9/28/2010 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR BOARD MEETING,PUBLIC SESSION
2010 SEPTEMBER 28,7:00 P.M.
BOARD ROOM,EDUCATION CENTRE
AGENDA
V-verbal
M -material
1.CALL TO ORDER V
2.O CANADA V
3.SPECIAL MUSICAL PRESENTATION -Annandale Grade 8 Band V
4.APPROVAL OF AGENDA M
5.OFFICIAL RECORD M
6.RECOGNITIONS
a.Introduction of Australia Exchange Visitors V
7.CONFLICTS OF INTEREST V
8.CHAIR'S ANNOUNCEMENTS V
9.DIRECTOR'S ANNOUNCEMENTS V
10.ADMINISTRATIVE PRESENTATIONS -none
11.MINUTES OF THE 2010 SEPTEMBER 14 BOARD MEETING M
a.Confirmation of Minutes
b.Business Arising from the Minutes
1.2010-11 Board Meeting Schedule M
12.STUDENT TRUSTEES'UPDATE V
13.REPORTS FROM THE ADMINISTRATION
a.Supporting Literacy In Elementary Schools M
14.TRUSTEE HONORARIA M
15.REPORTS OF COMMITTEES
a.Special Education Advisory Committee,2010 September 14 M
b. Audit Committee,2010 September 21 M
c.Chairs'Committee,2010 September 23 M
d.Committee ofthe Whole-In Camera,2010 September 28 V
16.COMMUNICATIONS
a.Chair's Summary Update V
b.Ontario Pubiic School Boards'Association -Update V
c.Appointment to Special Education Advisory Committee M
d. Letter from l\/linister of Education re Full-dayLearning M
e. "Waiting for Superman"Documentary M
17.NOTICE OF MOTION -none
18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN
-Trustee J.Stewart Motion re E-schools M
19.ADDITIONAL ITEMS
20.QUESTIONS/COMMENTS BY MEMBERS
21.ADJOURNMENT
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING, PUBLIC SESSION
2010 SEPTEMBER 28
The Board met in regular session on 2010 September 28 in the Board Room at the Education Centre,
meeting in public session at 7:05 p.m.to 9:45 p.m.The following were in attendance:
TRUSTEES
T. Roberts (Chair)T. Grant
J. Bennett(7:07)G. Hart
J.Daniels W. Huff
S. Doub P.Jaffe
F.Exiey B.Murray
Regrets:S.Peters
ADMINISTRATION AND OTHERS
B.Tucker S.Hughes
K.Dalton M.Moynihan
L. Elliott V.Nielsen
M.Sereda M.E.Smith
K.Edgar B.Bonier
L.Griffith-Jones P.Tufts
S. Polhill (7:07)
P.Sattler
J.Stewart
R.Tisdale (7:10)
K.Bushell
S.Christie
R.Hoffman
8.Young
L.Baines
D.Rajala
K.Meeson
1.CALL TO ORDER.
Board Chair T.Roberts called the meeting to order at 7:05 p.m.
2/3. O CANADA ANDSPECIAL MUSICAL PRESENTATION
The singing of the national anthem was led by the Annandale Grade 8 Band directed by teacher
Mary Kingsbury.Principal Nick Karalis was also in attendance.The band followed the anthem
with two musical selections:Band Room Boogie,and Slip and Slide.Onbehalfofthe Board,
Trustee J.Stewart expressed appreciation tothe students for their performance.
4.APPROVAL OF AGENDA
The agenda was approved on motion ofJ.Stewart,seconded by F.ExIey.
5.OFFICIAL RECORD
S.Christie,Supervisor,Corporate Services,read the following official record Into the minutes:
We regret to record the death of Terry Shackleton,an employee on leave,on 2010
September 14.
6.RECOGNITIONS
a.Introduction of Australia Exchange Visitors
Exec.Supt.M.Sereda introduced this year's staff participants in the 2010 Ontario Principals'
Council (OPC)International Partners in Action exchange program.Principals and
superintendents were invited to participate in the OPC program with their colleagues in New
South Wales (NSW),Australia.The program was facilitated by LEAP (Leading Educators
around the Planet),Ontario and their colleagues in LEAP,New South Wales.Through a
guided Action Research program,participants work on improving student achievement in a
specific area of focus in their school.During the exchange,the visiting educator worked on a
self-identified topic supported bythe host Principal.
6.RECOGNITIONS -cont'd
a.Introduction of Australia Exchange Visitors -cont'd
Following the exchange,each participantwrote a detailed summary of the research
conducted and are prepared to present the material to relevant associations.
Tmstees were providedwitha copy ofthe program outlining the process to be followed for
participation.Thames ValleyDSBwas one ofsixschool boards inOntario to take part inthe
exchange.Ofthe 24 school board staff involved,12 were from TVDSB.A number of Thames
Valley participants as well as New South Wales participants spoke about their experiences in
the exchange program.
DirectorB.Tucker congratulated allthe participants for their interest inthe program and
thanked Exec. Supt.Sereda for bringing this program to the system.
7.CONFLICTS OF INTEREST - No conflicts of interest were declared.
8.CHAIR'S ANNOUNCEMENTS
Board Chair Roberts announced that trustees who were unable to attend the recent Administrative
Retreat were able to pick up documents fromthe session from him.
Trustees vieweda videoclipof TVDSB studentTony Kwon who,inJuly2010, was named one of
Canada's Top20 Under20, a national youthaward programby Youth In Motion,whichaims to
celebrate Canada's future leaders.A National Science Fair gold medalist,Tony's research on the
effects ofmicroorganismson human health has garnered the attentionofscientists at the
University ofWestern Ontario and elsewhere.Tony graduated from London's A.B.Lucas
Secondary School In June and will attend the Life Science program at the University of Toronto in
the fall.He is most Interested instudying immunology and microbiology.
9.DIRECTOR'S ANNOUNCEMENTS
Director B.Tuckerreportedthat,as a resultofthisyear's Full-Day Kindergarten Initiative,there
has been an increase inenrolment of approximately 100 students which will requirean adjustment
to classrooms across the District.
