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5/10/2011 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING, PUBLIC SESSION 2011 MAY 10 , 5:00 P. M.. BOARD ROOM, EDUCATION CENTRE AGENDA V- verbal M - material 1. CALL TO ORDER V 2. 7:00 P.M. 0 CANADA V 3. SPECIAL MUSICAL PRESENTATION - Victory Memorial/Princess Anne Public School Orchestra V 4. APPROVAL OF AGENDA M 5. OFFICIAL RECORD 6. RECOGNITIONS a. Sir George Ross S.S. Rotary Reading Room b. College Avenue Secondary School Sorting Laundry- Canadian Immigration and Citizenship Video Award 7. CONFLICTS OF INTEREST 8. CHAIR'S ANNOUNCEMENTS 9. DIRECTOR'S ANNOUNCEMENTS 10. -ms p.m. PUBLIC INPUT a. Churchill Accommodation Review Committee Public Input b. Lord Elgin Accommodation Review Committee Public Input 11. ADMINISTRATIVE PRESENTATIONS a. Supporting Students at Risk 12. MINUTES OF THE 2011 APRIL 26 BOARD MEETING a. Confirmation of Minutes b. Business Arising from the Minutes 13. STUDENT TRUSTEES' UPDATE 14. REPORTS FROM THE ADMINISTRATION - none 15. REPORTS OF COMMITTEES a. First Nations Advisory Committee, 2011 April 19 b. Policy Working Committee, 2011 April 26 c. Trustee Professional Development Committee, 2011 May 02 V V V V V M M M M U M M M 15. REPORTS OF COMMITTEES - cont'd J d. Information Committee of the Whole, 2011 May 03 M e. Chairs' Committee, 2011 May 04 M f. Budget Advisory Committee, 2011 May 09 (To be distributed) M g. Committee of the Whole in Camera, 2011 May 10 V 16. COMMUNICATIONS a. Ontario Public School Boards' Association - Update V 17. NOTICE OF MOTION 18. MOTION - NOTICE OF WHICH HAS BEEN GIVEN -.lames Todd M 19. ADDITIONAL ITEMS 20. QUESTIONSICOMMENTS BY MEMBERS 21. ADJOURNMENT THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING, PUBLIC SESSION 2011 MAY 10 The Board met in regular session on 2011 May 10 in the Board Room at the Education Centre, meeting in public session at 5:00 p.m. to 12:00 a.m. The following were in attendance: TRUSTEES ADMINISTRATION AND T. Grant (Chair) P. Jaffe OTHERS V. Nielsen J. Bennett B. McKinnon B. Tucker M.E. Smith R. Campbell B. Murray K. Dalton B. Sonier J. Daniels S. Polhill (5:07) L. Elliott P. Tufts J. Coghlin T. Roberts B. Greene K. Wilkinson G. Hart P. Sattler M. Sereda K. Bushell W. Huff R. Tisdale (5:07) C. Bourbonnais - MacDonald S. Christie J. Todd (5:20) K. Edgar K. Aitken S. Hughes D. Rajala M. Moynihan R. Hoffman S. Young 1. CALL TO ORDER Board Chair T. Grant called the meeting to order at 5:00 p.m. 2.13. 0 CANADA AND MUSICAL PRESENTATION The appreciation of the Board was extended to the Victory Memorial/Princess Anne Public School for their performance and Conductor Lola McCarthyfor leading in the singing of O Canada and performing two musical selections. 4. APPROVAL OF AGENDA The agenda was adopted on motion of J. Coghlin, seconded by P. Jaffe. 5. OFFICIAL RECORD S. Christie, Supervisor, Corporate Services, read the following official record into the minutes: "We regret to record the death of Alisha Wolf, an 11 year old student at Springfield Public School on 2011 May 06." 6. RECOGNITIONS a. Sir George Ross S.S. Rotary Reading Room Supt. K. Edgar introduced teacher C. Skykos who introduced Rotary Club representatives and recognized them for their support in creating the Sir George Ross S.S. Rotary Reading Room. Through their partnership and donation of $20,000, the school was able to renovate the library and purchase hundreds of new books. Everyone was invited to attend the Rossarama at Sir George Ross Secondary School on 2011 May 12 from 2:30 p.m. to 5:30 p.m. b. College Avenue Secondary School Sorting Laundry- Canadian Immigration and Citizenship Video Award Superintendent M. E. Smith recognized four students who won the National Video Competition sponsored by Canadian Immigration and Citizenship for the submission Sorting Laundry which centers on racism. Two of the students, J. Wilcox and N. Alibegic, were in attendance. Students C. Cartmel and M. Delcul-Hovorka, who were unable to attend the meeting were also recognized. 7. CONFLICTS OF INTEREST - no conflicts of interest were declared. 2011 May 10... 2 8. CHAIR'S ANNOUNCEMENTS Chair Grant asked trustees to indicate their availability to bring greetings on behalf of the Board at the May 16 Home and School dinner. 9. DIRECTOR'S ANNOUNCEMENTS -none 10. PUBLIC INPUT Public Inputwas received by individuals and representatives for both the Sir Winston Churchill and Lord Elgin Accommodation Review Committees. Trustees posed questions of clarification. a. Churchill Accommodation Review Committee Public inputwas received from Angela Jacques and Laura Kohut -Gowan regarding recommendations related to the Sir Winston Churchill accommodation review: h. Lord Elgin Accommodation Review Committee Public input was received from the following individuals regarding recommendations related to the Lord Elgin accommodation review: Jenny Melkic; Jiliian Cavuoti; Aleena Needham; Andy Black; Terry Baron; Morgan and Taylor Jennings; Tanya Ashwood; Jason Bellchamber; Diana Ring; Carrie White; Dawn Penner-Bellchamber; Elisabete Rodrigues; Lisa Autuchiewicz; Jasreen Cheema; Kristi White; Denise Dunbar; Carolyn Innis; Evelyn Harrison; Tracie Lawrence; Jeff Mitchell; 11. ADMINISTRATIVE PRESENTATIONS Mark Snyders; Darlene Snyders; and Garnet McCarty. a. Supporting Students at Risk Exec. Supt. K. Dalton introduced the following report on the Supervised Alternative Learning (SAL) and Other Excusals from Attendance at School. She was joined by Supt. S. Hughes who described the changes in legislation, R. Bell, Learning Co-ordinatorof Program Services, Student Pathways for Successwho reviewed the program, and M. Ferdinand, Co-ordinatorof School Counseling and Social Work Services, who shared in a project that reflected the principles and processes of SAL. The report described implementation of Ontario Regulation 374110 (Supervised Alternative Learning (SAL) and Other Excusals from Attendance at School). It was noted that Ontario Regulation 374/10, "Supervised Alternative Learning and Other Excusals from Attendance at School", took effect 2011 February 01 and replaced Regulation # 308, the Supervised Alternative Learning for Excused Pupils (SALEP). As part of the Student Success goal of Reaching Every Student, the intent of the new regulation is to ensure that students in Supervised Alternative Learning have access to a program that helps them continue to learn. The regulation also increases the emphasis on planning by requiring a detailed Supervised Alternative Learning Plan (SALP) for each participating student. Further, an identified contact person for each participating student will contact her/him at least monthly and a transition plan will be developed to help the student upon returning to school. 2011 May 10... 3 11. ADMINISTRATIVE PRESENTATIONS - cont'd a. Supporting Students at Risk - cont'd Regulation #374/10 is timely as Thames Valley has had a SALEP Review Committee working for several months considering potential changes to TVDSB practices underthe former Regulation #308. Much of what the Review Committee had considered for change fits well with the expectations contained in the new regulation which came into effect on 2011 February 01. Of significant importance is the'Pyramid of Interventions' with the peak of the pyramid reserved under the new regulation "for a few students." This pyramid is a part of the TVDSB Road map/Framewo rk for Supporting Student Success. It illustrates how the Board supports students deemed to be at risk. The role of the SAL Committee, including trustees, has increased in its responsibility under the new legislation. The Senior Administration responded to trustees' questions. In responding to a question regarding program sustainability, Exec. Supt. L. Elliott advised that funding was previously received through Education Programs -Other (EPO). To date, there has been no indication that EPO will continue to fund the program next year. However, it was noted that the program receives significant funding through Pathways for Student Success and that they will continue to initiate the program under the Student Pathway budget until EPO funding is received. 12. MINUTES OF THE 2010 MAY 11 BOARD MEETING a. Confirmation of Minutes The minutes of the Regular Board Meeting of 2011 April 26 were adopted on motion of P. Jaffe, seconded by G. Hart. Trustee Coghlin's name was corrected on page 16 under Item 13.c. b. Business Arising from Minutes - none 13. STUDENT TRUSTEES' UPDATE Student Trustee J. Daniels advised that the second Student Voice Conference was held recently. He indicated that the next Student Advisory meeting will be held on 2011 June 01 in the Katherine Hartley Room. Student Trustee B. Murray commented on the success of this year's Variety Is musical concert performed by secondary students from across the District. 14. REPORTS FROM THE ADMINISTRATION - none 15. REPORTS OF COMMITTEES a. REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE 2011 April 19 3:00 p.m. - 5:35 p.m. 2011 May 10... 