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11/22/2011 - Regular Board Meetingv.- THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING, PUBLIC SESSION 2011 NOVEMBER 22,7:00 P.M. BOARD ROOM, EDUCATION CENTRE AGENDA V-verbal M -material 1.CALL TO ORDER V 2. O CANADA V 3. SPECIAL MUSICAL PRESENTATION - Mitchell Hepburn Public School Band V 4.APPROVAL OF AGENDA M 5.OFFICIAL RECORD M 6.RECOGNITIONS a.Helen Griffin,Huron Heights French Immersion Public School -Canadian Parents for French W R McGillivray Award V 7.CONFLICTS OF INTEREST V 8.CHAIR'S ANNOUNCEMENTS V 9.DIRECTOR'S ANNOUNCEMENTS V 10.CHAIR'S VALEDICTORY ADDRESS V 11.ADMINISTRATIVE PRESENTATION a. Mental Health Strategy V 12.MINUTES OF THE 2011 NOVEMBER 8 BOARD MEETING M a.Confirmation of Minutes b.Business Arising from the Minutes 13.STUDENT TRUSTEES'UPDATE V 14.REPORTS FROM THE ADMINISTRATION a.Late Start for Secondary School:Feasability Study M b.Attracting and Retaining Secondary School Students M c. 2010-11 Gifts to Schools Summary M d.Long-term Financing Arrangements M e.Funding to Support Learning Networks and Learning Cycles M f. Audit Committee -Community Member Appointment M r' 15.REPORTS OF COMMITTEES a.Thames Valley Parent Involvement Committee Update V b.Special Education Advisory Committee,2011 November 7 M c.Chairs'Committee,2011 November 16 M d.Capital Planning Advisory Committee (CPAC)M e.Audit Committee,2011 November 21 (to be distributed)M f.CommitteeoftheWhole-lnCamera,2011 November 22 V 16.COMMUNICATIONS a.Ontario Public School Boards'Association -Update V 17.NOTICE OF MOTION 18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 19.ADDITIONAL ITEMS 20.QUESTIONS/COMMENTS BY MEMBERS 21.ADJOURNMENT // THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING,PUBLIC SESSION 2011 November 22 The Board met in regular session on 2011 November 22 in the Board Room at the Education Centre,meeting in public session at 7:05 p.m.to 10:40 p.m.The following were in attendance: TRUSTEES T.Grant (Chair) 8.Amri J.Bennett R.Campbell J.Coghlin G.Hart Absent:W.Huff P.Jaffe B.McKlnnon S.Polhill T.Roberts P.Battler W.J.Tai R.Tisdale J.Todd ADMINISTRATION AND OTHERS B.Tucker K.Dalton L.Elliott M.Sereda K.Edgar L.Griffith-Jones 8.Hughes K.Meeson M.Moynihan M.E.Smith B.Sonier K.Wilkinson K.Bushell S.Christie R.Hoffman 8.Killip D.Rajala K.Aitken 1.CALL TO ORDER. Board Chair T. Grant called the meeting to order at 7:00 p.m. 2./3.0 CANADA AND MUSICAL PRESENTATION The appreciation of the Board was extended to the Mitchell Hepburn Public School Band for their performance and Conductor M.Tucker forleadingInthe singingof0 Canada and performinga musical selection. 4.APPROVAL OF AGENDA The following amendments were made to the agenda: move item 16.a before 12.d consider Items 15.c and d as one Item. The agenda,as amended was approved on motionof J. Bennett,seconded by P. Battler. 5.OFFICIAL RECORD 8.Christie,Supervisor,Corporate Services,read the following official record into the minutes: We regret to record the death of Matthew Young, a 16-year-old student at Parkside Collegiate Institute on 2011 November 13. 6.RECOGNITIONS a.HELEN GRIFFIN,HURON HEIGHTS FRENCH IMMERSION PUBLIC SCHOOL -CANADIAN PARENTS FOR FRENCH W R MCGILLIVRAY AWARD Supt.L.Griffith-Jones introduced Helen Griffin,the recipient of the W. R.McGlllivray Award, established by the Canadian Parents for French (Ontario).The award Is a tribute to Russ McGilllvray and his contributionto bilingual education and is presented to an individual who has shown initiative,leadership and commitment Inpromoting French as a Second Language.Supt. Griffith-Jones described H. Griffin as a life long learner who has had a tremendous impact on French as a Second Language (FSL)learning and Is a champion In special education. 2011 November 22...2 6.RECOGNITIONS -cont' a.HELEN GRIFFIN,HURON HEIGHTS FRENCH IMMERSION PUBLIC SCHOOL •CANADIAN PARENTS FOR FRENCH W R MCGILLIVRAY AWARD -cont'd Ms.Griffin expressedher appreciation and thanked all individuals who went beyond the call of duty when needed on behalfof students.She shared a video clip oftwocore FSL students who spoke oftheir very positive experiences inthe FSL program. 7.CONFLICTS OF INTEREST - No conflicts of interest were declared. 8.CHAIR'S ANNOUNCEMENTS Chair Grant advised that June Rose Callwood and Locke's Public Schools'dedications are scheduled for November 23 and West Oaks French Immersion Public School on 2012 March 7. Chair Grant noted that there are nine facilitators who have expressed interest and willingness to participate in the strategic planning process.She provided the following timelines for the Strategic Planning framework: 2011 December 1 Training 2012 January 17 Initial meeting with tmstees and superintendents 2012January31 Draft to be reviewed with invited stakeholders 9.DIRECTOR'S ANNOUNCEMENTS a.METHADONE CLINIC Supt.K.Wilkinson provided an update ona recent meeting held at London City Hall regarding methadone clinics that outlined goals,amendments tozoning bylaws and licensing.She notedthat there will be further public consultation from all areas ofthe community on November 10,2011. b.SECURITY UPDATE Director Tuckerupdated members onthe security measures underwayatthe EducationCentre as a resultofsecurityissues that have arisen inthe building and described renovations underway. Exec. Officer K.Bushellexplained thatfundingforthe renovations is generated fromthe Education Centre Renewal Fund that was approved inthe 2009/10 budget. c. THAMES VALLEYREGIONAL ATHLETICS ASSOCIATION (TVRAA) Director Tucker advised that the Board has received approximately $638,000 in restitution inthe Thames ValleyRegion AthleticAssociation theft. He noted that he has spoken withthe Thames Valley Secondary Schools' Administrators' Counciladvising that the funds will be allocated back to the schools'athletic departments on a student FTE basis. d.THE PLEDGE Director Tucker advised that to date,almost 68,000 individuals have taken antl-bullying Pledge, including parts of Europe. He noted that he will be meeting with the DeputyMinisterto discuss the anti-bullying campaign and howwellthe challenge has been accepted bythe community. Director Tucker advised that the members of the committee have initiated a process to meet twice yearly to sustain the community-based initiative. 2011 November 22...3 10.CHAIR'S VALEDICTORY ADDRESS Chair Grant presented the following Valedictory Address: "Oneveryshort year ago, as a brand newBoard,we tookouroaths of office,and 1committed -to the Board, the students and staff of the District, and to our communities - to give my best to 'buildingon our strengths'as a Board and system.It has been a real honour and privilegeto serve the Board as chairperson for 2011,to represent the Trustees and advocate forour students,staff and communities as we move forward to create improvements in education inour District. Since that evening, our firsttime Trustees and our new Student Trustees have become excellent spokespersons and contributors to the work of the Board, and we have all participated positively in advocating and decision-making for the benefit of our students.The strength of the board is enhanced bythe perspectives and experience each Trustee brings to the table representing our students and communities.Together we create strong and positive leadership In the Thames Valley, and our gifts and strengths are used to improve public education. The Board has been committed to ensuring meaningful and authentic collaboration with our families,communities and municipal partners.With the Director, we continue to Improve the opportunityfordialogue inmany issues,and encourage inputin policy development,programs and services,school and board climate,and accommodations. Our responsibility to communicate effectivelyat all levels requires the full engagement of each of us,and effective communication between us and our communities,administration and the ministry. We have strongly identified issues and solutions to the Ministry,collaborated with municipal