5/24/2011 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR BOARD MEETING, PUBLIC SESSION
2011 MAY 24, 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 - D.M. Sutherland, Springbank
and East Oxford Central Public Schools - The Woodstock Winds
V
4.
APPROVAL OF AGENDA
M
5.
OFFICIAL RECORD
M
6.
RECOGNITIONS
a. Save the World Challenge - Oakridge Secondary School
V
b. Equity and Inclusive Education Video Contest Winners
V
7.
CONFLICTS OF INTEREST
V
B.
CHAIR'S ANNOUNCEMENTS
V
9.
DIRECTOR'S ANNOUNCEMENTS
V
10.
PUBLIC INPUT
a. Colborne Accommodation Review Committee Public Input - none
b. Sherwood Forest Accommodation Review Committee Public Input
M
11.
ADMINISTRATIVE PRESENTATIONS - none
12.
MINUTES OF THE 2011 MAY 10 BOARD MEETING
M
a. Confirmation of Minutes
b. Business Arising from the Minutes
13.
STUDENT TRUSTEES' UPDATE
V
14.
REPORTS FROM THE ADMINISTRATION - none
15.
REPORTS OF COMMITTEES
a. Special Education Advisory Committee, 2011 May 02
M
b. Trustee Professional Development Committee, 2011 May 10
M
c. Special Education Advisory Committee, 2011 May 17 (To be distributed)
M
d. Audit Committee, 2011 May 17
M
e. Chairs' Committee, 2011 May 19
M
'
f. Budget Advisory Committee, 2011 May 19 (To be distributed)
M
-- -�
g. Committee of the Whole - In Camera, 2011 May 24
V
h. Thames Valley Parent Involvement Committee Update
V
16. COMMUNICATIONS
a. Ontario Public School Boards' Association - Update V
17. NOTICE OF MOTION
18. MOTION - NOTICE OF WHICH HAS BEEN GIVEN - Trustee Graham Hart M
19. ' ADDITIONAL ITEMS
20. QUESTIONSICOMMENTS BY MEMBERS
21. ADJOURNMENT
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING, PUBLIC SESSION
2011 MAY 24
The Board met in regular session on 2011 May 24 in the Board Room at the Education Centre, meeting in
public session at 7:00 p.m. to 11:26 p.m. The following were in attendance:
TRUSTEES
ADMINISTRATION AND
T. Grant (Chair)
P. Jaffe
OTHERS
M.E. Smith
J. Bennett
B. McKinnon
B. Tucker
B. Sonier
R. Campbell
B. Murray
K. Dalton
P. Tufts
J. Coghlin
S. Polhill
L. Elliott
K. Bushell
J. Daniels
T. Roberts
B. Greene
S. Christie
G. Hart
P. Sattler
M. Sereda
K. Meeson
W. Huff
R. Tisdale
C. Bourbonnais - MacDonald
D. Rajala
J. Todd
K. Edgar
K. Young
L. Griffith -Jones
K. Aitken
S. Hughes
B. Seto
M. Moynihan
V. Nielsen
CALL TO ORDER.
Board Chair T. Grant called the meeting to order at 7:00 p.m.
2.13. O CANADA AND MUSICAL PRESENTATION
The appreciation of the Board was extended to the D.M. Sutherland Public School Band/Choir for
their performance and Conductor Samantha Benedict for leading in the singing of O Canada and
performing two musical selections.
4. APPROVAL OF AGENDA
The agenda was approved on motion of T. Roberts, seconded by J. Coghlin.
5. OFFICIAL RECORD
S. Christie, Supervisor, Corporate Services, read the following official record into the minutes:
"We regret to record the death of Leslie Petter, a teacher at Medway High School on 2011 May
11 and Janet Wilson, a Continuing Education Instructor on 2011 May 15."
6. RECOGNITIONS
a. Save the World Challenge - Oakridge Secondary School
Supt. M. Moynihan introduced two students who were the province -wide recipients of the Institute
of Chartered Accountants of Ontario's third annual Save the World contest. A. Popa and E.
(Heejoon) Shin, Grade 12 students of Oakridge Secondary School, were successful for their
submission on EcoOxygen to develop Green classrooms with plants to improve air quality in
schools to promote overall student health and productivity.
The winners received $10,000.00 with $5,000.00 put toward making EcoOxygen a reality within
their school.
b. Equity and Inclusive Education Video Contest Winners
Exec. Supt. L. Elliott introduced individuals who played a key role in the Equity and Inclusive
Education Video Contest. The We All Belong winners were introduced and each winning video
r clip was viewed. Because of technical difficulties, the successful video, submitted by Parkside
Collegiate Institute, could not be shown; however, it is available online on the Board's website and
everyone was encouraged to see it.
2011 May 21 a...2
6. RECOGNITIONS - cont'd
b. Equity and Inclusive Education Video Contest Winners - cont'd
In the elementary school category,first prize was awarded to Glen Cairn Public School (London)and
second prize was awarded to Victory Memorial Public School (Ingersoll).
In the secondary school category, first prize was awarded to Parkside Collegiate Institute (St.
Thomas) and second prize to Sir Wilfrid Laurier Secondary School (London).
7. CONFLICTS OF INTEREST -No conflicts of interest were declared.
8. CHAIR'S ANNOUNCEMENTS
Chair Grant introduced and welcomed Sheila Amri of Saunders Secondary School and Won June Tai
of Central Secondary School, the new student trustees for 2011-2012 school year.
Chair Grant encouraged everyone to attend the Special Olympics at TD Waterhouse Stadium on
Wednesday, May 25 and Thursday, May 26 from 10:00 a.m. to 2:00 p.m. She noted that this uplifting
experience demonstrates the efforts of hard working students and the great work the community does
for students with special needs. Admission and parking are free.
9. DIRECTOR'S ANNOUNCEMENTS
Director Tucker called upon Exec. Supt. L. Elliott to announce the appointment to the Minister's Student
Advisory Council. Exec. Supt. Elliott noted that the Council is a group of 60 students selected from 600
from all parts of the education system. She recognized B. Boyer of G. A. Weable who will serve as the
2011-2012 member.
Exec. Supt. Elliot also recognized E. Pelkington of Strathroy District Collegiate Institute who is a current
member noting the TVDSB is fortunate to have two students from within the district to be recognized_ as
members of the prestigious council.