4 15. REPORTS OF COMMITTEES - cont'd a. REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE - cont'd Members E. Cornelius, Oneida Nation of the Thames M. Elijah, Oneida Nation of the Thames G. Hope, Oneida Nation of the Thames W. Huff, Trustee T. Roberts, Trustee P. Sattler, Trustee T. Smith II, Chippewa of the Thames Absent J. Henry, Chippewa of the Thames Administration and Others J. Antone, First Nations Counsellor, Saunders S.S. C. Brunette, Aboriginal Education Advisor, Program Services M. Deeb, Vice -Principal, Saunders S.S. D. MacPherson, H.B.Beal S.S. D. Mitchell, Delaware Cental P.S. L. Nicholas, Education Coordinator, Munsee- Delaware Nation L. Pressey, Learning Supervisor, Ed Centre C. Rogers, F.N. Counsellor, Lambeth P.S. K. Aitken, Corporate Services Guests Kathleen Doxtator Delores Doxtator Rhonda Doxtator CALL TO ORDER The meeting convened at 3:00 p.m. in the Cultural Centre at Saunders Secondary School. Learning Supervisor L. Pressey brought the meeting to order and called upon Trustee T. Roberts who recognized former Director of Education Bill Bryce who recently passed away. Trustee Roberts described Director Bryce as a gentle leader who has left footprints for educators to follow in future years. He asked the Committee to recognize Director Bryce in a few moments of silence. 2. APPROVAL OF AGENDA - The agenda was approved as printed. 3. CONFLICTS OF INTEREST - No conflicts of interest were declared. 4. ELECTION OF THE 2011 COMMITTEE CHAIR L. Pressey presided over the election of 2011 Committee Chair. Trustee W. Huff was elected and assumed the Chair. 5. REPORT OF MEETING - 2010 NOVEMBER 16 AND 2011 JANUARY 18 It was noted that the 2010 November 16 report was presented to the Board on 2011 January 11 and the 2011 January 18 report was presented to the Board on 2011 January 25. S. BUSINESS ARISING FROM MINUTES Chair Huff noted that this was the first meeting of the Committee since 2010 November. 7. PROGRAM SERVICES UPDATE C. Brunette, First Nations M6tis and Inuit Education Advisor presented the following reportto the Committee: L. Pressey distributed the draft Expenditure of Native Cultural Funds Budget from 2011 April 1 to 2011 August 31 for review and discussion. 2011 May 10...5 15. REPORTS OF COMMITTEES - cont'd a. REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE - cont'd 7. PROGRAM SERVICES UPDATE - confd FNMI Resiliency Survey - Longitudinal Evaluation of Fourth R Programs TVDSB and The Fourth R, Centre for Addictions and Mental Health (CAMH) is collaborating to deliver a youth resiliency survey to FNMI students involved in Fourth R programs. Students will be invited to participate in the youth resiliency (strength based) survey sometime in 2011 May. A guardian information letter will be sent home to all students involved in elementary and peer mentoring, Grade 8 transition conference, and leadership camp. Students and parents can opt out of the survey at any time. FNMI Related Professional Development for TVDSB Teachers and Staff Seven Grandfather Teachings Through Art 2011 March 31 with Brenda Collins 30 teachers attended Authentic Learning Wheel: Teaching/Planning/Assessment Tool for Teachers Friday 2011 April 8, Board Professional Activity Day with Deanna Fry 30 teachers attended Moving Beyond: Understanding the Impacts of Residential Schools Workshop Friday, 2011 April 15 with Brent Stonefsh 75 social workers attended Indigenous Arts Symposiums for Students and Teachers 2011 May 10 with M. Henry, C. Solomon and R. Morgan Over 100 students/teachers expected to attend Embedding First Nations M66s and Inuit Perspectives in the Classroom 2011 May 27 and 2011 August 25 with B. Brisard and C. Brunette 25 elementary and secondary teachers to attend each session FNMI Lunch'n Learn Sessions Understanding the Practice of Smudging Among First Nations People 2011 February with Dan and Mary Lou Smoke 10 teachers/administrators attended Supporting Aboriginal Student Success in Schools 2011 March 23 with Leslee Whiteeye 8 teachers/administrators attended Moving Beyond: Understanding the Impacts of Residential Schools 2011 February 11 with Brent Stonefish 12 teachers/support staff attended FNMI Student Programs Elementary Mentoring Programs for Grade 7 & 8 Students Fourth R delivery Offered at Aberdeen and Delaware Public School Secondary Peer Mentoring Programs for Grade 9 and 11112 Fourth R delivery 2011 May 10-6 15. REPORTS OF COMMITTEES -cont'd a. REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE - cont'd 7. PROGRAM SERVICES UPDATE - cont'd Offered at H. B. Beal, Saunders and Thames Secondary School Grade 8 Aboriginal Transition Conference Fourth R delivery 2011 May 19 at Hellenic Centre First Nations M6tis and Inuit (FNMI) Student Leadership Camp Fourth R delivery 2011 May 11-13 at Tim Horton's Camp 25 students will be selected from Grades 9-12 First Nations 1146tis and Inuit Student Advisory Council Student -Led Training - focuses on Medicine Wheel/Two Row Wampum and Residential School Apology 2011 April 7 full day and ongoing after school meetings 10-12 FNMI students attend regularly Family & Community Engagement Initiatives David Bouchard's Reading at Home Community Tour - 2011 February 9-12 Happened at Delaware Central and Woodland Heights Public Schools, Antler River Elementary School, N'Amerind Over 100 community members attended Indigenous Arts Festival - 2011 May 31 to June 4, Aboriginal Artist/ Event Line Up • The Rez Sisters Student Production at Saunders Secondary School • Student Art Exhibit at Saunders Secondary School • Imagine Native Film Festival Showing at H. B. Beal Secondary School • Mosaic Medicine Wheel art project at H. B. Beal Secondary School • RedDress art project at Beal Secondary School • M6tis Fiddler Quartet at Saunders Secondary School and Lambeth Public School • A. Bell - two schools TBD • T. Jamieson - two schools TBD • Tribal Vision Dance - two school TBD i.M:i111►1931:7:1MIZ171.10' Delaware Central Public School Principal D. Mitchell provided the Committee with the following report which included recent and upcoming events at Delaware Central Public School with respect to First Nations students. February • Go Girls began and ran until 2011 March 24. • David Bouchard made a presentation to students, parents and community members on 2011 February 8. Corn soup, fry bread and strawberry drink were available. • The 4th R - Peer Mentoring Program is underway with the First Nations M6tis and Inuit Grade 7-8 Students. • Aaron Dolson visits the school during the second Nutrition Breaks on Monday's and Fridays. He is teaching all interested students, from JK to Grade 8, songs using the Big Style Drum. 2011_ Ma 1f 0••.7 ` 15. REPORTS OF COMMITTEES - confd a. REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE - cont'd 8. PRINCIPALS' UPDATE -Delaware Central Public School - cont'd • Grade 8 Students attended the Annual University of Western Track and Field Event with Ms. Rogers. March • The 4th R - Peer Mentoring Program continues on Wednesday's. • March 4 - Staff members M, Levy, M. Moyer, and D. Mitchell met to discuss future plans to implement activities within the school that will aim at increasing parental involvement and promote culturally related activities. • The Lenni Lenape Language is being offered on Thursday to all interested students during the second nutrition break. (Elders from Munsee-Delaware) • The Full Day Kindergarten Class attended a Sugar Bush to learn about First Nation Traditions and Tapping of Maple Trees. (26 students part of field trip) • March 9 - First Nations M&tis and Inuit students travelled with Ms. Rogers to the Best Western Lamplighter Inn to attend the Conference hosted by Munsee-Delaware First Nation with Actor Dakota House and Hypnotist Scott Ward. • On 2011 March 24 - Staff member's M. Levy, M, Moyer and J. Everett attended the First Nations M6tis and Inuit Collaboration Meeting at the Hellenic Centre. • March 31 - Students attended a Chess Tournament with Judy Everett, Phillip Martin, Carrie Rogers, Dale Mitchell, and ParentVolunteers at the Progress Building Western Fair Grounds. (64 students total) • Staff members N. Remezaitis and C. Rogers submitted a request to the Dreamcatcher Fund for two future field trips on behalf of the First Nations M6tis and Inuit Students with L. Nicholas supporting the request. April • The 4th R - Peer Mentoring Program continues on Wednesday's. (Until end of April) • April 8 - Three First Nations M6tis and Inuit students were given the opportunity to attend a P.D. Leadership Conference with C. Rogers hosted by Kettle and Stoney Point First Nation. April 20 - First Nation M6tis and Inuit students to attend the Bridging Group at Saunders Secondary School (one student attending -three students graduating from Grade 8 this year) Aaron Dolson is working with the drum group on constructing a drum for Delaware Central Public School. The workshop will consist of three -days, which will begin with the cutting of the elk hide, followed by the tying of the drum to the base. Then in early May the school plans on having a feast to honour the drum, the students, and the communities of Delaware Central Public School. They are aiming to invite an Elder in from the Munsee-Delaware Community to the name the drum with A. Dolson's permission. It was noted that the Director Tucker would be attending the school on 2011 May 6 and the students would like to present the completed drum during his visit. Trustee P. Sattler inquired if Go Girls was specific for aboriginal girls and was advised that it was open to all girls in the Grade 7/8 program. The school was pleased that eight students attended the event for the first time. She sought clarification on the Dreamcatcher Fund. Principal D. Mitchell commented that it was funding provided for First Nations students to attend and participate in cultural activities. Chair Huff noted that the fund was a non-profit registered charitable foundation through Six Nations of the Grand River who accept applications on a monthly basis. They are currently seeking funding for students to travel to Canada's Wonderland, as well as costs associated with attending at the Grand Theatre to watch The Rez Sisters. 