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9/8/2011 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING,PUBLIC SESSION 2011 NOVEMBER 8,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA V-verbal M -material 1.CALL TO ORDER V 2. O CANADA-The Rocl<Club,John Wise Public School V 3.APPROVAL OF AGENDA M 4.OFFICIAL RECORD M 5.RECOGNITIONS a.Science Teacher of the Year Carl Kaufman,Winchester Street Public School V 6.CONFLICTS OF INTEREST V 7.CHAIR'S ANNOUNCEMENTS V 8.DIRECTOR'S ANNOUNCEMENTS V 9.PUBLIC INPUT-none 10.ADMINISTRATIVE PRESENTATIONS a.Partnerships M b.Report of Summer School 2011 M c.Summer Literacy Program V d.Summer Learning Conference V 11.MINUTES OF THE 2011 OCTOBER 25 BOARD MEETING M a.Confirmation of Minutes b.Business Arising from the Minutes 12.STUDENT TRUSTEES'UPDATE V 13.REPORTS FROM THE ADMINISTRATION a.Environmental Education and Management Annual Report M b.Secondary School Staffing 2011-12 M 14.REPORTS OF COMMITTEES a.First Nations Advisory Committee,2011 October 18 M b.Audit Committee,2011 October 18 M c.Long Term Community Partnership Committee,2011 October 20 M d.Budget Advisory Committee,2011 October 24 M e.Policy Working Committee,2011 October 25 IVI f.Chairs'Committee,2011 November 2 M g.Committee of the Whole in Camera,2011 November 8 V 15.COMMUNICATIONS a.Ontario Public School Boards'Association -Update V 16.NOTICE OF MOTION 17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -Trustee T.Roberts M 18.ADDITIONAL ITEMS 19.QUESTIONS/COMMENTS BY MEMBERS 20.ADJOURNMENT THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING,PUBLIC SESSION 2011 NOVEMBERS The Boardmet in regular session on 2011 November8 inthe BoardRoomat the Education Centre, meeting inpublic session at 7:00 p.m. to 10:34 p.m. The following were in attendance: TRUSTEES ADMINISTRATION AND T.Grant (Chair)B.McKlnnon OTHERS V.Nielsen S.Amri S.Polhill B.Tucker M.E.Smith J.Bennett T.Roberts K.Dalton B.Sonler R.Campbell (-9:50)P.Sattler L.Elliott P.Tufts J. Coghlin W.J.Tai M.Sereda K.Wilkinson G. Hart (7:15)R.Tisdale K.Edgar K.Bushell P.Jaffe J.Todd (-9:30)(+9:50)L.Griffith-Jones S.Christie S.Hughes K.Young Absent:W.Huff K.Meeson K.Aitken M.Moynihan J.Pitman CALL TO ORDER Board Chair T.Grant called the meeting to order at 7:00 p.m. O CANADA AND MUSICAL PRESENTATION The appreciation of the Board was extended to the John Wise Public School"The Rock Club"band and Conductor M.Gonsalves for performing three musical selections. APPROVAL OF AGENDA The agenda was approved on motion of J.Coghlin,seconded by R.Tisdale. OFFICIAL RECORD S. Christie,Supervisor,Corporate Services,read the following official record Intothe minutes: We regret to record the death of Bradley Collins, a 16-year-old student at Sir Wilfrid Laurier Secondary School on 2011 October 30. RECOGNITIONS a.SCIENCE TEACHER OF THE YEAR CARL KAUFMAN,WINCHESTER STREET PUBLIC SCHOOL Supt.M.E.Smith introduced C.Kaufman,recipient ofthe Science Teachers'Association of Ontario (STAO)irwln Taiesnick Award for Excellence in the Teaching of Science.Mr. Kaufman was selected because of his highly effective and innovative teaching strategies and exemplary performance in the area of science.Supt.Smith read the nomination letter submitted on behalf of STAO and Mr.Kauman extended his appreciation for the nomination and receipt of the award. CONFLICTS OF INTEREST -No conflicts of interest were declared. CHAIR'S ANNOUNCEMENTS Chair Grant advised that she,Vice-Chair J.Bennett and Director Tucker will be attending a meeting on November 11 with members of London City Council.She also noted that she participated ina London Police Service Strategic Plan meeting where strengthening relationships and issues of mutual concern were discussed. 2011 November 8...2 7.CHAIR'S ANNOUNCEMENTS -cont'd Chair Grant advised that Trustee Jaffe wa featured in the November issue of the Ontario Public School Board Association FASTReport and encouraged members to viewthe article online. 8.DIRECTOR'S ANNOUNCEMENTS a.DIRECTOR'S FORUM DirectorTucker extended his appreciation to the Thames Valley Parent InvolvementCommittee on the successful Director's Forum where there were approximately600 attendees.He thanked Supt.P.Tuftsforhis work in coordinating the Forum andthe level ofengagementand participation. b.INFORMATION TECHNOLOGY CONFERENCE -ILEARN/ITEACH/iENGAGE Supt.V.Nielsen provided an overview ofthe Information Technology conference held at Medway Secondary School on 2011 October29 toenhanced education through theuseof technology.Supt. Nielsen noted that over 500 Individuals participated in64 sessions.DirectorTucker thanked Supt. Nielsonand Manager S. Young for their work in planningthe event which will provide enhanced learning opportunities for students. c.STUDENT TRANSPORTATION SERVICES (STS)/RFPS Supt.K.Meesonexplainedthetransportation process emanating from the moratorium,requested bythe Minister of Education lastyear, forcarrier requests forproposals. She notedthat this has caused some confusion by communities. She explained that the Southwestern Transportation System (STS) Board of Directors agreed to issue an RFP for the procurement consultant pending the results of the task force review on transportation.The consultant would then be in place should the Board of Directors decide that another portion of the contracts for transportation should be tendered. Trustee Hart raised concerned that STS is moving forward with a process that may not be inthe best interests of the Board. He noted that since there is a new Minister of Education,an update on the status of the moratorium would be appropriate.He asked that since there is an OPSBA representative on the Transportation task force, the Board's transportation system issue be raised. Trustee Hart moved the following motion,seconded byJ. Bennett.The motion carried. Whereas the Southwest Region Transportatlon has recently issued a RFP;therefore,moved that the Chair write a letter to the Minister of Education,with copies to OPSBA and the London DistrictCatholicSchool Board,requesting an update on the status ofthe moratorium regarding school board transportation;and That the Chair write a letter to OPSBA to raise the issue of the action of the area STS transportation consortium with the Task Force on Transportation. 9.PUBLIC INPUT-none 10.ADMINISTRATIVE PRESENTATIONS a.BOARD PARTNERSHIPS Director Tucker presented a report updating trustees on the status of Partnership agreements across the system.He noted that TVDSB has many long standing partnerships with local organizations and agencies that positively Impact students.Some of these partnerships are board wide,while others are scattered at schools throughout the system. r 2011 November 8...3 10.ADMINISTRATIVE PRESENTATIONS -cont'd a.BOARD PARTNERSHIPS -cont'd The partnerships fall into a number of categories which require different terms of reference including: -Partnerships with Operations and Program Services (eg. St.Leonard's Community Services & area Health Units) -Lease arrangements for Adult,alternative&continuing (eg.LEADS Employment Centre -Strathroy) -Other partnerships (eg.Best Start centers) Inan attempt to standardize and formalizethe use ofour facilities byexternal organizations during instructionalhours, both Operations and Programming departments are meetingto create standard templates.The templates will be used for all new external organizations accessing our facilities during school hours. Organizations accessing our facilities outside of regular school hours fall under the Community Use of Facility Department. The three templates willbe: 1.Lease - A Lease grants the lessee exclusive rightsto the possession and quiet enjoyment of the leased premises.The lessee has the financial responsibility forthe care,maintenance and security of the leased premises. 