10. PUBLIC INPUT
Trustee S. Polhill advised that because of a personal commitment, she would have to excuse herself
during the public input presentations but ensured that she would review the public input presentations
via the Board's website.
a. Colborne Accommodation Review Committee
Two written submissions were provided related to the Colborne Accommodation study.
b. Sherwood Forest Accommodation Review Committee
Public input was received from the following individuals regarding recommendations related to the
Sherwood Forest accommodation review. Trustees posed questions of clarification.
Kate Vanderwielen;
Michele Mannering;
Janice Jarmain;
Madeleine Hymowitz;
Shelley Hopkins;
Dr. Phillip R. Walsh;
Robert Stoddart;
Susanne Schmid;
Heather Johanson;
Gail Stoddart;
Anabel Quan Haase;
Sandy Levin;
Richard Duench;
Dennis Michaelson;
Heather Pilkington;
Ryner Stoetzer;
Don McKillop;
Andrea McGahey; and
David Hill.
2011 May 24...3
10. PUBLIC INPUT -cont'd
b. Sherwood Forest Accommodation Review Committee - cont'd
Chair Grant expressed appreciation to J. Thorpe for his help during the ARC process, as well as
attending the public input session. In response to questions posed by Trustees, the Senior
Administration was asked to provide information on the following issues:
• clarification on the accommodation timelines set out in Board policy and procedures;
• a copy of the detailed demographic report of the neighbourhood;
• boundary for the proposed French Immersion site at Wesdale and Jeanne Sauve French
Immersion Public Schools;
• difficulties, problems and costs that would arise from having a K-6 school among K-8 schools
and whether this would cause operations/school management problems;
• review of the physical enhancements at Orchard Park Public School if the two schools combine;
• whether the Ministry of Education's policies require Administration recommendations to form an
ARC;
• review of ARCS in other parts of the Distrct where the school closed but the property was
protected by either the Board, City or County;
• actual cost to keep the school open without it being occupied for one year including heating,
taxes, custodial services, etc.; and
• contact the City of London seeking a report/motion to have gone to the community and
neighbourhood committee that dealt specifically with the green space issue.
Trustee Bennett requested that the responses be brought to the Board in two reports. It was
confirmed that available information will be brought to the 2011 June 14 meeting with the remaining
information brought on 2011 June 28.
At 9:45 p.m., a motion to recess and reconvene at 9:55 p.m. was moved and carried.
11. ADMINISTRATIVE PRESENTATIONS- none
12. MINUTES OF THE 2011 MAY 10 BOARD MEETING
a. Confirmation of Minutes
The minutes of the Regular Board Meeting of 2011 May 10 were adopted on motion of G. Hart
seconded by J. Todd.
b. Business Arising from Minutes
Trustees discussed input regarding the Knollwood Accommodation study. It was questioned if the
Ministry of Education had indicated that no school could be considered for closure once deemed a
Full -Day Kindergarten site. Exec. Officer K. Bushell clarified that the Board is required to notify the
Ministry of Education to advise that they may need to adjust the proposed site and look at an
alternative year 3/4/5 site within the same neighbourhood.
A recommendation including short and long-term effects of the Knollwood ARC was requested.
Director Tucker noted that additional information would be provided regarding Sir John A.
MacDonald Public School and French Immersion.
In response to a question, it was confirmed that the Senior Administration would provide the
breakdown of students within the natural geographic area of Sir John A. MacDonald Public School
rather than only those bused from holding zones.
2011 May 24...4
12. MINUTES OF THE 2011 MAY 10 BOARD MEETING - cont'd
b. Business Arising from Minutes - cont'd
It was further questioned if Sir John A. MacDonald Public School would require an elevator to be in
compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Exec. Officer Bushell
noted that, in terms of accessibility, the three -storey building would require an elevator. He indicated
that, in comparison to the other schools, Sir John A. MacDonald Public School has better superior
program accommodation, a large OTG capacity and a daycare within the school but that significant
dollars will be required to make it accessible.
13. STUDENT TRUSTEES' UPDATE
Student Trustee J. Daniels distributed the Ontario Student Trustee Association Student Survey which
included participants, number of respondents and the grade levels. He noted that new this year is a
parent edition of the survey on the Ontario Student Trustees' Association site.
Trustee B. Murray reviewed the survey with the members noting that 70 percent of the responses were
from females, over 50% were by grade 12 students and that 67 out of the 72 school boards have
responded.
She advised that there will be a Student Advisory Council meeting on 2011 June 1 where Information
Technology and computers will be discussed.
14. REPORTS FROM THE ADMINISTRATION - none.
15. REPORTS OF COMMITTEES
a. Report of the Special Education Advisory Committee 2011 May 02
6:40 p.m. - 8:40 p.m.
Members Present Administration and Others
,J. Gritzan (Vice -Chair)
Trustee, R. Campbell
Trustee, T. Grant
Association for Bright Children, D. Ensing
Autism Society Ontario, S. Fiddes
Children's Aid Society of London & Middlesex,
M. Cvetkovich
Easter Seal Society, A. Morse
Epilepsy Support Centre, B. Harvey
FASD E.L.M.O., T. Ashby
Learning Disabilities Association of Ontario, T. Fawdry
Thames Valley Children's Centre,
Voice for Hearing Impaired Children, M. Barbeau
Regrets:
Trustee J. Bennett (Chair)
Community Living Education Committee (S. Wilson)
Vanier Children's Services (B. Montminy/T. Green)
Absent:
Chippewas of the Thames, C. Kechego
Thames Valley Council of Home and School
Associations, A. Morell
Elementary Principal, L. Carswell
Elementary Principal, R. Culhane
Learning Supervisor, Special Education,
J. Johnston
Secondary Principal, N. Fader
Secondary Vice -Principal, V. Towel[
Superintendent of Education, Special
Education, K. Edgar
Guests:
S. Nugent, Learning Coordinator,
Assistive Technology
�'t
2011 May 24... 6
15. REPORTS OF COMMITTEES - confd
a. Report of the Special Education Advisory Committee - cont'd
1. CALL TO ORDER
The meeting was called to order at 6:40 p.m. in the London Room at the Education Centre by
Vice -Chair J. Gritzan.