2011 May 10... 8 15. REPORTS OF COMMITTEES - cont'd a. REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE - cont'd 8. PRINCIPALS' UPDATE - Delaware Central Public School - cont'd M. Elijah, Language and Cultural Advisor commented that itwas evident Delaware Central Public School was working closely with the community specifically with first year Oneida students attending the school. She queried on how the community is handling the integrated student population. D. Mitchell confirmed that although there were some rough bumps from September until Thanksgiving, a number of First Nations students became involved in school athletics and thus has made a valuable impact to those students. The school is currently looking at activities to keep the students busy to allow time for relationships between students to continue to grow. Lambeth Public School Principal J. McCredie sent her regrets however, forwarded the following report for the Committee to review. School Goals • Improving writing and having consistent assessment and evaluation practices. • The staffs of Antler River and Lambeth Public School are working together to develop Learning Cycles. Staff from Standing Stone have also attended planning sessions. School Goal Related Activities Author, David Bouchard, visited the school on 2011 February 11. A grant from the Thames Valley Education Foundation > as been given to provide up to ten Grade 8 students a chance to work with a Chef from the Stratford Chef School. The group includes some Oneida students and there are plans to look at cultural foods. There are six sessions and the program began on 2011 - March 28 and will occur later in the final term. This will provide a demonstration assessment. There are two First Nations M6tis and Inuit Collaborative Inquiry projects. Mrs. Lavoie and Mr. Smith will be examining ways to improve the performance and confidence in the measurement strand of mathematics. Mrs. Whiteye is examining teaching practices to increase the engagement of students. Awards Night, Concerts and Music The term one awards night was held in the Saunders auditorium on Tuesday, 2011 February 8 at 6:30 p.m. Students received recognitions for music, service and sports. The string ensembles and choirs performed. There was a tri school concert to prepared group for their Kiwanis' presentations on 2011 March 30. The two strings ensembles performed at the Kiwanis Festival on Friday, 2011 April 1. The senior group received a silver level and the junior group received gold level. Individual students performed on 2011 April 7. Tri School Sessions Standing Stone has set up the first Tri School activity at Ska Na Doht for the Grade 6 students of Standing Stone, Delaware and Lambeth for 2011 February 1. There have been two sessions to support student leaders to develop a Lambeth Tri School activity. A group of students from Grades 6 to 8 attended the First Nations Literacy Day at Victoria Public School and a group, along with some Standing stone students attended a throat singer performance at the Aeolian Hall. Anti Bullying Initiatives The School Council had two evening parent presentations in March. One was on Media Awareness and the other was called 'Beyond the Hurt'. The St. Leonard's Society has trained a group of students to be Peacemakers on the junior and primary yard. The program involves 14 students and they were trained in five weekly sessions. The Safe Schools Committee is meeting monthly to raise awareness, and encourage student leadership in anti -bullying initiatives. 2011 May 10-9 15. REPORTS OF COMMITTEES - cont'd a. REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE - cont'd 8. PRINCIPALS' UPDATE - Lambeth Public School cont'd Interviews The Grade 7 and 8 staff were invited to Standing Stone School for their interview day. Ten students and their parents met with staff at the school. The students led the interviews with their portfolios. The Grade 7 and 8 Oneida language students came to Standing Stone on 2011 March 31 to do interviews with younger students and share stories for Standing Stone's Oneida language Day. Sports They were pleased to have Charlene Camillo coaching our girls' basketball team. Five Oneida girls made the team. Two Lambeth Public School Hockey teams participated in the Strathroy District Collegiate Institute Elementary Hockey Tournament on 2011 March 25. One team advanced to the consolation finals and the other won the tournament. Nineteen students attended the University of Western Indigenous Games. Track and field practices will begin this coming month. Grade 8 Mentoring Program There are eight sessions this term. Some of the Grade 8 students meet once each week with the First Nations mentors from the Fourth R program. Mrs. Whiteye is supervising the group. Transition to Grade 9 Students attended the Skills Quest at Thames. Oneida students have attended the Grade 9 information days at Thames, H.B. Beal or Saunders Secondary Schools and additional visits have been arranged for the Oneida students attending H.B. Beal and Thames Secondary Schools. Oneida Education Office Liaison Rhonda Doxtator is at Lambeth Public School regularly. An additional homework room time with lunch is provided. A girls and boys book club is also offered with lunch, H.B. Beal Secondary School Principal D. Macpherson provided the following report for the Committees review. Niigan Mosewak Retreat A total of 12 students, along with teachers and the Community Resources Officer, attended a four -day retreat at the Provincial Police Training Centre in Champlain Provincial Park. All costs were paid via the Urban Funding project including transportation, food, lodging and programs. The theme of the program was to be proud of your heritage, and of who you are. Leadership activities had a First Nations focus and approach and were delivered by First Nations Ontario Provincial Police personnel. Chief Fontaine Thirty students and several staff attended the presentation by Chief Fontaine held at Saunders Secondary School. Peer Mentoring There were 16 students involved in peer mentoring including 8 peers and 8 mentors. McTavish Award This award is given to recognize student success in the face of adversity. A student from H.B. Beal Secondary School was the recipient of the award. Recognition evening including dinner will be held on 2011 May 17. 2011 May 10... 10 15. REPORTS OF COMMITTEES - cont'd a. REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE - cont'd 8.. PRINCIPALS' UPDATE - Lambeth Public School cont'd First Nations Arts Festival The First Nations Arts Festival will be held on May 30 to June 3. Student art exhibits, glass mosaic project film theatre review all events that are taking place at the school. MedQuest Summer Camp They are still recruiting students and the deadline has been extended to 2011 March 25. The summer camp will be held at the University of Western Ontario and Antler River Public School. H.B. Beal Secondary School Pow Wow - to be held on Friday, 2011 May 27th, Credit Accumulation (Attached summary) Credit accumulation per grade and Urban and Tuition agreement students is provided as background information for the Committee. In each case where the students had regular attendance, they were very successful in achieving all of their credits. There appears to be more difficulty with Grade 10. Those students that we keep through to Grade 12 are doing quite well. Trustee Roberts commented that the clear message to staff and the community is that more focus on Grade 10 students need to take place and that informative strategies need to be considered for these students. He noted that if the required credits are not met for students in Grade 10, then frustration will set in and it will be distressing for First Nations students who would then need to meet those requirements. He recommended that post -secondary goals be reviewed in depth with these students at that time. Trustee Roberts sought clarification on how students were canvassed to attend the Niigan Mosewak Retreat. D. Macpherson indicated that an open invitation to all First Nations students was extended and initially 15 students expressed interest. As a result, there were 12 students who followed through and attended the retreat. It was confirmed that the retreat is intended to connect with students who are vulnerable or at -risk that provides culturally relevant intervention. Members of the Committee were excited about the Credit Accumulation chart provided by D. Macpherson and that they have been asking for such data for quite some time. M. Elijah requested that Saunders and Thames Secondary Schools generate the same information and bring it forward to share at a future meeting. It was noted that the chart was an excellent tool that would enable members to take the information back to their communities to share. She advised that communities need these numbers to initially begin to probe and address the issues as to why students are struggling with attendance and obtaining credit accumulation. It was confirmed, however, that the information was generated manually and currently there is no software available to calculate the information making the process quite time consuming. Saunders Secondary School Vice -Principal M. Deeb began the meeting with highlights of events at Saunders Secondary School. He advised that students have been engaged in a number of opportunities. Student speakers attended the meeting to update the Committee on special events at the school. �1 Rehearsals for the play The Rez Sisters has been underway since the beginning of February. On Tuesdays and Thursdays from 3:00 p.m. to 6:00 p.m., a group of Saunders First Nations students meet in the Dramadepartmentto rehearse this award winning play byTomson Highway. T. Highway is scheduled to attend the gala performance at Saunders on Saturday, 2011 June 4 �- at 6:30 p.m. Admission is by donation and all proceeds will be donated to the Zhaawanong Shelter. 