregion. A report
will be brought to the Board regarding establishing an Early Learning Program supervisor
position. The need to put a transition process inplace over July and August was noted.
A motion to move in camera was moved and carried at 5:53 p.m. it reconvened in public
session at 6:12 p.m.The following motion was moved and carried:
That the Board establish a 1.0 Early Learning Program supervisor position.
DirectorTucker indicated there are nowaitinglistsforat risk students.Heprovidedinformation
on waiting listsfor the adult ed, continuing ed and co-op ed programs noting that one additional
teacher could eliminate the continuous intake co-op waiting list. He will confirm if there are
waiting lists at Thames and Ross SS.
Board Chair T. Roberts distributed information on the Reading Recovery program and
described a request to fund three,full-time,additional teachers at an approximate cost of
$285,000. Headvised that he has spoken with Program staffinthis regard and described the
effectiveness of the program last year.It was questioned ifthere are Reading Recovery
teachers currently in other teaching positions.
Director Tucker suggested reviewing the past statistics inthe context of enhancing teaching
practices with the goal to having them be sustainable.He noted that the Administration will take
direction from the trustees as to whether this increase In staff is a system priority.It was
suggested that pennission be soughtto use restricted funds forthe Reading Recovery program.
Director Tucker will obtain the research data for discussion at the Board table.
Finance Manager K.Meeson described the over expenditure experienced in the casual
accounts noting itisan historic concern.The process to cover overages in the casual accounts
was discussed.The following motion was moved and carried:
That a thorough analysis ofstaffing levels for each employee group be undertaken.
The cost of $715,000 to establish an Employee Wellness program was discussed.Director
Tucker advised that whilethe programwouldbe beneficialtothe system,inlightofthe concern
to prepare a balanced budget, itwould not be a priority at this time. It was questioned ifstaff
are able to opt into the program.
Exec. Supt.Greene distributed a listof potential Budget solutions to offset the anticipated
shortfall. He advised that Ministry of Education approval will be required ifa deficitisin excess
of 1% ofoperating revenue. Efforts will be made to Identify permanent reductions.
Manager Meeson described the Board reserves and their potential use. Information will be
brought to trustees at the May25 Board meeting.
4.COMMUNICATION PLAN
Public Affairs Manager K.Young described communication plans forthe 2010-11 Budget noting
the website has been updated, the preliminary budget has been posted, an advertisement
seeking public input has been submitted to local newspapers,a notice has been sent to the
push email registrants and Information will be placed in school newsletters.She sought
directionon other areas to be addressed.It was suggested that a news release be provided
to the media as well as placing public service announcements.
2010 May 25...13
15.REPORTS OF COMMITTEES -cont'd
d.REPORT OF THE BUDGET ADVISORY COMMITTEE -cont'd
5.PUBLIC INPUT 2010 JUNE 1
Public input will be received at the June 1 Information Committee of the Whole meeting.
Presenters'packages are to be forwarded to 8.Christie,Supervisor -Corporate Services by
noon on May 25,2010.
6.OTHER BUSINESS
a. Next Steps
The following next steps were identified:
a detailed discussion on the reserve funds will be held at the May 25 Board meeting;
• ,the preliminary budget will be presented at the June 1 Information Committee of the
Whole meeting;
Information will also be provided at the June 8 Board meeting;
a full budget discussion will be held at the special Board meeting of June 15 looking for
approval at the June 22 Board meeting.
It was suggested that a consultant be considered to conduct a staffing review.Director Tucker
will investigate the concept and report back to the Committee.
7. NEXT MEETING-The next meeting was scheduled for June 8 at 3:00 p.m.
8. ADJOURNMENT -A motion to adjourn was moved and carried at 8:50 p.m.
Director Tucker noted that the recommendation for an analysis of staffing levels throughout the
Board is Intended to approve the process and ensure that staff are utilizedIn the best possible way.
Itwill be Initiatedin the fall of 2010.Anymajor expenses would be brought to the Board for approval.
In response to a question,Supervisor Christie advised that there were no requests from the public
to provide input on the 2010-11 Budget at the 2010 June 1 Information of the Committee of the
Whole meeting.The preliminary budget will be presented at this meeting.
The tmstees were requested to hold 2010 June 29 in the event that a Board meeting is required.
RECOMMENDATIONS:
1.That the Board establish a 1.0 Early Learning Program supervisor position.
2.That a thorough analysis of staffing levels for each employee group be undertaken.
Recommendation 1 was approved.on motion of R.TIsdale,seconded byT. Grant.
Recommendation 2 was approved on motion of R.TIsdale,seconded by J.Stewart.
RUTH TISDALE
Chairperson
2010 May 25...14
15.REPORTS OF COMMITTEES -cont'd
e.REPORT OF THE CHAIRS'COMMITTEE 2010 May 19
9:15-10:50 a.m.