2. CONFIRMATION OF AGENDA
The agenda was amended replacing item Budget and GSN Update with Special Education
Staffing. The agenda was approved as amended.
3. CONFLICTS OF INTEREST - none.
4. ALTERNATIVE REPORT CARD DEMONSTRATION
J. Johnston, Learning Supervisor Special Education introduced Assistive Technology Learning
Coordinator S. Nugent. Ms. Nugent provided a demonstration to the committee on the newly
developed Alternative Report Card that is linked to the SEAS (Special Education Administrative
System) software. This new design allows for greater flexibility for teachers and incorporates
their suggestions and ideas to create a user friendly, informative report card for students with
special needs who do not access the Ontario curriculum. The Alternative Report Card is being
piloted this spring at Clarke Road Secondary School, Saunders Secondary School, Woodland
Heights Public School, Mitchell Hepburn Public School and St. George's Public School with a
plan to roll out to all schools in 2011 September. The initial feedback from teachers is extremely
positive. Ms. Nugent noted that the annual goals and expectations are imported from the
software which greatly reduces duplication of work. Parents will also have the opportunity to
provide feedback on the new Alternative Report Card.
SPECIAL EDUCATION STAFFING
K. Edgar, Superintendent of Special Education advised the committee that due to an
administrative error, special education staff was over -allocated. Funding for special education
staffing is distributed in one lump sum and allocated by each Board as necessary, whereas
funding for regular staffing is distributed in pre -determined amounts specifically for elementary
or secondary use. As assignments forthe nextschool year have already been given to teachers,
the Board would be in contravention of collective agreements as staffing would change. Ms.
Edgar presented different options for consideration. The suggested solutions included the option
of not immediately filling leave of absences or retirements and to equalize STEPS teams. None
of the options involved staff lay offs. A discussion followed to clarify that students will not be
directly impacted by the possible solutions.
6. MINUTES OF MEETING FROM 2011 APRIL 04 -The minutes were approved as printed.
7. BUSINESS ARISING FROM THE MINUTES OF 2011 APRIL 04 - none
$. FIVE MINUTE MEMBER PRESENTATIONS
A. Morse, Easter Seal Society and M. Barbeau, Voice for Hearing Impaired Children provided
handouts and information regarding their associations as part of SEAC's action plan to update
members on their perspective organizations.
9. DVD PRODUCTION SUB -COMMITTEE UPDATE
A. Morse, on behalf of the sub -committee updated the members on the status of the SEAC
action plan to develop a parent engagement DVD. Ms. Morse provided a handout highlighting
the concept, content overview, logistics and next steps. The committee will meet again on 2011
May 16 to develop scripts and scenarios.
2011 May 24...6
15. REPORTS OF COMMITTEES - cont'd
a. Report of the Special Education Advisory Committee - cont'd
10. EQUITY AND INCLUSIVE EDUCATION (EIE) COMMUNITY ADVISORY COMMITTEE
UPDATE
J. Gritzan provided an update on the recent meeting held on 2011 April 11 noting the first
meeting was an orientation session. Members include: Children's Aid of Oxford, City of London,
Elgin and St. Thomas Public Health, London Cross Cultural Learning Centre, HIV and AIDS
Connection, London -Middlesex Mental Health Association, City of London Police, N'Amerind
Friendship Centre, St. Leonard's Society, Thames Valley Children's Centre, TVDSB Trustees
and United Way. Thecommittee received Ontario's Equity and Inclusive Education Strategy and
the Ministry of Education's PPM (Policy/Program Memorandum) 119 and TVDSB Policy that
addresses PPM 119. The committee will meet again on 2011 May 24.
11. NEW BUSINESS
A. Morse noted a request will be coming forward from the Ontario Association of Families with
Communication Disorders requesting participation by the Board regarding a video project
focusing on communication disorders. This is in conjunction with Parents Reaching Out Grants.
12. FORUM: ASSOCIATION UPDATES
D. Ensing noted that an Orchard Park Public School student recently won the Ontario Library
Association's Red Maple Logo Design as part of the Festival of Trees Conference promoting
Canadian books. As a reward the student is invited to bring his whole classroom to the
conference at no charge and the cost of bussing has been generously donated by Association
for Bright Children and an anonymous donor.
T. Grant noted thatthe Mental Health and Wellness Committee has put four task groups in place
as part of their Strategic Plan. The four groups are: Anti -stigma Campaign, Cultural Sensitivity
and Family Engagement, Teacher Capacity and Inter -disciplinary Teamwork and Prevention and
Resiliency Programs.
13. FUTURE MEETING DATES
• Tuesday, 2011 May 17 (10:00 a.m. -12:00 p.m.)
• Tuesday, 2011 June 07 (11:45 a.m. - 3:00 p.m.)
14. FUTURE AGENDA ITEMS
• Before and after example of student improvement using assistive technology
• Five minute member Presentations (June - CAS, Epilepsy)
• Fetal Alcohol Spectrum Disorder
• Budget & GSN Update (K Meeson, May 17 - deferred from May 02)
• Special Education Report Updates (May 17)
• Student Re -engagement Statistics Update (June)
15. ADJOURNMENT
The meeting adjourned at 8.40 p.m.
RECOMMENDATIONS: none
J. GRITZAN
Vice -Chair
2011 May 24... 7
15. REPORTS OF COMMITTEES - cont'd
b. Report of the Trustee Professional Development Committee 2011 May 10
4:00 p.m. - 4:25 p.m.
MEMBERS PRESENT ADMINISTRATION & OTHERS
B. McKinnon (Chair) T. Roberts S. Pullam
T. Grant
1, APPROVAL OF AGENDA
The Agenda was reviewed and approved.
2. ADDITIONAL PD REQUESTS - AFTER APRIL 01
All trustee requests for funding for Professional Development (PD) conferences afterApril 01 were
reviewed. Two requests to attend the Summit on Children's Mental Health in Toronto were
approved as well as two requests to attend the OPSBA AGMICSBA Congress 2011 in Ottawa as
there are sufficient funds in the Trustee PD account.
The following recommendation was moved and carried:
That since there will be adequate funds available, that the four new requests submitted for
funds from the pooled trustee PD money after 2011 April 01 be approved.