10.ADMINISTRATIVE PRESENTATIONS -none
11.MINUTES OF THE 2010 SEPTEMBER 14 BOARD MEETING
a.Confirmation of Minutes
The minutes ofthe Regular Board Meeting of 2010 June 22were adopted on motion ofJ.
Stewart,seconded by T.Grant.
b.Business Arising from the Minutes
Trustee T. Grant asked foran update on the presentation made at the previousBoard
Meeting regarding the Rotary Club's distribution of dictionaries to Grade 3 students in TVDSB
elementary schools.Director Tucker indicated that he would be contacting the Club to
arrange for distribution noting the schools will welcomethe books.
1.2010-11 Board Meeting Schedule
The Board Meeting schedule forDecember 1,2010,to November30,2011,was
presented and discussed. The following motion was approvedon motion byR.Tisdale,
seconded byT. Grant.
11.MINUTES OF THE 2010 SEPTEMBER 14 BOARD MEETING -cont'd
b.Business Arising from the Minutes - cont'd
I.2010-11 Board Meeting Schedule-cont'd
That the Boardmeeting schedule forthe period 2010 December 1 to 2011 November30 be
approved.
THAMES VALLEY DISTRICT SCHOOL BOARD
Schedule of Regular Board Meeting Dates
2010 December 1 to 2011 November 30
DATE TIME BOARD/COMMITTEE
2010 DECEMBER 1
7
14
7:00 p.m.
7:00 p.m.
5:00 p.m.and 7:00 p.m.
Special Board Meeting
Inaugural Meeting
In-camera and Regular Board
2011 JANUARY 11
25
5:00 p.m.and 7:00 p.m.
5:00 p.m.and 7:00 p.m.
In-camera and Regular Board
In-camera and Regular Board
FEBRUARY 8
22
5:00 p.m.and 7:00 p.m.
5:00 p.m.and 7:00 p.m.
In-camera and Regular Board
In-camera and Regular Board
MARCH 8
22
5:00 p.m.and 7:00 p.m.
5:00 p.m.and 7:00 p.m.
In-camera and Regular Board
In-camera and Regular Board
APRIL 12
26
5:00 p.m.and 7:00 p.m.
5:00 p.m.and 7:00 p.m.
In-camera and Regular Board
In-camera and Regular Board
MAY 10
24
5:00 p.m.and 7:00 p.m.
5:00 p.m.and 7:00 p.m.
In-camera and Regular Board
In-camera and Regular Board
JUNE 14
28
5:00 p.m.and 7:00 p.m.
5:00 p.m.and 7:00 p.m.
In-camera and Regular Board
In-camera and Regular Board
SEPTEMBER 13
27
5:00 p.m.and 7:00 p.m.
5:00 p.m.and 7:00 p.m.
In-camera and Regular Board
in-camera and Regular Board
OCTOBER 11
25
5:00 p.m.and 7:00 p.m
5:00 p.m.and 7:00 p.m.
In-camera and Regular Board
In-camera and Regular Board
NOVEMBER 8
22
5:00 p.m.and 7:00 p.m.
5:00 p.m.and 7:00 p.m.
In-camera and Regular Board
In-camera and Regular Board
12.STUDENT TRUSTEES'UPDATE
Student Trustee B.Murray advised tliat she and Student Trustee J.Daniels met with Supt.L.
Griffith-Jones to discuss their role as studenttrustees.In addition,she reportedthatthe first
Student Advisory Council meeting would be held on October 21,2010,at the TVDSB Ed Centre.
13.REPORTS FROM THE ADMINISTRATION
a. Supporting LiteracyIn Elementary Schools
Exec.Supt.L.Elliott reviewed the report which provided information about the allocation of
$287,000 through the Board Budget process 2010-111 to support literacy in elementary
schools. She advisedthatthe Administrative Council approvedthe hiring of two Literacy
Coaches and one Learning Coordinator,Literacy,tosupportschools.
The model of literacy coaching in Thames Valley involves the deployment of coaches working
in pairs and assigned to 6 schools.This now allows 37 schools to have additional support for
literacy within the coach model.As well,the 28 Targeted Intervention Schools are staffed with
a 1.0 Reading Support Teacher (0.5 Reading Recovery and 0.5 Literacy Teacher Support).
The additional Learning Coordinator will also allow Program Services to provide support to
thoseschoolsthatdo nothaveeithera Literacy Coach ora Reading Support Teacher.
Literacy Coaches and Learning Coordinators specifically support learning cycles in schools.
Learning Cycles provide opportunities for teacher and administrator collaboration to achieve
high quality,consistent instruction and assessment practices.This model has been
implemented in all elementary schools last year.The positive results achieved last year are
Impressive.
14.TRUSTEE HONORARIA
Trustees were referred tothe Ministry of Education memorandum dated March 4,2010.titled.
"Amendment to Ontario Reg.412/00 -Elections to and Representation on District Sctiooi Boards,
and to Ontario Reg.357/06 -Honoraria for Board Members."It indicated that school boards must
set trustee honoraria by October 15 instead of October 31 of an election year because of the
advancement of Voting Day under the Municipal Elections Act,1996,from the second Monday in
November tothe fourth Monday inOctober (October 25,2010).
RECOMMENDATION
That in accordance with the provisions of Reg 357/06 (Honoraria for Board Members),the TVDSB'
determine,that:.^
.Trustee honoraria for the period 2005 September 01 to 2006 November 30.shall be 100%of
the allowable amountas determined in Section 11 ofthe Regulation;and
•Trustee honoraria for a member,the Chair andthe Vice Chair for the term of office
commencing 2006 December 01.shall be 100%of both of the base amounts and the
enrolment amounts for the year,and 0%for the attendance amount,payable for the year.
The recommendation was moved byJ.Stewart,seconded byP.Sattler.
14.TRUSTEE HONORARIA -cont'd
The following amendment to the recommendation was moved byJ. Bennett,seconded byJ.