partners,supported inter-mlnistryand inter-agency cooperation,and invested inmeaningful parent engagement. Leading-edge agreements to collaborate on capital planning issues recognize the importance of Involving local community representatives in the review of accommodation issues.Meetings between representatives from Middlesex, Elginand Oxford Counties have been extremely positive and beneficial, and we continue to work toward similar agreements withthe Cityof London and St Thomas.Two opportunities to have conversations withour co-terminus colleagues have led to a commitment to continue to dialogue withthe London DistrictCatholic School Board forthe benefit of our students. We purposefully invest In new and ongoing program opportunities for students - the new Arbeit Schule in East Elgin,School Within a College partnerships,enhanced program funding for First Nations,M6tis and Inuit Students,TVNELP and High School Here 1Come,just to name a few.The Board seeks data and information on the success of our programs and initiatives, and has committed to making deliberate investments in programs that help all ofour students reach their full potential. In response to technology funding cuts by the Ministry of Education,Trustees Invested in 21st Century education by committing $350,000 to purchase netbooks for both elementary and secondary schools. Improvements towireless access have also been created inmany elementary and secondary schools. The Boardcontinues to invest inearlylearningwhile monitoring the continued shortfallin provincial fundingfor Full-Day Kindergarten (FDK).The program has been successfully implemented in25 of our schools.FDK is proving to be beneficial to parents and students and we appreciate the creativityand innovationofour staff who have launched full-day learning so effectively. 2011 November 22...4 10.CHAIR'S VALEDICTORY ADDRESS -cont'd The Board recognizes the importance of, and has invested in,bilingualism in Thames Valley by approving French Immersion programming at two additional schools thisyear.West Oaks French Immersion Public School in London,and Roch Carrier French Immersion Public School in Woodstock are great additions to French language programming inthe district. As Roch Carrier said:Bilingualism is not onlyan advantage forthe young, but is also a part ofthe great Canadian mosaic. (Le bilinguisme n'est pas seulement un avantage pourla jeunesse,11 faitaussi partiede la grande mosaique canadienne.) The TVDSB is committed to environmental programs and awareness at all levels, and will begin to hold paperless meetingsin 2012.Notonlywill we be modelling environmental stewardship, but this initiative will start to save money for the Board inthe firstyear. We are looking forwardtoengaging the wholecommunityindevelopingthe Board's Strategic Plan inthe NewYear. Together, we will workto identify strategic goals to improve the well-being and achievement of all students in Thames Valley. We are excited about the challenge and opportunities ofthis project, and lookforwardto meaningful conversations and collaborationwith allofour partners ineducation. We hope you will feel proud ofour accomplishments in 2011 and excited about our initiatives and commitments for 2012. Thank youverymuch to my fellow Trustees forthe opportunitythey have given me to serve as their facilitatorand spokesperson.Andthank you all foryourdedication and commitment to makingthe Thames Valley District School Board an ever greater place to work,teach,share and learn." The following motion was moved byT. Roberts,seconded by P.Sattler and carried: That the Chairperson's Valedictory address be spread upon the minutes. 11.ADMINISTRATIVE PRESENTATIONS a.MENTAL HEALTH STRATEGY Supt.K.Edgar introduced Dr.M.Gilpin who provided a detailed report on TVDSB's Mental Health Strategy and implementation.She advised that staff have been working hard on the mental health agenda for the past few years and noted how fortunate the system is to have dedicated funding in this regard.Supt.Edgar described the mission and vision in her report. Mission:The Thames Valley District School Board acknowledges that mental well-being is an enabler for school success Vision:Every school in the Thames Valley District School Board will be a mentally healthy school. Mental Health A state of emotional and psychological well-being in which the individual realizes his or her own potential,can cope with the normal stresses of daily life,can work productively and is able to make a contribution to his or her own community. Mental Disorder A diagnosis of illness that causes major changes in a person's thinking,emotional state and behaviour,and disrupts the person's abilityto work and carry out their usual personal relationships. 2011 November 22...5 11.ADMINISTRATIVE PRESENTATIONS -cont'd a.MENTAL HEALTH STRATEGY -cont'd What is a Mentally Heaithv School Mental Health for All •School,family and community partnerships •Acknowledges role that anti-bullying,antl-stigma and anti-discrimination Initiatives play in mental health promotion Positive staff and itinerant team relationships Personal wellness of staff as role models for students Empathy and community involvement Promotes safe and effective prevention and intervention supports Prioritized Strategic Goals Building Staff Capacity Anti-Stlgma Initiatives Prevention and Resiliency Building Staff Capacity Definition:Enhance staff capacity (knowledge, skills and attitudes)regarding mental health. •Knowledge:Mental Health Literacy • Skills:Recognizing and responding to mental health concerns • Attitudes:Anti-Stigma beliefs and assumptions Activities •Mental health team model Pre-Service Training •Suicide risk staff training Mental Health Literacy Resources Secondary school curriculum •Resiliency in the Classroom Resiliency Information for parents Anti-Stiama Initiatives Definition:Create a climate of common understanding and awareness of mental health among educators,students and families Help reduce negative attitudes,assumptions and behaviours •Enhance curriculum based information to improve mental health literacy Activities Youth Advisory Group Student voice conference Parent input regarding resources and training Enhance existing curriculum documents Promote mental health curriculum resources(e.g.Mindyour Mind, High School Curriculum Guide,Educator's guide) Prevention and Resiliency Definition:Promote prevention and resiliency resources and programs that promote social and emotional learning for all students and foster positive climates In school 2011 November 22...6 11.ADMINISTRATIVE PRESENTATIONS -cont'd a.MENTAL HEALTH STRATEGY -cont'd Activities •Develop a TVDSB Mental Health Resource Guide with: •Database of evidence based programs •Program guidelines for selecting relevant and evidence based programs Process guidelines for community guest speakers Process guidelines to ensure cultural competence (FNMI consultant,multi cultural perspectives) •Guidelines for ways to engage collaborative parent involvement •Glossary of terms and definitions Foundational Elements of the Mental Health Plan Communication Process and Outcome Evaluation Sustainability (Beyond 5 years) Accountability Staff Burden System Priorities In response to a question,it was noted that a portion of the funding is used for collaborative planning, including teachers on special assignment and others withthe expertise that can meet with school teams. 12.MINUTES OF THE 2011 NOVEMBER 8 BOARD MEETING r' a.CONFIRMATION OF MINUTES The minutes of the Regular Board Meeting,2011 November 8 were adopted on motion of G. Hart, seconded by R.Tisdale. b.BUSINESS ARISING FROM MINUTES -none 13.STUDENT TRUSTEES'UPDATE Student Trustee S. Amri reported that she and Student Trustee W. J. Tai attended their first Student Advisory Council meeting where they discussed the following: role of student trustee; •emphasis on what a difference an individual can make as an Upstander; • bullying skits to spread awareness; cafeteria food and vending machines (new Food and Beverage Policy and Procedure) students suggested serving veggie burgers and milk in vending machines, •students also noted concerns of aspartame levels in diet pop currently sold in vending machines, •overall happy with initiatives taking place, • looking for more competitive prices and providing students with larger portions. Student Trustee Tai advised that there are plans to hold a Student Council Summit to bring together all Thames Valley secondary school student leadership groups to provide conformityand unity.Further details and updates will be provided. 