9/13/2011 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR BOARD MEETING,PUBLIC SESSION
2011 SEPTEMBER 13,7:00 P.M.
BOARD ROOM,EDUCATION CENTRE
AGENDA
V-verbal
M -material
1.CALL TO ORDER V
2.O CANADA V
3.SPECIAL MUSICAL PRESENTATION -Westminster Central Public School V
4.APPROVAL OF AGENDA M
5.OFFICIAL RECORD M
6.RECOGNITIONS -none V
7.CONFLICTS OF INTEREST V
8.CHAIR'S ANNOUNCEMENTS V
9.DIRECTOR'S ANNOUNCEMENTS V
10.PUBLIC INPUT
a. CAWLocal 27 Human Rights Committee Re "Putting the Pieces Back Together"M
11.ADMINISTRATIVE PRESENTATIONS
a.Update Re Construction Projects V
12.MINUTES OF THE 2011 JUNE 28 BOARD AND 2011 AUGUST 19 SPECIAL BOARD
MEETING M
a.Confirmation of Minutes
b.Business Arising from the Minutes
13.STUDENT TRUSTEES'UPDATE V
14.REPORTS FROM THE ADMINISTRATION
a.Proposed Renovations to the New Norwich Elementary School M
b.Occasional Teaching Staff V
15.REPORTS OF COMMITTEES
a.Policy Working Committee,2011 June 28 M
b.Chairs'Committee,2011 August 17 M
c.Chairs'Committee,2011 September 7 M
d.CommitteeoftheWholein Camera,2011 September13 V
16.COMMUNICATIONS
a.Ontario Public School Boards'Association -Update V
b.Appointment to the Special Education Advisory Committee -Thames Valley
Council of Home and School Associations M
c.Appointment to the Special Education Advisory Committee >
Chippewas of the Thames First Nation M
d.Appointment to the First Nations Advisory Committee -
Chippewas of the Thames First Nation M
e.Appointment to the Special Education Advisory Committee -Learning
Disabilities Association of London Region M
17.NOTICE OF MOTION
18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none
19.ADDITIONAL ITEMS
20.QUESTIONS/COMMENTS BY MEMBERS
21.ADJOURNMENT
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING,PUBLIC SESSION
2011 SEPTEMBER 13
The Board met in regular session on 2011 September 13 In the Board Room at the Education Centre,meeting
in public session at 7:00 p.m.The following were in attendance:
TRUSTEES ADMINISTRATION AND
T.Grant (Chair)B.McKinnon OTHERS
S.Amri S.Polhill B.Tucker V.Nielsen
J.Bennett T.Roberts K.Dalton M.E.Smith
R.Campbell P.Sattler L.Elliott B.Sonier
G.Hart W.J.Tai M.Sereda P.Tufts
W. Huff (7:20)R.Tisdale C.Bourbonnais-MacDonald K.Wilkinson
P.Jaffe J.Todd K.Edgar K.Bushell
L.Griffith-Jones S.Christie
Absent:S.Hughes K.Young
J.Coghlin K.Meeson K.Altken
M.Moynihan
1.CALL TO ORDER.
Board Chair T.Grant called the meeting to order at 7:00 p.m.
2./3.O CANADA AND MUSICAL PRESENTATION
The appreciation of the Board was extended to the Westminster Central Public School Whirlwind
Recorders and Conductor S.Crowell for leading in the singing of O'Canada and performingthree
musical selections.
4.APPROVAL OF AGENDA
The agenda was approved on motion of R.Tisdale,seconded by J. Todd. The circled items were
approved.
5.OFFICIAL RECORD
S. Christie,Supervisor,Corporate Services,read the following official record Intothe minutes:
We regret to record the deaths of Carol Skinner, an Elementary Teacher on 2011August 6;
Jalden White, an eight year old student at Harrlsfield Public School on 2011 August 19;Tyler
Triska, a 14 year old student at College Avenue Secondary School on 2011 August 27; and
Kaitlyn Thomas,a 17 year old student at Woodstock Collegiate Institute on 2011 September 6.
6.RECOGNITIONS -none
7.CONFLICTS OF INTEREST -No conflicts of interest were declared.