Stewart and following discussion was withdrawn;
That the dates in the motion related to trustee honoraria be revised to reflect the upcoming
term of trustees to read:Trustee honoraria for the period 2010 September 01 to 2014
November 30,shall be 100%of the allowable amount as determined in Section 11 of the
Regulation;and
•Trustee honoraria for a member,the Chair and the Vice Chair for the term of office
commencing 2010 December 01,shall be 100%of both of the base amounts and the
enrolment amounts for the year, and 0% for the attendance amount,payable for the year.
Trustee R.Tisdale noted that since Section 11 of Regulation 357/06, which is referenced inthe
first paragraph of the motion,was related to the Implementation of the legislation in 2005-2006 to
address a retroactive period, that onlythe second paragraph of the motion needed to be dealt with
at this time.
The following amendment to the recommendation was approved on motion of J.Bennett,
seconded by J.Stewart:
That the first paragraph of the motion be deleted to read:
Trustee honoraria for a member,the Chair and the Vice Chair for the term of office
commencing 2010 December 01, shall be 100%.of both of the base amounts and the
enrolment amounts for the year,and 0% for the attendance amount,payable for the year.
In response to a question,it was indicated that staff did not have the enrolment figure on which
the honorarium calculation would be based but would provide It at a future meeting.Director
Tucker advised the it was his understanding that the enrolment figure that will be used is the one
that is requiredto be reported to the Ministry of Education on October 31®'ofeach year.
Trustee G. Hart expressed concern that the motion did not indicate that the honorarium may be
reviewed each school year.He moved the following motion,seconded by J.Stewart:
That the motion related to trustee honoraria be postponed to the October 12, 2010, Board
Meeting for further discussion.
The motion was rejected on a tie vote.
The original,amended motion was approved:
That in accordance with the provisions of Reg 357/06 (Honoraria for Board Members),the
TVDSB determine,that Trustee honoraria for a member,the Chair and the Vice Chair for the
term of office commencing 2010 December 01,shall be 100%of both of the base amounts
and the enrolment amounts for the year,and 0% for the attendance amount,payable for the
year.
15.REPORTS OF COMMITTEES
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE 2010 September 13
6:30 p.m. -8:00 p.m.
Members Administration and Others
D.Ensing, Assoc. For BrightChildren(London&Area)L.Carswell, Elementary Principal
S. Fiddes, Alternate,AutismSociety Ontario R. Culhane, Elementary Principal
S. Fox, Children's Aid Society of London&Middlesex J.Johnston,Learning Supervisor, Special
S. Wilson,Community Living Education Committee Education
A. Morse,Easter Seal Society K.Edgar,Superintendent of Education,
A. Loebus, London Down Syndrome Association Special Education
J. Gritzan (Chair),Thames Valley Children's Centre
D.Smith,Thames Valley Council of Home and School
Assoc.
J.Bennett,Trustee
T.Grant,Trustee
R.Tisdale,Trustee
Guests:M.Roberts,TVDSB TOSA Mental Health
Regrets:B.Harvey &Alternate,Epilepsy Support Centre,T.Fawdry &Alternate,The Learning Disabilities
Association of Ontario, J. VanBommel,Secondary Principal, V.Towell,Secondary Vice-Principal, B.
Montminy & Alternate, Vanier Children's Centre,M.Barbeau & Alternate, VOICE for the Hearing-
Impaired Children
Absent:G.McGahey,Chippewas of the Thames First Nation,A. Morell,TVPIC
1.CALL TO ORDER
The meeting was called to order at 6:30 p.m.in the London Room at the Education Centre.J.
Johnston introduced Mr.M.Roberts, a Teacher on Special Assignment (TOSA).Itwas explained
that this is one of two new positions with a focus on mental health.
2.CONFIRMATION OF AGENDA
The agenda was amended to add a discussion on the Process for SEAC members.The agenda
as amended was confirmed.
3.CONFLICTS OF INTEREST -There were no conflicts of interest declared.
4.MINUTES OF THE MEETING FROM 2010 JUNE 01
The minutes of the meeting of 2010 June 01,were approved as printed.
Clarification was discussed on item 7 Special Education Budget Update. J.Johnston explained
that there is a change in the Ministry's process regarding funding of SEA (special equipment
amount), howeverthe changes will notaffectthe Board;the cost will remain at $800.00 per pupil
and there will be no changes in the Board's processes at this time.
5.BUSINESS ARISING FROM THE REPORT OF 2010 JUNE 01
Supt.K.Edgar invited PrincipalR. Culhane to update the committee on the Summer Literacy
success.Principal Culhane noted that grade one literacy levels were not at a desired level and
the purpose of the summer literacy program was to improve this.Over 430 Grade 1 students
participated inthe programthisyear.Aparent programwas successfully Introducedthisyear and
was given excellent exposure in the media.
15.REPORTS OF COMWIITTEES -cont'd
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd
5.BUSINESS ARISING FROM THE REPORT OF 2010 JUNE 01 -cont'd
Two teachers visited each site and worl<ed with parents on literacy si<ills and students
demonstrated activities to parents.More than two hundred plus parents took part Inthe
program. There was also a new program entitled "I Can Read" added this year at three
sites which included the Involvement of a Speech Pathologist for students who were
leaving Grade 1 significantly below the desired level. Inaddition to the literacy program,
a numeracy program ran intwo sites for students entering Grade 3. A results report will
be presented at a future Board meeting.
A. Morse requested P.Venesoen from Research and Assessment be invitedto the 2010
October 04 meeting to present results ofthe SEAC Parent Survey from 2009-2010 school
year.
6.WAITLISTS
Supt. Edgar providedan update on the Thames S.S. and SirGeorge Ross S.S. waitlists.
