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10/25/2011 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING,PUBLIC SESSION 2011 OCTOBER 25,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA V-verbal M -material 1.CALL TO ORDER V 2.O CANADA V 3. SPECIAL MUSICAL PRESENTATION - A.B.Lucas Secondary School Triple Trio V 4.APPROVAL OF AGENDA .M 5.OFFICIAL RECORD V 6.RECOGNITIONS -none 7.CONFLICTS OF INTEREST V 8.CHAIR'S ANNOUNCEMENTS V 9.DIRECTOR'S ANNOUNCEMENTS V 10.ADMINISTRATIVE PRESENTATION a.Board Improvement Plan V 11.MINUTES OF THE 2011 OCTOBER 11 BOARD MEETING M a.Confirmation of Minutes b.Business Arising from the Minutes 12.STUDENT TRUSTEES'UPDATE V 13.REPORTS FROM THE ADMINISTRATION a.Secondary School Boundaries for Students Residing in Elgin,Middlesex and Oxford Counties for Technology Centres M 14.REPORTS OF COMMITTEES a.Special Education Advisory Committee,2011 October 4 M b.Trustee Professional Development Committee,2011 Octobers M c.Chairs'Committee,2011 October 19 M d.Committee of the Whole - In Camera,2011 October 25 V 15.COMMUNICATIONS a.Ontario Public School Boards'Association -Update V 16.NOTICE OF MOTION-Trustee T.Roberts M 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 OCTOBER 25 The Board met In regular session on 2011 October 25 in the Board Room at the Education Centre,meeting in public session at 7:03 p.m. to 10:05 p.m.The following were in attendance: TRUSTEES T.Grant (Chair) S. Amri (-9:50) J.Bennett R.Campbell J.Coghlin G.Hart (7:15) W.Huff Regrets: P.Sattler S.Polhili P.Jaffe B.McKinnon T.Roberts W. J. Tai (-9:50) R.Tisdale J.Todd ADMINISTRATION AND OTHERS B.Tucker K.Dalton L Elliott M.Sereda K.Edgar L.Griffith-Jones S.Hughes K.Meeson M.Moynihan V.Nielsen M.E.Smith B.Sonier P.Tufts K.Wilkinson K.Bushell K.Young S.Christie K.Aitken 1.CALL TO ORDER. Board Chair T.Grant called the meeting to order at 7:03 p.m. 2./3.O CANADA AND MUSICAL PRESENTATION The appreciation of the Board was extended to A. B.Lucas Secondary School Triple Trlo+for their performance and Conductor S. Holowitzfor leading in the singing of O Canada and performing three musical selections. 4.APPROVAL OF AGENDA The agenda,as amended to add an item 14.e "Budget Advisory Committee Verbal Report",was approved on motion of R.Campbell,seconded by J.Coghlin. 5.OFFICIAL RECORD S.Christie,Supervisor,Corporate Services,read the following official record into the minutes: We regret to record the death of Gregory Webb, an Elementary Teacher at Byron Northview Public School on 2011 October 19. 6.RECOGNITIONS -none 7.CONFLICTS OF INTEREST -No conflicts of interest were declared. 8.CHAIR'S ANNOUNCEMENTS -none 9.DIRECTOR'S ANNOUNCEMENTS -none 2011 October 2S...2 10.ADMINISTRATIVE PRESENTATIONS a.Board Improvement Plan Director Tucker commented on the Board Improvement Plan to Support Student Achievement (BIPSA)report and its purpose for overall student success.Supt.K. Wilkinson, Exec.Supt.L. Elliott,S.Killip,P.Venesoen,L.Pressey and F.Galizia presented a comprehensive overview of the Board Improvement Plan -2011-12 based on the system goal to increase student achievement in literacy and numeracy,while reducing identified learning gaps,leading to graduation. The Ontario Ministryof Education's goals for reaching every student include: high levels of student achievement; •reduced gaps in student achievement; •increased public confidence in education. A following summary outlining the following was also discussed in detail. The MinistryPrism for Building Coherence and Alignment The Student Achievement Division K-12 Literacy and Numeracy Secretariat •Student Success •Foundational Documents to Support Student Achievement The Ontario Curriculum School Effectiveness Framework Learning for All Growing Success K-12 School Effectiveness Framework 2010 • To achieve equity of outcomes for all students • To build school and board capacity to Identify strengths and areas which require attention and next steps • To foster reflective analysis and deeper understanding of school improvement needs Effective Schools Research Clear and focused mission Safe and orderly environment Home-school relations High expectations for success Frequent monitoring of student progress Opportunity to learn and time