8.CHAIR'S ANNOUNCEMENTS -none
9.DIRECTOR'S ANNOUNCEMENTS
a.Superintendent of Business Appointment
Director Tucker congratulated K.Meeson on her successful appointment as Superintendent of
Business effective 2011 August 31.
2011 September 13...2
9.DIRECTOR'S ANNOUNCEMENTS -cont'd
b.Religious Accommodation Conference
Exec.Supt.L. Elliott provided Information on the Religious Accommodation Conference taking
place on September 22 and October 6 from 8:30 a.m.to 11:30 a.m.,and 12:30 p.m.to 3:30 p.m.,
in the Thames Room at the Education Centre.She extended an Invitation to all trustees to attend
one of the four, half-day sessions noting that all schools have been invited to participate.The
conference will Include a panel discussion with religious and faith-based Leaders.There will also
be five break-out themes including supporting Muslim,First Nation M6tls Inult and low German
Mennonite students,accommodating student needs In a public education system,as well as a
student session on how students can create inclusive school community.
Exec.Supt.Elliott requested that trustees Interested In attending contact her.
c.Community Task Force on Antl-Bullying Report -The Pledge
Public Affairs Manager K.Young described an anti-bullying initiativeand pledge to be taken to
Thames Valleystaff and community.She noted that all media withinthe community are Involved
and willing to promote the Pledge,Including its official website launch on September 13.She
navigated members through the website and encouraged schools,individuals and companies to
take the Pledge to bring an end to bullying.It was noted that the Pledge will be shared withthe
Ontario Public School Boards'Association later this month.
10.PUBLIC INPUT
a. CAW Local 27 Human Rights Committee Re "Putting the Pieces Back Together"
ChairDaveHeneryand ViceChair DanI Barlettof the CAWLocal27 Human RightsCommittee (the
"Committee")described an Initiative toend racism inthe communitycalled"Puttingthe Pieces Back
Together" Inspiredbythe Sharpeville,South Africa massacre on March 21,1960.The Committee
has visited a number of schools over the past couple of years on March 21 to provide a forum for
open discussion on how to eliminate racial discrimination.
On March 21, 2012, the Committee hopes to engage a large number of students to get the
message out and plans to holdan event at Centennial Hall Inviting all Thames Valley schools to
attend.It is hoped that students will become advocates and express creative ways to speak out
against discrimination and racism.
D.Barlett distributed posters to members pertaining to the event. Exec. Supt.Elliott indicated that
she will work with the CAW Local to determine what the Board can do to endorse and support the
initiative as the initiative is consistent with the Board's Safe Schools and Equity and Inclusive
Education policies.
The CAW Local Human Rights Committee was commended for their efforts.Trustee W. Huff
commented that it is unfortunate that racism still exists in London.He suggested that the
Committee contact the Friendship Centre and other programs in the Cityto come together to help
end racism.
2011 September 13...3
11.ADMINISTRATIVE PRESENTATIONS
a.Update Re Construction Projects
Exec. Officer K.Bushell provided a detailed update on various construction projects underway over
the summer months.He advised that 41 portables were relocated and $50M In capital funding was
invested In schools that have, or will,open this Fall. He advised that major renovations and
upgrades in Woodstock at Sprlngbank, Winchester Street and D.M.Sutherland Public Schools
were completed and Tollgate French Immersion has been relocated to the former Hillcrest PS. It
has been renamed Roch Carrier French Immersion Public School.
In ingersoil,RoyalRoads,Princess Anneand HarrisHeightsPublic Schools also had additionsand
renovations that were completed forthe firstday ofschool. The newLaurieHawkinsPublicSchool
is on target to be completed and open for students In January,2012.
In Dorchester,an addition and renovations were completed at River Heights Public School to
accommodate Full-Day Kindergarten students.
InSt.Thomas,majoradditionsat Locke'sand June Rose Callwood (formerly EdwardStreet) Public
Schools were completed for the commencement of the 2011-2012 school year.
In London, Riverside Public School received renovations to accommodate the students from
Westdale Public School.Renovations and alterations were completed at West Oaks Public School
toallowfordrop-offandpick-upofstudentsand Improved parking. Exec. Officer Bushell explained
that construction for the addition at Oxbow Public School has started and is scheduled to open in
September 2012.