A message has been delivered to both schools to accept all students and staffing
reorganization will occur when secondary staffing allocations take place. Asa result,some
ofthe class sizes are currentlyquite high. The Forest Cityprogram is full and as there is
a Ministry mandate about how many students can be placed in these classes,no further
registrations may be accepted.It was also noted that the Board currently does not have
any extra space available to house additional classes for this program.One class has
been relocated from White Oaks P.S.to Saunders S.S.,therefore there are two programs
at Saunders S.S.and one at Westminster S.S.There are no Forest City classes in
elementary sites in order to provide a more favourable environment for these older
students.
T.Grant voiced concerns regarding the Community Care Access Centre wait lists with
over 500 children inthe Thames Valley District.The concern Isthat students may not be
able to access the curriculum correctly if they do not have proper assessments and
services available.Children considered to be priority three and four (moderate and low)
have been placed on the wait list since late 2009 December.This entails the majority of
the occupational therapy,physiotherapy,and speech therapy referrals.Children withvery
high and high needs have not been waitlisted. J.Johnston noted that our speech and
language coordinator has had discussions withCCACon this issue.It was also discussed
that the Director has met with CCAC and has also called on other Directors to work
togetherwith a unitedfront.V.Fernandez,Speech-Language PathologistCoordinator sits
on the Provincial Executive of Speech Language Pathologlsts and Is attending an
upcoming meeting to discuss this issue as well. A. Morse advised the committee that
Deloitte Touche was hired to conduct a review on school health support services and was
to submit a report to the Ministry in 2010 July, with stakeholder feedback inAugust. This
report has not yet been released.
R.Tisdale suggested this committee send a letter addressing the CCAC wait list Issue.
A sub-group consisting of A.Morse, R.Tisdale,T. Grant, S.Fiddes will draft the letter to
be sent to the Manager of Children's Services,CCAC and possibly copied to the local
MPP's and the Chair of the Board of the SW LHIN.The letter will be sent electronically
to SEAC members for review first and will be signed bySEAC Vice-Chair T. Grant.
7.SEAC ACTION PLAN REQUESTS
Learning Supervisor J.Johnston will invite P.Venesoen to attend the 2010 October 04
meeting to present the spring survey results from the SEAC action plan.
8
15.REPORTS OF COMWIITTEES -cont'd
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd
8.STAFFING UPDATE
TOSA M.Roberts described the twonewTOSAroles that were developed as a result of
a program reviewof mental health needs.The twoTOSA's are geographicallydividedby
east and west ofAdelaide Street withR. Luttmer responsible forthe west divisionand M.
Roberts providing service forthe east. There isa referralformto be completed,typically
bythe resource teacher,requesting the service ofthe TOSAwho may workdirectly with
student,teacher(s),stafif,family,attend PDT meetings or liaise with an outside agency to
work on the transition from the agency to a school. A memo will be sent to the system on
2010 September 17 outlining the process.J.Johnston noted this is a high level
interventionwhen all other options such as STEPS have been exhausted.Generally,the
need will arise as a result ofa PDTmeeting. Supt. Edgar advised that this is a firstyear
pilotand will evolve as the needs are brought forward.M.Roberts explained that the
primary mandate is to work with the teacher to understand the needs of the child and
determine strategies that the teacher may do to assist the student.
Supt.Edgar updated the committee that a vision teacher was hired inlate July. Also,as
a result of a resignation,there was a subsequent placement for a hearing impaired
itinerant teacher.
Supt.Edgar noted that the Ministry gave approval to carry forward monies from the ASD
funds/budget and a proposal is going forward to Exec. Council on 2010 September 14 for
additional support for autism students for one year.
9.SPECIAL EDUCATION REPORT
Supt.Edgar updated the committee on the new Special Education Report and will do a
demonstration at the 2010 October 04 meeting and will present to the Board at an
upcoming meeting as a Report from Administration.
10.MENTAL HEALTH AND WELLNESS STRATEGY UPDATE
Supt.K.Edgar provided the committee withan update regarding the draft version ofthe
Mental Health and Wellness Strategy.The sub-committee consisted of B.Evans,M.
Ferdinand and M.Gilpinwho presented the process to develop the strategy at the CASA
{Canadian Association of School Administrators)conference in 2010 July. The draft
document Is being presented to the Mental Health and Wellness Committee on 2010
Septembers forfirst response with a planto roll outthe finalversion this fall.Supt. Edgar
expressed thanks to the sub-committee for an outstanding job.There is a tentative plan
to present the document to SEAC at the 2010 October 04 meeting. A. Morse requested
an executive summary of the document in advance of the October meeting.
11.SPECIAL EDUCATION COLLABORATION FUNDS
Supt.K.Edgar noted funds are available for autism students where school based teams
can apply to develop a plan for a particular student and access system personnel if
necessary.Last April the Mental Health and Wellness Committee released funds to follow
the same process to access support from Learning Coordinators or TOSA's to help plan
programs for students to build capacity and make sure the appropriate behaviour,safety
plans and programs are in place.There were over 200 applications approved in the
previous year.The difference between Connections and collaborative funds was
explained:Connections are only those students transferring from the Intensive
BehaviouralIntervention (IBI)program,TVCCintoschool. Collaborationmoney mayalso
be used for Connections students but Is used for teacher release time.
15.REPORTS OF COWIMITTEES -cont'd
a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd
12.SEAC NOMINATION PROCESS
Supt.Edgar will meet with S. Christie to discuss the process and communication will be
sent out. Typicallya deadline date for nominations Is set and sent out to current members
and agencies and a notificationis sent to the publicand media.There should be training
sessions planned for new members.New members must be approved bythe new Board.
The Board Inaugural meeting Is on 2010 December 14 (correction December?,2010).
13.FORUM:ASSOCIATION UPDATES
A.Morse announced that the Ontario Association of Families with Children with
Communication Disorders have a draft handbook for SEAC members with a goal to
release In 2010 October.Anyone Interested In reviewing the document for Inputshould
advise A.Morse.
T.Grant noted there is a web-based survey for FASD In Ontario and will email the linkto
all members of FASD and SEAC.