2. License -The licensee has the righttoconduct certain activities within a designated partofthe property during described periods of time. 3.Program Access Agreement - This is to be used when a third party wishes to have access to Board facilities and students to operate an agreed upon program, but where no particular space withinfacilities has been designated for the program.These programs are offered withinthe school day. The agreements ensure that the Board retains the necessary rights it must in order to properly operate its facilities and ensure the third parties are subject to the rules and policies of the Board and ensure that the third party carry appropriate insurance coverage. TVDSB Partnerships Operation Services St.Leonard's Community Services Centre for Addiction &Mental Health -CAMH South London Neighborhood Resource Centre YMCA TVDSB Partnerships Program Services Middlesex London Health Unit Elgin St.Thomas Public Health Fanshawe Pioneer Village Museum of Ontario Archaeology Grand Theatre Aylmer Police Services London Police Services Oxford Ontario Provincial Police St.Thomas Police Royal Canadian Mounted Police Heritage Committee Woodstock Museum Oxford County Public Health Canadian Medical Hall of Fame Children's Museum Museum London Thames Valley Children's Centre Elgin Ontario Provincial Police Middlesex Ontario Provincial Police Strathroy-Caradoc Police Woodstock Police Area Fire Departments London Life (founding sponsor of Heritage Fair) London District Catholic School Board 2011 November 8...4 10.ADMINISTRATIVE PRESENTATIONS •cont'd a.BOARD PARTNERSHIPS-cont'd TVDSB Partnerships Program Services -cont'd Chatham Christian School Merrymount Children's Services London Children's Connection Strathroy Christian School Investing in Children Other Partnerships United WayAgenciesof London/Middlesex,Oxford and Elgin Counties City of London London System Reengineering Implementation Committee Child &Youth Network • Neighborhood Child&Family Centres Fanshawe College Children's Aid Societies LUSO Kiwanis Club Middlesex South London Resource Centre Big Brothers of Elgin County Big Brothers of Woodstock TVNELP 4th R N'Amerind London Health Science Centre/ Kidney Foundation of Canada University of Western Ontario Kings College University Cross Cultural Centre Canadian Blood Services Big Brothers/Big Sisters of London-Middlesex BigBrothers of Tillsonburg/lngersoll district John Howard Society Junior Achievement Breakfast Programs London Disabiiities Association of Ontario Lease Arrangements for Adult.Alternative &Continuing Education -U-Turn LEADS Employment Centre -Strathroy 41 Mondamin Street -St.Thomas In response toa question, itwas noted that the hope is to have one umbrella policy that will branch outbetween departments toprovide clarity.Abreakdownofthe organizations and associations that have a formal agreement and/or commitments withthe Board,and the differences between those partnerships,will be provided before the end of the school year. b.REPORT OF SUMMER SCHOOL 2011 Supt. S.Hughes brought forward the following report to provide information to the Board summarizing the various Programs and Resources for Summer School 2011.He was joined by Vice-Principal G.Wimmer. The Summer School report to the Board outlines the following: Summer School Sites Summer School Administrative Team Quick Facts about Summer School 2011 Enrolment by Site Enrolment by Program Retention by Program Improvement Credit Enrolment New Credit Enrolment Specialized Summer School Programs - High School,Here I Come;Summer e-Learning; 2011 November 8...5 10.ADMINISTRATIVE PRESENTATIONS -cont'd b.REPORT OF SUMMER SCHOOL 2011-cont'd Summer ESL Programs Directions for Summer School 2012 Administrative staff responded to questions from trustees.It was noted that a key expansion of e-LearnIng, further options for English as a Second Language (ESL)and an expansion of High School Here I Come are some of the main areas of focus for 2012. Concern was raised that in-class summer school programs are not offered In Woodstock and Strathroy. Itwas, however, noted that students fromthe area mayregister fore-Learnlng.Students also have the option of attending one of the summer school programs offered within the City of London provided they are able to secure their own transportation. c.SUMMER LITERACY PROGRAM Exec. Supt.L.Elliott introduced the Summer Literacy Program July and August 2011.She was joined byPrincipal R.Cohane,Vice-Principal P. Dawson and Vice Principal M.Wilkiewho provided the following comprehensive overview of the programs that were offered over the summer. Summer Literacy Program 2011 •The program ran for three weeks July 25-28 August 2-5 August 8-11 •Classes ran from 9:00 a.m.to 11:45 a.m.with a 15 minutes recess break. • Small class sizes of nine to ten students with each teacher who was wellqualified in primary literacy instruction. Funding was through OFIP Tutoring and CODE Summer Literacy. For Grade 1 (DRA4-10)and Grade 2 (DRA 1016)students who struggle with reading. • Minimize summer learning loss and boost literacy skills and confidence. Expose students to high yield literacy strategies which will help them acquire the skills needed to read and write. The I Can Read Program For Grade 1 students who Language struggle with reading.DRA level below four •Classes were a team taught by teachers and Speech and Language Pathologists. •Focus on phonological skills,sight word vocabulary and early reading strategies. • Ran at Sir John A.MacDonald Pub and Wilton Grove Public Schools and Central Secondary School. Summer Numeracv Program For Grade 2 students who struggle with numeracy skills. •Program was designed by Math Department and Program Services. Focus on development of basic numeracy skills. Ran at Bonaventure Meadows and Wilfrid Jury Public Schools. 2011 November 8...6 10.ADMINISTRATIVE PRESENTATIONS -cont'd c.SUMMER LITERACY PROGRAM-cont'd Program Benefits •Based on reading assessments taken at the beginning and end of the program, there are significant gains in reading as assessed through DRA. • Withan increase inreading proficiency,they have observed a significant increase inself confidence-students see themselves as readers. Four classes were selected to be a part of the CODE Summer Literacy provincial research study for the online reading assessment (STAR),as well as parent surveys. Parent Program •All summer literacy parents were invited to a "Parent Program" to help support their children at home. Two teachers ran the program at each of the ten locations. • Free on-site babysittingwas offered at sites toallow parents withyoung childrento participate on the program. From the ten different sites,303 parents attended. Responding to a question regarding any program obstacles,it was noted that funding,resources, parent time and transportation are allfactors. Exec. Supt.Elliott advised that the intention is to situate programs in schools Inhigh needs areas.She noted that the need is based on targeting students who are performing below grade level and they are looking at drawing students from all elementary schools.The target for next year, however,will be low performing schools.Exec. Supt.Elliott advised that the programs are intense and students are required to attend ail12days. d.SUMMER LEARNING CONFERENCE Exec.Supt Elliott introduced Supervisor J. Pitman and Learning Co-ordinator C.Holmes who provided the following overview ofthe Summer Learning Program,called "Summer Institutes", and the highlights of the workshops offered for teachers. Overview Workshops Presented 56 Total Number Attendees 895 Total Number of Presenters 44 Number of Subjects 12 Categories Art Environmental Education Health &Physical Education Information &Technology Differential Instruction Special Education Languages Equity &Inclusion Mathematics Safe Schools (TRIBES) Science 2011 November 8...7 10.ADMINISTRATIVE PRESENTATIONS -cont'd d.SUMMER LEARNING CONFERENCE-cont'd Sample Teacher Workshop Titles Painting Fundamentals •Destination Reading,Destination Fun! •Setting Up Your Early Years Math Program Introduction to Inquiry in Primary Science • New to the Role of Learning Support Teacher? Connections with your Teacher website Highlights • A Valuable Teacher Learning Tool •Workshop Venues Electronic Certificates • Wilfrid Jury - A Great Asset Literacy Numeracy Secretariat Workshops Presented 9 Total Literacy Attendees 134 •Total Numeracy Attendees 126 •Total Presenters 16 Literacy Courses Reading as Writers (K-3) •Reading as Writers (Grades 4-6) •Balancing Literacy Through Media Connections (Grades 4-8) •Integrated Learning In the Classroom (Grades 4-8) Numeracy Courses 60 Minute Math Block (Grades 1-4) 60 Minute Math Block (Grades 5-8) • Making Math Accessible (Grades 1-6) Number Sense,Numeration and PRIME Training (Grades 1-6) •Teaching Basic Facts (Grades 3-8) Director Tucker thanked the staff for providing the programs for teachers and noted the time teachers commit to professional development on weekends and during the summer. Administrative staff responded to questions from trustees.In response to a question as to whether there is a focus in one area for both elementary and secondary teachers,Exec.Supt.Elliott indicated that the program tends to draw more elementary teachers and that the teachers participate in courses fortheir grade levelIncludingliteracyand numeracy.It was noted that there is a need for a Grade 9 mathematics focus. 11.MINUTES OF THE 2011 OCTOBER 25 BOARD MEETING a.CONFIRMATION OF MINUTES The following amendments to the minutes of the Regular Board Meeting of 2011 October 25 were noted: Item 13.a -Recommendations 1-3,as amended,and Recommendation 4 were approved. Item 17 -The motion was moved by T.Roberts,seconded by J.Bennett and approved. The minutes,as amended,were adopted on motion of R.Tisdale,seconded by P.Jaffe. 