He provided an update on the Green Energy projects noting there are seven solar projects
underway which will produce electricity by January,2012. The solar panels are located at the
following schools;
1.East Oxford Central Public School
2.College Avenue Secondary School
3.Parkside Collegiate Institute
4.Clarke Road Secondary School
5. Sir Frederick Banting Secondary School
6.Saunders Secondary School
7.West Elgin Secondary School
He expressed hisappreciation tothe custodial staffwhoworkedthrough the LabourDayweekend
to ensure that projects were completed and ready forthe opening of schools on September 6.K.
Bushell also extended appreciation to the principals and teachers who were delayed Ingetting Into
their schools and/or classrooms.He thanked all Facility Services staff, the consultant and the
contractors that helped bring everything together.
12.MINUTES OF THE 2011 JUNE 28 BOARD AND 2011 AUGUST 19 SPECIAL BOARD MEETING
a.CONFIRMATION OF MINUTES
The minutes ofthe June 28 regular Board meeting and the August 19 special Board meeting were
confirmed on motion of R.Tisdale,seconded by J. Todd.
b.BUSINESS ARISING FROM MINUTES -none
2011 September 13...4
13.STUDENT TRUSTEES'UPDATE
Student Trustees S.Amri and W. J. Tai thanked the Board for the opportunity to represent the
secondarystudents ofthe TVDSB,as well as the warm welcome received and notedthat theyare
looking forwardto working with trustees during2011-2012 school year.
14.REPORTS FROM THE ADMINISTRATION
a.Proposed Renovations to the New Norwich Elementary School
Exec. Supt.K.Dalton presented the report on renovations to the existing Nonwlch District High
School.She was joined bySupt.M.E.Smith, Exec. Officer K.Bushell,N. Hindmarsh,L.Dickson,
Architect and described the following:
I)detailed plans;
II)funding;
ill)estimated cost/budget;
iv)schedule.
Afterthe Board received the Senior Administrative Response tothe NorwichARCreport, the Board
approved a recommendation to begin the design process for the renovation to the existing Norwich
DistrictHighSchool. As supported inthe Senior Administrative Response,a Design Committee
was formed comprised of community representatives from Nonwich,North Norwich and Otterville
Public Schools,the Superintendent of Education for this area,Principal and teaching staff from
these schools,the Executive Officer of Facility Services and Capital Planning, and the Project
Coordinator. The Committeeworked with Dickson Partnership IncorporatedArchitectstodevelop
the proposed plan.
Duringthe past four months, Design Committee meetings were held to receive Inputand refine the
proposed design which was presented to the school communities on 2011 September 12. The
process to date has been very beneficial and has resulted In a plan that meets the needs of
students,staff and the community.
PROJECT OVERVIEW
Project Synopsis
The objective of this project is to renovate the existing high school into a JK-8 Elementary School
to accommodate pupils as designated in the Senior Administrative Response to the ARC Report
and the boundary study which Included East OxfordPublicSchool.The Design Committee utilized
program standards developed by Board Administration in the design.
The On-the-Ground Capacity (OTG)will be 575. This proposed capacity can accommodate the
enrolment projection for the school.
Renovations tothe school includescreatingfour(4)FDKclassrooms and the conversion ofexisting
specialized secondary classrooms to elementary classrooms.Extensive modifications to the site
are proposed to accommodate needs of an elementary school.
School Renewal components to be addressed in the existing school Include replacement of
electrical services,intercom,HVAC system,asbestos abatement,as well as Interior finishes.
MINISTRY OF EDUCATION PUPIL ACCOMMODATION GRANTS
The funding of this project has been approved under the Ministry of Education Pupil
Accommodation Grants.
2011 September 13...5
14.REPORTS FROM THE ADMINISTRATION -conrd
a.Proposed Renovations to the New Norwich Elementary School -cont'd
APPROVAL PROCESS
Board AoDroval of Tender
A recommendation for the award of the construction contract will be presented to the Board at the
completion of the tendering process.
Ministryof Education Project Approval
As detailed in iVIinistry of Education Memo SB-12,dated 2008 April28,the Board is required to
receive Ministry approval when utilizing any Pupil Accommodation Grants and/or transfer of
Reserve Funds for a Capital project prior to awarding the construction contract.The appropriate
submission to the Ministry will be completed once tender results and Board approval have been
finalized.