J.Bennett explained that there Isa special Board meeting on 2010 December 07 withthe
election of the Chair and Vice-Chair.The term officially begins on December 01 for the
new Board.
14.FUTURE MEETING DATES
Monday 2010 October 04 (6:30 -9:30 p.m.)
Tuesday 2010 November 02 (11:45 -3:00 p.m.)Last meeting of this term.
Tuesday 2010 December 07 (11:45 -3:00 p.m.)
Tuesday 2011 January 04 (11:45 -3:00 p.m.)
Tuesday 2011 February 01 (11:45 -3:00 p.m.)
Tuesday 2011 March 01 (11:45 -3:00 p.m.)
Monday 2011 April 04 (6:30 -9:30 p.m.)
Monday 2011 May 02 (6:30 -9:30 p.m.)
Tuesday 2011 June 07 (11:45 -3:00 p.m.)
15.FUTURE AGENDA ITEMS
SEA funding
Additional January Meeting
16.ADJOURNMENT -The meeting adjourned at 8:00 p.m. on motion.
In response toa question on item6 (Waiting Lists)from Trustee Sattler, Supt. Edgar advised
that students who are unable to access the Forest City program have a varietyof other options
available to them such as attending Thames Secondary School or Sir George Ross
Secondary School.
RECOMMENDATIONS:none
J.GRITZAN
Chair
10
15.REPORTS OF COWIMITTEES -cont'd
b.REPORT OF THE AUDIT COMMITTEE 2010 SEPTEMBER 21
3:00-4:25 p.m.
MEMBERS ADMINISTRATION AND OTHERS
T.Grant R.Robertson B.Greene S. Lentz (-3:35)
R.Tisdale (Chair) S.Peters (3:05)K.Meeson J. Knight(-3:35)
S.Christie
Regrets:T.van Pinxteren
1.APPROVAL OF AGENDA -The agenda was approved by motion.
2.CONFLICTS OF INTEREST -none declared
3.AUGUST31,2010 AUDIT PLAN
S.Lentz introduced Jeremy Knight,Deloitte Audit Senior.Ms.Lentz described financial
reporting responsibilities of management,Deloitte &Touche and the Audit Committee
related to the Audit Plan.She responded to members'questions.The process of handling
an illegal act was discussed noting Deloitte would apprise the Director of Education and
the Audit Committee if the alleged act related to the Board's financial statements.
Mr. Knight described the audit approach looking at and testing audit controls including
computer controls.He advised that materiality for the 2010 audit is $14,300,000.Any
required adjustments as well as unadjusted amounts exceeding 5% of audit materiality, or
$715,000,will be reported to the Audit Committee.Mr. Knight described areas of audit
risks or focus to be investigated including Accounting and financial reporting,Consolidation
of school generated funds.Salaries and benefit expenses.Accounts payable and accrued
liabilities,Ontario harmonized sales tax and Government accounts receivable.
Ms. Lentz described current developments regarding Public Sector Accounting Board
reporting.These include PS 1200 financial statement objectives,PS 3150 tangible capital
assets and PS 3260 liabilitiesfor contaminated sites.She commented on the Exposure
Draft related to financial instruments,government transfers,changes to Canadian Auditing
Standards,the Auditors'Report,responsibilities of management and the auditor,the
Auditor's Report date and Group financial statements.
She described resources available through Deloitte &Touche related to the Deloitte
Continuing Learning Series,the Centre for Corporate Governance,and the Directors'
Series.
4.INTERIM FINANCIAL REPORTING
Exec. Supt. B.Greene advised that a Ministryof Education working group had met and
developed recommended interim financial reports and reporting cycles.This was a result
of the funding from the Provincial Operational Reviews conducted in school boards.
Manager K.Meeson described the recommended interim financial reporting process.She
advised that based on the Operational Review, how financial information was reported to
the Board and senior management was addressed recognizing the Board's need to know
its financial position at any given time.
n
15.REPORTS OF COMMITTEES -cont'd
b.REPORT OF THE AUDIT COMMITTEE -cont'd
4.INTERIM FINANCIAL REPORTING -cont'd
She advised that in a "dashboard"report,designed to summarize the financiai position and
inciude the l<ey non-financia! indicators of enroiment and staffing,revenue and expenses
wiii be provided in a high level interim report.Projections wiii be included to forecast the
financiai results of the Board at the end of the budget year.
Comments wiii be added to explain any variances and risk assessments.Manager
IVIeeson advised that the format of the reports is under construction and wiii inciude a
summary of enrolment and staffing based on the Budget and Actual figures.It was
requested that the Support Staff information inthe Summary of Staffing be broken down to
smaller sub categories and include an explanation of the staff groups Involved.
Manager Meeson described the heading of"Budget Assessment"as a reviewofwhere the
Board is projected to end the fiscal year versus the original budget. Risk Assessment is
comparing the results of the current year to last year and determining variances which will
be explained. This type of reporting and assessment will be provided on both expenditures
and revenues.
5.REGIONAL INTERNAL AUDIT UPDATE
Exec. Supt. B.Greene described the process to hire the Regional Internal Auditor. He also
advised that it will be necessary to advertise for Audit Committee membership for three-
year appointments withthe possibilityof further reappointment.He described the timelines
for establishing the Audit Committee and providing training.
It was suggested that the Board create an information brochure reflective of the Thames
Valley process,placing information on the Board's website and emailing itto school
councils.Content of the brochure and the target audience was considered.School
councils,the chambers of commerce,CGA,and CMA,were suggested.A draft will be
brought back to the Committee for consideration at its next meeting. Exec. Supt.Greene
advised that he will move forward when the Regulation is enacted.
6.OTHER BUSINESS -none
7.DATE AND TIME OF NEXT MEETING
The next meeting was scheduled for 2010 October 19 at 3:00 p.m.
8.ADJOURNMENT - A motion to adjourn was approved at 4:25 p.m.
RECOMMENDATIONS:none
RUTH TISDALE
Chairperson
12
15.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE CHAIRS'COMMITTEE 2010 September 23
9:20-10:56 a.m.