2011 November 8...8 11.MINUTES OF THE 2011 OCTOBER 25 BOARD MEETING -cont'd b.BUSINESS ARISING FROM MINUTES Itwas confirmed that principals will receive feedback on the Board Improvement Plan at School Council meetings and will be asked to providethe Administration withthe inputreceived. The draft Board Improvement Plan is available for review on the Board's website. The issue regarding the Medway attendance area and technology centres within London was discussed including the current agreement with Middlesex County. It was suggested that input regarding area issues be sought priorto a decision being made.Director Tucker advised that the suggestion will be taken under advisement as the issue is addressed. Trustee Hart suggested that the policy on Attendance Areas for Student be furtherreviewed by trustees. 12.STUDENT TRUSTEES'UPDATE Student Trustee S.Amri reminded members that the first Student Advisory Committee meeting will be held on Thursday, November 10.Student Trustee W. J. Tai noted that he was looking forward to discussing goals with the students and will report back. 13.REPORTS FROM THE ADMINISTRATION a.ENVIRONMENTAL EDUCATION AND MANAGEMENT ANNUAL REPORT Exec. Supt.Elliott presented the following Environmental Education and Management Annual Report to the Board.She advised that in accordance with Procedure 5002 -Environmental Educationand Management Program, the EnvironmentalEducationand Management Committee is required to prepare an annual report to the Board.She was joined by Learning Supervisor J. Pitman and Environmental Education and Management Co-ordinator C. Holmes. 1.Overviewand Membership - EnvironmentalEducation and Management Committee (EEMC) The EnvironmentalEducationand Management Committee started the year withan ambitious action plan to guide their work throughout the year. Through regular monthly meetings and sub-committee work, this committee eagerly took on the task of moving the board forward environmentally using the new TVDSB Environmental Education and Management Policy (Revised 2010).As well,the mandate to embed environmental education Into all subjects and schools was a focus,as outlinedinthe Ministry document ActingToday, Shaping Tomorrow: A Policy Framework for Environmental Education in Ontario Schools (2009).EEMC membership included: J.Bernans (OSSTF Representative) L.Elliott(Exec.Superintendent Program Services) E.Gonser (Elementary Principal -OPC) G. Hart (Trustee) R. Hoffman (Public Affairs Officer) C. Holmes (Env. Ed. &Management Coordinator) L.Latour (Student Representative) K.MacDonald (Environmental Educator) S. Muscutt (Safety Specialist - Human Resources) J. Neville (Manager - Facility Services) J. Pitman (Learning Supervisor -Program Services) J.Sinker (ETFO Representative) H. Skolly (Representative -CUPE 7575) S.Weames (Vice-Principal - OPC) A. Welch (Charge Custodian - CUPE) 2011 November 8...9 13.REPORTS FROM THE ADMINISTRATION -cont'd a.ENVIRONMENTAL EDUCATION AND MANAGEMENT ANNUAL REPORT -cont'd 2.Ontario EcoScliools TVDSBcurrently lias 36 certified ecoSchools-67 sclioois officially participating inthe program but not seeking official certification,and at least 30 other schools actively involving their students in environmental initiatives.The ecoSchools program is an environmental education program that fosters environmental literacy and environmental practice with students.The Ontario ecoSchools program has also assisted the promotion of Ministry and TVDSB targets inrelationto waste minimization,energy conservation,and school ground greening,as detailed in the next three sections of this report. 3.Waste Minimization Most schools are in compliance with the Ministryof the Environment's 3R regulations and are recycling paper in one stream,cans and plastics in another stream,and corrugated cardboard ina third stream.Through the co-operation of both Facilities and Program Services,a waste audit of one of the elementary schools was conducted.More audits are planned,as required by Ministryof the Environment guidelines. Paperless Week was held in conjunction with Earth Week activities. This promotional week of reduced paper consumption across TVDSB focused awareness on waste minimization. It featured the board of trustees who ensured that the board meeting of that week was entirely paperless which set a very strong example of how the board Istryingto reduce paper usage. 4.Energy Conservation Teachers have made use of both the elementary and secondary energy conservation lessons provided byOntario ecoSchools to complement the energy conservation programs already In place.Some of these programs included participation inEarth Hour,on-line energy audits,and London HydroEnergy Conservation lesson plans for grade 6 aligned withthe Ontario Science &Technology curriculum for this grade level. 6.School Ground Greening To further the success of school ground greening projects,the EEMC has updated the guidelines and the request for approval process to Include awareness of native and Invasive species.The guidelines also stress the need to ensure supports are in place to maintain greening projects before they are initiated by schools.The most successful school ground greening projects to date included students in their planning,design,implementation and maintenance.The purpose of school ground greening is to improve biodiversity,encourage ecological sustainabillty, provide useful shade in playgrounds,and energy conservation by strategic planting. This past year saw six more outdoor classrooms and reading circles planted and developed inboth elementary and secondary schools.Groups such as the Upper Thames Conservation Authority and Reforest London helped schools be successful with planning, designing,implementation and curriculum-aligned plans for use. 6.Environmental Education Centres Demand for three Environmental Education Centre programs continues to grow, with waiting lists for some programs.Their programs continue to be updated and aligned with the expectations of the Ontario curriculum as a booklet is developed detailing all of the centres' programs.The programs are very capably run by environmental educators at each of the sites. This team worked together this year to offeran Earth Day contest for JK to Grade 12 students that saw classes conduct waste audits and produce creative action plans detailing how their class could make environmental improvements at their school.The winners attended one of four outdoor curriculum-based environmental field trips. 2011 November 8...10 13.REPORTS FROM THE ADMINISTRATION -cont'd a.ENVIRONMENTAL EDUCATION AND MANAGEMENT ANNUAL REPORT -cont'd 6.Environmental Education Centres -cont'd London Environmental Education Centre - At the Pond Mills and Wellington Road sites,the GPS course for Grade 8 students was introduced which is directly tied to the Geography units. The environmental educators from this centre ran workshops at the St.Thomas Water Festival which had over 1000 elementary students attend during the three-day event as students participated Incurriculumrelated hands-on lessons about water conservation and pollution. Vansittart Woods Environmental Education Centre - This year saw the development and triallingofatechnology,inquiry-basedaquaticstudyprogramforsecondarystudents.Students were given the tools to investigate and conduct real field studies in and around the ponds at Vansittart Woods.This Isa veryworthwhileaddition to programming and has involved science learning co-ordinators and secondary science teachers In Its development. Jaffa Environmental Education Centre -Plans to update and create a new hands-on Carolinian Forest Exploration Room continues to move forward. This large project is funded in part by successful applications to the Ministry of Natural Resources and TD Friends of the Environment.The Carolinian Forest Festival held in early October in conjunction with the Catfish Creek Conservation Authorityalso continued this year by educating Grade 6 and 7 students about forests,natives species and land erosion. 7.Hazardous Waste Reporting requirements for hazardous waste continued to be an important issue,monitored by the Ministry of the Environment.All reported hazardous waste material produced through school programs such as Science,Arts and Technology programs was safely removed.They have also started to address non-compliant issues due to inconsistencies surrounding hazardous waste storage and disposal.For instance,municipal by-laws are also Impacting the way they deal with hazardous waste as they are now monitoring waste water.On-going concerns being addressed relate to materials handling and safety,and the need for staff training In these procedures,especially given recent incidents in other boards,and Ministryof Labour inspections. 8.Embedding Environmental Education into the Curriculum According the Ministry document Acting Today,Shaping Tomorrow: A Policy Framework for Environmental Education in Ontario Schools (2009)It is the board's responsibility to provide leadership,model and teach environmental education,as well as to increase student knowledge and skill development to foster environmental stewardship.To this end,a writing team organized environmental education resources in order to provide teachers with grade-specific,curriculum-specific lesson ideas and plans to allow them to embed environmental education into all subjects.Itis hoped the final version of the document will be released in early 2012 and implemented in part through teacher workshops. 