on task Instructional leadership The TVDSB Board Improvement Plan - K-12 -Alignment and Focus •Strategic Goals • literacy numeracy •credit accumulation graduation rates BIPSA Components Needs Assessment •SMART Goals Strategies Resources Professional Learning 2011 October 25...3 10.ADMINISTRATIVE PRESENTATIONS -cont'd a.Board Improvement Plan -cont'd BIPSA Components -cont'd Monitoring Evaluation •The Ministry EQAO and Accountability Primary assessment Junior assessment Grade 9 mathematics OSSLT Credit accumulation Graduation rates Needs Assessment Literacy Numeracy Credit accumulation Graduation rates Pass rates School Improvement Plans and SMART Goals Specific and student focused Measurable Attainable Results-oriented Time bound •Strategies,Resources and Professional Learning •System level •School level Classroom level School Improvement Expectations for Elementary and Secondary Schools Board Improvement Plan •School Improvement Plan •School Self-Assessments •Professional Development Plans •Elementary and Secondary Expectations McKinsey Report 2010 "The fundamental challenge school system leader's face is how to shepherd their system through a journey to higher student outcomes" The team also described in detail: Monitoring and Supervising School Improvement; Working Together for Continuous Improvement: Shared Leadership Matters. 2011 October 2S...4 10.ADMINISTRATIVE PRESENTATIONS -cont'd a.Board Improvement Plan -cont'd Following a lengthy discussion,the Team responded to several questions.It was noted that the BIPSA report will be submitted electronically to the Ministrypriorto 2011 October 31.Some of the largest areas of need,aside from EQAO,include OFIP schools,schools In the middle (over time these schools should have higher and more consistent results).There are nine QuadSI initiatives at the secondary level, First Nations and Special Education.Akey piece of feedback from teachers was to continue attending learning cycles where they can workwith their colleagues and collaborate with networks. A plan will be submitted on Thursday,October 27, to the Ministryfor additional resource funding to deepen the kinds of support that is needed and focused around professional learning opportunities for teachers in reading and literacy areas.The Board Improvement Plan is to provide alignment,direction and guidance to schools.The Plan and school improvement plans are shared at school council meetings. 11.MINUTES OF THE 2011 OCTOBER 11 BOARD MEETING a.CONFIRMATION OF MINUTES The minutes of the Regular Board Meeting,2011 October 11 were adopted on motion of G. Hart, seconded by J.Coghlin. b.BUSINESS ARISING FROM MINUTES In response to a question,it was noted that pending updated equipment and system training,Supt. V. Nielsen is hopeful that the launch of paperless meetings will commence in the new year. 12.STUDENT TRUSTEES'UPDATE Chair Grant welcomed former student trustee J.Daniels to the meeting. Student Trustee S. Amri advised that the first Student Advisory Council meeting will be held on Thursday,November 10.She encouraged all schools to send a representative to the meeting to provide input. Student Trustee W. J.Tal advised that they will be sending their welcome letter and approved agendas bythe beginning of next week. He noted that some ofthe potential topics fortheir upcoming meetings include assessment,exams,school WIFI technology,student council summit,food and nutrition, environmental issues and late starts. 13.REPORTS FROM THE ADMINISTRATION a.Secondary School Boundaries for Students Residing In Elgin,Middlesex and Oxford Counties for Teclinology Centres Exec. Supt.K.Dalton presented the following report related to accommodating secondary school students wishing to attend a Technology Centre who reside in Elgin,Middlesex and Oxford Counties.She noted that the boundary adjustments formalizethe regional access toTechnology Centres that the TVDSB has worked toward over the past five years. Strathroy DistrictCollegiate Institute and College Avenue Secondary School opened Technology Centres in February 2007 and September 2010 respectively. Arthur Voaden's technology facilities and programming are well established in Elgin County. 