MEMBERS ADMINISTRATION AND OTHERS
T. Roberts (Chair) . J. Bennett B.Tucker S. Christie
T.Grant J.Stewart
1.APPROVAL OF AGENDA-The agenda was approved.
2.CONFLICTS OF INTEREST -none declared
3.REVIEWAND APPROVAL OF MAY25.2010,BOARD AGENDAS
The In camera and public Board meeting agendas for May25 were discussed and updated.
4.CORRESPONDENCE -none
5.REVIEW OF INFORMATION TO BE PRESENTED TO AN ARC
Following up on a request from a trustee to approve public Input requests onlyfor the Issues
where an alternate input process has not been established,It was agreed to request that the
BylawReview Ad Hoc Committee consider the matter. It was noted that the current Bylaws
provide for unsolicited public Input at the first Board meeting of each month in order for
presenters to address the whole Board.
6.POLICY WORKING COMMITTEE APPOINTMENT
Chair Roberts advised that two trustees have indicated an interest In serving on the Policy
Working Committee replacing the incumbent.After discussion,the following motion was moved
and carried:
That Trustee Sharon Peters be appointed to the Policy Working Committee.
7.DIRECTOR'S ANTI-BULLYING TASK FORCE
Director Tucker described plans to establish a Director's Anti-Bullying Task force to proact in
addressing bullying as a shared community responsibility. He advised that representatives from
the Anti BullyingCoalition,media,Thames Valley Parent Involvement Committee,health,law
enforcement,students,trustees and staff will be Invitedto participate. A general invitation will
be aired for groups to attend a planned symposium.Recommendations from the task force will
be brought to the Board in January,2011.
8.FULL-DAY LEARNING SUPERVISOR
It was noted that the Budget Advisory Committee will bring a recommendation to the Board to
establish an Early Learning Program supervisor.
9. IN CAMERA REPORT OF MAY5,2010
A report of the Chairs'Committee in camera discussion of May5,2010,will be added to the
May 25 in camera agenda.
2010 May 25...15
15.REPORTS OF COMMITTEES -cont'd
e.REPORT OF THE CHAIRS'COMMITTEE -cont'd
10.OTHER BUSINESS
a. Director's Road Map
Director Tucker advised that he intends to unveil a process to develop a road map to
philosophicallyplanwhat the system will looklikeinthe next five years witha focus on each
student, every day considering,for example,suspension rates,diverse representation.
Tmstees,staffand community members will be invitedto participate. The process wili start
next year with focus group and individual discussions.
11.NEXT MEETING
The following meetings were scheduled for 9:00 a.m.:
•June 2,16.
12. ADJOURNMENT -The meeting adjourned at 10:45 a.m.by motion.
Director Tucker provided clarification on the Director's Road Map noting the Ministry has an
expectation that boards will develop a strategic plan and that the trustees will be part of the process.
It was stressed that the plan should be developed by the Board with support from the Senior
Administration. Director Tucker suggested that the trustees invite the Senior Administration to
participate ina full-day retreat inthe fall of 2010 to discuss the strategic plan to improve student
learning and how to gather community input.
RECOMMENDATION
That Trustee Sharon Peters be appointed to the PolicyWorking Committee.
The recommendation was approved on motion of T. Grant,seconded by F.Exley.
T.ROBERTS
Chairperson
f.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA 2010 May 25
MEMBERS PRESENT
J.Bennett (Chair)
S.Doub
F. Exley
T.Grant
G.Hart
P:Jaffe
Absent:C.Neville
W.Huff
ADMINISTRATION AND OTHERS
J.Kamphuis
S.Peters
S.Polhill (4:50)
T.Roberts
P.Sattler
J.Stewart (4:40)
R.Tisdale
B.Tucker
K.Daiton
L.Elliott
The Committee met in camera from 4:35 to 6:25 p.m.
1.APPROVAL OF AGENDA
The agenda was approved by motion.
B.Greene
L.Griffith-Jones
S.Christie
2010 May 25...16 ^
15.REPORTS OF COMMITTEES -cont'd
f.REPORT OF THE COMMITTEE OF THE WHOLE -IN-CAMERA -cont'd
2.CONFLICTS OF INTEREST -No conflicts of interest were declared.
3.Confidential personal matters were discussed.
4. RISE AND REPORT - A motion to rise and report was moved and carried.
RECOMMENDATION:
That $266,800 from new ABA Expertise funding support the following positions:
•one ABA facilitator;
one TOSA -ASD Coach;
one Educational Assistant in current role;
•one Educational Assistant to be posted.
JOYCE BENNETT
Chairperson
16.COMMUNICATIONS
a.CHAIRS'SUMMARY REPORT
Chair Roberts outlined the following activities during the month of May:
•Education Week,2010 May 3-9;.