9.Secondary School Student Environmental Symposium -October 20,2010 As part of fostering student engagement in environmental issues which is a focus of the Ministry of Education's policy framework,students participated in a program of open forums and hands-on activities related to current and locally relevant environmental Issues.After a guest speaker presentation related to locally collected climate change data and the changing effects seen in their environment,students attended workshops and presentation topics.As a culminating task,students brain stormed ideas to create an environmental action plan for their school and community.From student and teacher feedback,this event organized by our Environmental Learning Coordinator,was an outstanding success for fostering engagement. 2011 November 8...11 13.REPORTS FROM THE ADMINISTRATION -cont'd a.ENVIRONMENTAL EDUCATION AND MANAGEMENT ANNUAL REPORT -cont'd 10.Environmental Education and Management Brochure To ensure awareness of the TVDSB Environmental Policy,an EEMC sub-committee developed a brochure for all staff,its major purpose is to introduce new staff to the work being done in our board related to environmental conservancy and its promotion.Distribution to all schools and board sites is almost complete. 11.A Glance to Future Projects for 2010-12: Ontario ecoSchool Program -continue promotion Waste/Recycling Guideline - to be developed Waste Minimization -continue promotion Energy Conservation -continue promotion Environmental Education Centre Programs -continue to update TVDSB Environmental Policy -promotion Environmental Education promotion inall subject areas through the Ontario curriculum and the Ontario Scope and Sequence of Environmental Education for all grades •Secondary School Symposium Planning for October 2012 In response to a question,it was confirmed that the Masonville Public School and TD Bank are participating ina energy conservation project with a focus on solar powered panels.The school will have a monitor placed in its foyer that will indicate how much energy is being generated by the panels. Director Tucker noted that the Program Department is in the process of analyzing the disposal of hazardous waste in compliance with increasing regulations.The Administration may bring forward proposals In due course. b.SECONDARY SCHOOL STAFFING UPDATE Exec.Supt.M.Seredaand Supt.P. Tuffs presented the following report to update Trustees on the status of secondary staffing. Currently, the 2011 October 31 preliminary enrolment indicates that the actual 2011 October 31 enrolment will exceed the original 2011 October 31 system projection of 24,897.62 by approximately 180 FTE based on historical patterns.Given this increase and applying TVDSB historical patterns related to the retention of students,it is anticipated that the actual 2012 March 31 enrolment will exceed the original 2012 March 31 system projection.As a result, it is anticipated that the 2011-12 TVDSB actual yearly enrolment will exceed original projections by approximately 160 FTE students. • This increase in enrolment Is primarily due to the Alternative Education -Mennonite Program serving the needs of secondary school age Mennonite students in Elgin County (114 FTE)and a slightly larger enrolment than was projected in regular secondary school programs.Following staffing formulas as per Ministryof Education direction, itis anticipated that these increases could result in approximately an additional 9.0 FTE secondary teachers. •4.0 FTE secondary teachers have been allocated to deliver the Alternative Education - Mennonite Program. 0.17 FTE has been allocated to H.B.Beal Secondary School to assist with fulfilling student timetables. 2011 November 8...12 A 13.REPORTS FROM THE ADMINISTRATION -conrd b.SECONDARY SCHOOL STAFFING UPDATE -cont'd 0.83 PTE is currently in Hoidbacl<to address student timetable and ciass size violations for Semester Two. It was confirmed that a large number of these students are from Elgin County currently enrolled in the alternative education program for Mennonites.The increase will also result in an elimination of wait lists for compulsory courses. 14.REPORTS OF COMMITTEES a.REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE 2011 October 18 Members Administration and Others W. Huff,Trustee (Chair)M.Deeb,Vice-Principal, E. Albert,Chippewas of the Thames Saunders Secondary School D.Grosbeck,Chippewas of the Thames L.Elliott,Executive Superintendent, G.Hope,Oneida Nation of the Thames Program Services T.Roberts,Trustee J.Fitzslmmons,Principal,Lambeth Public School P.Sattler,Trustee (3:19)J.Joseph,Career Guidance Counsellor D.Macpherson,Principal, Regrets:H.B.Beal Secondary School M. Elijah R. Michaud Turgeon,FNMl Education Advisor L.Mills,Principal,Thames Secondary School D.Mitchell,Delaware Central Public School L.Nicholas,Munsee-Delaware L.Pressey,Learning Supervisor K.Aitken,Corporate Services C.Bourbonnais-MacDonald,Superintendent 1 CALL TO ORDER The meeting convened at 3:11 p.m.at the Oneida Community Centre. 2.APPROVAL OF AGENDA The agenda was approved as printed. 3.CONFLICTS OF INTEREST No conflicts of interest were declared. 4.REPORT OF MEETING -2011 SEPTEMBER 20 -provided for information 5.BUSINESS ARISING FROM MINUTES Trustee Roberts inquired about Item No. 6 -Program Services Update -AFNMl Self-Identlficatlon Policy Change and how the Information has been circulated.Exec.Supt. L. Elliott advised that the Board has complied with the direction and contacted the Ontario School Information System (ONSIS).All schools within Thames Valley were notified of the policy change and revisions to the student registration form were made.Exec.Supt.Elliott noted that appropriate steps had been taken within the Board for data collection. 2011 November 8...13 14.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE -cont'd 6.PROGRAM SERVICES UPDATE First Nations M^tis Inuit(FNMl)Education Advisor R.Micliaud Turgeon provided a brief update for Program Services. a. FNMl Related Professional Development for TVDSB Teachers and Staff-UPDATE TVDSB Religious Accommodations Conference (September 22,2011;October 6,2011) D.and M.Smoke represented FNMl perspectives in the panel discussion on how to accommodate spiritual practices in the schools.C.Brunette-Debassige and R. Michaud Turgeon presented the FNMl break-out sessions to share the some of the spiritual practices common among FNMl students.Participants were very interested to leam about topics such as how to accommodate smudging in the schools,as well as the protocol around the offering of tobacco.Feedback on the sessions was overwhelmingly positive with many teachers wanting more information on FNMl-related curriculum links and the Visiting Elders/Cultural Teachers program in schools. Aboriginal Perspectives Toolkit Training (October 20,2011) Chatham Regional Education Centre The following five elementary teachers including R. Michaud Turgeon will attend: L.Toulman-Arthur Stringer Public School; N.Remezaitis-Delaware Central Public School; L.Wynberg-Otterville Public School; A.Harkins-Ealing Public School; K.Eliig-Picken-Wilton Grove Public School. These teachers will be trained inthe Teacher's Toolkit and piay a leadership/facilitator role in the Toolkit implementation initiative included in this year's Ministry grant proposal. Circle of Light Conference (November 14-16,2011,Royal York Hotel,Toronto) •TVDSB will have 10 delegates including four workshop presenters,a student panelist and five community stakeholders. TVDSB has applied for participation In the Student Success Fair on the evening of Tuesday November 15,2011. Exec.Supt.L.Elliott,R. Michaud Turgeon,P.Nanayakkara and D.MacPherson are presenting a workshop on strategies in implementing the provincial FNMl framework on Wednesday November 16,2011. b. FNMl Resource Development Two Paths •Phase 1-Grades 4-8 This has been reviewed by Learning Coordinators and is in the process of being edited into a final draft.The document will be available on the TVDSB website by late November,2011. Phase 2-Grades JK-3 Will be going through a thorough,standard equity review process before being released.These materials will be inkitform with accompanying books and resources. Kits will be available for sign out once they are complete. 