MEMBERS ADMINISTRATION AND OTHERS
T.Roberts (Chair)J.Bennett B.Tucker S.Christie
T.Grant J.Stewart
1.APPROVALOF AGENDA- The agenda was approved by motion.
2.CONFLICTS OF INTEREST -none declared
3.REVIEW OF 2010 SEPTEMBER 28 BOARD AGENDA
The agendas for the in-camera and public Board meetings of 2010 September 28 were
discussed and updated.
A motion to move in-camera to discuss a personal item was approved at 9:32 a.m.The
Committee reconvened in public session at 9:47 a.m.
4.CORRESPONDENCE
A letter from the Minister of Education regarding the Full-Day Learning program was added
to the 2010 September 28 Board agenda under "Communications".
5.2010-11 SCHEDULE OF REGULAR BOARD MEETING DATES
The draft schedule of Board meetings for 2010-11,presented at the September 14 Board
meeting,was discussed.It was suggested that a special Board meeting be called for
December 1 to elect the Board Chair,Vice-Chair and Information Committee of the Whole
Chair and Vice-Chair. This will reschedule the Inaugural meeting to December 7 and the
regular Board meeting to December 14. A motion inthis regard will be brought to the
September 28 Board agenda under "Business Arising".
6.TRUSTEE MENTORS FOR 2010-11 STUDENT TRUSTEES
Chair Roberts indicated that itis necessary for the Committee to appoint mentors for the
Student Trustees in accordance with Board policy.The following motion was moved and
carried:
That Trustees P.Jaffe and J.Bennett serve as mentors for the Student Trustees for
the 2010-11 term.
Board Room seating will be arranged to accommodate the student/mentor teams for the
September 28 Board meeting.
7.DIRECTOR'S PERFORMANCE REVIEW
It was noted that the Director's performance review is upcoming and suggested that his
entry plan form part of the review. It was agreed to schedule the review for November 29
at 7:00 p.m. in the Trustee Conference Room.Feedback wiil be provided to the Director
following discussion with trustees.
8.NOTICE OF MOTION RE ELECTION OF CHAIRA/ICE CHAIR -See Item 5
13
15.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE CHAIRS'COMMITTEE -cont'd
9.CANADIAN COUNCIL ON LEARNING -HOMEWORK ASSIGNMENT
Chair Roberts advised that he will leave a pacl<age of information regarding the Canadian
Council on Learning - Homework Assignment inthe Trustees'Conference Room for their
information. It will also be provided to the Board's Research department.
10.OPSBA
a.Summary of Memoranda
It was suggested and agreed that copies of OPSBA Board of Directors'memoranda be
available to trustees In the Trustee Conference Room.
b. "Waiting for Superman"Documentary
Chair Roberts advised that at the recent Government of Ontario Education Summit,a
documentary entitled "Waiting for Superman"was discussed.The documentary,
developed bya US film director and Bill Gates,documents American public schools.
It features a charter school called Promise Academy in central Harlem,touted by a
Harvard economist for eliminating the achievement gap between black and white
students.A trailer can be seen at www.waitinqforsuperman.com.Chair Roberts will
investigate obtaining a copy of the video for trustees'information. Information will be
included in the September 28 Board meeting agenda under "Communications".
c.Priorities
It was agreed that OPSBA Priorities for 2010-11 will be available in the Trustee
Conference Room for trustees'information.
11.ONTARIO STUDENT TRUSTEES'ASSOCIATION 2010-11 MEMBERSHIP FEES
It was agreed that no action will be taken to support OSTA through requested membership
fees as a response has not been received to the Board's letterof May 21,2010,raising
concern over the accounting of fees and supervision of students.
In reference to Item lO.b.(OPSBA -Waiting for Superman Documentary),Trustee P.
Sattler said it was her understanding this was a very anti-public education type of
presentation and was an attack on American schools.Director B.Tucker clarifiedthat the
documentary was about the Canadian education system moving toward an American type
of system.
In response to a question from Student Trustee J.Daniels about item 11 (Ontario Student
Trustees'Association 2010-11 Membership Fees),Director B.Tucker replied that as a
result of the concerns raised by the Board relating to OSTA, TVDSB student trustees
would not be permitted to attend OSTA conferences.Trustee P.Jaffe asked what other
professional development opportunities would be available to TVDSB student trustees.
Director Tucker advised that there were other options available outside of OSTA;however,
ifthe Board's concerns,as stated intheir letter of May 21®',were addressed,then
consideration may be given to reinstating the involvement of TVDSB student trustees in
OSTA activities.
14
15.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE CHAIRS'COMMITTEE -cont'd
12.TENTATIVE DATE -MINISTRY OF EDUCATION'S NEW TRUSTEE ORIENTATION
The Ministryof Education will provide Information to the new trustees regarding orientation
session planned for Thursday,November 18.A video conference is also being planned
with directors and board chairs related to governance.Director Tucker will also develop an
orientation session for trustees new to the Board following the October 25 municipal
elections.
13.DIRECTOR OF EDUCATION'S FORUM
Trustees were reminded of the upcoming Director of Education's Forum on October 20,
2010,planned by the Thames Valley Parent Involvement Committee.Interested trustees
are asked to contact T.Levschuk in the Director's office to confirm their attendance.
14.REQUESTS TO PRESENT TO BOARD
The Committee considered two requests to present to the Board at the October 12 Board
meeting.It was agreed that both requests relate to specific school issues and should be
handled administratively in accordance with Board Bylaws,s.9.3.1.
15.OTHER BUSINESS
a.School Openings and Rededications
Chair Roberts indicated that school opening and rededication invitations should be
provided to all trustees and those attending should be recognized.It was suggested
that they be provided with the dates as soon as possible in order that trustees may
make plans to attend.
16.DATE AND TIME OF NEXT MEETING
The following meetings were scheduled for 9:00 a.m.:
•October 6,20
Novembers,17
17.ADJOURNMENT
The meeting adjourned at 10:56 a.m.by motion.