2011 October 25...5 13.REPORTS FROM THE ADMINISTRATION -cont'd a.Secondary School Boundaries for Students Residing in Elgin,Middlesex and Oxford Counties for Technology Centres -cont'd Those students residing In the three counties and currently attending Sir George Ross and Thames Secondary Schools may continue to attend with transportation provided. RECOMMENDATIONS: 1.Thateffective 2012 September 01, aii secondary school students residing within Elgin County and wishing to attend a Technology Centre shall attend Arthur Voaden Secondary School In St.Thomas. 2.That effective 2012 September 01,all secondary school students residing withinOxford County wishing to attend a Technology Centre shall attend College Avenue Secondary School in Woodstock. 3.That effective 2012 September 01,all Middlesex County secondary students wishing to attend a Technology Centre: a)residing within the North Middlesex or Glencoe l-Iigh School attendance areas shall attend Strathroy District Collegiate Institute in Strathroy. b)residing within the Medway 1-iigh School attendance area: •residing on or east of Richmond Street shall attend Sir George Ross Secondary School; •residing west of Richmond Street shall attend Strathroy District Collegiate Institute. c)residing within the Lord Dorchester Secondary School attendance area shall attend Thames Secondary School. 4.Students currently attending Sir George Ross or Thames Secondary School from Elgin, Middlesex or Oxford County may continue to do so with transportation provided. Recommendations 1 through 4 were moved by J. Coghlin,seconded J.Todd. The issue of boundaries and transportation to the technology centres was discussed.Specifically, it was noted that the process should be equitable and one that the Board can fulfill in terms of policies and procedures.The following amendment to recommendations 1 through 3 was moved by R.Tisdale,seconded by J. Todd: That the phrases "wishing to attend a Technology Centre"be deleted and reworded as follows: 1.That effective 2012 September 01,the desicnated technoioav centre for secondary school students residing within Elgin County shall ^Arthur Voaden Secondary School in St. Thomas. 2.That effective 2012 September 01.the designated technoioav centre for secondary school students residing within Oxford County shall ^College Avenue Secondary School in Woodstock. 2011 October 25...6 13.REPORTS FROM THE ADMINISTRATION -cont'd a.Secondary School Boundaries for Students Residing In Elgin,Middlesex and Oxford Counties for Technology Centres -cont'd Recommendations -cont'd 3.That effective 2012 September 01,the designated technology centre for secondary students: a. residing within the North Middlesex or Glencoe High School attendance areas shall ^Strathroy District Collegiate Institute in Strathroy. b. residing within the Medway 1-ligh School attendance area: • residing on or east of Richmond Street shall ^Sir George Ross Secondary School; •residing west of Richmond Street shall ^Strathroy District Collegiate Institute. c. residing within the Lord Dorchester Secondary School attendance area shall ^ Thames Secondary School. Recommendations 1-3 as amended and Recommendation 4 were approved. Responding to a question regarding amendments to the Transportation policy,it was noted that the revisions are undenway and is expected to be presented to the PolicyWorking Committee priorto the end of December. 14.REPORTS OF COMMITTEES a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE 2011 October 4 12:15-2:55 p.m. MEMBERS ADMINISTRATION AND OTHERS Trustee Joyce Bennett,Chair Elementary Principal,L.Carswell Autism Ontario,J.Wright Elementary Principal, R.Culhane Chippewas of the Thames,C.Dendias Learning Supervisor,J.Johnston Community Living Education Committee,S. Wilson Secondary Vice-Principal,V.Towell Easter Seal Society,A.Morse Superintendent of Education, Epilepsy Support Centre,B. Harvey Special Education,K.Edgar FASD E.LM.O.,T.Ashby -2:00 Learning Disabilities Association of Ontario, T. Fawdry Thames Valley Children's Centre,J.Gritzan (Vice-Chair) Trustee,R.Campbell Trustee,T.Grant Vanier Children's Services,B. Montminy Regrets:Association for Bright Children,D.Ensing Children's Aid Society of London &Middlesex,M.Cvetkovlch Secondary Principal,N.Fader Voice for Hearing Impaired Children, M.Barbeau Absent:Thames Valley Council of Home and School Associations,A.Moreil 2011 October 25...7 14.