2011 November 8...14 14.REPORTS OF COWIWIITTEES -cont'd .; a.REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE -cont'd 6.PROGRAM SERVICES UPDATE -cont'd b.FNMI Resource Development -cont'd FNMI Transitions Guide •The guide is in the process of being posted to the oniine TVDSB FNMI website.A communication to schools and community partners will be released to promote the use of the guide in Thames Valley schools. c.FNMI Student Programs FNMI Programs in partnership with The Fourth R Elementary Peer Mentoring Part 1:October 12,2011-Decembers,2011 Schools:Aberdeen Public School,Delaware Central Public School,Woodland IHeights Public School and Lambeth Public School Secondary Peer Mentoring Semester 1:November 1,2011-December 22,2011 Schools:Thames Secondary School,Saunders Secondary School,Beal Secondary School Transition Conference Fall Conference:"Healthy Future Choices:Mind, Body and Spirit"(2011 November 29) Open to all FNMI students in the TVDSB in Grades 7 and 8 Learning Supervisor L.Pressey distributed information pertaining to cultural funds and provided a brief overview. In response to a question posed to the principals regarding funding, it was noted that schools do not receive adequate funding from the Ministry and, therefore,rely on substantial funds from other sources.It was also noted that some schools make partnerships with other schools to help supplement funding to ensure costs are met.Chair Huff advised that this issue has previously been addressed and although the guidelines continuously change,the amount of funding has not. Exec.Supt.Elliott provided a brief update on the Tuition Agreement.She advised that legal representatives for all parties are in the final stages of printing the documents and will be ready to submit them within the next couple of weeks.She will bring the Tuition Agreement to a future meeting for discussion. 7.PRINCIPALS'UPDATE Delaware Central Public School Principal D. Mitchell updated the Committee regarding FNMI students at Delaware Central Public School. School Goal - To improve student behaviour while Improving academics through writing. FNMI Student Population 18 0neida •12 Munsee -Delaware 2011 November 8...1S 14.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE -cont'd 7.PRINCIPALS'UPDATE -Delaware Central Public School -cont'd Oneida Language Classes 2 Grade 7/8 with L.Smith teaching 4th R program 20 students Grade 7 &8 (both boys and girls) Assembly -School wide Behaviour Model -Mustangs introduced Student Council President -Grade 8 FNMI female student Breakfast/Snack Program •Support healthy living and academic needs half Grade 7 &8 students are accessing food on regular basis FNMI Student Success •Training forGrade 7 &8Teacher -Thursday.Get 20"" Oneida Support - R.Doxtator Munsee-Delaware Support - L.Nicholas School Support Worker - C.Rogers (when requested) Principal Mitchell raised concern over more instances of older students utilizing the Breakfast/Snack Program that is currently offered for primary students.The school is trying to determine reasons why these students are accessing the program and the need is growing. The issue of busing times and nutritional breaks was also discussed.It was noted that FNMI students spend longer time traveling to and from school fromthe Reserve and that most have consumed their lunch by the end of the first nutritional break. Chair Huffnoted that other contributing factors also include high poverty rates.He indicated that for some FNMI students,a school day can be a long one and without proper nutrition,they are unable to learn. Chair Huffindicated that funding for breakfast/snack program support is imperative,as students rely on it.Itwas agreed that additional funding is required for both elementary and secondary students. Exec. Supt.Elliott advised that additional funding is available through the Ontario Student Nutrition Program.Members were encouraged to contact her for further information. Trustee Roberts raised concern over the impact on academic performance.He advised that he will raise the issue at the upcoming Board meeting for consideration and further Investigation. Lambeth Public School Principal J.Fitzsimmons presented the following update regarding FNMI students at Lambeth Public School.She was joined by Supt.C.Bourbonnais-MacDonald. 2011 November 8...16 14.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE -cont'd 7.PRINCIPALS'UPDATE -Lambeth Public School -cont'd 1. Action Statements have been collaboratively developed at Lambeth Public School. The STUDENTS of LAMBETH PUBLIC SCHOOL will display responsibility and respect toward their learning environment. •Respect for people and property •Responsibility for one's behaviour •Respect individuality and differences •Develop independence The STAFF of LAMBETH PUBLIC SCHOOL will work as a team to promote growth and success in all learners. •Engage in Professional Learning Communities &Professional Development •Design rich and engaging learning opportunities •Provide Differentiated Instruction •Celebrate accomplishments The PARENTS/GUARDIANS of LAMBETHPUBLIC SCHOOL willwork in partnership with the staff to support learning expectations. Communicate through planners,e-mail,website,and/or in person •Show interest in their child's learning •Participate in Parent /Teacher interviews /Student Led conferences •Support,encourage and balance curricular and extra curricular activities 2. C. Rogers, SupportWorker will visit the school on September 28"^. 3.Lambeth Public School raised $4400 fortheTerry Fox run organized byOneida Language Teacher T.Whiteye. 4.Grade 8 Oneida students attended the Olympia trip last week. 5.The4th R Mentoring Program started on October 14th.There are 21 students Involved this year. 6. Lambeth Public School will attend the Student Led Conferences and are hoping for FNMI money to support Teachers going to the Oneida Settlement to meet with parents. H.B.Beal Secondary School Principal, D.Macpherson provided the following update with respect to FNMI students attending H.B.Secondary School. Peer Mentoring Program • Six mentors to be trained October 24,12 Mentees. They will meet on Fridays beginning November 4th. Tuesday Luncheon Meetings •Weekly sessions including guest speakers gather to share information.This week representative of the Canadian Armed Forces attended. ,-,2011 November 8...17 14.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE -cont'd 7.PRINCIPALS'UPDATE - H. B.Beal Secondary School -cont'd FMNl Student Association (l\/londays) • They held a successful "Taco Luncheon"ahead of Thanksgiving, with 36 students In attendance. First Nations and Friends Nights will continue. The FNMI Student Association is planning to hold one per month beginning in November.These have been popular social and recreational evenings involving the use of school facilities such as the pool and gymnasium. The Student association is also planning to hold a Winter Festival with details to follow. Four students have put their names forward for the FNMI Student AdvisoryCouncil. Upcoming Dates Commencement 2011 October 28 Awards Assembly 2011 Novembers Fanshawe Career Testing 2011 November 11 (H. B.Beal and Saunders Secondary Schools 20 students) N'AmerindAwards Evening 2011 November 18 Exec. Supt.Elliott advised that there Is still funding available that has notyet been allocated for student engagement.She noted that schools can submit a brief proposal for consideration and \I are asked todoso bythe end oftheweek. This funding isavailableforat risk students tohelp ^'ensure that they stay in school. It was noted that the Canadian Armed Forces held a session that was well attended bya range of students from all grade levels and that the summer program offered was of Interest. Saunders Secondary School Vice-Principal M.Deeb presented the following report on FNMI students at Saunders Secondary School. Fourth R Peer Mentoring will begin next month. On October 24th students will undergo the Peer Training at Althouse College. • Ten FNMI students from Saunders Secondary School have been selected to attend the Fanshawe College Career Testing Day. They are currently identifying potential graduates so that the First Nations Student Success Team ("FNSST")will be able to track and support successful graduation and assist with post secondary plans. Vice-Principal M.Deeb distributed a FNSST referral form model used to support FNMI students. Upcoming Dates 2011 School Council Meeting 2011 October 26 Awards Night 2011 October 27 University Application Tutorial 2011 Novembers College Application Tutorial 2011 November 16 2011 November 8...18 14.