2011 November 22...7 14.REPORTS FROM THE ADMINISTRATION a.LATE START FOR SECONDARY SCHOOL:FEASABILITY STUDY Supt. K. Wilkinson presented the completed Feasibility Study which examined the research literature and issues,advantages and challenges of implementing a late start at one or more secondary schools.She was joined by Research and Assessment Manager 8.Killip and A.Cuncic. Background and Process In January 2011 Research and Assessment Services was directed by the Board of Trustees to "undertake a feasibility study to examine the potential benefits of later secondary school starts".Components were suggested such as literature review,current practices,and collection of input. •Studies on sleep needs,current sleep practices,and late start research were compiled. •Other researchers and staff at a Toronto school implementing a late start were interviewed. Interviews withkey TVDSB stakeholders,on topics such as transportation and athletics were conducted. •Start times both locally and in other jurisdictions were noted. •Advantages and Challenges to implementing a iate start were summarized. Advantages •The literature on sleep patterns of adolescents indicates that a later start to the school day (approximately 10:00 a.m.) provides a school day that is more consistent with optimal sleep-wake cycle. •Provided students did not stay up later in the evening then they currently do a later start time to the school day would allowfor a longer sleep period that is more consistent withthe needs of adolescents thus decreasing the impact of sleep debt. Limited research indicates some improvements in attendance,alertness and participation as reported by teachers and students. Challenges •The research has not demonstrated a positive impact on student academic achievement. •The transportation system is tremendously complex in terms of elementary/secondary runs, integration withthe LDCSB,and transportation of students with special needs.Changes tothe scheduling,of even a single school, would need considerable planning and lead time and changes would not be cost neutral. • Athletic events would either take place at the same time as currently done thus resulting in additional out of class time for staff and students and potential impact on student achievement or later schedules would have to be created with the inherent conflict with rental facilities and family commitments. • Obligationsof students,teachers,and support staff for family commitments and for students the potential to impact on employment, non-school activities, and sibling care need to be considered. • At this time there is undetermined impact on enrolment ifonly certain schools are selected. • At this time there is undetermined impact on staffing and other human resource issues particularly where staff are situated at more than one school. •Undetermined at this time is the approval, or need for approval,process from the Ministry of Education. 2011 November 22...8 14.REPORTS FROM THE ADMINISTRATION •cont'd a.LATE START FOR SECONDARY SCHOOL:FEASABILITY STUDY -cont'd Conclusion The research does not provide evidence of improved student achievement.In addition, the challenges of implementinga late start and the necessity ofa significantlength oftime to assess the impact,contraindicates a change in start times at secondary schools. Cost/Savings - Approximately $15,500 of the original $25,000 grant has been spent. Administrative staff responded to questions by trustees.The issue of student marks out of the twinning experience at Medway and Montcalm Secondary Schools was discussed and it was determined that the twinning experience was a very different scenario from the current research undertaken on later start times.It was noted that over the three-year period priorto twinning,later starts had no impact or changes on student marks. Director Tucker advised that student feedback was also a 50/50 split where junior students liked the idea of a later start time to allow more time to complete homework and assignments.Senior students,however,noted that a later start could impact part-time employment opportunities.As a result, it was suggested that the affects of later start times for students in secondary schools depended on the age and personal circumstances of each individual. In response to a question,it was confirmed that elementary students start later than secondary school students because of transportation and busing since secondary runs are longer and farther distances.It was suggested that the Board look at municipal busing or designing schools to maximize walkers so that students are not so dependent on busing.Concern was raised over the extent to which allowing double bus runs determine the educational outcome of students. Trustee Jaffe indicated that he would like the report to go out to the community for feedback.It was agreed that the report would be shared through TVPIC,Home and School,Student Advisory Committees and employee groups,as well as be posted to the Board's website.It was recommended that the report be deferred to receive feedback and brought back to the Board in February.The following motion was moved by P.Jaffe,seconded by J.Bennett and carried. That the report on late starts for secondary schools be deferred to the February 21,2012, Board meeting for further discussion following receipt of community input. b.ATTRACTING AND RETAINING SECONDARY SCHOOL STUDENTS Exec.Supt.K. Dalton and Learning Supervisor E. Gibling presented the report on Attracting and Retaining Secondary School Students looking at current and future practices to attract and retain students as they move from elementary to secondary school. Exec.Supt.Dalton reported that at its meeting of 2011 May 24,Trustees 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 to 12 students to Thames Valley including school level best practices; Report the number ofstudents leaving orjoining Thames Valley between Grade 8 and Grade 9 for previous years and this year (2011)." 2011 November 22...9 (' 14.REPORTS FROM THE ADMINISTRATION -cont'd b.ATTRACTING AND RETAINING SECONDARY SCHOOL STUDENTS-cont'd The report indicated that secondary schools have many valuable programs and practices to attract and retain students.These include,but are not limited to,initiatives such as Student Success Teams,Student Success School Supports,Urban Priority High Schools Funding,and Specialist High Skills Majors. In addition,students are more engaged In their learning through the implementation of the School Effectiveness Framework,Differentiated Instruction and Assessment, Growing Success,Learning for All,and many other initiatives. Information Collection To prepare this report,the information was gathered through: • a questionnaire submitted by each secondary school Principal (June 2011) retention and attraction rates for the last 4 years (August 2011) a survey completed by elementary Principals (September 2011) •information from a focus group of secondary Principals (September 2011) Statistics In the last four years,86 - 87% of Thames Valley Grade 8 students enrolled in a Thames Valley school for Grade 9. For example,of the 5690 Grade 8 students in 2010-1,4888 enrolled In a TVDSB school for Grade 9 this year.The remaining 802 students either moved out of our area or chose to go to another school Board,private school,home school or elsewhere. In the last four years,approximately 9 -11 % of the Grade 9 students have transferred IntoTVDSB. For example,of the 5477 Grade 9 students this year,584 either