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd 1.CALL TO ORDER The meeting was called to order at 12:15 p.m.at Sir George Ross Secondary School by Chair J.Bennett. Chair Bennett introduced C.Dendias,new member representing Chippewas of the Thames. 2.CONFIRMATION OF AGENDA The agenda was approved noting there was an error on the item numbering. 3.CONFLICTS OF INTEREST-none 4.MINUTES OF THE MEETING FROM 2011 SEPTEMBER 13 The minutes were amended noting S.Wright should be listed as J.Wright and Autism Society Ontario should be listed as Autisrn Ontario under "Members".There was an omission under Item 9 New Business noting the SEAC Chair was asked to write a letter of concern to Community Care Access Centre regarding the release of speech and language therapy services.The minutes,as amended,were approved. 5.BUSINESS ARISING FROM THE MINUTES OF 2011 SEPTEMBER 13 J.Johnston noted that there are five administrator's registered at this time for the Ontario Principal's Council Special Education Course.Registration is open for another three weeks. 6.DIRECTOR'S FORUM DISPLAY CONTENT /MEMBERS ARE ASKED TO BRING INFORMATIONAL PAMPHLETS/CONTENT TO THE 2011 OCTOBER 04 MEETING T. Ashby will collect materials to be displayed at the exhibittable.M.Barbeau,V.Towell and T. Ashby will staff the Information table. SEAC members are asked to email their association/organization logo to M.Barbeau for inclusion on a poster profiling SEAC and the member agencies.J.Marlborough will send an email to members as a reminder to send logos to M.Barbeau. 7.SPECIAL EDUCATION REPORT UPDATES The committee reviewed and discussed the handouts Number of Students by;Exceptionality and Gender,Exceptionality and Grade,Exceptionality with Ministry Funded Equipment,on a Modified Program (Language or Mathematics)and Grade 12 Students on an lEP.It was noted that the data is current on these reports. A report will be presented at a future SEAC meeting showing students with multiple exceptionalities. In response to a question raised,the committee was advised the Board is not able to track Community Care Access Centre's speech and language therapy caseload.B.Menceland J. Donkervoort from Speech and Language will be invited to a future meeting to present information on the integrated SLP project. There was discussion around mental health as an exceptionality and it was noted that the Ministry of Education has not categorized mental health as an exceptionality. The Board's Mental Health and Wellness Committee does have a strategic plan in place that Includes mental health anti-stigma as part of the plan. 2011 October 25...8 14.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd 7.SPECIAL EDUCATION REPORT UPDATES -cont'd K.Edgar noted that typically in all boards 85 percent of the Special Equipment Amount for physical needs (SEA) Is used for computer hardware/software and 15 percent of funding Is used for other equipment such as change tables,lifts. It was noted that as part of the SEA application process,students are placed on a SEA trial,for example,the student will be trained on the equipment and/or software over a specified period of time to determine if student functions better with or without the equipment. It was noted that there are three components to EQAO:reading,writing and math.If a student is on a modified program for reading,the student cannot receive assistance on the reading component,however the writing and math component of EQAO can be read to the student. Research and Assessment staff will be invited to a future meeting to present EQAO special education data results. 8.FIVE TO TEN MINUTE MEMBER PRESENTATIONS T.Ashby of FASD E.L.M.O.and J. Wright ofAutism Society Ontario presented information as part of SEAC's action plan for members to update committee members on their organizations. 9.DVD PRODUCTION SUB-COMMITTEE UPDATE No update at this time.The next meeting is scheduled for 2011 November 01. 