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE -cont'd 7.PRINCIPALS'UPDATE -Saunders Secondary School -cont'd In response to a question,it was noted that they are stilllooking for parent representatives for School Council meetings from within each community.In the interim,administrative staff will continue to help. It was also noted that funding for mileage is available to parent representatives who volunteer their time. Thames Secondary School Principal L.Mills provided the following report regarding First Nations students at Thames Secondary School. •The 4th R program was at the school on October 12 to start recruiting mentors. •The FNMI and Friends Luncheons continue every other Thursday.Guest speakers,0. Doxtatorand J.Tayler(N'amerind Friendship Centre-Cultural Connections and Wasanabin Program-Youth Programs)were at the luncheon on October 13th. •The I am a KindMan program facilitated by D.Whiteye from Af^Lohsa is going to begin in late October. Some other activities In the planning stages are crafts,movies with lunch,socials,bake sales, field trips and sporting events. •The first report cards were distributed to students on October 17 and 18.From these reports,they will be identifying students at risk and implementing strategies to improve their "^ success. •Students are being encouraged to participate in the work experience program which runs from November 7 -17.As well.Grade 9 students will be participating in Take Your Kid to IVbr/cDaywhlch occurs on Wednesday,November 2. In response to a question regarding student work experience.It was noted that students are encouraged to find a placement withintheir community. This will provide an opportunity for them to gain experience Injob searches as well as making a connection there.Teachers are responsible for ensuring that the placement meets the established requirements;however, securing a placement either on or off the Reserve is left to the students. The Issue of transportation to/from co-op placements off Reserve was raised and noted that one alternative is the Onelda transit bus that runs daily with later hours.There is,however, a fee for this service. 8.COMMUNITY UPDATES a.Oneida Nation of the Thames Life Long Learning Administrator G. Hope welcomed the committee to Onelda.He reported that Onelda isworkingclosely with secondary schools regarding FNMI student attendance.He also advised that all administration buildingsin Onelda will holdan open house on Thursday, November 17, from 1:00 p.m. to 7:30 p.m., and encouraged all members to attend.Students will be able to take park inmaking Christmas crafts inthe evening. 2011 November 8...19 14.REPORTS OF COMIVIITTEES -cont'd a.REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE -cont'd 8.COMMUNITY UPDATES-cont'd b.Munsee-Delaware First Nation Education Co-ordinator L.Nicholas advised that they are aiso dealing with students who are having difficulty attending classes;however,he noted that some students from the previous year who had difficultyattending classes are doing wellthis year.He encouraged anyone seel<ing extra help in any area to contact him. He also reported that Munsee- Delaware First Nation is working with the Oxford Learning Centre who are providing their services to Munsee-Delaware FNMl students. Mr.Nicholas encouraged parents to attend the upcoming Parent-Teacher night. c.Chippewas of the Thames First Nation J.Joseph,Career Guidance Counsellor,noted that she is monitoring student attendance every two weeks to ensure at risk student attendance is tracked.She reported that there are student success teams at the various schools who work closely with the participants and are willing to participate in home visits if required. Mr.Joseph advised that they taking a proactive approach with secondary students and held a student engagement session to see what the needs ofthe students are. He will provide an update once the results are compiled. It was noted that some FNMI students participated in an education rally in Ottawa on October 6'^regarding funding. Chair Huff advised that the Attendance Ad Hoc Committee met last week.It will talk with students directly in an effort to address attendance issues.Further updates will be brought to the First Nations Advisory Committee as required. 9.ADDITIONAL ITEMS -none 10.FUTURE MEETING DATES The following future meetings were scheduled: 2011-2012 First Nations Advisory Committee Meeting Locations 2011 November 15 Lambeth Public School -cancelled 2011 December 20 Saunders Secondary School 2012 January 17 H.B.Beal Secondary School 2012 February 21 Chippewas 2012 March 20 Munsee Community Centre 2012April17 Lambeth Public School 2012 May 15 Delaware Central Public School 2012 June 19 Education Centre 2011 November 8...20 14.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE -cont'd It was determined that the November 15 meeting would be cancelled because of the Circle of Light Conference In Toronto. 11.ADJOURNMENT A motion to adjourn the meeting at 4:27 p.m.was carried. RECOMMENDATIONS:none W.HUFF, Chairperson b.REPORT OF THE AUDIT COMMITTEE 2011 October 18 3:00-5:09 p.m. MEMBERS PRESENT ADMINISTRATION AND OTHERS T.Grant R.Robertson K.Meeson E.Grosvenor G.Hart R.Tisdale (Chair)J.Pratt M.Sereda J.Berkin 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST -none declared. 3.ELECTION OF CHAIR Superintendent Meeson presided over the election of the Committee Chair.Trustee Tisdale was nominated and acclaimed to the position. 4.REGIONAL INTERNAL AUDIT MANAGER UPDATE Jeff Pratt,Regional Internal Audit Manager,introduced himself and distributed the document Regional InternalAuditUpdate Southwestern Ontario,Fall 2011.He described the organization of the South region, pointing out the participation of ten school boards,and reviewed the mission and scope of the organization as adopted by the Ministryof Education.It was noted results of the current risk assessment taking place will be presented at a future meeting and will drive the work of the Regional Internal Audit team.Manager Pratt reviewed his responsibilities advising he expects the team to complete between two to four Intemal audits per Board per year.The reporting process,authority,governance model and confidentiality were confirmed.Manager Pratt outlinedthe 2011 -2012 AuditPlan and responded to questions of clarification from the Committee. Manager Pratt stated that four staff members have been hired for the South region and that he Is working closely with Deloltte completing the required Risk Assessments in each of the ten boards.It Is hoped that the work will be completed by December 2011.The Committee discussed the choice of three operational audits as developed by the Ministry of Education; Fundraising,Enrolment and Termination &Retirement.He asked that the Committee select one audit they would like performed from the three options provided.The Committee members discussed the scope of the three choices. /A 2011 November 8...21 14.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE AUDIT COMMITTEE -cont'd 4.REGIONAL INTERNAL AUDIT MANAGER UPDATE -cont'd The following motion was moved and carried: That Termination &Retirement be selected as the Internal audit to be completed in the 2011-2012 school year. Manager Pratt described the risk assessment tool developed by the Ministry of Education, noting that itincluded eight key risk categories,six functional areas and fifty-three processes. Discussion followed and the Committee inquired about student safety and transportation being added to the list. 5.YEAR END 2010-2011 Superintendent Meeson discussed the budget spreadsheet used at the 2010-2011 budget approval process. She described the operating compliance calculation and allocation of accumulated surplus.She reminded the Committee that an allocation of $5,298,180 from accumulated surplus was required for budget approval. Supt.Meeson proposed that the year end financials be presented ina similarformat as the budget approval process and suggested that internally appropriated funds be broughtforward to 2011-2012 untilrequired to balance the budget.The Committee was in favour of the suggested process. 6.REPORT OF THE IN-CAMERA MEETING OF 2011 OCTOBER 18 A motion to move In-camera was approved at 4:38 p.m. The Committee met in-camera to discuss personnel and legal issues.The Committee reconvened inpublic session at 5:07 p.m. 7.OTHER BUSINESS a.Resignation The Committee was advised of the resignation of Community Member Tinyvan Pinxteren. It was agreed that the Selection Committee would Identifyand recommend to the Board all potential applicants from the recruitment process still interested in Committee membership. b.Conflict of Interest Annual Declaration Committee members were asked to complete and submit their annual Declaration regarding conflict of interest. 8.NEXT MEETING The November meeting was rescheduled to Monday,November 21,at 3:00 p.m. 9.ADJOURNMENT A motion to adjourn was moved and carried at 5:09 p.m. RECOMMENDATIONS:none RUTH TISDALE Chairperson 2011 November 8...22 14.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE LONG TERM COMMUNITY PARTNERSHIP COMMITTEE 2011 October 20 MEMBERS PRESENT ADMINISTRATION AND OTHERS R.Campbell (Chair) T.Roberts B.Tucker K.Young T.Grant (2:20)P.Sattler (2:19)S.Christie B.McKinnon Trustee Guest:J.Bennett 1.APPROVAL OF AGENDA The agenda was approved by motion with the addition of Item 4.a Fetal Alcohol Syndrome Disorder,and 4.b Labour Market Information Project. 