moved into the area or chose to join the TVDSB from another school Board,private school,home school,or elsewhere. Effective Retention Strategies: Of the current practices that are used to attract Grade 8 students,elementary school principals ranked the following as being most effective: welcoming environment at the high school tours for high needs students and parents •Grade 7/8 workshops at the high school •variety of sports teams •Grade 8 visits/tours of the high school •specialty curricular programs •variety of student supports Grade 9 orientation in September •variety of courses offered •student leadership programs at the high school •special events held at high school award celebrations for various student achievements In addition,both elementary and secondary Principals,through written feedback and discussion, identified the importance of an ongoing,regular relationship between each secondary school and its feeder schools. Proposed Initiatives As a result of information collected,two key initiatives are proposed: 1.Strengthen the connections between elementary and secondary schools.Sample strategies include: •discussions regarding retention strategies among Principals within a Community of Schools using SST and pathways funds available to bring Grade 8 teachers Into secondary schools for collaborative work 2011 November 22...1Q 14.REPORTS FROM THE ADMINISTRATION -cont'd b.ATTRACTING AND RETAINING SECONDARY SCHOOL STUDENTS-cont'd Proposed Initiatives -cont'd • using funding availableto have Grade 8 teachers come to secondary schools to discuss with secondary staff howto best meet needs ofat-risk students • increasingthe availability ofGrade9 courses forGrade 8 students wanting toreach ahead, when space allows •inviting Grade 7 and 8 (and perhaps grade 6)students to visitthe highschool during the school day • increasing the number of secondary students who work with elementary students as volunteers/leadership trainers/mentors • hosting joint secondary/elementary concerts/art shows/dramatic productions • hosting elementary student tournaments/dances at the secondary school • increasing secondary student connections with elementary students and parents 2.Increase the informationprovidedtothe public regarding allthe positive programming available at TVDSB secondary schools. The Public Affairs and CommunityRelations department will continue to work with secondary schools to increase public awareness,particularly that of Grade 8 students and their parents,ofthe curricular and extra-curricular activities available in secondary schools. Timeline Further sharing of strategies among principals at November Community of Schools meetings. Trustee Hart noted that this Isan emotional area for both parents and students and suggested that an annual report come fonward with the number of students who have the potential to attend secondary schools within the District,as well as the number of students that actuallyenrolled, e.g. family relocation or choice of board, and if walking distances had any effect.It was further suggested that the report Include initiatives and successes of schools in retaining students,He suggested that transportation be aligned withretaining students.It was suggested that the Board survey whyfamilies leftthe system,why they are leaving,where they are going,and/or what has attracted them to a particular school. Questioned whether the Issue of attracting and retaining secondary students could potentially become a part of the Board's Strategic Plan, it was noted that objectives could be set and goals of retention could be considered as a part of the Plan. c.2010-11 GIFTS TO SCHOOLS SUMMARY Exec.Supt.Dalton presented a summary by school.Elementary and Secondary,of the Gifts to Schools that were processed during the 2010-11 school year.A total of $1,640,256.45 was received by elementary schools,and $580,737.61 was received by secondary schools for total donations of $2,220,994.06. The major areas where funds were directed Include; Nutrition Programs:$96,790 Technology &Related Equipment:$600,626 Playground,Outdoor Areas:$400,185 Physical Education,Sports,Athletics:$206,968 Library,Reading,Literacy Supports:$185,798 2011 November 22...11 14.REPORTS FROM THE ADMINISTRATION -conrd c.2010-11 GIFTS TO SCHOOLS SUMMARY -cont'd Major contributors were the many parent groups in each of the schools;e.g.,Home &School Associations,School Councils,and Parent Teacher Associations.In total,their efforts realized $940,000 for students by providing funding and opportunities to enhance student learning. In response to a question,Supt.K.Meeson reported that there is a benefit for schools to make purchases through the Board as an HST rebate would apply. It was noted that there is minimal funding to update libraries with books and alternate print-based resources.This is an area where schools are able to supplement their libraries through additional funds. d.LONG-TERM FINANCING ARRANGEMENTS Supt.Meeson presented the following report to provide authority for the transition from the current short-term financing arrangement for the capital expenditures outlined below to the long-term financing arrangement with the Province of Ontario and to participate with other school boards in the provincial long-term financing arrangement through the Ontario Financing Authority (OFA). On 2011 September 02,the Ministry released Memorandum 2011:SB 25 "Information About Upcoming Long-Term Financing Arrangements for Ministry Supported Not Permanently Financed Capital Debt",announcing the intent to permanently finance any projects substantially complete as of 2010 August 31 that were not financed through the March 2011 OFA debt issue.This will be accomplished through an OFA debt issue In November 2011. Thames ValleyDistrictSchool Board's participation Inthe long-term financing arrangement through the Ontario Financing Authority (OFA)consists of one New Pupil Place -Enrolment Pressures project for additions and renovations at Pierre Elliott Trudeau.The amount to be financed is $2,211,553. RECOMMENDATION That the Board approve By-law #13 to authorize a loan from the Ontario Financing Authority (OFA) in the principal amount of $2,211,553 pursuant to a loan agreement under Section 7 of Ontario Regulation 41/10. The recommendation was approved on motion of P.Jaffe,seconded by G. Hart. e.FUNDING TO SUPPORT LEARNING NETWORKS AND LEARNING CYCLES Supt.K. Wilkinson presented the Funding to Support Learning Networks and Learning Cycles report seeking approval to use $511,000 from the Multi-purpose total designated in Accumulated Surplus.She advised that the amount is required to supplement Ministry of Education and previously-committed TVDSB funding allocations to fund learning cycles and networks for every Grade 1 to 8 elementary school teacher,to fulfil the requirements for OFIP professional learning sessions,and to ensure the inclusion of Core French,Music,Congregated Special Education and Early Years teachers In this initiative. Trustees were advised that the Learning Networks and Learning Cycle processes have proven to be a key strategy for teachers and principalstocollaborate on planning,assessment and instruction that impacts positively and directly on the classroom and individual student level.They have received partial funding from the Ministryof Education,and the TVDSB Program and Operations Departmental budgets;however,additional funds are required to ensure that all schools can participate in an additional round of networks between January and April,2012. They are respectfully requesting the additional funding to support the Board Improvement Plan and ongoing efforts to improve student achievement results in Thames Valley. 