10.NEW BUSINESS a. K.Edgar provided the committee with Information on Sir George Ross Secondary School programming.Many students are on lEP's (Individual Education Plan) with ID (Learning Disability)and MID (Mild Intellectual Disability)exceptionalities.Ross Secondary School is the Board's only year round school.It was noted that Ross Secondary School students do offer private catering and Caf6 Nights on-site which Is a dinner service open to members of the public with reservations.Many of the courses offered at Ross Secondary School are work-place courses.Ross Secondary School is a vocational school.It was noted that students from Strathroy and Woodstock that previously attended Ross Secondary School are nowable to attend Strathroy DistrictCollegiate Instituteand College Ave Secondary School due to enhanced programming at those sites. b. IfSEAC members are interested in receiving MACSE minutes please advise T.Grant. c. A.Morse brought attention to the Ministryof Child and Youth Services / Ministryof Community and Social Services Provincial Transition Planning Framework. This is a new framework toward improving transition planning for young people with a developmental disability.It is a tool that the two Ministry regional ofHces will use to develop regional protocols with community stakeholders.The protocols will identify community organizations which will work together to support youth with developmental disabilities in developing their transition plan to adulthood.The framework may be revised In the future based on feedback and community experience. A.Morse noted that this framework does not appear to include the role of schools and encourages SEAC and the Board to provide feedback to the Ministries involved to include the role that schools play In the transition process. 2011 October 25...9 14.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd 10.NEW BUSINESS -cont'd J.Johnston noted that she was invitedto and attended a recent meeting along withtwo Special Education Learning Coordinators to discuss Ministry of Education requirements of school boards regarding transition planning.Discussions included common linksand different ideas on how to support transition planning.J.Johnston will be attending another meeting on Thursday,2011 October 06. It was noted that a portion of this protocol will be to include a key contact person to assist student and parents while navigating through community services. 11.FORUM:ASSOCIATION UPDATES K.Edgar noted the upcoming session on 2011 October 26 at 6:30 p.m. to 8:30 p.m.presented by Dr.Ross Greene,author of Lost at Schools.SEAC members are invited to attend. A.Morse noted that Easter Seals will have a table at the upcoming Accessibility Conference on 2011 October 19 at the Four Points Sheraton in London A.Morse mentioned the upcoming 2011 WALK THE TALK FOR KIDSWith Apraxiaand Other Communication Disorders on 2011 October 15 at Carroll Trail -Coronation Park,Tillsonburg, ON from 11:00 a.m.-1:00 p.m. with registration starting at 9:30 a.m. 12.FUTURE MEETING DATES Dav rime *1ondav,November 07.2011 D6:30 Dm-09;30 om «londav.December 05.2011 36:30 Dm-09:30 om fuesdav,January 10,2012 11:45 am-03:00 om Fuesdav.February 07.2012 11:45 am-03:00 om Tuesdav,March 06.2012 11:45 am-03:00 om "londav.Aoril 02.2012 D6:30 Dm-09:30 om Monday.May 07.2012 36:30 Dm-09:30 om Tuesday.June 05.2012 11:45 am-03:00 om 13.FUTURE AGENDA ITEMS Before and After Example of Student Improvement Using Assistlve Technology Five minute member Presentations (Association for Bright Children,Community Living Education Committee -November) Fetal Alcohol Spectrum Disorder Board Improvement Plan for Student Achievement Planning SEAC Learning Website (after Fall update) Learning Disabilities Association London Region update on GirlTalk program Speech and Language Project Update (B. Mencel, J.Donkervoort -November) Update on Ministry of Child and Youth Services / Ministry of Community and Social Services Provincial Transition Planning Framework (J.Johnston -November) Multiple Exceptionality Report (K.Edgar -November) EQAO Special Education Data Results (R&A) 14.ADJOURNMENT The meeting adjourned at 2:55 p.m. 2011 October 25...10 14.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd RECOMMENDATIONS:none J.BENNETT Chairperson A detailed discussion followed regarding the number of students by exceptionality and gender, number of students by exceptionality and grade,number of students by exceptional!