RECOMMENDATIONS:none
T.ROBERTS
Chairperson
In response to a question from Trustee Hart related to holding a special Board meeting on
Wednesday,December 1,Director Tucker stated that the meeting had been scheduled on that
date rather than Tuesday,November 30, in accordance withthe Education /Acf which requires
that,following a municipal election,the new Board takes effect on December 1. He noted the
Board Inaugural Meeting would be held on December 7,2010.
Supervisor of Corporate Services S.Christie advised that trustees who were unable to attend
the meetingon Wednesday, December 1®'but would like to participate in the voting coulddo so
via conference call. Board Bylaws do not permit proxy voting.
15
15.REPORTS OF COMMITTEES-cont'd
d.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA 2010 September 28
MEMBERS PRESENT ADMINISTRATION AND OTHERS
J.Bennett (Chair)P.Jaffe B.Tucker V.Nielsen
J.Daniels B.Murray K.Dalton M.E.Smith
S.Doub S.Polhill L.Elliott B.Sonier
F.Exley T.Roberts M.Sereda P.Tufts
T.Grant P.Sattler C.Bourbonnais-K.Wilkinson
G.Hart J.Stewart MacDonald K.Bushel!
W.Huff R.TIsdale (5:10)K.Edgar S.Christie
L.Griffith-Jones K.Meeson
S.Hughes D.Rajala
Regrets:S.Peters M. Moynihan R.Hoffman
P.Martin
The Committee met in camera from 5:00 p.m. to 6:30 p.m.and from 9:15 pm. to 9:30 p.m.
1.APPROVAL OF AGENDA -The agenda was approved by motion.
2.CONFLICTS OF INTEREST -No conflicts of Interest were declared.
3.Confidential property and personal matters were discussed.
4.RISE AND REPORT
A motion to rise and report was moved and carried at 9:40 p.m.
RECOMMENDATIONS:
1.That the tender received on September 16,2010,from K&L Construction (Ontario)Ltd
for $9,575,000 excluding HST for the construction of the new North Ingersoll Elementary
School be accepted.
2.That the Thames Valley DistrictSchool Board enter intoa three-year contract for the
period of 2010 October 1 to 2013 August 31 withtwo one-year renewal options with
Homewood Employee Health to providea Disability Treatment Program to TVDSB staff.
3.That the Board approve an additional Disability Management position for Human
Resource Services.
4. That the Board approve the hiring of 12 additional EarlyChildhood Educators for the Full-
Day Kindergarten program.
JOYCE BENNETT
Chairperson
16
16.COMMUNICATIONS
a.Chair's Summary Update
Chair Roberts reviewed activities he attended since the beginning of the 2011-2012
school year,such as the System Administrators Meeting on August 31,the Administrative
Retreat at Fanshawe College, the OPSBA Board of Directors*Meeting, and a
presentation on professional development certification program for school board trustees.
He advised that trustee volunteers were needed for principal and vice-principal interview
committees,and the Director of Education's review in November.
Director Tucker provided an update on the signing of agreements between TVDSB and
local municipalities. The Cityof London Council discussed the proposal of an agreement
with the Board;however the matter was deferred for another two weeks.
b.Ontario Public Schooi Boards'Association -Update
Trustee P. Battler reported that the Southwestern Region meeting of OPSBA was held in
Wiarton in September and Included a tour of a Kindergarten to Grade 12 school.She
shared the following dates of interest:
2011 Public Education Symposium -January 27-29,2011,Sheraton Centre Hotel,Toronto
2011 Labour Relations Symposium - March 31-April 2,2011,Sheraton Centre Hotel,Toronto
OPSBA AGM &Program &CSBA Congress 2011 - July 7-10,2011,Westin Hotel,Ottawa
Trustee P.Jaffe announced that OPSBA was working with the Ontario Teachers'
Federation (OTF) on a conference titled "When Violence Becomes Entertaining:
Recapturing Chiidhood and Adolescence from the Toxic Influence of Media", to be held at
the Doubletree Hilton Toronto Airport Hotel on October 15 and 16.The conference will
feature speakers on a variety of types of violence,such as media, internet,cyber-bullying,
and sports.There would also be presentations geared toward students and their parents.
c.Appointment to Special Education Advisory Committee
A letter from the Learning Disabilities Association of London Region (LDALR)was
received regarding the Association's request to replace current Association alternate
SEAC Stacey Cassell with Gabrlelle Young.The LDALR designate on SEAC would
remain as Tracy Fawdry.
RECOIUIMENDATION:
Be it resolved that Gabrlelle Young be appointed the alternate representative for the
Learning DisabilitiesAssociation - London Region on the Thames Valley District School
Board's Special Education Advisory Committee.
It was confirmed that although the Learning Disabilities Association presented this
recommendation for the Board's consideration,itwould need to reapply for membership
on the Special Education Advisory Committee following the municipal elections as do all
community associations who are interested in membership.
d.Letter from iVIInister of Education responding to TVDSB letter about funding
shortfalls to Implement Full-day Kindergarten Program
Acopy of the letter sent byChair Roberts to the Ministry of Education regarding the Full-
day Kindergarten program was discussed.Trustee F.Exiey questioned why the
Ministry'sfunding allocation inthe first year of the Full-DayKindergarten (FDK)program
was less than what was being provided for the second year even though the number of
classes established was greater in the first year and than In the second.
17
16.COMMUNICATIONS -cont'd
d.Letter from Minister of Education responding to TVDSB letter about funding
shortfalls to implement Full-day Kindergarten Program -cont'd
Trustee J.Stewart asked about the capital improvements needed for the FDK program
over the next few years of implementation.Exec. Officer K. Bushell replied that the
program has put some stress on existing kindergarten facilities; however, capital
improvements for phase 2 were underway.Phases 3, 4 and 5 would involve renovations
and additions to existing school sites.Staff have submitted their concern on this matter
to the Ministryof Education.
e.Government of Ontario Education Summit/Waiting for Superman Documentary
A memorandum was received from the Board of Directors of the Ontario Public School
Boards'Association titled,"Government of Ontario Education SummitAA/aiting for
Superman Documentary" and dated September 16, 2010. It described the program for
the Ontario Education Summit on September 13 and 14. It also announced the release
of the documentary "Waiting for Superman"during the summit at the Toronto
International Film Festival.