3. OTHER BUSINESS
a. Conference/Workshop Feedback
Trustees are reminded to complete the Professional Learning Reflections Form and return it
to the PD Committee upon returning from the PD event. The forms may be referred to the
Chairs' Committee to consider scheduling a PD reporting/sharing session prior to a future
board meeting.
b. Use of PD funds for training sessions
There was some discussion regarding using PD funds for trustees to explore other PD
opportunities such as time management courses and technology training which could assist
in their role as trustees.
4. NEXT MEETING
The next meeting will be scheduled at the call of the Chair of the Committee.
5. ADJOURNMENT -The meeting adjourned at 4:25 p.m.
RECOMMENDATION:
That since there will be adequate funds available, that the four new requests submitted
for funds from the pooled trustee PD money after April 01, 2011 be approved.
The recommendation was approved on motion of B. McKinnon, seconded by T. Roberts.
Following approval of the recommendation, it was noted that there is $4,000.00 remaining in the
Trustee Professional Development pool fund.
B. MCKINNON
Chair
2011 May 24... 8
16. REPORTS OF COMMITTEES - cont'd
c. Report of the Special Education Advisory Committee 2011 May 17
10:00 a.m. to 12:00 p.m.
Members Present Administration and Others
Trustee, J. Bennett (Chair)
Trustee, R. Campbell
Trustee, T. Grant Association for Bright Children,
D. Ensing
Autism Society Ontario, J. Wright
Children's Aid Society of London & Middlesex, M.
Cvetkovich
Easter Seal Society, A. Morse
Epilepsy Support Centre, B. Harvey
FASD E.L.M.O., T. Ashby
Learning Disabilities Association of Ontario, G.
Young
Thames Valley Children's Centre, J. Gritzan (Vice -
Chair)
Thames Valley Council of Home and School
Associations, A. Morell +11:00
Voice for Hearing Impaired Children, M. Barbeau
Regrets: S. Wilson, Community Living London
B. Montminy, Vanier Children's Services
Absent: Chippewas of the Thames,
C.Kechego
Superintendent of Education, Special
Education, K. Edgar
Learning Supervisor, Special Education,
J. Johnston
Elementary Principal, L. Carswell
Elementary Principal, R. Culhane
Secondary Principal, N. Fader +10:30
Secondary Vice -Principal, V. Towell
Guest: K. Meeson, Finance Manager
1. CALL TO ORDER
The meeting was called to order at 10:00 a.m. in the London Room at the Education Centre
by Chair J. Bennett.
2. CONFIRMATION OF AGENDA
The agenda was approved as amended.
3. CONFLICTS OF INTEREST -none.
4. BUDGET AND GSN (GRANTS FOR STUDENT NEEDS)
K. Edgar, Superintendent of Special Education introduced Finance Manager K. Meeson. Ms.
Meeson provided a brief update on the budget and GSN'sthatwere announced bythe Ministry
on 2011 March 31 noting that declining enrolment does have an effect on revenues.
The GSN did not have any specific mention of special education this year. Special education
equipment is a concern based on the current formula the Ministry is using. The formula has
changed from a claims based process to a percentage formula and as a result the Board
receives less funding than in previous years. Maintenance and replacement of equipment
expenses must be absorbed by the Board as there is no special funding for this. Software
licenses can be reclaimed in the new process and some licenses are now free, for example,
WordQ.
2011 May 24... 9
15. REPORTS OF COMMITTEES - cont'd
c. Report of the Special !Education Advisory Committee - cont'd
4. BUDGET AND GSN (GRANTS FOR STUDENT NEEDS)
The 2011-2012 budget process began in February taking into account projected enrolment
numbers and staffing requirements. Once the revenue is finalized, expenditures can be applied.
Manager Meeson noted that special education is a cost accounting exercise as there are specific
ways to calculate revenue and expenses. There are no significant changes to the SEA (Special
Equipment Amount) for the 2011-2012 year. The per pupil amount has had an increase in funding
of approximately 70 percent.
There is a slight increase in projected elementary enrolment; however, secondary has a significant
decrease for the 2011-2012 school year.
D. Ensing thanked Manager Meeson and noted appreciation for her approach regarding special
education needs.
In response to a question raised, Supt. Edgar explained that there are waiting lists for some
programs (e.g. gifted). Itwas noted thatcongregated classes are just one example to meet student
needs.
5. MINUTES OF MEETING FROM 2011 MAY 02
The minutes were approved as printed.
6. BUSINESS ARISING FROM THE MINUTES OF 2011 MAY 02
D. Ensing noted that the Orchard Park Public School trip referred to in the minutes did not occur.
The top three student priority issues resulting from member presentations will be tracked to
determine any commonalities. Member presentations will be limited to ten minutes.
A. Morse followed up with J. Johnston and V. Fernandez regarding the Ontario Association of
Families with Communication Disorders request for participation by the Board regarding a video
project focussing on communication disorders. A proposal was submitted the week of 2011 May
08 for a Parent Reaching Out Grant to assist with funding the project.
A. Morse noted the DVD sub -committee met on 2011 May 06 and worked on three of six identified
sections for parent engagement. The committee will meet again in 2011 June.
K. Edgar advised that the staffing solution, as a result of the over -allocation of staff, will have less
of an impact on students as discussed at the SEAC meeting of 2011 May 02; fewer staff changes
were required than anticipated.
7. SPECIAL EDUCATION REPORT PLANNING
Supt. Edgar reviewed the Special Education Report. The Committee provided input and comments
regarding updates and changes to the Ministry -required report. The changes/revisions will be
brought forward to the Board on 2011 June 14.
8. NEW BUSINESS - none
9. FORUM: ASSOCIATION UPDATES
On 2011 April 11, the Thames Valley District School Board's Understand Me: A Strategic Plan for
Improving Mental Health and Supporting Students with Mental Health Problems in the Thames
Valley District School Board for 2010 to 2015 was mentioned at the Legislative Assembly of
Ontario.
2011 May 24... 10
15. REPORTS OF COMMITTEES - cont'd
c. Report of the Special Education Advisory Committee - cont'd
10. FUTURE MEETING DATES
Tuesday, 2011 June 07 (11:45 a.m. - 3:00 p.m.)