2011 May 10... 11 15. REPORTS OF COMMITTEES - cont'd a. REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE - cont'd 8. PRINCIPALS' UPDATE -Saunders Secondary School cont'd There are 15 First Nations students who have applied to go to the Tim Horton's Leadership Building Camp at Onondaga near Brantford. Saunders First Nations students traveled to Toronto last month to a play called The Vanishing Indian. Saunders Secondary School also hosted Former National Grand Chief of the Assembly of First Nations Phil Fontaine in 2011 March. Itwas an excellent opportunity for students and community to come together to welcome Chief Fontaine and learn about his contributions to human rights. It was noted that this opportunity was a great connection forthe school and community and over 800 people were in attendance. In partnership with Oneida First Nations, Saunders Secondary School held a Literacy evening which brought students and their families together for a night of food and learning about the Literacy Test and how to prepare for it. Teachers facilitated the table groups and demonstrated samples of work to help students understand the expectations of the test and how to prepare for it. They continue to work with a group of potential graduates and are hopeful that almost all on target to graduate this June will successfully do so. Saunders First Nations Student Success Team will begin undertaking a new initiative with Oneida, Chippewa and Munsee-Delaware First Nations to identify Grade 8 students in terms of program placements before they attend school in September. Upcoming Dates 2011 April 26 Mid -Term Reports Distributed April 27 School Council Vice -Principal M. Deeb advised that Saunders is currently working with education partners to look at programming option for students entering Grade 9. This will allow students the opportunity to begin the thought process on navigation and career paths. A meeting will be held on 2011 April 20 to develop the framework to make the transition for First Nations students a smooth process. M. Elijah advised that a student from Saunders Secondary School is currently participating in a co-operative education placement at Oneida First Nations Administration Office noting she is doing verywell. The student was working on anew project that involves learning anew software. M. Elijah also commented that the student was able to bring their office up to date on social media by creating a Facebook account. Thames Secondary School Principal L. Mills distributed the following report regarding First Nations students at Thames Secondary School. First Nations M6tis-Inuit students held a fundraising event, selling candy grams and chocolate roses. Approximately $80.00 was raised toward a cultural day that is being planned later in the year. Chad Solomon, a First Nations graphic novelist, attended the school to give a demonstration on how to design graphic novels. This was open to intermediate Art and English students. 2011 May 10...12 15. REPORTS OF COMMITTEES - cont'd a. REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE - cont'd B. PRINCIPALS' UPDATE - Thames Secondary School cont'd Peer Mentoring Program through the 4th R started on 2011 March 30. Approximately 20 students will meet during the lunch period on Wednesdays for eight weeks. The mentors attended a full -day session at the University of Western Ontario to learn about leadership skills. Dakota House and Scott Ward presented a full -day motivational team -building experience on Wednesday, 2011 March 9. They opened the day to all students in the school to attend and received positive feedback from all who attended. Pictures were taken and added to the First Nations M&tis and Inuit bulletin board. The annual Aboriginal Co-ed Basketball tournament took place at the University of Western Ontario on Thursday, 2011 March 24. They had 10 students attend with Ms. Brown, C. Rogers and Mr. Gebczynski. Because of unforeseen circumstances, the drum making workshop has had to be postponed. It will be rescheduled in April. First Nations M6tis and Inuit Students and Friends Lunches typically take place everytwo weeks. Some dates had to be changed because of adverse weather. 9. COMMUNITY UPDATES Munsee-Delaware First Nations L. Nicholas, Education Co-ordinator advised that a career fair will take place on 2011 May 31 and 2011 June 1 from 9:00 a.m., to 3:00 p.m. Students in Grades 6, 7 & 8 will have the opportunity to speak to various colleges regarding post -secondary education including apprenticeship programs. They are currently looking at transportation options to allow every student the opportunity to attend. It was noted, however, that the career fair is not just for First Nations students but that everyone is welcome to attend. L. Nicholas communicated that the community is frustrated with truant students who are not attending school on a regular basis. They are looking at what barriers are preventing students from attending and ways to encourage them to continue to attend school. The hope is that parents and the community will become involved and find solutions to promote student attendance. He would like to see the school become more involved in student success. Chippewa of -the Thames First Nations T. Smith II, presented information on community engagements and a recent meeting that involved public input on what the community itself would like to see accomplished over the next 20 years. One concern raised related to what is happening within the schools and what is being done at the elementary level. They also focused on what is important as a community in terms of culture. The meeting was well attended and they are hopeful that more information will be shared in the future. T. Smith 11 also advised that Jim Dumon, Traditional Teacher, will be at the community centre on 2011 May 07 from 10.00 a.m. to 2:00 p.m., to teach and provide an understanding of the creation story. Chair Huff was pleased to advise that students from Chippewa of the Thames First Nations were traveling to Italy at the end of June and that 50150 tickets were available in support of that trip. He noted that the draw would take place on 2011 April 21. 2011 May 10...13 15. REPORTS OF COMMITTEES - confd a. REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE - confd 9. COMMUNITY UPDATES - cont'd Oneida Nation of the Thames Newly -elected member G. Hope, Life Long Learning Administrator, provided a brief update on events for Oneida Nation of the Thames students. He noted that two math workshop sessions would be available to both seniors and students at the community centre. He also reported that the Standing Stone School had a successful Oneida language day that included various activities. One example was that students were able to write a play in Oneida and present it. Mr. Hope expressed his appreciation to both elementary and secondary school staff on behalf of Oneida students for their dedication and support that is greatly appreciated. E. Cornelius, also a newly -elected member to the Committee, asked that the issue of student guidance and self advocacy be addressed looking at what needs to be addressed at schools for struggling First Nations students, create accountability and what action should be taken. M. Elijah distributed a flyer on Introduction to Oneida Grammar: Understanding How the Oneida Language Works, a course that is being offered to students in 2011 July to gain a working knowledge of grammatical patterns needed to build sentences for everyday use. She noted that all ages are welcome to attend and that the course if a part of the succession plan. They are currently looking for 20 dedicated students who are willing to take the time to learn the language. It is a four -week, intensive course similar to that of indigenous teachers teaching in post- secondary schools. They are also working with TVDSB to offer the course as an OGS summer credit and will provide more information as it become available. The hope is to also have the course offered next summer as a University level credit course. 