Estimated Cost
Design and Construction $6,384,230
Disbursements including permits $50,000
Furniture &Equipment $131.300
TOTAL $6,565,530
Notes;
1.2.5%construction contingency allowance carried in estimated cost for design and
construction section.
2.Ail costs are net HST.
FUNDING
MOE Capital Priorities $6.565.530
TOTAL $6,565,530
SCHEDULE
Community Meeting 2011 September 12
Presentation to the Board 2011 September 13
Tender Period 2011 September/October
Board Approval to Award Construction Contract 2011 October
Construction to Commence 2011 October
Substantial Completion 2012 July 31
Commissioning of Project 2012 August
School Set-up 2012 August
School Occupancy 2012 September
2011 September 13...6
14.REPORTS FROM THE ADMINISTRATION -cont'd
a.Proposed Renovations to the New Norwich Elementary School -cont'd
RECOMMENDATIONS:
1.That the Board approve the Design,Budget,and Schedule for the proposed renovations to the New
Norwich Elementary School.
2.That Administration proceed to tender the proposed renovations to the New Norwich Elementary
School.
Supt.Smith introduced the principal representative on the Design Committee,L Pettit,and the current
principal at North Norwich Public School who provided her insights on the benefits of moving into a
larger school.She advised that the new school will enhance the teachers'ability to deliver a curriculum
that effectively meets the needs of the students and provides excellent space and facilities for the
program delivery in specialty areas.She noted that the Committee is very appreciative of the physical
education facilities size and the configuration which will encourage students'active participation and
fitness.
Supt.Smith introduced C.Graham,a parent representative,who shared her experience of serving on
the Design Committee.She noted that the staff and consultants were willing to listen and consider all
suggestions providing an atmosphere of respect where everyone's opinions mattered.She suggested
that the Board look at ways to incorporate a more collaborative approach during the ARC process.
Administrative staff responded to questions from trustees.Questioned if the budget,including
renovations,was in line with what the Administration expected,Exec. Officer Bushell advised that it
represents the business case for capital priorities presented to the Ministryof Education last Fall and
was funded accordingly.He noted that a portion of the funding was for Full-Day Kindergarten (FDK),
as the school will be a Year 4 FDK site.
Questioned whether the facility will be of benefit for community use,it was noted that the school is
designed to allowthe gymnasium portion to be separated for community use and will continue to be
used for events,including Norwich Minor Soccer.
It was questioned ifany upgrades will be made to the exterior of the school. Exec. Officer Bushell
advised that allwindows have been replaced and the brick is Invery good shape.Metal panels may
be constructed on the front of the building,shrubbery and greenery will be added,and a finish will be
placed over the concrete blocks to make the exterior more attractive.He indicated that the security
lighting will be a modern design,new asphalt will be laid and new door ways will provide a welcoming
exterior.
The new sign location was discussed,as well as the first meeting of Naming of the School Committee.
Recommendations 1 and 2 were adopted on motion of B. McKinnon,seconded by G. Hart.
b.Occasional Teaching Staff
Exec.Supt.M.Sereda updated trustees on hiring occasional teachers.He noted that occasional
teacher staffing are critical in the long term succession plan and is one of the eariiest opportunities
for teachers to develop their skills as an educator through daily assignments,or long-term
occasional positions.Long-term occasional staff are hired for temporary assignment for 10 days
or more.
2011 September 13...7
14.REPORTS FROM THE ADMINISTRATION -cont'd
b.Occasional Teaching Staff -cont'd
Exec.Supt.advisedthatthe Boardis currently reviewing the need formusicand French immersion
teachers inthe secondary panel. The secondary supply list will be restricted because ofdeclining
enrolment and onlya limited number of occasional teachers will be required.He stressed the
benefits of teachers volunteering in schools to enable principalstoget to knowthem and learn their
strengths for consideration as teaching opportunities arise.
Trustee Hart requested information on howa recent graduate wouldget on the supply listforboth
elementary and secondary teaching. Exec. Supt.Sereda advised that there Isa new process in
place this year where the initiatives,values and goals of the Board are reviewed,as well as the
basic competencies that are expected ofa new teacher.Following a screening process,applicants
are interviewed bytwo principals who make any recommendations to Human Resource Services.