11. FUTURE AGENDA ITEMS
• Member presentations (five to ten minutes only) (June - CAS, Epilepsy)
• Student re -engagement statistics update (June)
• DVD production sub -committee (September)
• Before and after example of student improvement using assistive technology
• Fetal Alcohol Spectrum Disorder
i
12. ADJOURNMENT
The meeting adjourned at 12:00 p.m.
RECOMMENDATIONS: none
c. Report of the Audit Committee
MEMBERS PRESENT
T. Grant R. Robertson
G. Hart R. Tisdale (Chair)
T. van Pinxteren (teleconference - 3:20)
1. APPROVAL OF AGENDA
The agenda was approved by motion.
J. BENNETT
Chairperson
2011 May 17
3:00 p.m. - 4:43 p.m.
ADMINISTRATION AND OTHERS
B. Greene M. King
K. Meeson J. Berkin
B. Tucker
1, CONFLICTS OF INTEREST - none declared.
2. LETTERS OF ENGAGEMENT
Exec. Supt. Greene presented the four 2011 Deloitte Letters of Engagement previously
distributed to the Committee: Literacy and Basic Skills, Stub Period, Ontario Youth Apprentice
Program and financial statement audit for 2011 August 31. Manager Meeson described the
content of the letters, noting they clearly define the scope and objectives of the audits,
responsibilities of the auditor and management, fees and reporting. Discussion regarding
signing authority and presentation to the Board followed. The Committee agreed that per
Regulation 361, and noting that all Trustees received the Audit Committee agenda and
material, signing authority could be obtained at the meeting. Additionally, it was noted that
these services to be performed by Deloitte were included in the RFP for Audit Services
approved by the Board in June 2010. Administration responded to questions regarding
Ministry. requirements and it was agreed Deloitte would be instructed to reissue the
engagement letters expressing that findings for all four audits are to be communicated to the
Audit Committee.
2011 May 24...11
15. REPORTS OF COMMITTEES - confd
c. Report of the Audit Committee - cont'd
4. INTERIM FINANCIAL REPORTING
Manager Meeson distributed a revised version of the Interim Financial Reporting. She highlighted
the Committee's suggested revisions that were incorporated into the documents based on input
received at the last meeting. Manager Meeson provided clarification regarding variances from the
previous report, and it was agreed that a note providing explanation for changes in revenue
received for restricted grants would be included in future reports.
2010-11 TVRAA FINANCIALS
Exec. Supt. Greene described the process that has taken place with respect to TVRAA financial
reporting and the involvement of Program Services Staff. He reviewed general ledger entries
related to all five boards, versus entries specifically referring to TVDSB and gave examples of
such an expense. Exec. Supt. Greene described the monthly reporting that occurs and noted the
group is currently reviewing a process to have the documents available on the TVRAA website.
He noted Manager Meeson's involvement in the TVRAA executive meetings.
Manager Meeson distributed a proposed format for the TVRAA budget statement and highlighted
some of the complexities faced by the group, such as how to demonstrate items such as gate
receipts. She reviewed the billing process for the four other boards and provided
clarification regarding expenses specific to TVDSB alone. She advised that, as of next year, each
Board will be responsible for their own championship fund and told of the care being taken,
through closely working with Program Services staff, to ensure funds are allocated appropriately.
Manager Meeson advised thatthe future billing processwill includetwo interim calculations based
on budget, and a final bill based on actuals at the end of the year. The Committee provided
suggestions for improvements to the reporting format.
6. REPORT OF THE IN -CAMERA MEETING OF 2011 MAY 17
A motion to move in -camera was approved at 3:53 p.m. The Committee met in -camera to discuss
personnel and legal issues. The Committee reconvened in public session at 4:42 p.m.
7. OTHER BUSINESS - none.
8. NEXT MEETING - 2011 June 21
9. ADJOURNMENT -A motion to adjourn was moved and carried at 4:43 p.m.
RECOMMENDATIONS: none
RUTH TISDALE
Chairperson
d. Report of the Chairs' Committee 2011 MAY 19
9:17a.m.-12:12 p.n
MEMBERS PRESENT ADMINISTRATION AND OTHERS
T. Grant (Chair) G. Hart B. Tucker S. Christie
J. Bennett T. Roberts
1. APPROVAL OF AGENDA
Items 13 a and b were added to the agenda. It was approved as amended by motion.
2411 May 24-:12
15. REPORTS OF COMMITTEES - cont'd
d. Report of the Chairs' Committee - cont'd
2. CONFLICTS OF INTEREST - none declared
3. REVI EW OF 2011 MAY 24 REGULAR BOARD AND 2011 MAY 31 SPECIAL BOARD AGENDAS
The agendas for the in -camera and public Board meetings of 2011 May 24 and the special Board
meeting of 2011 May 31 were discussed and updated. Itwas agreed that Director Tucker will add
the issue described in Trustee Hart's Notice of Motion related to repatriation of students to the next
Regional Education Council agenda. Questions regarding amending the transportation consortium
policy and timelines for reviewing the TVDSB policy were raised.
4. CORRESPONDENCE
A letter from the President of OPSBA to the Minister of Education regarding Full -day Kindergarten
funding shortfalls as a result of class size caps will be included in the trustees' information
packages. The following motion was moved and carried:
That the Board Chair write the area MPPs advising that the matter of Full -day Kindergarten
funding and class size caps is an ongoing issue to be addressed.
5. STRATEGIC PLAN - RFP
Purchasing Supervisor C. MacKenzie joined the meeting to present a template to secure the
services of a consultant to facilitate the development of the Board's strategic plan. She also
distributed candidate RFP worksheets for approval. It is anticipated that development of the
Board's Strategic Plan will take approximately one year. The need to seek system and public
inputwas discussed and agreed to use the same methodology in seeking trustee and public input.
Some revisions to the worksheets were suggested.
Interviews will be held on June 28 with the full Board participating in the selection process. The
successful candidate will facilitate strategic planning session on August 26 and 27. Members of
the Committee signed the necessary confidentiality statements. It was noted that suggested
bidders should be referred to Supervisor MacKenzie for inclusion on the invitation list.
Supervisor MacKenzie will attend the June 22 Chairs' Committee meeting to consider the
submissions.