10. ADDITIONAL ITEMS C. Brunette and L. Pressey described the initial First Nations M6tis and Inuit Achievement Baseline Results. Members posed questions and the following recommendations were made: 1. That Research and Assessment provide further self -identification data for First Nations students living "on -reserve" specifically performance measures (attendance, EQAO, OSSLT by divison). The consensus was that this type of self identification data would be more relevant to the First Nations Advisory Committee group since the membership is concerned with First Nations students living "on reserve". It was noted that the "First Nations M6tis and Inuit Achievement Baseline Results" would be an appropriate topic for sharing with all trustees and that arrangements would be made for a future in-service. 11. FUTURE MEETING DATES The following future meetings were scheduled: Date (Tuesday) Location 2011 May 17 Lambeth Public School 2011 June 07 Delaware Central Public School Chair W. Huff noted that locations for 2011-12 will be discussed at the next meeting and asked members to consider hosting a future First Nations Advisory Committee meeting. 2011 May 10...14 15. REPORTS OF COMMITTEES - confd a. REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE - cont'd 12. ADJOURNMENT A motion to adjourn the meeting at 5:35 p.m. was carried. RECOMMENDATION: That Research and Assessment provide further self -identification data for First Nations students living "on -reserve" specifically performance measures (attendance, EQAO, OSSLT by division). W. HUFF Chairperson The recommendation was approved on motion of W. Huff, seconded by G. Hart. The issue of time lines for data was raised and itwas indicated that data is generally provided at the end of June and there are two count dates of October and March. Director Tucker indicated that a presentation to the trustees regarding Self Identification and linked provincial testing will be provided by the end of June, 2011. b. REPORT OF THE POLICY WORKING COMMITTEE MEMBERS G. Hart (Chair) T. Roberts J. Bennett (3:30) W. Huff (3:26) T. Grant Regrets: R. Tisdale Trustee Visitor: R. Campbell 2011 APRIL 26 0.UU W.II1. -4.co W.IF1. ADMINISTRATION AND OTHERS B. Tucker S. Christie B. Sonsier B. Greene C. MacKenzie T. Springer B. Murch S. Shoemaker M. Sereda G. Keathley P. Heath 1. APPROVAL OF AGENDA - The agenda was approved by motion. 2. CONFLICTS OF INTEREST- none declared 3. COMMITTEE REPORT OF 2011 MARCH 22 AND TRACKING SHEET The report of the 2011 March 22, meeting and tracking sheet were provided for members' information. It was noted that the Transportation procedure will be brought to the Committee in the fall. ' [y'II9:18163 Bill V;;lm118019]►►iI17iINi110=1IQ111161TI 11,1001:3111611,1111111111 iis w 5. DRAFT POLICIESIPROCEDURES a. Religious and Faith -based Accommodation of Staff Procedure Exec. Supt. M. Sereda and Employee Relations Officer P. Heath joined the meeting to present the draft Religious and Faith -based Accommodation of Staff procedure. Exec. Supt. Sereda advised that the document is in compliance with the expectations of Ministry of Education memorandum 119. r 2011 May 10... 15 ` - IS. REPORTS OF COMMITTEES -cont'd b. REPORT OF THE POLICY WORKING COMMITTEE - cont'd 5. DRAFT POLICIES/PROCEDURES - cont'd a. Religious and Faith -based Accommodation of Staff Procedure - cont'd Ms. Heath noted the document will be a companion procedure to the Religious and Faith - based Accommodation of Students procedure and is based on the existing policy "Religious Observances - Accommodation of Staff', #3009. The new procedure addresses other accommodations not included in the original policy, e.g. need for prayerat specifictimes and places, fasting, religious dress, etc. It is expected that most needs of staff can be accommodated through discussion and understanding. It was noted that the procedure also includes temporary employees. As well, religious holidays may not be banked. It was suggested that the former policy 3009 - "Religious Observances - Accommodation of Staff' be rescinded and re -written as a new procedure underthe Board's Equity and Inclusive Education policy, #2022. The following motion was moved and carried: That the draft policy and procedure on Religious and Faith -based Accommodation of Staff procedure be posted to the Board's website for 60 days for public input. 6. DRAFT POLICY/PROCEDURE REQUIRING ADDITIONAL CONSIDERATION - none 7. POLICIESIPROCEDURES UNDER REVISION a. Incidents Requiring Hold and Secure and Lockdown Procedure Supt. B. Sonsier described changes to the Incidents Requiring Hold and Secure and Lockdown procedure as directed by the Ministry of Education. Because extensive changes were required, a new document was drafted. Each of the individual's responsibilities is outlined as well as training, identification of facilities, working with the media, initiating a response and recovery. Each school will be required to develop their own response procedure. Supt. Sonsier advised that the police associations and fire departments have responded to the draft document. In the school plan, administrators are required to advise parents of pending drills. They will be trained at the May Community of Schools meetings. It was noted that the original procedure will be rescinded once the new procedure is in place. The date of rescinding will be noted on the document and indicated that it is replacing the Response Plan for Weapons and Bombs Incidents procedure. The following motion was moved and carried: That the draft Incidents Requiring Hold and Secure and Lockdown procedure be posted to the Board's website for 30 days for public input. b. Police/School Board Protocol Procedure Supt. Sonsier described key changes to the Police/School Board Protocol procedure. She advised that it was developed in conjunction with the Children's Aid Societies of London and Middlesex, Elgin and Oxford Counties, the London District Catholic School Board and members of the Policing Co-operative. 2011 May 10...16 15. REPORTS OF COMMITTEES - cont'd b. REPORT OF THE POLICY WORKING COMMITTEE - cont'd 7. POLICIESIPROCEDURES UNDER REVISION - cont'd b. Police/School Board Protocol Procedure - cont'd It was suggested that a direct link be provided on the Board's website to the procedures that are indicated in the document and that the reference number also be included. The following motion was moved and carried: That the draft PolicelSchool Board Protocol procedure be posted to the Board's website for 30 days for public input. c. Purchasing Policy and Procedure Exec. Supt. B. Greene and Purchasing Services staff presented revisions to the Purchasing policy and procedure as required by the Broader Public Sector Procurement Directive which applies to all bodies funded by the provincial government. He described the Supply Chain Code of Ethics which ensures that anyone involved in the supply chain abides by the Code. Reference to the Ministry of Education (MOE) will be added to the Code. The new directive is effective 2011 April 1. Exec. Supt. Greene noted that consulting services of any dollar value must now go through a competitive bid. He advised that this matter is being discussed with the MOE questioning the definition of "consultant", how to handle emergency situations and the need for legal agreements: As well, a segregation of duties, a clear distinction of duties, and signing authority must be incorporated into the Board's process. He also noted that P cards will have limited use in purchasing goods. �. The following motion was moved and carried: That the revised Purchasing policy and procedure be posted to the Board's website for 60 days for public input. B. DRAFT/APPROVED POLICYIPROCEDURE REQUIRING FURTHER CONSIDERATION - none 9. OTHER BUSINESS - none 10. DATE AND TIME OF NEXT MEETING The next meeting was scheduled for Tuesday, 2011 May 24, in the Governor Simcoe Room. The time will be announced. 11. ADJOURNMENT The meeting adjourned by motion at 4:25 p.m. RECOMMENDATIONS: none GRAHAM HART Chairperson 2011 MaV 10... 17 C 15. REPORTS OF COMMITTEES - cont'd c. REPORT OF THE TRUSTEE PROFESSIONAL DEVELOPMENT COMMITTEE 2011 May 02 3:30 p.m. -4:02 p.m. MEMBERS ADMINISTRATION & OTHERS B. McKinnon S. Pullam T. Grant T. Roberts (absent) Guest: R. Campbell 1. APPROVAL OF AGENDA The Agenda was reviewed and approved. 2. PUBLIC REPORTING OF TRUSTEE EXPENSES B. Greene, Executive Superintendent of Business Services and K. Meeson, Managerof Business Services joined the meeting. They indicated that the Board has complied with the requirement to post the Trustee expense reimbursement policy on the Board website. They clarified thatthere is no requirement to post actual trustee expenses on our website. They also confirmed thatthe trustee Professional Development (PD) line and Mileage line has now been restructured for ease of reporting and that a separate account number has been assigned to each trustee within the parented account for PD and Mileage. It was also reported that several school boards within the Western Region do have different reporting practices. 3. ADDITIONAL PD REQUESTS - AFTER APRIL 01 Three (3) requests forfunds to attend PD events were received, reviewed and approved as there are sufficient funds available. An email will be sent by the Chair of the PD Committee to trustees reminding them to submit requests to the Committee c/o S. Pullam, Trustees' Office no later than May 09 to meet the deadlines for registration, payment and hotel accommodations. Those additional requests will be reviewed at the next PD Committee meeting. A PD request form will be attached to the email. Trustees are expected to complete a Professional Learning Session Reflection sheet when they return from their PD event. The following recommendation was made: That since there will be adequate funds available, that the three new requests submitted for funds from the pooled of trustees' PD money after 2011 April 01 be approved. 