16.NOTICE OF MOTION -none
17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN
The following recommendation was moved by J.Stewart,seconded by G. Hart:
BE IT RESOLVED THAT the Thames Valley District School Board Administration report
to the Board with an analysis of its current "e-schools"capability and capacity by October
31,2010.Further,that the Administration provide an "e-schools"plan consistent with the
TVDSB vision of student learning by January 31,2011.
The following motion was moved by J.Stewart,seconded by F.Exiey:
That consideration of the motion related to e-schools be postponed to the October 12,
2010,Board meeting.
Trustee J.Stewart stated that intent of his motion was to direct staff to provide an accounting
of the electronic hardware and software used by the Board to transform and provide
education throughout the system.He asked for the future plans in relation to technology and
learning including capacity so that trustees could have a discussion ofwhat may need to be
builtinto the system to provide for flexibility in program provision.
Trustee Stewart also asked about the distribution of Smart boards within the system and
future plans for equitable distribution. Director B.Tucker replied that staff had developed an
Information Technology strategic plan based on input from staff and students that was
reviewed annually and updated as needed.He said a report could be presented to trustees at
a future meeting.
Trustee Stewart advised the date inthe motion was only a starting point and could be revised
to accommodate staffs preparation of a report. He wondered about the impact of the Ministry
of Education's shift toward permitting students to have cell phones and smart phones inthe
classroom,as well as the related costs.IT Manager S. Young replied that Ministry funding
wouldalways be a challenge. He noted that staffs report wouldinclude information about
wireless internet service availability within the system.
18
17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -cont'd
Trustee P.Jaffe added that the Board needed to keep in mind equitabie accessibility for
students since not all families could afford to purchase laptops, cell phones or smart phones
for their children.
18.ADDITIONAL ITEMS -none
19.QUESTIONS/COMMENTS BY MEMBERS
Trustee Grant advised that October is Child Abuse Prevention month and that she had
purple ribbons in recognition of the event for trustees ifthey wished to have one.
Trustees recessed at 9:09 p.m. on motion of F.Exiey,seconded by R.Tisdale,to reconvene
in camera at 9:40 p.m.
20.ADJOURNMENT
The meeting adjourned at 9:45 p.m.
CONFIRMED:
Chairperson
19
SUMMARY OF RECOMMENDATIONS FROM 2010 SEPTEMBER 28 BOARD MEETING
That the Board meeting schedule for the period 2010 December 1 to 2011 November 30 be
approved.
THAMES VALLEY DISTRICT SCHOOL BOARD
Schedule of Regular Board Meeting Dates
2010 December 1 to 2011 November 30
DATE TIME BOARD/COMMITTEE
2010 DECEMBER 1
7
14
7:00 p.m.
7:00 p.m.
5:00 p.m.and 7 00 p.m.
Special Board Meeting
Inaugural Meeting
In-camera and Regular Board
2011 JANUARY 11
25
5:00 p.m.and 7
5:00 p.m.and 7
00 p.m.
00 p.m.
In-camera and Regular Board
In-camera and Regular Board
FEBRUARY 8
22
5:00 p.m.and 7
5:00 p.m.and 7
00 p.m.
00 p.m.
In-camera and Regular Board
In-camera and Regular Board
MARCH 8
22
5:00 p.m.and 7
5:00 p.m.and 7
00 p.m.
00 p.m.
In-camera and Regular Board
in-camera and Regular Board
APRIL 12
26
5:00 p.m.and 7
5:00 p.m.and 7
00 p.m.
00 p.m.
In-camera and Regular Board
In-camera and Regular Board
MAY 10
24
5:00 p.m.and 7
5:00 p.m.and 7
00 p.m.
00 p.m.
In-camera and Regular Board
In-camera and Regular Board
JUNE 14
28
5:00 p.m.and 7
5:00 p.m.and 7
00 p.m.
00 p.m.
In-camera and Regular Board
In-camera and Regular Board
SEPTEMBER 13
27
5:00 p.m.and 7
5:00 p.m.and 7
00 p.m.
00 p.m.
In-camera and Regular Board
In-camera and Regular Board
OCTOBER 11
25
5:00 p.m.and 7
5:00 p.m.and 7
00 p.m
00 p.m.
In-camera and Regular Board
In-camera and Regular Board
NOVEMBER 8
22
5:00 p.m.and 7
5:00 p.m.and 7
00 p.m.
00 p.m.
In-camera and Regular Board
In-camera and Regular Board
That in accordance with the provisions of Reg 357/06 (Honoraria for Board Members),the
TVDSB determine,that Trustee honoraria for a member,the Chair and the Vice Chair for the
term of office commencing 2010 December 01,shaii be 100%of both of the base amounts and
the enrolment amounts for the year,and 0% for the attendance amount,payable for the year.
That the tender received on September 16,2010,from K &L Construction (Ontario)Ltd for
$9,575,000 excluding HST for the construction of the new North Ingersoll Elementary School be
accepted.
That the Thames Valley District School Board enter into a three-year contract for the period of
2010 October 1 to 2013 August 31 with two one-year renewal options with Homewood Employee
Health to provide a Disability Treatment Program to TVDSB staff.
20
RECOMMENDATIONS -cont'd
That the Board approve an additional Disability Management position for Human Resource
Services.
That the Board approve the hiring of 12 additional Early Childhood Educators for the Full-Day
Kindergarten program.
That Gabrielle Young be appointed the alternate representative for the Learning Disabilities
Association - London Region on the Thames Valley District School Board's Special Education
Advisory Committee.
That consideration of the motion related to e-schools be postponed to the October 12,2010,
Board meeting.