IN -CAMERA QUESTIONS BY MEMBERS
Chair Grant indicated that trustees have asked for an opportunity to ask questions on pending
issues and receive updates during in -camera sessions. Itwas suggested that individual trustees
contact the Director when they have questions related to issues. Further discussion may be
requested through the Director or Chair as a topic for discussion at an in -camera session. Chair
Grant has sought information on other boards' practices through OPSBA.
7. BOARD AND COMMITTEE MEETING SURVEY PILOT
Chair Grant distributed a draft Board survey, used by a community board, for discussion at the
next Committee meeting. She suggested that it be completed annually to consider the
effectiveness of Board and committee meetings and be piloted by the end of June, 2011, in
preparation for developing the Board's strategic plan. This issue will be added to the next Chairs'
Committee meeting agenda.
8. MINISTRY OF EDUCATION MEMO RE B5
Director Tucker advised that Ministry of Education Memo B5 indicates that vacation accurals must
be budgeted at 50% ($1.5M) and included in the Board's compliance Budget. He suggested that
Chair Grant discuss the concern with Ontario Public School Board's Association. The matter will
also be discussed at the next Budget Advisory Committee Meeting.
2011 May 24...13
16. REPORTS OF COMMITTEES - cont'd
d. Report of the Chairs' Committee - cont'd
9. DRAFT LETTER RE METHADONE CLINIC
Director Tucker presented a draft letter to the Chair of the Built and Natural Environment
Committee, City of London Planning Division, expressing its opposition to amending zoning
bylaw Z-1 at 519 York Street and requesting that methadone clinics not be located near any
school building. It was agreed that copies of the letter will be sent to City of London
Councillors and the Mayor.
10. NAMING OF SCHOOLS - INDIVIDUALS
Chair Grant raised issues over the current process of naming schools where individuals'
names are recommended to the Board. It was suggested that only one name should come
forward from the Naming Committees for consideration. This will require an amendment of
the Naming of Schools procedure. It was noted that proposed names and background
information should be verified prior to being submitted for consideration. It was felt that when
individuals' names are brought to the Board, they should be considered in -camera under
"Personal".
Concern over bringing two names in priority order was raised as well as raising expectations
of individuals and families when the submissions go to the Board for consideration.
11. BOARD MEETING SCHEDULE
The draft Board meeting schedule for2012 was discussed noting the March Break will be held
during the second week when a Board meeting is normally scheduled. It was suggested to
hold the February meetings on the February 7 and 21 and the March meetings on March 6
and 27 to allow the normal two -week period between meetings.
The following motion was moved and carried:
That the attached Schedule of Regular Board Meetings for the period 2011 December 1
to 2012 November 30 be approved.
12. BOARD ROOM EQUIPMENT - deferred to a future meeting
13. OTHER BUSINESS
a. Paperless Policy Working Committee
The implications to implementing paperless committee meetings were discussed. It was
agreed thatthe Board should considerthe matter for decision. Director Tucker will speak
with Supt. V. Nielsen regarding the necessary power sources and software to run
paperless meetings and report at the next meeting.
b. Board Room Chairs
Director Tucker spoke to a request to replace the Board Room chairs at a cost of
$25,000. 1t was agreed that Trustee Roberts will pursue the matter through the Budget
process.
c. In -Camera Personal Items
The committee moved in -camera by motion at 11:58 a.m. to discuss two personal
matters. It reconvened in public session at 12:12 p.m.
14. FUTURE MEETINGS
The next meetings were scheduled for 3:00 p.m. on June 7 at 9:00 a.m. on June 22.
r
2011 May 24...14
15. REPORTS OF COMMITTEES - cont'd
d. Report of the Chairs' Committee - cont'd
15. ADJOURNMENT - The meeting adjourned at 12:12 p.m. by motion.
RECOMMENDATIONS:
1. That the Board Chair write the area MPPs advising that the matter of Full -day Kindergarten
funding and class size caps is an ongoing issue to be addressed.
2. That the attached Schedule of Regular Board Meetings for the period 2011 December 1 to
2012 November 30 be approved.
T. GRANT
Chairperson
The recommendations were approved on motion of J. Bennett, seconded by G. Hart.
Trustee Daniels advised that some H.B. Beal Secondary School students have expressed
concerns regarding the Methadone Clinic. He commended the Committee and Director for
addressing the issue.
e. Report of the Budget Advisory Committee
MEMBERS PRESENT
J. Coghlin R. Tisdale
W. Huff T. Grant (Ex Officio)
T. Roberts (Chair)
Regrets: J. Todd
Trustee Visitors: J. Bennett, R. Campbell,
P. Sattler, S. Polhill
2011 May 19
5:30 p.m. - 8:08 p.m.
ADMINISTRATION AND OTHERS
B. Tucker
J. Berkin
K. Meeson
S. Macey
B. Hester
K. Young
V. Nielsen
L. Elliott
1. APPROVAL OF AGENDA -The agenda was approved by motion.
2. CONFLICTS OF INTEREST -No conflicts of interest were declared.
3. 2011-12 STAFFING REPORT
Manager Meeson distributed the report 2011-12 preliminary Budget. The report included
detailed staffing sheets used to develop the salaries and benefits budgets. She confirmed that
the information provided in the report will be included in the preliminary budget presentation
on 2011 May 31. Manager Meeson reviewed the staffing sheets, which included Elementary
and Secondary Teachers, Educational/instructional Assistants, System Level staff and other
staff supported by specific funding. She also highlighted increases projected for Alternative
Education, utility expenses and corporate fees such as insurance premiums. Manager
Meeson described the process of reviewing historical budget allocations to determine areas
of overspending and the tracking of permanent versus temporary budget commitments.
2011 May 24...15
15. REPORTS OF COMMITTEES - cont'd
e. Report of the Budget Advisory Committee - cont'd
3. 2011-12 Staffing Report - cont'd
Administration responded to questions and discussion followed. The effect of declining
enrolment on library and guidance programing was noted. Manager Meeson clarified that the
adjustment to the First Nations allocation, based on a recent change in the GSN announcement,
has not yet been determined. Director Tucker addressed the adjustment to the School
Foundation grant and advised he recently had discussions with OPC. The Committee requested,
and administration confirmed, that future staffing information will identify the source of funding.