2.CONFLICTS OF INTEREST -none declared 3.UPDATE ON CURRENT PARTNERSHIPS a.Mayor's Vision Director Tucker advised that a letter has been sent to the Mayor about the Board's interest in establishing a letter of agreement related to future partnerships withthe Cityof London and establishing satellite sites at Central SS.A response has not yet been received. Capital planning information will be provided to the City. It was suggested that a baccalaureate program be considered at Central SS.Director Tucker also suggested that the Board consider recruiting student from outside of Canada. He described discussions related to an alternate use if the Wheable Adult Centre. b. City of London Neighbourhood Child and Family Centres/Child Youth Network Director Tucker distributed copies of a slide presentation related to the Child & Youth Networknotingthe Board has taken a significant leadership role inthe Network.The City of London has identified two priority areas - Argyle and White Oaks.A commitment has been made to look at Lord Nelson PS and White Oaks PS to provide a co-service to these communities.It was noted that alternate schools may be considered.Opportunities for funding were discussed and Board commitment sought. Director Tucker indicated that the City has identified schools in which to establish community hubs and communities have identified the services they wish to have offered in the hubs. He described the co-habitation concept in which a school and community organization/services rent space and provide individual service; however, they are not unifiedor linked.Co-service provides linked service witha co-ordinator on site to provide the necessary supports to families. He advised that a number of communities are looking at the operational structure of such a concept.It was noted that the services must be available to families beyond the school day. A formal presentation will be made to the Board in future. 2011 November 8...23 14.REPORTS OF COMWllTTEES -cont'd c.REPORT OF THE LONG TERM COMMUNITY PARTNERSHIP COMMITTEE -cont'd 3.UPDATE ON CURRENT PARTNERSHIPS -cont'd b.City of London Neighbourhood Childand Family Centres/Child Youth Network -cont'd The following motion was moved and carried: That a presentation be made tothe board once contact and arrangements can be made with the Child and Youth Network. 4.OTHER BUSINESS a.Fetal Alcohol Spectrum Disorder Trustee Grant described the work of the Fetal Alcohol Spectrum Disorder (FASD)- ELMO organization and the concept of holdinga symposium In the spring. DirectorTucker will meet with the FASD Network on November 4 to describe the structure and content of the symposium. A series of evenings withbreak-out sessions is being considered to discuss adult services in order to meet the needs of participating organizations.Funding applications are being prepared. b.Labour Market Information Project Trustee Sattler described the Labour Market Information Project which will undertake a local labour market survey to speak with a range of stakeholders to find the information they need to do workforce and job creation planning.Eventually,there will be a centre which consolidates labour market information to facilitate sharing the information through communities.The goal is to have a tool to address a broad range of user needs. The project is funded untilthe spring of 2012 following which, a communication strategy willbe developed.Information will be gathered from Elgin and Middlesex counties as well as the City of London. 5.DATE AND TIME OF NEXT MEETING The next meeting was scheduled for January 19,2012,at 2:00 p.m. 6.ADJOURNMENT The meeting adjourned at 3:00 p.m. by motion. RECOMMENDATIONS:none R.CAMPBELL Chairperson d.REPORT OF THE BUDGET ADVISORY COMMITTEE 2011 October 24 4:07-5:10 p.m. MEMBERS PRESENT ADMINISTRATION AND OTHERS J. Coghlin T.Roberts (Chair) B.Tucker S.Christie T.Grant (ex officio)K.Meeson K.Young W. Huff(4:12)S. Macey M.Sereda Regrets:R.Tisdale,J.Todd 2011 November 8...24 14.REPORTS OF COMMITTEES -cont'd d.REPORT OF THE BUDGET ADVISORY COMMITTEE -cont'd 1 APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST -none declared 3.BUDGET 2011-12 a.Review of Process Chair Roberts noted a need to start the budget process early in the school year understanding that in December,a new Budget Advisory Committee will be struck. Supt. K.Meeson distributed and described how the Committee could operate.She noted the importance of the Finance Department being aware of the needs of the Committee.She suggested a reviewof the 2011-12 Budget and discussions regarding the expectations of the 2012-13 Budget.The abilityto see the budget components on the Board screen as the Budget was considered was appreciated. Trustee Grant questioned an actual-to-budget process rather than a budget-to-budget process.Director Tucker explained the latitude of departments in using the operating lines as required while ensuring that the bottom line is not in a deficit. The following comments were offered: •difficulty intracking areas the Board previouslyapproved for inclusioninthe budget; •recognition that understanding the various components of the Budget takes time; the process does not talk about how funds are spent In directed,strategic ways; •concern over the short time lines given by the Ministryof Education to use specific, directed funds; need to prioritize budget issues in the strategic planning process; communication and dialogue between Administration and trustees is critical early in the new year. 4.BUDGET 2012-13 a.Process Supt.Meeson acknowledged the need to meet with the Committee eariier in the process and address specific segments of the Budget,e.g.operational,FDK. It was suggested that "Budget" be added as a standing item on the Board meeting agendas to increase trustee awareness of the process and budget issues. DirectorTucker indicated that the Administration goes through the budget line-by-line following which recommendations come forward.It was suggested that an update from departments outliningthe pressure points and priorities be implemented. Pressures,areas of excess and preferred priorities were cited as Board meeting or caucus discussion areas rather than looking at the budget line by line. This will enable all trustees to hear and participate in the discussions. Itwas suggested that a monthlyBudget caucus be scheduled on a Tuesday evening from 5:00-8:00 p.m. with dinner provided.Trustee participation was stressed.It was agreed that Chair Roberts will speak to the matter at the October 25 Board meeting noting that the first caucus is scheduled for December 6. 2011 November 8...25 14.REPORTS OF COWIWIITTEES -cont'd d.REPORT OF THE BUDGET ADVISORY COMWIITTEE-cont'd 4.BUDGET2012-13-cont'd b.What We Know Supt. Meeson described information related to the following areas of the budget; provincial commitments to provincialframework agreements negotiations; provincial deficit; declining enrolment; special education supports; capita]needs; Full -day Kindergarten implementation; Ministry working groups; segments of the Grants for Student Needs. She noted that itis anticipated that $ 2.1Mofthe accumulated surplus will be required to close the 2010-11 Budget rather than the $5.3M originallypredicted. The staffing report will be brought to trustees inthe near future. Atthe next meeting, the process and time lines for developing the 2012-13 Budget will be established. c.System Priorities -deferred to next meeting d.Future Meeting Dates - to be determined 5.OTHER BUSINESS -none 6.DATE AND TIME OF NEXT MEETING The next meeting will be scheduled at the call of the Chair. 7.ADJOURNMENT A motion to adjourn was moved and carried at 5:10 p.m. RECOMMENDATIONS:none T.ROBERTS Chairperson e.REPORT OF THE POLICY WORKING COMMITTEE 2011 October 25 4:15-4:20 p.m. MEMBERS PRESENT ADMINISTRATION AND OTHERS G. Hart (Chair) R.Tisdale (4:20 K.Altken K.Young p.m.)P.Heath W.Huff T.Roberts Trustee Guest - B.McKlnnon 1.APPROVALOF AGENDA -The agenda was approved by motion. 2011 November 8...26 14.REPORTS OF COMMITTEES -cont'd d.REPORT OF THE POLICY WORKING COMMITTEE-cont'd 2.CONFLICTS OF INTEREST-none declared 3.COMMITTEE REPORT OF AND TRACKING SHEET- providedfor Information 4.POLICY/PROCEDURE-TO COMMITTEE FOLLOWING PUBLIC INPUT -none 5.DRAFT POLICIES/PROCEDURES-none 6.DRAFT POLICY/PROCEDURE REQUIRING ADDITIONAL CONSIDERATION -none 7.POLICIES/PROCEDURES UNDER REVISION -none 8.DRAFT/APPROVED POLICY/PROCEDURE REQUIRING FURTHER CONSIDERATION a. Rescinding of Policy2009 - Religious Observances -Accommodation of Staff Employee Relations Officer P. Heath joined the meeting to discuss the Religious Observances - Accommodation ofStaff policy 3009. She advised that at the September 27,2011,meeting, the Religious and Faith-based Accommodation ofStaff procedure (No.2022b)was presented for referral to the October 11 Board meeting for information.This procedure is a companion to the Religiousand Faith-based Accommodationof Students procedure (No.2022a) under the Board's Equity and Inclusive Education policy,No. 2022,approved on September 14, 2010. It was intended to replace Policy3009 - Religious Observances -Accommodation of Staff.' The following motion was moved and carried: That Policy 3009 - Religious Observances -Accommodation ofStaff,be rescinded and replaced with Procedure 2022b - Religious and Faith-based Accommodation ofStaff, under Policy2022 - Equityand Inclusive Education. 