4. OTHER BUSINESS - none 5. NEXT MEETING The next meeting is scheduled for Tuesday, May 10 at 4:00 p.m. 6. ADJOURNMENT The meeting was adjourned at 4:02 p.m. 2011 May 10...18 15. REPORTS OF COMMITTEES - cont'd c. REPORT OF THE TRUSTEE PROFESSIONAL DEVELOPMENT COMMITTEE - cont'd RECOMMENDATION: That since there will be adequate funds available, that the three new requests submitted for funds from the pooled of trustees' PD money after 2011 April 01 be approved. BILL MCKINNON Chairperson The recommendation was approved on motion of B. McKinnon, seconded by T. Roberts. d. REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE 2011 MAY 03 7:10 p.m. to 8:00 p.m. MEMBERS ADMINISTRATION AND OTHERS G. Hart (Chair) (7:20 p.m.) S. Polhill B. Tucker S. Christie J. Bennett T. Roberts K. Dalton B. Hester R. Campbell P. Sattler L. Elliott P. Hearse T. Grant (Acting Chair) J. Todd B. Greene S. Macey W. Huff M. Sereda K. Meeson K. Bushell K. Young Regrets: B. McKinnon Absent: J. K. Aitken R. Tisdale Coghlin J. Daniels P. Jaffe B. Murray 1. APPROVAL OF AGENDA -The agenda was approved by motion. 2. CONFLICTS OF INTEREST - none 3. 2011-12 GRANTS FOR STUDENT NEEDS (GSN) UPDATE Executive Superintendent B. Greene and Finance department staff presented the following update on the 2011-12 Grants for Student Needs (GSN). Economic Outlook • Declining enrolment is projected to continue to 2014 • Continued short term and permanent grant reductions in the GSN • 2011-12 is year four of the Provincial Framework Agreements (PFA's) • Cost of Year four labour agreements are funded • Financial impact of Full Day Kindergarten (FDK) year two of a five year implementation • 2010-11 budget approval • Use of $5.3M of accumulated surplus Grants for Student Needs (GSN) Highlights-2011:B3 Education Funding for 2011-12 a. Provincial Framework Agreement (PFA) • Final year of four year Provincial Framework Agreement • Adjustments to various grant benchmarks • Compensation increases • Increases to staffing under PFA 2011 May 10...19 15. REPORTS OF COMMITTEES - cont'd d. REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE - confd 3. 2011-12 GRANTS FOR STUDENT NEEDS (GSN) UPDATE - cont'd a. Provincial Framework Agreement (PFA) - cont'd • Increases to Elementary Prep Time • Additional teachers — Grades 4 to 8 • Additional secondary teachers Increased support for elementary professional learning • Increased funding for Educational Assistants • Decreased funding for elementary supervision (noon hour supervisors) b. Enhancements Ontario Municipal Employees Retirement System (OMERS) • Funding for increased employer contributions School Operations (Facilities) • 2% increase in non -staff benchmarks • Additional future allocation to offset projected increases in electricity costs ($4.1M provincially) • Increase in funding to Community Use of Schools Allocation It was questioned if the amount provided by the province is enough to cover projected electricity costs. Exec. Officer K. Bushell explained that the province takes a proactive _ approach as it deals with electricity commodity increases thus providing enough funds to cover expected increases for operating costs. He noted that the Board generally receives about five percent of any provincial allocation. c. Student Transportation • Cost benchmarks increased 2% • Continuation of fuel escalator and de -escalator • 1% reduction in transportation allocation to Boards receiving less than "high" rating on Effectiveness and Efficiency reviews (E&E) • Stable Funding — 50% of enrolment delivery • 2010-2011 in -year adjustment - $960,000 d. Reforms & Refinements to GSN Learning Opportunities Grant (LOG) • second year of four year phase -in 2006 census data First Nations, M6tis and Inuit (FNMI) • funding benchmarks from average class size 8 to 12 Supervised Alternative Learning (SAL) • students enrolled in SAL funded as .5 FTE plus FTE of academic program (max 1.0 FTE) e. Capital • continued funding for estimated cost of temporary accommodation (portables, moves, leases, and purchases) • first of three years of funding to address school renewal capital expenditure (TVDSB - $4.8M for 2011-12) 2011 May 10...20 15. REPORTS OF COMMITTEES - cont'd d. REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE - cont'd 3. 2011-12 GRANTS FOR STUDENT NEEDS (GSN) UPDATE - cont'd e. Capital - confd allocation for new schools, additions, retrofits/renovations based on capital priority business cases ($600M provincially over three years) extension of funding and completion deadlines on Energy Efficient schools and Renewable Energy It was noted that if the monies are distributed in three year cycles, projects through capital priorities may allow for more advance funding. f. Efficiency and Savings School Operations and Renewal Top -Up • 20 —18% In 2010-11 • 18 —15% in 2011-12 • no effect on rural designated schools School Board Administration • reduction in per -pupil benchmarks by approximately 1.54% Class Room Computers • reduction implemented in 2009-10 extended for a third year Concern was raised over the $1 M that has not been replaced through grants for classroom computers. It was noted that a long-term plan for computers had previously been approved. The implications if the funds were not put back in were questioned. Exec. Supt. L. Elliott noted that with the use of wireless in secondary and elementary schools, and the cost of replacing the hardware, it would have a significant impact if additional money was not budgeted for computers. It was noted that a reduction over a three-year period would be challenging and the percent of the total budget allotted for computers was sought. Manager K. Meeson advised that she would bring this information to a future budget meeting. Staff Development • reduction in funding for Staff Development through Pupil Foundation Grant (similar to 2009-10) Public Sector Compensation Restraint to Protect Public Services Act, 2010 • recovery of $10M provincially • based on non -unionized staff reported in 2008-09 Revised Estimates • TVDSB Table Amount - $308,372 Educational Programs. Other (EPO) 2011:136 Funding In Addition to Grants for Student Needs • Funding of other education initiatives outside GSN's to advance student achievement ($1.9M) It was noted that theses grants are often referred to as restricted grants as there are certain criteria and restrictions on how the monies can be spent. 2011 May 10... 21 15. REPORTS OF COMMITTEES - cont'd d. REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE - cont'd 3. 2011-12 GRANTS FOR STUDENT NEEDS (GSN) UPDATE - cont'd f. Efficiency and Savings - Classroom Computers - cont'd Example: Parenting & Family Literacy Centre $364,180 Schools Helping Schools Networking $371,122 Math & Literacy Professional Learning Strategy $176,012 Preliminary Budget Projected Enrolment 2011-2012 Projected 2010-11 Approved Budget Difference JKISK FDK 941.5 588.25 353.25 JKISK Non (FDK), 3665 3861.75 -196.75 Grades 1 -3 14798 14614.5 183.5 Grades 4 -8 25909 26063.5 -154.5 Elementary 45313.5 45128 185.5 Secondary 24275.76 24955.8 -680.04 Total Enrolment 69589.26 70083.8 494.54 Preliminary Budget Projected Grants 2011-2012 Estimate 2010-11 Approved Budget Difference Budget Pupil 212921 211684 1237 Foundation - Elementary Pupil 134336 138124 -3788 Foundation - Secondary Total Pupil 347257 349808 -2551 Foundation Grant Special 84472 82669 -197 Education Grant Teacher Q&E 52747 53206 -459 Grant 2011 May 10... 22 2011-2012 Estimate 2010-11 Approved Budget Difference Q Budget School 63671 64232 -561 Operations Grant Other 147326 148758 -1432 Operating Grants Total 693473 698673 -5200 Operating Grants Impact of 2011-2012 Projected Enrolment Net Operating GSN's -5200 Effect of Teacher Staffing (Elementary) -1266 Effect of Teacher Staffing (Secondary) 3748 2482 Net Impact of Enrolment Budget Compliance -2718 • Balanced Budget Determination - ► Revenue vs Expenses • Lesser of 1% of operating allocation or accumulated surplus • Ministry Approval Required Finance Supervisor B. Hester described Scenario 7 of the Full -day Kindergarten Phase 2 and 3 implementation. It was noted that the Full Day Kindergarten enrolment has generated more expenses than what funding is currently available. Updates will be brought forward on the cap as it becomes available. Important Dates May 9 Meeting with Principals/Managers May 31 Presentation of Preliminary Budget June 7 Public Input June 14Public Input (If Required) June 21 Finalize Budget June 28 Final Approval June 30Ministry Submission It was noted that information related to the Budget is available on the Board's website. Capital priorities are on target and the Ministry of Education is currently reviewing all cases submitted. Exec. Supt. Greene indicated that the Board appears to be on track for its share of the $600M in provincial funding and is optimistic that capital monies requested will be received. Trustee T. Roberts indicated that he would like to have information on the transportation issue brought forward in the budget process to provide additional routes for students who attend out -of - District schools. It was suggested that the Board also consider budgeting for advertising and additional transportation to address potential growth within the system. 