Director Tucker described a change in the system approach to literacy. He advised that research
has shown that the Reading Recovery program has lead to disappointing results through EQAO
data. He described the manner in which the system is now supporting literacy, and noted the
positive feedback from principals. Exec. Supt. Elliott advised that 2011-12 will focus on literacy
support teachers working directly inside the classroom, noting the long-term model is receiving
a great deal of support from teachers and principals.
Exec. Supt. Elliott spoke to the funding reduction for the Secondary School Student Success
Initiative. She advised that five TVDSB secondary schools are identified by the Board and
Ministry of Education, with a potential addition of two, to have funding and support directed to
them. Director Tucker emphasized the importance in recognizing that funding for some of
these worthy initiatives is now being withdrawn. He stressed the need to identify and prioritize
those programs that are successful, in order to develop other means to support and sustain
them.
The Committee reviewed the report Administrative Staffing Levels, which identified staff
individually tracked by program, and included the source of funding for each position. Director
Tucker praised Financial and Payroll Services staff for the format and content of the report,
remarking on its value for long term planning. Trustees commented on their pleasure in seeing
the specific funding sources identified, noting the information will greatly assist in future
prioritizing and decision making. It was agreed that budget information distributed May 31 will
include details of support staff.
Trustee Roberts sought input from Trustees with respect to priorities they would like to see
considered in the budget development process. Trustee Tisdale emphasized the Board's
commitment to TVPIC.
The following motion was moved and carried:
In recognition of the Board's commitment to parental involvement, and the fact that the
Ministry provides $500 per school for parental involvement, but campus sites receive $500 to
be shared between the secondary and elementary school,
BE IT RESOLVED that the board budget include additional allocations for parent involvement
to ensure that each individual school received the full $500.
Trustee Huff spoke to the importance and success of programs and services for First Nation
students, and his concern for the continued funding from the Ministry. Discussion followed
regarding funding sources, and the importance of programming. Trustee Grant noted the
enhancements to equity and inclusion programming and the concern that specific cuts to First
Nations programming causes, in this regard.
2011 MaV 24...16
16. REPORTS OF COMMITTEES - cont'd
e. Report of the Budget Advisory Committee - cont'd
3. 2011-12 Staffing Report - cont'd
The following'motion was moved and carried:
Through the Budget Advisory Committee, Trustees and Administration have identified the
continuation of First Nation's programming as a high priority.
Discussion regarding the funding, format and objectives of the Director's Forum took place. The
Committee agreed that the forum is a valuable component and required it be recognized in the
budget process. The Directorwill investigate and provide further information to the Committee.
Trustee Roberts expressed his concern regarding the$1 M reduction in technology funding. Supt.
Nielsen distributed the attached report Budget Advisory Meeting - Learning Technologies. She
highlighted the instructional technology strategic plan, and answered questions from Committee
members. Frustration regarding insufficient funding from the Ministry was conveyed and
discussion followed. Trustee Roberts asked that the Committee consider having $350,000
designated as a priority in the budget.
4. PRINCIPALS'IMANAGERS' BUDGET INPUT - MAY 09
Manager Meeson distributed the attached document Principal and Manager's Input. She
explained that the input and suggestions received from Principals and Managers were reviewed
at the Budget Advisory Committee Meeting of May 09. The Committee compiled the information
and noted that five themes emerged. The material was then presented to Administrative Council
for review and response and is presented in the attached report.
COMMUNICATIONS
Manager Young reviewed the budget information currently available on the Board's website then
sought feedback from the Committee regarding input from the public and the strict timelines
involved. It was agreed the she will promote the May 31 Preliminary Budget Presentation and
seek public input forthe Special Board meeting of June 07. A deadline of June 6 at noon will be
given, with various methods of submission available.
6. OTHER BUSINESS - none.
7. ADJOURNMENT
A motion to adjourn was moved and carried at 8:08 p.m.
RECOMMENDATION:
Trustee Roberts requested that the following motion be broughtforward as a recommendation to the
Board:
That through the Budget Advisory Committee, Trustees and Administration have identified the
continuation of First Nation's programming as a high priority.
The recommendation was approved on motion of T. Roberts, seconded by J. Bennett.
TERRY ROBERTS
Chairperson
A motion to sit past 11:00 p.m. to 11:30 p.m. was moved by T. Roberts, seconded by J. Bennett and r
carried.
2011 May 24... 17
15. REPORTS OF COMMITTEES - cont'd
f. Report of the Committee of the Whole - In Camera 2011 MAY 24
5:00 p.m. - 6:14 p.m.
MEMBERS PRESENT
ADMINISTRATION AND OTHERS
J. Bennett (Chair)
B. McKinnon
B. Tucker
V. Nielsen
R. Campbell
B. Murray
K. Dalton
M.E. Smith
J. Coghlin
S. Polhill
L. Elliott
B. Sonier
J. Daniels
T. Roberts
B. Greene
P. Tufts
T. Grant
P. Sattler
M. Sereda
K. Wilkinson
G. Hart
R. Tisdale
C. Bourbonnais-
K. Bushell
W. Huff
J. Todd (5:10)
MacDonald
S. Christie
P. Jaffe
L. Griffith -Jones
D. Rajala
S. Hughes
K. Young
M. Moynihan
The Committee met in camera from 5:00 p.m. to 6:14 p.m.
1. APPROVAL OF AGENDA- The agenda was approved by motion.
2. CONFLICTS OF INTEREST - No conflicts of interest were declared.
3. Confidential legal and personal matters were discussed.
4. RISE AND REPORT
A motion to rise and report was moved and carried at 6:14 p.m.
RECOMMENDATION:
That the Board accept the latest offer made by Chartwells for the provision of Cafeteria Food Services.
JOYCE BENNETT
Chairperson
The recommendation was approved on moved by J. Bennett, seconded by J. Coghlin.
g. Thames Valley Parent Involvement Committee
Trustee Tisdale advised that Cindy McCutcheon, Chairof Wilton Grove Public School Student Council
and President of the Thames Valley Parent Involvement Committee, sent her regrets forthe meeting.
She will forward a written report regarding the work of TVPIC.