Director Tucker advised that provincially,the Faculty of Education are graduating between 7,000
to 8,000 more teachers than school boards require each year. He noted that 1100 teachers applied
tothe elementary supply listofwhich220 were invited togothrough the screening process.Atotal
of 185 were successful.He commented that the numbers show the volume of teachers available
to enter the profession notingthe Board is doing everything itcan to hire new teachers.
15.REPORTS OF COMMITTEES
a.REPORT OF THE POLICY WORKING COMMITTEE 2011 June 28
MEMBERS ADMINISTRATION AND OTHERS
G. Hart (Chair)T.Grant B.Tucker (2:21)B.Strong
J.Bennett T.Roberts M.Sereda B.Sonier
L Elliott S.Muscutt
Regret:R.Tisdale P.Martin K.Aitken
Absent;W.Huff B.Greene C.MacKenzie
P.McKenzie S.Muscutt
1.APPROVAL OF AGENDA -The agenda was approved by motion.
2.CONFLICTS OF INTEREST -none declared
3.COMMITTEE REPORT OF AND TRACKING SHEET
It was noted that T.Grant will followup withSupt.K.Edgar on the Response to Risk of Suicide
independent procedure.
4.POLICY/PROCEDURE-TO COMMITTEE FOLLOWING PUBLIC INPUT
a.Purchasing Policy
Exec. Supt. B.Greene joined the meeting and advised that no publicinputwas received
during the postingperiod. Itwas notedthatthe Boardhas been operatingthe policy since
2011 April 1 in accordance with the Broader Public Sector Procurement Guidelines.
The following motion was moved and carried:
That the Purchasing policy be forwarded to the June 28, 2011, Board meeting for
approval and the procedure for information.
2011 September 13...8
15.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE POLICY WORKING COMMITTEE -cont'd
4.POLICY/PROCEDURE-TO COMMITTEE FOLLOWING PUBLIC INPUT -cont'd
b.Attendance Support Program Procedure
Exec. Supt.M.Sereda and Manager P.Martin joined the meeting to speal<to the publicinput
received on the Attendance Support Program procedure.The procedure was posted for
further publicinput as a result of its implementation and further inquiries by employee groups
and administrative teams.The changes will assist employees with attendance goals and
provide greater opportunity for improvement.
Chronic conditions were discussed indetail as well as the impact on employee attendance.
Itwas noted that the Employee Authorization Release of Medical Information is only required
for specific injury/illness.
The following motion was moved and carried:
That the Attendance Support Program procedure be forwarded to the June 28,2011,
Board meeting for information.
c.Portable Fixed Ladder Procedure
Manager B.Strong joined the meeting to discuss the Portable and Fixed Ladder procedure
developed as a result of a Ministry of Labour (MOL)inspection in May,2010.The draft
procedure addressed the procedural deficiency identified by the MOL.Input on the document
was received from the Facility Services department and the Board's Main Joint Health and
Safety Committees;however,no public input was received.
The following motion was moved and carried:
That the Portable and Fixed Ladder procedure be fon/varded to the September 13,
2011,Board meeting for information.
d.Police School Board Protocol
Supt.B.Sonier joined the meeting to discuss public input received on the Police/School
Board Protocol procedure.The draft protocol includes the 22 required elements for a local
police/school board protocol and references the Board's procedure for Incidents Requiring
Hold and Secure or Lockdown.
Input was received from R.Waller,a representative fromthe ProvincialSchool, specifically
the Robarts School for the Deaf.Some minor revisions made.It was noted that the French
Catholic Board has been invitedto participate injoint training required by the Ministry on
2011 August 29.
The following motion was moved and carried:
That the Police School Board Protocol procedure be forwarded to the September 13,
2011,Board for information.
e.Incidents Requiring Hold and Secure or Lockdown
Supt.Sonier presented the Incidents Requiring Holdand Secure or Lockdown procedure,
formeriy the "Weapons and Bombs Procedure"noting there was no response to the
request for public input.