2011 November 22...12 14.REPORTS FROM THE ADMINISTRATION -cont'd e.FUNDING TO SUPPORT LEARNING NETWORKS AND LEARNING CYCLES -cont'd The 2011-12 revenues received and forecasted expenditures for the Learning Cycles and areas follows: 1.0 Learning Cycles Forecast Expense ofTwo LearningCycles 1.6M Fundingthrough Ministry EPO and TVDSB Budget 1.389M Shortfall f.211)M 2.0 OFIP Forecast Expense .295M Fundingthrough Ministry EPO .igSM Shortfall f.lQO^M 3.0 Core French,Congregated Special Education, Music and Early Years Teachers Forecast Expense .200M Funding 0 (.200)M Total Shortfall .SUM At 2011 August 31,the total inthe multi-purposeis$2.74Mand isavailable for use upon approval by the Board. RECOMMENDATION That the Board approve the use of $511,000 from the multi-purpose fund in accumulated surplus to provide the additional funds required for all elementary schools to participate in learning cycles and networks between January and April,2012. The recommendation was approved on motion of B.McKlnnon,seconded by T.Roberts. It was noted that teachers provided their input and positive feedback on the learning cycles commenting on the growth of the professional learning communities and ongoing teacher collaboration.They indicated that they enjoy the benefit of engaging in dialogue and collecting learning cycle data through continued professional learning sessions. f.AUDIT COMMITTEE -COMMUNITY MEMBER APPOINTMENT Supt.Meeson presented the following report following the recent resignation of one of the community members from the Audit Committee seeking Board approval for the appointment of Karen Aranha per Ontario Regulation 361/10 -Audit Committees. In order to fill the vacant position,applicants who responded to the original advertisement were contacted to determine if they remain interested in serving as a volunteer community member on the TVDSB Audit Committee.Seven applicants confirmed their interest and six were subsequently deemed to be eligible per Ontario Regulation 361/10. Trustees were advised thatqualificationsfor community members are outlined in Regulation 361/10 as follows: a.accounting,financial management or other relevant business experience that would enable him or her to understand the accounting and auditing standards applicable to the board; 2011 November 22...13 14.REPORTS FROM THE ADMINISTRATION -cont'd f.AUDIT COMMITTEE -COMMUNITY MEMBER APPOINTMENT -cont'd b. not an employee or officer of the board or of any other board at the time of his or her appointment; c.does not have a conflict of interest,as described in subsection (2),at the time of his or her appointment. The Selection Committee met and evaluated the applicants based on the following; qualifications •experience with a not-for-profit organization •contributions to the community Based on the above criteria,the Selection Committee determined that three candidates qualified for the position. RECOMMENDATION That the Board approve the appointment of Karen Aranha to the Thames Valley DistrictSchool Board Audit Committee for the remainder of the current three-year community memberterm ending November 2013. 15.REPORTS OF COMMITTEES a.THAMES VALLEY PARENT INVOLVEMENT COMMITTEE (TVPIC)UPDATE Cindy McCutcheon,Chair of Wilton Grove Public School Student Council and President of the Thames Valley Parent Involvement Committee,described the ongoing work ofthe Committee and the following activities; 1. follow-up with council members who attended the Director's Forum 2. real face to name of TVPIC members within community of schools 3.email addresses will be created and sent to principals within the community of schools and asked to share with School Council/Home and School Chairs' 4.communication with School Council/Home and School -are encouraged to invite trustee to meetings 5.restructure to have an area representative inaddition to individualSchool Council/Home and School 6.seeking three new parent members to join TVPIC - application process will be distributed shortly to principals Ms.McCutcheon thanked the Director and the Administration for their support.She commented on the positive feedback received regarding the Director's Forum. 2011 November 22...14 15.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE,2011 NOVEMBER 7 6:40 p.m.-8:40 p.m. Members Trustee Joyce Bennett,Chair Association for BrightChildren, D. Ensing, C.Haskett Children's Aid Society of London &Middlesex, M.Cvetkovich Chippewas of the Thames,C.Dendias Community Living London, S. Wilson Epilepsy Support Centre,B. Harvey FASD E.LM.O.,T.Ashby Learning Disabilities Association of Ontario, T. Fawdry, B.Wludyka Thames Valley Children's Centre, J.Gritzan (Vice-Chair)-8:05 pm Thames Valley Council of Home and School Associations,C. McCarty Trustee,T.Grant Vanier Children's Services,T.Green Voice for Hearing Impaired Children, M.Barbeau Regrets:Autism Ontario,J. Wright Easter Seal Society,A.Morse Trustee R.Campbell 1.CALL TO ORDER The meeting w/as called to order at 6:40 p.m. at the Education Centre inthe London Room by Chair J.Bennett.Introductions made. Administration and Others Elementary Principal,L.Carswell Elementary Principal, R.Culhane Learning Supervisor,J.Johnston Secondary Principal, N.Fader Secondary Vice-Principal, V.Towell Superintendent of Education,Special Education,K.Edgar 2.SPEECH AND LANGUAGE INTEGRATION PROJECT J.Johnston introduced Speech and Language Pathologist B.Mencel and Speech and Language Acting Coordinator J.Donkervoortwho presented the committee with an update on the Speech and Language Integration Project.Highlights included: Project Goals: Collaboration and Communication -to establish collaborative and consistent intervention goals between: •Parents Speech-Language Pathologists •Teachers-preschool and school •Preschool Resource Consultants •Community partners Use of Common Intervention Models All service providers will structure speech and language interventions utilizingall three levels of intervention as deemed appropriate.All three levels will be included in treatment plans in collaboration with parents and all service providers.Pilot project schools are Northbrae and Southdale Public Schools. 2011 November 22...15 15.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd 2.SPEECH AND LANGUAGE INTEGRATION PROJECT -cont'd Seamless Transitions Between Providers At tiie time of student transitions all service providers including parents willwork collaboratively to ensure a seamless and timely transition. 3.CONFIRMATION OF AGENDA The agenda was approved as printed. 4.CONFLICTS OF INTEREST -none declared 5.MINUTES OF THE MEETING FROM 2011 OCTOBER 04 The minutes were approved as printed.Chair Bennett extended thanks to M.Barbeau,T. Ashby and V.Towell for the high qualitydisplay and their commitment to representing SEAC at the Director's Forum held on 2011 November 02 at the London Convention Centre. 6.BUSINESS RISING FROM THE MINUTES OF 2011 OCTOBER 04 -none 7.UPDATE ON MINISTRY OF CHILD AND YOUTH SERVICES /MINISTRY OF COMMUNITY AND SOCIAL SERVICES PROVINCIAL TRANSITION PLANNING FRAMEWORK J.Johnston provided an update on the transition planning for young people with developmental disabilities framework headed up by the (MCYS) Ministryof Children and Youth Services and the (MCSS)Ministry of Community and Social Services.Ms.Johnston was contacted in the summer to meet with them and provide input on membership.Consequently,the Thames Valley District School Board and the London Catholic District School Board are both represented administratively.It was emphasized that this is not a Ministryof Education Initiative nor the school boards'. The MCYS/MCSS transition planning is for students with developmental disabilities 17 years of age and over.These two ministries have a requirement to support to these students by incorporating the need of an assessment,not just a developmental disability diagnosed by a medical practitioner.The administration was asked to comment on this and provided the following information:"TVDSB (Thames Valley District School Board)psychologists and psychological associates make a diagnosis of developmental disability(intellectual disability) based on cognitive and adaptive functioning assessments".Procedures and protocols related to assessments can be found in the TVDSB Special Education Report posted on the board's website. The proposed changes could potentially result in numerous assessment requests for students 17 years of age and over who have not had a long-term assessment.There was a discussion regarding assessments not being valid if not completed within the previous five years.It was also noted that it is difficult to assess non-verbal students.Other concerns were noted such as: this new framework may result in waiting lists for assessments to be completed;all students may notfitthe assessment criteria for example,a student with epilepsy may present differently at various times;non-Inclusion of the Ministryof Education;many school boards are not aware of this framework. 