^with Ministry Funded Equipment,number of students on a modified program (Language or Mathematics)and the grade 12 Students on an lEP.Supt.K.Edgar responded to questions from trustees. In response to a question,it was noted that there is research-based gender differences of male versus female exceptionality including externalizing and internalizing behaviors.Supt.Edgar commented that she will be attending a meeting to exchange special education data with another board and will report back and advise if that board is seeing similar trends. Questioned whether mental health and wellness challenges can be a factor In student exceptionality,it was noted that there are students who are not classified under an exceptionality because they do not meet the criteria for behaviour.Supt.Edgar advised that, in these cases, alternative strategies that look at coping skills and accommodations (ie.test taking)are put in place to help the student become successful and access the curriculum to the best of their ability.She advised that there has been an increase in identified students at the Grade 5 level since 2011 September 29 as a result of gifted screening that would have occurred in Grade 4. b.REPORT OF THE TRUSTEE PROFESSIONAL DEVELOPMENT COMMITTEE 2011 Octobers 12:15-1:00 p.m. MEMBERS ADMINISTRATION &OTHERS B.McKlnnon S.Pullam T.Grant T.Roberts 1.APPROVAL OF AGENDA The Agenda was reviewed and approved. 2.REVIEW OF 2010-2011 P.O.EXPENDITURES Trustee Professional Development expenditures for 2010-2011 were reviewed.It was noted that 10 of 13 trustees participated in various Professional Development activities/events utilizing funds from boththe Trustee Professional Development lineand the Professional Development- New Trustee Line.There was a surplus in the Trustee Professional Development line so as per Board motion adopted 2003 November 25,the surplus will be brought forward to this year's Trustee Professional Development-New Trustee line to be used for ongoing professional development of the trustees collectively. 2011 October 25...11 14.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE TRUSTEE PROFESSIONAL DEVELOPMENT COMMITTEE-cont'd 3.CURRENT P.D.REQUEST The Chair of the Trustee Professional Development Committee received a request from a trustee to utilize funds for a specific professional development opportunity.It was noted that as members of the Ontario Public School Boards'Association (OPSBA),trustees have the opportunity and are encouraged to make use of the 12 -14 modules which are specifically designed for professional development of trustees as they relate to their role as trustees.After some discussion,it was determined that approval for this request does not fallwithin the P.D. Committee's mandate. The Chair of the Trustee Professional Development Committee and the Chairperson of the Board will look for some clarification and will discuss this with the Director of Education.It was suggested that the committee explore the various OPSBA modules and delivery of them to trustees by the next meeting. 4.TRUSTEE PROFESSIONAL LEARNING SESSION REFLECTION SHEETS (2010-2011) Since trustees are asked to submit Professional Learning Session Reflection sheets following each P.D.event,there was discussion related to the need to establish a protocol for sharing this information with trustee colleagues.It was suggested that this Information be provided under the "Questions and Comments from Members" on the Board meeting agendas. 5.OTHER BUSINESS The members of the Committee determined that they will work toward creating Terms of Reference to be Included with the Committee's mandate after the Board Committees are struck In December. 6.NEXT MEETING The next meeting will be scheduled at the call of the Committee Chair. 7.ADJOURNMENT The meeting was adjourned at 1:00 p.m. RECOMMENDATIONS:none BILL MCKINNON Chairperson 0.REPORT OF THE CHAIRS'COMMITTEE 2011 October 19 9:05-10:50 a.m. MEMBERS ADMINISTRATION AND OTHERS T.Grant (Chair)G.Hart B.Tucker (via teleconference) J.Bennett T.Roberts L.Elliott S.Christie 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST -none declared 2011 October 25...12 14.