2011 May 10... 23 15. REPORTS OF COMMITTEES - cont'd d. REPORT OF THE INFORMATION COMMITTEE OF THE WHOLE - cont'd 4. ADJOURNMENT A motion to adjourn the meeting at 8:02 p.m. was carried. GRAHAM HART Chairperson e. REPORT OF THE CHAIRS' COMMITTEE 2011 MAY 4 9:10 a.m. - 11:24 a.m. MEMBERS ADMINISTRATION AND OTHERS T. Grant (Chair) G. Hart B. Tucker S. Christie J. Bennett T. Roberts APPROVAL OF AGENDA - The agenda was approved by motion. 2. CONFLICTS OF INTEREST - none declared 3. REVIEW OF 2011 BOARD AGENDA The agendas for the in -camera and public Board meetings of 2011 May 10, were discussed and updated. Principal assignments will be emailed to trustees in advance of receiving their meeting material. Itwas questioned if the community is consulted when school administrator assignments are being considered and suggested that the school profile be updated on an annual basis in consultation with the school community. Director Tucker indicated that the profiles should be reviewed on an annual basis. He will speak with the President of the Thames Valley Parent Involvement Committee regarding School Councils' role in the review process. 4. CORRESPONDENCE A letter from the District School Board of Niagara to the Hon. Jason Kenney, MP, Minister of Citizenship, Immigration & Multiculturalism regarding cuts to language instruction and settlement services will be included in the trustees' information packages. OPSBA has asked trustees to identify any concerns related to the reduction in service. It was agreed that Director Tuckerwill draft an outline of the implications to students and their families for consideration and will be brought forward to the Board meeting. 5. STRATEGIC PLAN Director Tucker indicated that an RFP is being prepared to secure the services of a facilitator to lead discussions related to the development of the Board's Strategic Plan. Purchasing Supervisor C. MacKenzie will attend the next meeting to discuss the RFP. Accommodation for the August planning session was discussed. It was agreed to hold the session the afternoon of August 26 and the full day on August 27. Chair Grant indicated that all trustees have committed to attend. The following motion was moved and carried: That arrangements be made at Stoneridge Inn to hold the Board's Strategic Planning session on 2011 August 26 and 27. 2011 May 10...24 15. REPORTS OF COMMITTEES - confd e. REPORT OF THE CHAIRS' COMMITTEE - cont'd 6. FRENCH IMMERSION IN-SERVICE PLANS Director Tucker advised that a trustee PD session is scheduled for the fall to discuss French Immersion (FI) programming as part of the Capital Plan discussions. It was agreed that a scattergram of FI students and schools, and background information will be available for trustees at the May 24 Board meeting to respond to trustees' questions. 7. SUPERVISED ALTERNATIVE LEARNING Supt. S. Hughes joined the meeting to describe the Supervised Alternative Learning presentation at the May 10 Board meeting. He advised that a template has been drafted to meet changes to the legislation, Regulation 374110, which came into effect on 2011 February 1. The Regulation addresses supervised alternative learning and related actions. At the meeting, he will focus on changes to the Reg. and the role of trustees in the process. Suggestions for issues to be addressed in the presentation were offered. Material will be included in the trustees' Board packages. Supt. Hughes indicated that several paths will be considered to meet student needs in consultation with parentslguardians. Data related to student success and retention will be periodically shared with the Board. 8. PUBLIC COUNCIL OF DIRECTORS OF EDUCATION (CODE) MEETING UPDATE Director Tucker updated the Committee on discussions at the recent Public CODE meeting. He advised that the Ministry of Education has mandated that the CEO's office and any - executives that report to the CEO reduce their operating expenses by 10% over the next two years. Monies identified are to be used to address board budgetary issues. Director Tucker advised that the arbitration related to the Upper Grand DSB full -day kindergarten cap size was lost. 9. VOTING DELEGATE AT ONTARIO PUBLIC SCHOOL BOARDS' ASSOCIATION ANNUAL GENERAL MEETING The following motion was moved and carried: That Chair Grant be the voting delegate at the Ontario Public School Boards' Association General Meeting and Trustee Roberts the alternate. 10. PAPERLESS MEETING UPDATE Chair Grant commended staff for their efforts to ensure the success of Paperless Week at committee meetings and the April 26 Board meeting. Trustee Hart suggested that "Minimal Week" be considered for the fall as well as broadening the concept to schools. Itwas suggested that the Policy Working Committee implement paperless meetings as soon as accommodation is available to meet the technology needs. Implications to moving forward with Board and committee meetings will be considered. 11. COMMUNITY USE OF SCHOOL FEES COMMITTEE REPRESENTATIVE Chair Grant sought a trustee representative to serve on the Community Use of School Fees Committee noting that three trustees have indicated their interest. It is anticipated that one meeting per year will be held. 2011 May 10...25 15. REPORTS OF COMMITTEES - cont'd e. REPORT OF THE CHAIRS' COMMITTEE - cont'd 11. COMMUNITY USE OF SCHOOL FEES COMMITTEE REPRESENTATIVE - cont'd The following motion was moved and carried: That Trustee Tisdale be appointed the trustee representative on the Community Use of School Fees Committee. It was suggested that the provision for trustee alternates be addressed in a future Bylaw review. 12. SPECIAL OLYMPICS Chair Grant sought a trustee representative to bring greetings at the opening of the Special Olympics on May 26 at 10:00 a.m. She will seek a representative at the May 10 Board meeting. 13. OTHER BUSINESS a. Attendance Support Program Chair Grant indicated that action regarding concerns relayed by employee groups will be brought to the May Policy Working Committee related to the Attendance Support program. b. Student Trustee Positions Trustee Hart raised concern over generating interest and awareness in the position of student trustee, noting there will not be a rural student trustee for the 2011-12 year. He suggested possibly re-examining the process. Director Tucker will investigate the process and raise the issue with secondary principals seeking their assistance in recruiting candidates and continuing to publicize the role. 14. FUTURE MEETINGS The following committee meetings were scheduled for 9:00 a.m.: • May 19 (Thursday); • June 22. The meeting scheduled for June 7 will be held at 3:00 pm. 15. ADJOURNMENT The meeting adjourned at 11:24 a.m. by motion. RECOMMENDATIONS: 1. That arrangements be made at Stoneridge Inn to hold the Board's Strategic Planning session on 2011 August 26 and 27. 2. That Chair Grant be the voting delegate at the Ontario Public School Boards' Association General Meeting and Trustee Roberts the alternate. 3. That Trustee Tisdale be appointed the trustee representative on the Community Use of School Fees Committee. T. GRANT Chairperson The recommendations were approved on motion of J. Bennett, seconded by T. Roberts.. It was noted that S. Pullam will canvass trustees' availability and start time for the 2011 May 19 meeting. 2011 May 10...26 15. REPORTS OF COMMITTEES - cont'd f. REPORT OF THE BUDGET ADVISORY COMMITTEE 2011 May 09 6:30 - 7:53 p.m. MEMBERS PRESENT ADMINISTRATION AND OTHERS J. Coghlin R. Tisdale W. Huff J. Todd T. Roberts (Chair) Trustee Visitor: J. Bennett B. Greene B. Tucker B. Hester P. Hearse K. Meeson J. Berkin 1. APPROVAL OF AGENDA -The agenda was approved by motion. 2. CONFLICTS OF INTEREST -No conflicts of interest were declared. 3. PRINCIPALS/MANAGERS BUDGET INFORMATION SESSION - FEEDBACK RECEIVED Manager Meeson described the process of obtaining feedback from the Principals and Managers following a presentation of the Grants for Student Needs (GSN). The attendees, approximately 50 employees, were divided into groups and asked to respond to four questions. The Committee reviewed and summarized the responses noting common themes as described below. 1.0 Where should we as a system look for efficiencies? Director Tucker spoke of current discussions taking place with respect to corporate partnerships, an item identified in the feedback received. The Committee noted technology suggestions, such as online training, and numerous suggestions for alternative delivery of professional development. A discussion on the issues surrounding early dismissal and late arrival followed. It was noted that several suggestions alluded to energy cost efficiencies. Director Tucker advised that many of the items brought forward by attendees have been identified and are currently being investigated by Administration. 2.0 When developing budgets and system priorities for future years, what should Administration consider? The Committee noted attendees' interest in matters such as lunchroom supervision, technology, staffing and program delivery. Discussions regarding contractual obligations and program offerings followed. Director Tucker noted current reviews in process, such as administrative staffing. 