9.OTHER BUSINESS-none 10.DATE AND TIME OF NEXT MEETING The next meeting was scheduled for Tuesday,November 22, inthe Governor Simcoe Room. 11.ADJOURNMENT The meeting adjourned by motion at 4:20 p.m. RECOMMENDATION: That Policy 3009 -Religious Observances -Accommodation ofStaff,be rescinded and replaced with Procedure 2022b -Religious and Faith-based Accommodation ofStaff,under Policy 2022 - Equity and Inclusive Education. GRAHAM HART Chairperson The recommendationwas approved on motion ofG.Hart,seconded byR.Tisdale.Trustees B. McKlnnon and J.Todd were absent for the vote.> 2011 November 8...27 14.REPORTS OF COMMITTEES -cont'd f.REPORT OF THE CHAIRS'COMMITTEE 2011 November 2 9:07-11:21 a.m. MEMBERS ADMINISTRATION AND OTHERS T.Grant (Chair)G.Hart B.Tucker S.Christie (10:00) J.Bennett T.Roberts K.Aitken 1.APPROVAL OF AGENDA The following agenda items were added:Transportation,Medway Boundaries,Audit Committee Membership and Cityof London Safety and Crime Prevention AdvisoryCommittee Meeting Update.The agenda,as amended,was approved by motion. 2.CONFLICTS OF INTEREST -none declared 3.REVIEW OF 2011 NOVEMBER 8 BOARD AGENDA The agendas for the in-camera and public Board meetings of 2011 November 8 were discussed and updated. 4.CORRESPONDENCE-none 5. 6. 7. STRATEGIC PLANNING NEXT STEPS Facilitator Marilyn Gouthro joined the meeting by teleconference to discuss the next steps in the Board's strategic planning process.Director Tucker spoke to the selection of internal facilitators to lead development of the plan. Itwas agreed that a draftwork plan will be presented to all trustees forconsideration. Atthe November 8 Strategic Plan In-service session,the Chair will share the draft,3-step work plan and the Director will speak to operational aspects of the process. UPCOMING MEETINGS/EVENTS Chair Grant noted the number ofupcoming meetings requiring trustee attendance.A schedule is attached for trustees'Information. As well,plans are being made for school openings and rededications.Trustees will be advised when dates are confirmed. DECEMBER 6,2011,BUDGET CAUCUS Itwas noted that a Budget caucus is scheduled for Decembers to receive staffing information and to discuss the budget preparation process,dates and priorities. Director Tucker will meet with Trustee Roberts to planthe agenda and will reportat the next Chairs' Committee meeting. 8.FUTURE CHAIRS'MEETINGS Itwas agreed to schedule the Chairs' Committee meeting in preparation for the January 10, 2012, Board meeting on December 21. The January 4, 2012, meeting was cancelled. 9.CHRISTMAS Trustee Bennett sought a consistent message for principals regarding the Christmas season in line with the Board's policy on Equityand InclusiveEducation. DirectorTucker will discuss the matter with the Administrative Council and report back to the Committee at the next meeting. 2011 November 8...28 14.REPORTS OF COMMITTEES -cont'd f.REPORT OF THE CHAIRS'COMMITTEE-cont'd 10.OTHER BUSINESS a.Transportation Trustee Hart questioned transportation procedures for out-of-area students who transfer out of specialized progran;is.He raised questions about RFPs, policy development and requirements for operators.Safety policies were also discussed. b.Boundaries for Medway High School Trustee Roberts questioned the boundaries set for Medway HS. It was agreed that he will speak to the supervisory officer for the area. c. Audit Committee Membership It was questioned if the community resource position on the Audit Committee has been filled.Director Tucker advised that the process is underway. d. City of London Safety and Crime Prevention Advisory Committee Meeting Update Trustee Roberts reported on various initiativesunderway bythe Cityof London Safety and Crime Prevention Advisory Committee on which he sits as the Board representative.He advised that input is sought from the London Police Service regarding formulating the next 3-year Business Plan related to community safety,crime prevention,law enforcement, victims'assistance,public order maintenance and emergency response.Meetings will be held on November 2 at 7:00 p.m., and November 15 at 1:00 and 7:00 p.m. Community Input is also being sought on proposed amendments to the City's plan and zoning related to methadone clinics and pharmacies.The amendments will serve to advance a policyand regulatory framework that would provide appropriate opportunities for the siting of methadone clinics and methadone pharmacies inthe Cityof London. The meeting will be held in the lower level at Centennial Hall on November 10 from 6:00-9:00 p.m. 11.FUTURE MEETINGS The next Committee meeting was scheduled for 9:00 a.m.on November 16,2011. 12.ADJOURNMENT The meeting adjourned at 11:21 a.m. by motion. RECOMMENDATIONS:none T.GRANT Chairperson 2011 November 8...29 14.REPORTS OF COMMITTEES-cont'd g.REPORT OF THE COMMITTEE OF THE WHOLE IN-CAMERA 2011 Novembers 15. 16. MEMBERS PRESENT ADMINISTRATION AND OTHERS J.Bennett (Chair)B.McKinnon B.Tucker S.Hughes J.Coghlin S.Polhill K.Dalton K.Meeson T.Grant T.Roberts L.Elliott K.Bushell G.Hart P.Sattler M.Sereda S.Christie P.Jaffe R.Tisdale J.Todd Regrets:S.Amrl R.Campbell W.J.Tai Absent:W.Huff The Committee met in camera from 9:56 p.m. to 10:32 p.m. 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST -No conflicts of interest were declared. 3.Confidential property and personal matters were discussed. 4.RISE AND REPORT A motion to rise and report was moved and carried at 10:32 p.m. RECOMMENDATIONS: 1.That the construction contract for the renovation to create the New Norwich elementary School be awarded to Reid &Deleye Contractors Ltd. 2.That the Board approve funding of $146,766 to support the addition of 1.5 secondary teachers to support programs for English Language Learners (ELL's) and $26,438 for .5 clerical staff at Adult,Alternative and Continuing Education (Arbeit Schule)for a total of $173,204 from accumulated surplus. JOYCE BENNETT Chairperson COMMUNICATIONS a.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION -UPDATE -none NOTICE OF MOTION -none 2011 November 8...30 17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN a.TRUSTEE T.ROBERTS Trustee T.Roberts moved the following motion,seconded by R.Campbell: That staff be required to conduct annual reviews of how head injuries are managed in the playing areas,the playground and in the classroom and report back to the Board annually in September for the previous school year. Direction was sought from the Director Tucker on the time frame for Administration to bring a report and whether one is necessary on an annual basis.He recommended that trustees defer the motion to a later date to provide the Administration with sufficient time to map out a process. The following motion was moved by T.Roberts,seconded by R.Tisdale and carried: That the following motion be deferred to the 2012 January 24 Board meeting after receipt of a report from the Administration: That staff be required to conduct annual reviews of how head Injuries are managed in the playing areas,the playground and In the classroom and report back to the Board annually In September for the previous school year.. Trustee J.Todd was absent for the vote. 18.ADDITIONAL ITEMS -none 19.QUESTIONS/COMMENTS BY MEMBERS -none At 9:50 p.m., a motion to recess and meet in-camera at 9:65 p.m.was moved by R.Tisdale, seconded by J. Coghlin and carried.The Board reconvened in public session at 10:33 p.m. 20.ADJOURNMENT The meeting adjourned at 10:34 p.m. on motion of J. Coghlin,seconded by P.Sattier. Confirmed Chalrpers 2011 November 8...31 SUMMARY OF APPROVED RECOMMENDATIONS OF 2011 NOVEMBER 8 Whereas the Southwest Region Transportation has recently issued a RFP;therefore,moved that the Chair write a letter to the Minister of Education,with copies to OPSBA and the London District Catholic School Board,requesting an update on the status of the moratorium regarding school board transportation;and That the Chair write a letter to OPSBA to raise the issues of the action of the area STS transportation consortium with the Task Force on Transportation. That Policy 3009 -Religious Observances -Accommodation of Staff,be rescinded and replaced with Procedure 2022b -Religious and Faith-based Accommodation ofStaff,under Policy 2022 - Equity and Inclusive Education. That the construction contract for the renovation to create the new Norwich elementary school be awarded to Reid &Deleye Contractors Ltd. That the Board approve funding of $146,766 to support the addition of 1.5 secondary teachers to support programs for English Language Learners (ELL's)and $26,438 for .5 clerical staff at Adult, Alternative and Continuing Education (Arbeit Schule)fora total of $173,204 from accumulated surplus. That the following motion be deferred to the 2012 January 24 Board meeting after receipt of a report from the Administration: That staff be required to conduct annual reviews of how head injuries are managed In the playing areas,the playground and inthe classroom and report back to the Board annually In September for the previous school year..