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE CHAIRS'COMMITTEE-cont'd 3.REVIEW OF 2011 OCTOBER 25 BOARD AGENDAS The agendas forthe in-camera and publicBoard meetings of2011 October 25 were discussed and updated. 4.CORRESPONDENCE -none 5.SYSTEM MESSAGING Chair Grant spoke to concerns from the public regarding how recent decisions related to the peanut butter substitute issue were communicated to the system.Director Tucker reiterated that parents were encouraged not to send student lunches that include peanut butter or a substitute inan effort to support students with peanut allergies.Principals were advised of the administrative recommendation through Community of Schools meetings.He noted that media coverage has been supportive and advised that he has responded to all concerns relayed to him. 6.STRATEGIC PLANNING-NEXT STEPS Director Tucker advised that plans are underway to second a system principal to facilitate the development of the Board's Strategic Plan. A discussion will be held with trustees to consider the issues related to characteristics/skill sets required of the facilitator,timelines,scope, budget,etc.A draft framework will be developed around which the discussion can occur.It was agreed that Director Tucker and Chair Grant will ask trustees to submit suggestions regarding the above parameters to the Director by October 21. It was suggested that a draft of the Board's mission and vison be developed prior to consideration of the content of the Plan.The original facilitators will be invited to attend a meeting with trustees on November 8.The Ministryof Education document Effective Practices in Schooi Board Strategic Planning was distributed for reference.Acopy will be available for trustees*information in the Trustee Conference Room. 7.OTHER BUSINESS a.Audit Committee Resignation It was noted that a resignation has been received from a member of the Audit Committee. The process for replacement under the Regulation will be Investigated. b.Budget Advisory Committee Chair Grant will advise trustees ofthe October 24 Budget Advisory Committee meeting at which the Budget development process will be considered and trustee input sought. c.Trustee In-Service The Committee moved in camera at 10:30 a.m. to discuss a personal item. It reconvened in public session at 10:37 a.m. d.Environmental Education Celebration It was noted that a celebration of the Environmental Education program will be held on November 8 at 5:00 p.m. in the Atrium of the Education Centre.Trustees are invited to attend the celebration prior to the 7:00 p.m. Board meeting. •-N 2011 October 25...13 14.REPORTS OF COWIMITTEES -cont'd c.REPORT OF THE CHAIRS'COMMITTEE-cont'd 7.OTHER BUSINESS -cont'd e.Members'Notices of Motion/Reports from the Administration Transportation Consortia Reporting A discussion will be held at the next meeting on Members'Notices of Motion/Reports from the Administration. It was requested that a list of upcoming Board reports emanating from approved Board motions be provided to trustees. f.2011-12 Board Administrative Presentations/Updates The schedule of 2011-12 Board Administrative Presentations/Updates was provided. 8.FUTURE MEETINGS The following Committee meetings were scheduled for 9:00 a.m.: •November 2,16. 9.ADJOURNMENT The meeting adjourned at 10:50 a.m.by motion. RECOMMENDATIONS:none T.GRANT Chairperson It was suggested that the Audit Committee moved forward expeditiously to fill the vacancy in accordance with the regulation.It was noted that there are 10 applications currently on file and that they will be reviewed by the Selection Committee to determine those individuals who meet the qualifications.At that time,correspondence will be sent seeking interest in the position. It was also suggested that the Selection Committee identifya two to three appropriate,pre- approved candidates to fill vacancies in the future should a situation arise where a vacancy would result Ina lack of a quorum. d.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA 2011 October 25 5:04-6:10 p.m. MEMBERS PRESENT ADMINISTRATION AND OTHERS J.Bennett (Chair)P.Jaffe B.Tucker M.Moynihan S.Amri B.McKlnnon K.Dalton V.Nielsen R.Campbell T.Roberts L.Elliott M.E.Smith J.Coghlin W.J.Tai M.Sereda B.Sonier T.Grant R.Tisdale K.Edgar P.Tufts G.Hart J.Todd L.Griffith-Jones K.Wilkinson W.Huff S.Hughes K.Bushel! K.Meeson S.Christie Regrets:8.Polhill K.Young P.Sattler The Committee met in camera from 5:04 p.m.to 6:10 p.m. 2011 October 2S...14 14.REPORTS OF COMMITTEES -cont'd d.