3.0 Long Term -what system priorities should be maintained? Director Tucker commented on the changes required in order to have the Learning Cycles remain sustainable. He observed that positive feedback on the program has been received. The Committee recognized the recurring interest in technology and the need to revisit and prioritize the current technology plan. It was suggested that the investigation of corporate partnerships be included in discussions regarding technology priorities. 4.0 If I were responsible for the budget for TVDSB, 1 would..... Technology tools and program delivery were noted once again. The Committee discussed a review of programs which the Board is not fully funded for, in order to determine their impact on student learning and subsequent modification and budget prioritization. In summary, feedback from the Principals and Managers highlighted five common areas of interest: energy efficiency and conservation, learning technology, professional development, staffing review and review of program offerings. These common themes will be reviewed by Administrative Council and brought forward to the Budget Advisory Committee meeting scheduled for 2011 May 19. All Trustees will be encouraged to attend the meeting and share their comments or suggest further areas of interest that they would like to see reviewed'during the budget process. 2011 May 10...27 15. REPORTS OF COMMITTEES - cont'd f. REPORT OF THE BUDGET ADVISORY COMMITTEE - cont'd 3. PRINCIPALSIMANAGERS BUDGET INFORMATION SESSION - FEEDBACK RECEIVED - cont'd Trustee Todd commented on the need to include vocational technology in the budget review process. Director Tucker emphasized the focus remain long term and noted dialogue has already begun in many instances. 4. NEXT MEETING The next meeting was scheduled for Thursday, 2011 May 19 at 5:00 p.m. 5. ADJOURNMENT A motion to adjourn was moved and carried at 7:53 p.m. RECOMMENDATIONS: none TERRY ROBERTS Chairperson At 6:17 p.m., a motion to recess and reconvene at 7:00 p.m. was moved by S. Polhill, seconded by J. Bennett and carried. Item 15.g was deferred to the end of the public agenda. A motion to move in -camera to discuss Item 15.g was moved by S. Polhill, seconded by J. Todd at 10:45 p.m. A further motion to sit past 11:00 p.m. to 12:00 a.m. was moved by R. Campbell, seconded by B. MacKinnon and carried. The Board reconvened in public session at 11:55 p.m. g. REPORT OF THE COMMITTEE OF THE WHOLE 1N CAMERA 2011 May 10 10:45 p.m. to 11:55 p.m. MEMBERS PRESENT ADMINISTRATION AND OTHERS J. Bennett (Chair) B. McKinnon B. Tucker V. Nielsen R. Campbell S. Polhill K. Dalton M.E. Smith J. Coghlin T. Roberts L. Elliott B. Sonsier T. Grant P. Sattler B. Greene P. Tufts W. Huff R. Tisdale M. Sereda K. Wilkinson P. Jaffe J. Todd C. Bourbonnais- K. Bushell MacDonald S. Christie Regrets: J. Daniels, G. K. Edgar D. Rajala Hart, B. Murray S. Hughes R. Hoffman M. Moynihan The Committee met in camera from 10:45 p.m. to 11:55 p.m. 1. APPROVAL OF AGENDA The agenda was approved by motion. 2. CONFLICTS OF INTEREST - No conflicts of interest were declared. 3. Confidential personal and property matters were discussed. 4. RISE AND REPORT A motion to rise and report was moved and carried at 11:55 p.m. 2011 May 10...28 16. REPORTS OF COMMITTEES - cont'd g. REPORT OF THE COMMITTEE OF THE WHOLE IN CAMERA - cont'd 1:1XK4]ill ti,14�IBLN11N]►& I 1. That the motions approved at the May 10, 2011, in -camera session related to a property matter and a resignation to retirement be approved. 2. That the Board approve the hiring of 1.0 Learning Coordinator and a 0.5 TOSA to support the Lambton College and F=anshawe College dual credit programs. JOYCE BENNETT Chairperson The recommendations were approved on motion of J. Bennett, seconded by T. Roberts. 16. COMMUNICATIONS a. ONTARIO PUBLIC SCHOOL BOARDS' ASSOCIATION UPDATE - none 17. NOTICE OF MOTION Trustee Hart presented the following notice of motion for consideration at the May 24, 2011, Board meeting: Whereas secondary student enrolment in Thames Valley is currently declining and is projected to continue declining for several more years; and Whereas the Ontario Ministry of Education policy allows open access to all school systems in Grade 9 to 12. Therefore moved that Senior Administration: 1. report to the Board of Trustees as soon as possible on plans to retain Grade 8 graduates and attract new Grade 9 student to Thames Valley including school level best practices. 2. report the number of students leaving or joining Thames Valley between Grade.8 and Grade 9 for previous years and this year (2011). 3. negotiate with the student transportation consortium of Thames Valley Student Transportation System and neighbouring school board transportation consortium to respect the legal access of secondary students to the closest school and maximize transportation efficiency by eliminating overlapping transportation bus routes by different consortium. 18. MOTION - NOTICE OF WHICH HAS BEEN GIVEN The following motion, presented by Trustee J. Todd, was considered: Whereas limiting paper use and cost by implementing information technologies at Board meetings; Whereas Thames Valley District School Board has successfully launched paperless week in order to demonstrate the potential for reducing the use of paper; and Whereas the Board's collective experience during paperless week has provided us with valuable insight into the opportunities and challenges; and 2011 May 10... 29 18. MOTION -NOTICE OF WHICH HAS BEEN GIVEN - cont'd Whereas the Council of the County of Elgin has successfully implemented a paperless method for handling decision -support documents, using !Pad technology to distribute documents and use them during formal council meetings; and Whereas notable cost savings have been identified in the County of Elgin that recovers the implementation costs; and Be it resolved that the Administration of the Thames Valley District School Board assess the costs and strategy for implementing digital document handling for all Board affairs, including such technology tools as the iPad and Netbooks, and report the results with recommendations to a Board meeting. The motion was moved by J. Todd, seconded by T. Roberts. The following amendment was moved by T. Roberts, seconded by P. Sattler: That the phrase "for consideration in the 2012-13 Budget year" be added. Following discussion, the amendment was withdrawn and the original motion was approved. It was agreed that Senior Administration will provide a reportoutlining costs and time line implementation to the Board in late fall, 2011. 19. ADDITIONAL ITEMS - none 20. QUESTIONS/COMMENTS BY MEMBERS Trustee Bennett advised thatthe YMCA Children's Safety Village is hosting its 10`h Anniversary Birthday celebration on 2011 June 5. She distributed a flyer and asked trustees to relay the information to anyone who may be of interest. She noted that it is a great opportunity for families and individuals to come out to visit to see what programs are offered. 21. ADJOURNMENT The meeting adjourned at 12:00 a.m. on motion of S. Polhill, seconded by J. Todd. CONFIRMED: 2011 May 10... 30 SUMMARY OF APPROVED RECOMMENDATIONS OF 2011 MAY 10 That Research and Assessment provide further self -identification data for First Nations students living "on -reserve" specifically performance measures (attendance, EQAO, OSSLT by divison). That since there will be adequate funds available, that the three new requests submitted for funds from the pooled of trustees' PD money after April 01, 2011 be approved. That arrangements be made at Stoneridge Inn to hold the Board's Strategic Planning session on August 26 and 27, 2011. That Chair Grant be the voting delegate at the OPSBA General Meeting and Trustee Roberts the alternate. That Trustee Tisdale be appointed the trustee representative on the Community Use of School Fees Committee. - That the motions approved at the May 10, 2011, in -camera session related to a property matter and a resignation to retirement be approved. - That the Board approve the hiring of 1.0 Learning Coordinator and a 0.5 TOSA to support the Lambton College and Fanshawe College dual credit programs. Whereas limiting paper use and cost by implementing information technologies at Board meetings; Whereas Thames Valley District School Board has successfully launched paperless week in order to demonstrate the potential for reducing the use of paper; and Whereas the Board's collective experience during paperless week has provided us with valuable insight into the opportunities and challenges; and Whereas the Council of the County of Elgin has successfully implemented a paperless method for handling decision -support documents, using !Pad technology to distribute documents and use them during formal council meetings; and Whereas notable cost savings have been identified in the County of Elgin that recovers the implementation costs; and Be it resolved that the Administration of the Thames Valley District School Board assess the costs and strategy for implementing digital document handling for all Board affairs, including such technology tools as the iPad and Netbooks, and report the results with recommendations to a Board meeting.