8.MULTIPLE EXCEPTIONALITY REPORT K.Edgar distributed an updated report representing the number of students with multiple exceptionalities noting the first exceptionality listed is the primary exceptionality that most impacts the students in the educational setting. 2011 November 22...16 15.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE •cont'd 9.FIVE TO TEN MINUTE MEMBER PRESENTATIONS D. Ensing of Association for BrightChildren and S. Wilson of Community Living Education Committee presented highlights on their organizations as part ofSEAC's action plan. 10.DVD PRODUCTION SUB-COMMITTEE UPDATE M.Barbeau requested a volunteer to replace A.Morsewho ison a temporary leave. T. Green from Vanier offered to participate on the committee. It was noted how beneficial it has been to have involvement on the committee from Learning Coordinators.Ready to go to script and start casting the DVD and hope to begin filming in January. J.Johnston will contact media services once M.Barbeau providespossible dates.The initial content ofthe DVD will provide informationfor parents on steps that are taken regarding Program Development Team (PDT)meetings. 11.NEW BUSINESS-none 12.FORUM;ASSOCIATION UPDATES J Bennett, V.Towell,L.Carswell attended the workshop by Dr.Ross Greene held at the Education Centre the week of 2011 October 24. Open Doors Agency Fair will be held inthe Thames Room at the TVDSB Education Centre on Tuesday,2011 November 15 from 3:00 p.m.-7:00 p.m. T. Ashby announced that FASD is planning a symposium for 2012 May which will involve several agencies. T.Grant announced that MACSE (Minister's Advisory Council on Special Education)is holding a teleconference on 2011 November 30.Please advise T.Grant of any pressing issues to bring forward. 13.FUTURE MEETING DATES Day Time "londav,December 05.2011 36:30 Dm-09:30 om fuesdav.January 10.2012 11:45 am-03:00 om Tuesday.February 07,2012 11:45 am-03:00 om Tuesday.March 06.2012 11:45 am-03:00 om '^ondav.Aoril 02,2012 36:30 Dm-09:30 om viondav.May 07,2012 36:30 Dm-09:30 om Tuesday.June 05.2012 11:45 am-03:00 om 14.FUTURE AGENDA ITEMS 1.Before and After Example of Student Improvement Using Assistive Technology (S.Nugent) 2. Five minute member Presentations (TVCC -December) 3.Fetal Alcohol Spectrum Disorder 4. Board Improvement Plan for Student Achievement Planning 5. SEAC Learning Website (after Fall update) 6.Learning Disabilities Association London Region update on GirlTalk program 7. EQAO Special Education Data Results (R&A) 8.Developmental Services Ontario (DSO)Organizations Presentation 9.Special Education "In a Perfect World" 2011 November 22...17 15.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd 15.ADJOURNMENT The meeting adjourned at 8:40 p.m. RECOMMENDATIONS:none J.BENNETT Chairperson In response to a question, it was noted that TVDSB is currently waiting for direction from the Ministry to see Ifits integration project delivery model has the best results of all six participating schools withthe Intention that there would be some lineof commonality for speech and language interventions. c.REPORT OF THE CHAIRS'COMMITTEE,2011 NOVEMBER 16 9:10 a.m.-10:08 a.m. MEMBERS ADMINISTRATION AND OTHERS T.Grant (Chair) G. Hart (via B.Tucker S.Christie teleconference)(-10:08) J.Bennett Regrets:T.Roberts 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST -none declared 3.REVIEW OF 2011 NOVEMBER 22 BOARD AGENDA The agendas for the In-camera and public Board meetings of 2011 November 22 were discussed and updated.It was agreed that Director Tucker will speak to the success of the Anti-Bullying Pledge under Director's Comments.Trustees are encouraged to wear their Pledge t-shlrts available through the Trustees'Assistant. The continuation of the Capital Planning Advisory Committee was discussed.It was agreed that a report will be submitted by the Chairs'Committee recommending the discontinuation of the committee at the November 22 Board meeting. Director Tucker confirmed that principals of schools referenced in the Annual Pupil Accommodation Report,to be presented at a special Board meeting on November 29 at 7:00 p.m.,will be advised of the report and the opportunity for their school communities to view the meeting through video streaming. 4.CORRESPONDENCE -none 5.STRATEGIC PLANNING NEXT STEPS Chair Grant advised that a meeting was held with principals who are Interested In assisting as facilitators In developing the Board's Strategic Plan. Itis expected that the names of the nine principal facilitators will be available by November 22. 2011 November 22...18 15.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE CHAIRS'COMMITTEE-cont'd 5.STRATEGIC PLANNING NEXT STEPS -cont'd It was agreed thata meeting will be scheduled with trusteesand the senior administration following the facilitator training session. 6. DECEMBER6.2011.BUDGET IN-SERVICE Plansforthe December6trustee Budgetin-servicewere discussed. The meeting will be held from 5:00-8:00 p.m.inthe London Room.All trustees are encouragedtoattend. 7.AUDIT COMMITTEE MEMBERSHIP ChairGrantnotedthatplansare underway to fill the community representative vacancyonthe Audit Committee.Itis anticipated thata recommendation will be brought tothe November 22 Board meeting. 8.LETTERS OF AGREEMENT ChairGrantadvisedthat a meetingisplanned with the City of London on November23at4:30 p.m.todiscuss developing a Letter of Agreement related toschool accommodation. She noted that she has met with the MayorofSt.Thomas who requested a letter regarding a LetterofAgreement. The City ofSt. Thomas has requested issues forconsiderationand is looking forward to discussing possible initiatives betweenthe City and the Board. 9.CHRISTMAS MESSAGE A copy of the draft memo to principals on frequently asked questions related to school recognitions ofthe Christmas season was distributed.Acopyofthe finalized memo will be providedto trustees at the November 22 Board meeting. 10.SCHOOL OPENINGS,CLOSINGS, REDEDICATIONS -deferred to next meeting 11.OTHER BUSINESS a.Status of Transportation Letters Chair Grant advised that she is preparing a letter tothe Ministerof Education related to the moratorium on transportation.She will provide a copy ofthe letter and the RFP to OPSBA and the Board's representative on the Taskforce.An update on the status on the moratorium was requested. b.Education Centre Renovations -deferred to next meeting c.In-Camera Meeting The Committee moved in camera by motion to discuss a personal item at 10:01 a.m.It reconvened in public session at 10:05 a.m. 12.FUTURE MEETINGS Future meeting dates will be determined by the 2012 Chairs'Committee. 13.ADJOURNMENT The meeting adjourned at 10:08 a.m.by motion. 