16. COMMUNICATIONS
a. Ontario Public School Boards' Association (OPSBA) -Update
Trustee Sattler provided a brief report and advised that the Summit on Children and Youth Mental
Health will be held on 2011 June 2 and the 231d AGM & Program will be held from 2011 July 7 to July
9 in Ottawa.
2011 May 24...18
16. COMMUNICATIONS - cont'd
a. Ontario Public School Boards' Association (OPSBA) - Update - cont'd
Trustee Sattler advised that the last Board of Director's meeting was held on 2011 May 6 and an
electronic copy of the report has been forwarded to trustee inboxes.
OPSBA has also released the draft consultation document on fundraising guidelines and posted it to
their website. They will be accepting individual input until 2011 August 30.
17. NOTICE OF MOTION - none
18. MOTION - NOTICE OF WHICH HAS BEEN GIVEN
Trustee Hart presented the following motion, notice of which was given at the May 10, 2011, Board
meeting. It was moved by Trustee Hart, seconded by R. Tisdale.
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:
• report to the Board of Trustees as soon as possible on plans to retain Grade 8 graduates and
attract new Grade 9 students to Thames Valley including school level best practices;
• report the number of students leaving or joining Thames Valley between Grade 8 and Grade 9
for previous years and this year (2011); and
• investigate with the student transportation consortium of Thames Valley, the South-western
Transportation System, neighbouring school board transportation consortia and neighbouring
boards of education to respect the legal access of secondary students to the closest school and
maximize transportation efficiency by eliminating overlapping transportation bus routes by
different consortia.
The following friendly amendment was accepted by mover T. Roberts, and seconder R. Tisdale:
That the first nugget be amended to read "report to the Board of Trustees as soon as possible on
plans to retain Grade 8 graduates and attract new Grade 9 to 12 students to Thames Valley including
school level best practices;"
After considerable discussion, the following motion was moved by P. Jaffe, seconded by J. Coghin:
That the motion related to the student repatriation be referred to the Administration for consideration
and report to the Board at the second Board meeting in October.
Following discussion, the amendment was withdrawn and the original motion was approved:
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;
2011 May 24... 19
18. MOTION - NOTICE OF WHICH HAS BEEN GIVEN - cont'd
Therefore, moved that Senior Administration:
• report to the Board of Trustees as soon as possible on plans to retain Grade 8 graduates and
attract new Grade 9-12 students to Thames Valley including school level best practices;
• report the number of students leaving or joining Thames Valley between Grade 8 and Grade 9
for previous years and this year (2011); and
• investigate with the student transportation consortium of Thames Valley, the South-western
Transportation System, neighbouring school board transportation consortia and neighbouring
boards of education to respect the legal access of secondary students to the closest school and
maximize transportation efficiency by eliminating overlapping transportation bus routes by
different consortia.
19. ADDITIONAL ITEMS - none
20. QUESTIONSICOMMENTS BY MEMBERS - none
21. ADJOURNMENT
The meeting adjourned at 11:26 p.m. on motion of R. Tisdale, seconded by J. Bennett.
Confirmed:
Chairp rson
2011 May 24...20
SUMMARY OF APPROVED RECOMMENDATIONS OF 2011 MAY 24
- That since there will be adequate funds available, that the four new requests submitted forfunds from the
pooled trustee PD money after April 01, 2011 be approved.
- That the Board Chair write the area MPPs.advising that the matter of Full -day Kindergarten funding and
class size caps is an ongoing issue to be addressed.
- That the attached Schedule of Regular Board Meetings for the period 2011 December 1 to 2012
November 30 be approved.
- That through the Budget Advisory Committee, Trustees and Administration have identified the
continuation of First Nation's programming as a high priority.
- That the Board accept the latest offer made by Chartwells for the provision of Cafeteria Food Services.
- 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:
report to the Board of Trustees as soon as possible on plans to retain Grade 8 graduates and
attract new Grade -12 students to Thames Valley including school level best practices;
report the number of students leaving or joining Thames Valley between Grade 8 and Grade 9 for
previous years and this year (2011); and
investigate with the student transportation consortium of Thames Valley, the South-western
Transportation System, neighbouring school board transportation consortia and neighbouring
boards of education to respect the legal access of secondary students to the closest school and
maximize transportation efficiency byeliminating overlapping transportation bus routes bydifferent
consortia.
THAMES VALLEY DISTRICT SCHOOL BOARD
Schedule of Regular Board Meeting Dates
2011 December 1 to 2012 November 30
DATE
TIME
- BOARD/COMMITTEE
2011 DECEMBER
1
7:00 p.m.
Special Board Meeting
13
7:00 p.m.
Inaugural Meeting
20
5:00 p.m. and 7:00
p.m.
In -camera and Regular Board
2012 JANUARY
10
5:00 p.m. and 7:00
p.m.
In -camera and Regular Board
24
5:00 p.m. and 7:00
p.m.
In -camera and Regular Board
' FEBRUARY
7
5:00 p.m. and 7:00
p.m.
In -camera and Regular Board
21
5:00 p.m. and 7:00
p.m.
In -camera and Regular Board
MARCH
6
5:00 p.m. and 7:00
p.m.
In -camera and Regular Board
27
5:00 p.m. and 7:00
p.m.
In -camera and Regular Board
APRIL
10
5:00 p.m. and 7:00
p.m.
In -camera and Regular Board
24
5:00 p.m. and 7:00
p.m.
In -camera and Regular Board
MAY
8
5:00 p.m. and 7:00
p.m.
In -camera and Regular Board
22
5:00 p.m. and 7:00
p.m.
In -camera and Regular Board
JUNE
12
5:00 p.m. and 7:00
p.m.
In -camera and Regular Board
26
5:00 p.m. and 7:00
p.m.
In -camera and Regular Board
SEPTEMBER
11
5:00 p.m. and 7:00
p.m.
In -camera and Regular Board
25
5:00 p.m. and 7:00
p.m.
ln=camera and Regular Board
OCTOBER
9
5:00 p.m. and 7:00
p.m
In -camera and Regular Board
23
5:00 p.m. and 7:00
p.m.
In -camera and Regular Board
NOVEMBER
13
5:00 p.m. and 7:00
p.m.
In -camera and Regular Board
27
5:00 p.m. and 7:00
p.m.
In -camera and Regular Board