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA -confd 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST -No conflicts of interest were declared. 3.Confidential legal and personal matters were discussed. 4.RISE AND REPORT A motion to rise and report was moved and carried at p.m. RECOMMENDATION: That the Board approve the concept of engaging assistance from OESC to provide leadership to an internal facilitator team during the Strategic Planning process and that the Director report back by November 8,2011,with an approximate costing of this endeavour. JOYCE BENNETT Chairperson The recommendation was approved on motion of J. Bennett,seconded by P. Jaffe.Trustee B. McKlnnon was absent for the vote. e.BUDGET ADVISORY COMMITTEE UPDATE Trustee Roberts provided a verbal reporton the Budget Advisory CommitteemeetingofOctober ' 24 noting plans are underway to begin the 2012-13 budget process.He noted that the Committee looked at potential agenda items and system priorities to be discussed at future meeting dates. As a result, it was determined that trustee caucus meetings will allow trustees to participate in the discussions and avoid potential conflicts of Interest. Trustee Roberts suggested that trustees meet on Tuesday,December 6, from 5:00 p.m. to 8:00 p.m.Director Tucker will also have a staffing report available at that time.The Committee also agreed that more trustee Input is needed earlier in the process. 15.COMMUNICATIONS a.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION -UPDATE Chair Grant advised that she was elected to the OPSBA Program Committee.The first meeting is scheduled for Friday,November 4.She will circulate the agenda to trustees. 16.NOTICE OF MOTION a.TRUSTEE T.ROBERTS Trustee Roberts presented the following notice of motion: 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. 2011 October 25...15 17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN Trustee T.Roberts presented the following motion: That the Senior Administration be asked to provide a detailed analysis of the operational and program issues related to the Balanced School Day structure and report back to trustees by May,2012. The motion was moved byT.Roberts,seconded byJ.Bennett and approved. 18.ADDITIONAL ITEMS -none 19.QUESTIONS/COMMENTS BY MEMBERS -none 20.ADJOURNMENT The meeting adjourned at 10:05 p.m. on motion of G. Hart,seconded by R. Campbell. Confirmed: Ch^ 2011 October 25...16 SUMMARY OF APPROVED RECOMMENDATIONS OF 2011 OCTOBER 25 That effective 2012 September 01, the designated technology centre for secondary school students residing within Elgin County shall be Arthur Voaden Secondary School in St.Thomas. That effective 2012 September 01,the designated technology centre for secondary school students residing withinOxford County shall be College Avenue Secondary School in Woodstock. That effective 2012 September 01,the designated technology centre for secondary students: residing within the North Middlesex or Glencoe High School attendance areas shall be Strathroy District Collegiate Institute in Strathroy. residing within the Medway High School attendance area: residing on or east of Richmond Street shall be Sir George Ross Secondary School; residing west of Richmond Street shall be Strathroy District Collegiate Institute; residing within the Lord Dorchester Secondary School attendance area shall be Thames Secondary School. Students currently attending Sir George Ross or Thames Secondary School from Elgin,Middlesex or Oxford County may continue to do so with transportation provided. That the Board approve the concept of engaging assistance from OESC to provide leadership to Internal facilitator team during the Strategic Planning process and that the Director report back by November 8,2011,with an approximate costing of this endeavour. That the Senior Administration be asked to provide a detailed analysis of the operational and program issues related to the Balanced School Day structure and report back to trustees by May,2012.