2011 November 22...19 15.REPORTS OF COMMITTEES-cont'd c.REPORT OF THE CHAIRS'COMMITTEE-cont'd RECOMMENDATIONS:none T.GRANT Chairperson Chair Grant presented the following report as an addendum to the Chairs' Committee report. CAPITAL PLANNING ADVISORY COMMITTEE The Chairs'Committee and Capital Planning Coordinating Committee recommended to discontinue the Capital Planning Advisory Committee. At the 2006 February 28 meeting of the Board of Trustees,the following recommendation was approved: THA Tthe Board establish a CapitalPlanningAdvisoryCommittee,in accordance withstep two of the ten step capital planning process as outlined in the government's 2005 February announcement on Good Places to Learn. Duringthe first three phases of accommodation reviews, the Capital Planning Advisory Committee (CPAC)met.CPAC heard the rationale for the proposed Accommodation Review Committees (ARCs) and gave input to the Board of Trustees regarding the proposed ARCs.That input was considered by the Board of Trustees priorto final approval for the establishment of Accommodation Review Committees. This consultation step is in addition to the Community Consultation included in the ARC process as required in the Ministry of Education's 2009 June 26 Revised Pupil Accommodation Review Guidelines (2009:B7). It should also be noted that the CPAC meetings are not a part of the Accommodation Review Process as outlined In the Board's Pupil Accommodation and Facility Organization Policy and Procedure. During the spring of 2011,the Capital Planning Coordinating Committee and Trustees met with Municipal officials from Elgin,Middlesex and Oxford Counties to share thinking regarding accommodation challenges and plans for the Thames Valley District School Board In each of the regions. This dialogue allowed for information sharing,and provided a forum for questions and responses.The feedback from each of these meetings indicated that the Municipalofficials found the meetings to be productive,and the opportunity for information and dialogue was appreciated and valued. In light of the positive response and the desire to continue using this venue to engage municipalities in the Capital Planning process,itis recommended that the Capital Planning Advisory Committee be discontinued,and that members of the Capital Planning Coordinating Committee and Trustees continue to meet with Municipal officiais. RECOMMENDATION That the Capital Planning Advisory Committee be discontinued. The recommendation was approved on motion of J.Bennett,seconded by T.Roberts. 2011 November 22...20 15.REPORTS OF COMMITTEES -cont'd d. REPORT OF THE AUDIT COMMITTEE,2011 NOVEMBER 21 3:06-5:45 p.m. MEMBERS PRESENT ADMINISTRATION AND OTHERS T.Grant R.Robertson K.Meeson P.Hearse G.Hart R.Tisdale B.Tucker D.Munroe (Chair)S.Christie C.Temple A.Meloche J. Knight D.Gurnham {via teIeconference){-4:35) 1.APPROVAL OF AGENDA The agenda was approved bymotion. 2.CONFLICTS OF INTEREST -none declared 3.2011-11 AUDITED FINANCIAL STATEMENTS Supt K.MeesoncommendedP.Hearseand D.Munroe fortheirefforts in preparing the 2010- 11 audited financial statements.She described the development of the 2010-11 audited financial statements advising that the August 31, 2010 financial year-end statements were restated in the report for comparison purposes. Supt. Meeson responded to members' questions. A member raised the concern that assets held for sale should not be reflected as financial assets on the Consolidated Statement of Financial Position.Supt.Meeson indicated that this was in accordance with Ministry ofEducationdirectionand expectation. After some discussion and upon the recommendationof Auditor Gurnham, itwas agreed to movethe item Assets Held for Sale from Financial Assets to Non-financial Assets. Supt. Meeson described the Consolidated Statement ofOperations, Cash Flowsand Changes in Net Debt as they relate to the Consolidated Statement of Financial Position as well as the corresponding notes.She responded to members'questions. It was suggested that the Board's percentage of transportation partnership and financial responsibility be clarified in Note 18. A breakdown of school generated receipts and sources,e.g.fees,lunch receipts.School Council initiatives, etc.was suggested.It was agreed that more information will be provided in the form of an additional note in the financial statements.It was agreed that the line will be renamed "School generated Funds" and was suggested that the same term be used where applicable rather than using different terms for the same category.It was suggested that Administration review the possibility of schools moving to a cashless system for receipt of funds. Auditor A.Meloche of Deloitte &Touche advised that the consolidated financial statements are prepared to assist the Board to meet the financial reporting requirements of the Ontario Ministry of Education (MOE) noting areas that are different from previous audits. 4.REVIEW OF THE AUDIT FOR THE FISCAL YEAR ENDED AUGUST 31,2011 Mr.Meloche described the audit findings for the fiscal year ended August 31,2011.He noted that no material weaknesses or significant deficiencies in internal control over financial reporting were identified.An unmodified audit report will be provided as well as a required summary of communications.Auditor Meloche described required communications. 2011 November 22...21 15.REPORTS OF COMMITTEES -cont'd d.REPORT OF THE AUDIT COMMITTEE -cont'd 4.REVIEW OF THE AUDIT FOR THE FISCAL YEAR ENDED AUGUST 31,2011 -cont'd Auditor J. Knight reviewed the audit scope and findings noting there were no issues identified during the course of the audit.IHe described significant areas of audit risk and how they are reviewed related to school cash receipts,cut-off of expenses,salaries and benefits,new accounting policies and expense reports. Auditor C.Temple described internal control matters noting areas tested.He highlighted areas related to significant accounting policies noting they are in accordance with Ministry of Education reporting requirements.He responded to members'questions.It was noted that amortization and employee future benefits are estimated.Audit procedures include benchmarking amounts against other plans. Itwas confirmed that Deloitte &louche are independent of the Board within the meaning of the Rules of Professional Conduct of the Institute of Chartered Accounts of Ontario as of November 21,2011. 5.OTHER BUSINESS a.Members'Questions to Deloitte Chair Tisdale invited the committee to ask questions of the auditors.Management was asked to leave the meeting during the discussion.No concerns were voiced. b.Internal Reporting Auditor 0.Gurnham left the meeting.Supt.Meeson distributed and described an overview of deferred revenues,the final financial results of 2010-11 and appropriations of accumulated surplus related to traditional carryforwards,internally restricted carryforwards and additional carry forwards. She recommended putting the traditional carry forwards through the school or department budgets rather than holding the funds in the accumulated surplus.She further recommended holding the internally restricted and additional carry forwards in the accumulated surplus until such time as they are required by the departments.Supt. Meeson sought the committee's input on the proposed internally appropriated items and questioned ifa Board motion is required to do so.It was suggested that a motion is not required but the information could be made available to trustees. Supt.Meeson described appropriations of capital and other funding sources noting that the amount reported as Funding Future Amortization will be used each year to fund the difference between the Ministry-supportedamortization and the totalamortization expense. It was suggested that the term be renamed "Reserve"or "Set Aside for Future Amortization". Supt.Meeson presented an accumulated surplus analysis showing a remaining accumulated surplus for 2011-12 budget compliance of $8.9M. Responding to a question related to the Thames Valley Education Foundation (TVEF), it was noted that although consolidated,the funds are not available for Board use.It was noted that TVEF funds are consolidated even though the Foundation has separate processes and reporting for the funds under their administration. It was suggested that a user friendly summary be prepared forthe public lookingat the 10 issues that the public would have interest in. Supt.Meeson will take the suggestion to OASBO for discussion as to best practices within other school boards. 2011 November 22...22 15.REPORTS OF COMMITTEES -cont'd d.REPORT OF THE AUDIT COMMITTEE -cont'd 5.OTHER BUSINESS -cont'd The following motion was moved and carried: That the Audit Committee recommend to the Board the approval ofthe 2010-2011 Audited Financial Statements as amended. 