• Arthur Voaden Secondary School's exceptionai opening ceremonies for Education Week.Chair
Roberts commended the Education Week Committee,chaired by R. Princis;
•Clara Brenton Public School's show rehearsal;
• A.E.Duffield and M.B.McEachren Public Schools open houses;
•Mexican lunch with Grade 2 students at A.E.Duffield Public School;
•Students Speak Out session.Chair Roberts commended Exec.Supt.L. Elliott and her
department for organizing this event;
•Awards of Distinction and appreciation was extended to Trustee Polhill for representing the
trustees and to Supt P.Tufts,Exec. Supt. M.Sereda,Tmstee R.Tisdale and Executive
Assistant T.Levschuk for their involvement in organizing the even;.
•Leadership session at Universityof Western Ontario;
• H. B.Beal Secondary School's musical performance of FAME;
•Home and School Annual meeting;
•SLOME (Skills London,Oxford,Middlesex and Elgin)at the Western Fair Agroplex;
•Heritage Fair at Fanshawe Village;
• Equity and Inclusion Workshops and noted that Trustees'Grant,Sattler and Bennet were very
instrumental in this event;
•Safe School Awards where 38 outstanding young adults were acknowledged;and
•Special Olympics held at the TDWaterhouse Stadium.
•Grand Opening of the Pierre Elliott Trudeau French Immersion Public School with Justin
Trudeau in attendance.Chair Roberts commended Trustee Exiey for his exemplary role
organizing this event.
2010 May 25...17
16.COMMUNICATIONS -confd
b.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION (OPSBA)-UPDATE
Trustee Sattleradvised the trustees.that OPSBA's priorities will be presented attheAnnualGeneral
Meeting (AGM)on 2010 June 3-6.She notedthatthe priorities oflastyear have been confirmedfor
this year and have been ratified as multi-year priorities.The priorities providea framework for
movingforwardand can be adjusted as required. Areas offocus are:intra-ministerial collaboration,
environmental sustainability,and clarification of defining the role of OPSBA..The Minister of
Education will be speaking at the AGMdinner.The new President will be Catherine Fife,a trustee
from Waterloo.
Chair Roberts congratulated Trustee Sattler for her nomination of Vice-President of OPSBA.
Chair Roberts advised the tnjstees that he Is not able to attend requested an alternate trustee to
attend the AGM as a voting delegate.
RECOMMENDATION:
That Trustee Sharon Peters be appointed the Board's Voting Delegate at the OPSBA AGMon 2010
June 3-6.
The recommendation was approved on motion of P.Sattler,seconded by J.Stewart.
17.NOTICE OF MOTION -none
18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none
19.ADDITIONAL ITEMS
Items not covered at the 2010 May25 Committee of the Whole -In Camera session were deferred to
the Committee of the Whole - In Camera session on 2010 June 8 at 4:30 p.m.
20.QUESTIONS/COMMENTS BY MEMBERS
Tmstee ExIey described an editorial from the London Free Press entitled "SelfEsteem over Skills"and
the book "What's Wrong in Our Schools and How Can We Fix Them" which discussed chartered
schools,parents who are disillusionedwiththe publicschool system,use ofelectronic devices inthe
classroom such as cell phones,and the appropriate length for shorts according to the school dress
code.
Trustee Jaffeprovided information tothe trustees regardingthe 4"^AnnualFather's Day Breakfasf being
held at the London Convention Centre on 2010 May31.
Trustee Peters advised that she attended the Heritage Dayat Fanshawe Pioneer Village and described
the excellent learning opportunities the students.
Trustee Peters requested clarification regarding the amending minutes,it was explained that a fact or
history of actions at a meeting cannot be changed;however,wording may be amended to better express
the conversation that occurred.
21.ADJOURNMENT
The meeting adjourned at 10:07 p.m.on motion of T.Stewart,secqnd^H^S.Polhill.
Confirmed:
Chairperson
2010 May 25...18
SUMMARY OF APPROVED RECOMMENDATIONS OF 2010 MAY 25
That the Chairs'Committee meet with the Executive Council to expiore,enhance and celebrate team
building strategies.
That the Board establish a 10 EarlyLearning Program supervisor position.
That a thorough analysis ofstaffing levels for each employee group be undertaken.
That Trustee Sharon Peters be appointed to the Policy Wori<ing Committee.
That $266,800 from new ABA Expertise funding support the following positions:
•one ABA facilitator;
•one TOSA -ASD Coach;
one Educational Assistant in current role;
•one Educational Assistant to be posted.
That Trustee Sharon Peters be appointed the Board's Voting Delegate at the OPSBA AGMon 2010
June 3-6.
•1
V