6.DATE AND TIME OF NEXT MEETING The next meetingwas scheduled forJanuary 17,2012,at 3:00 p.m. The December meeting was cancelled. 7.ADJOURNMENT A motion to adjourn was approved at 5:45 p.m. RECOMMENDATION That the 2010-2011 Audited Financial Statements be approved as amended. RUTH TISDALE Chairperson The recommendation was approved on motion of R.Tisdale,seconded byG. Hart. In response to a question, Itwas confirmed that the TVRAA restitution funds will form part ofthe accumulated surplus and is internally appropriated for the 2010-11 school year. f.COMMITTEE OF THE WHOLE - IN CAMERA,2011 NOVEMBER 22 5:00-6:16 p.m. MEMBERS PRESENT ADMINISTRATION AND OTHERS J.Bennett (Chair)P.Jaffe B.Tucker K.Meeson S.Amri B.McKinnon K.Dalton M. Moynihan R.Campbell 8.Polhill L.Elliott M.E.Smith J.Coghiin T.Roberts M.Sereda K.Wilkinson T.Grant P.Sattler K.Edgar K.Bushell G.Hart W.J.Tai L.Griffith-Jones S.Christie R.Tisdale S.Hughes R.Hoffman Absent:W.Huff J.Todd The Committee met in camera from 5:00 p.m. to 6:16 p.m. 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST A potential conflict of interest was declared by Trustee J.Todd citing spousal emplo^jnnrl^inthe board. 3.Confidential legal and personal matters were discussed. 2011 November 22...23 15.REPORTS OF COMMITTEES -cont'd f.COMMITTEE OF THE WHOLE - IN CAMERA -cont'd 4.RISE AND REPORT A motion to rise and report was moved and carried at 6:16 p.m. RECOMMENDATIONS 1.That the Board approve funding of $55,318 to support the addition of .5 elementary teacher to support the Ministry Student Work Study Teacher initiativefrom January 1 to August 31,2012 and beyond,if funding permits. 2. That, in accordance withthe independent procedure Promotional Practices:Selection Procedures and Appointment of Principals and Vice-Principals, the following people be appointed tothe pool of candidates ready for appointment to the position of Principal,Elementary Schools. Candidates Present Assignment Armstrong,Scott Acting Principal,East Williams Memorial Public School Bonello,Tim Vice-Principal,Wilton Grove Public School Brown,Lorraine Acting Principal, Hillcrest Public School McManus,Sharon Acting Principal,Tecumseh Public School Munro, Lisa Acting Principal, Innerkip Central Public School Purvis,Scott Acting Principal,Springfield Public School Tamasi,Michael Acting Principal, Ealing Public School Williams,Cliff External Zeisner,Catherine Learning Supervisor,System Staff Development 3.That,in accordance with the independent procedure Promotional Practices:Selection Procedures and Appointment of Principals and Vice-Principals,the following people be appointed to the pool of candidates ready for appointment to the position of Vice-Principal, Elementary Schools. Candidates Present Assignment Ames McLay,Julie Acting Vice-Principal,F D Roosevelt Public School Brown, Helen ActingVice-Principal,Wilfrid Jury Public School Howey,John ActingVice-Principal, Royal Roads Public School Masterson,Christine Acting Vice-Principal,Bonaventure Public School Passmore,Christine Learning Co-ordinator,Program Services Tomico,Patricia Acting Vice-Principal,Northdale Central Public School Wendel-Caraher,Esther ActingVice-Principal,Forest Park Public School 4.That the motion related to an employment contract be approved. JOYCE BENNETT Chairperson The recommendations were approved on motion of J.Bennett,seconded by R.Tisdale. 2011 November 22...24 16.COMMUNICATIONS a. ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION - UPDATE Trustee Roberts advised that tliere is a meeting witli the Board of Directors the weel<end of November 26 in Toronto Information will be shared at the next meeting. 17.NOTICE OF MOTION -none 18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 19.ADDITIONAL ITEMS In reference to the Chairs'agenda, Trustee Hart commented that school accommodations will be discussed at the Special Board meeting scheduled for Tuesday.November 29.He suggested that noticetothose schools be sent out in a timely manner, so that staffand the school communitiescan attend the meeting or watch itonlineviathe Board's website. Exec.Supt.Dalton advised that superintendents will notify the principals ofthe schools mentioned in the report,on Friday,November 25,to advise whatthe involvement oftheir school means.Principals will then be asked to contact School Council Chairs'and advise them that their school is named inthe accommodation report. 20.QUESTIONS/COMMENTS BY MEMBERS Trustee Bennettasked to speak with members following the meetingtoreceive information from Supt. Moynihan regarding the meeting withLondon City Councillors. DirectorTucker addressed the issue of the current boundary review process related to the Orchard Park/SherwoodForest community.Henotedthat perceptionsare being built oninaccurate information relatedtomassive parking lots,600students and tall buildings.Heexplainedthatthe boundaryreview isan open process and at the follow-up meeting,accurate information will be shared. Henotedthat any determination of building sizeand typeof facility enhancement will be based onstudent enrollment. Headvised that the Boardisasking allcommunities togo throughthe process,listentothe information and make recommendations based on factual information. 21.ADJOURNMENT During unrecognized speakers'comments fromthe gallery,ChairGrantadjourned the meeting at 10:40 p.m. ConfirmeS?^ Chairperson 2011 November 22...25 SUMMARY OF APPROVED RECOMMENDATIONS OF 2011 NOVEMBER 22 That the Chairperson's Valedictory address be spread upon the minutes. That the report on late starts for secondary schools be deferred to the February 21, 2012, Board meeting for further discussion following receipt of community input. That the BoardApprove By-iaw #13 toAuthorizea Loanfromthe Ontario Financing Authority (OFA)in the Principal Amount of $2,211,553 Pursuant to a Loan Agreement under Section 7 of Ontario Regulation 41/10. That the Boardapprove the appointment of KarenAranha to the Thames Valley District School Board AuditCommitteeforthe remainder ofthe current three-year community memberterm endingNovember 2013. That the Capital Planning Advisory Committee be discontinued. That the 2010-2011 Audited Financial Statements be approved as amended. That the Board approve funding of $55,318 to support the addition of.5 elementary teacher to support the Ministry Student Work Study Teacher initiativefrom January 1 to August 31, 2012 and beyond, if funding permits. That,In accordance with the independent procedure Promotional Practices:Selection Procedures and Appointment of Principals and Vice-Principals, the following people be appointed to the pool of candidates ready for appointment to the position of Principal,Elementary Schools. Candidates Present Assignment Armstrong,Scott Acting Principal,East Williams Memorial Public School Bonello, Tim Vice-Principal,Wilton Grove Public School Brown,Lorraine Acting Principal,Hillcrest Public School McManus,Sharon Acting Principal,Tecumseh Public School Munro, Lisa Acting Principal, Innerkip Central Public School Purvis,Scott Acting Principal,Springfield Public School Tamasi,Michael Acting Principal, Baling Public School Williams,Cliff External Zeisner,Catherine Learning Supervisor,System Staff Development That,in accordance with the independent procedure Promotional Practices:Selection Procedures and Appointment of Principals and Vice-Principals,the following people be appointed to the pool of candidates ready for appointment to the position of Vice-Principal,Elementary Schools. Candidates Present Assignment Ames McLay,Julie Acting Vice-Principal,F D Roosevelt Public School Brown, Helen Acting Vice-Principal,Wilfrid Jury Public School Howey,John Acting Vice-Principal,Royal Roads Public School Masterson,Christine Acting Vice-Principal,Bonaventure Public School Passmore,Christine Learning Co-ordinator,Program Services Tomico,Patricia Acting Vice-Principal,Northdale Central Public School Wendel-Caraher,Esther Acting Vice-Principal,Forest Park Public School That the motion related to an employment contract be approved.