2011 September 13...9
15.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE POLICY WORKING COMMITTEE -cont'd
4.POLICY/PROCEDURE-TO COMMITTEE FOLLOWING PUBLIC INPUT -cont'd
e.Incidents Requiring Hold and Secure or Lockdown -cont'd
The procedure includes definitions,the roles and responsibilities of administrators,
custodians,clerical support, instructional staff,students and parents,as well as the
elements ofthe plan,training,media,response plan reviewand recovery. The document
has been reviewed by Police Services,fire departments and Board unions.
The following motion was moved and carried:
That the Incidents Requiring Hold and Secure or Lockdown procedure be forwarded
to the September 13,2011,Board meeting for information.
f.Homework Guidelines Independent Procedure
Exec. Supt.L.Elliott joined the meeting to present publicinputreceived on the Homework
Guidelines independent procedure. Itwas noted thatone parent requested that homework
immediately priorto the exam period be avoided. Further minor revisions to the draft
procedure were made bythe committee including providingtime in class to ensure that
students understand and are able to ask for help if the homework assignment and
expectations are not clear.
Exec.Supt.Elliott advised thatthe procedure isthe resultofthe TVDSB partneringwiththe
London DistrictCatholic School Board to develop jointparent,student and teacher surveys
on the topic of homework. A web-based survey was posted to the boards'website with,
more than 1000 parents,830 students and 728 teachers responding to each of the
applicable surveys.The procedure is accompanied bya draft guideline which includes a
brochure in "parent-friendly"language for distribution to school communities.
The following motion was moved and carried:
That the Homework Guidelines Independent procedure be fonwarded to the June 28,
2011,Board meeting for information.
g.French as a Second Language Core French -Elementary Independent Procedure
Exec. Supt.Elliott advised that no publicinputwas received duringthe period the revised
French as a Second Language Core French -Elementary independent procedure was
posted the Board's website.She noted that there are 450 students from grades 4 to 8who
are exempt from the French curriculum and the Board has had fewer than 10 requests
submitted with the new process.
The following motion was moved and carried:
That the French as a Second Language Core French -Elementary Independent
procedure be forwarded to the June 28,2011,Board meeting for information.
h.English as a Second Language -English Literacy Development Teacher Staffing
Allocations Independent Procedure
Exec. Supt.Elliott advised that no public input was received on the revised English as a
Second Language - English Literacy Development Teacher Staffing Allocations
independent procedure during the posting period.
2011 September 13...10
15.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE POLICY WORKING COMMITTEE -cont'd
4.POLICY/PROCEDURE-TO COMMITTEE FOLLOWING PUBLIC INPUT -cont'd
h.English as a Second Language -English Literacy Development Teacher Staffing
Allocations Independent Procedure -cont'd
The following motion was therefore moved and carried:
That the English as a Second Language - English Literacy Development Teacher
Staffing Allocations independent procedure be forwarded to the June 28,2011,Board
meeting for information.
i. Religious and Faith-Based Accommodation of Student Procedure
Exec.Supt.Elliott spoke to the public input received on the Religious and Faith-Based
Accommodation of Student Procedure.The procedure will accompany the Policy Program
Memorandum#^^9-DevelopingandlmplementingEquityandlnclusiveEducationPolicles
in Ontario Schools which requires school boards to develop religious accommodation
guidelines.The policy directs that religious accommodation must be in accordance with
the Ontario l-luman Rights Code.Accordingly,boards are expected to take appropriate
steps to provide religious accommodation for students and staff.
It was noted that as a result of posting the procedure for staff and public input,as well as
consultation sessions with community Religious and Faith Leaders and the EIE Community
Advisory Committee,revisions were made to the procedure.
The committee reviewed the draft procedure in detail and minor revisions were noted.It
was noted that there will be a half-day in-service in the fall and mandatory for a team from
each school to participate.
Director Tucker thanked Exec.Supt.Elliottfor arranging a meeting with various religious
groups for consultation.He indicated that he has heard nothing but positive feedback from
the community,specifically the Muslim community,and was pleased with the end result.
The following motion was moved and carried:
That the Religious and Faith-Based Accommodation of Students procedure be
forwarded to the June 28,2011,Board meeting for information.
5.DRAFT POLICIES/PROCEDURES
a.Domestic Violence Procedure
A draft Domestic Violence procedure was brought forward by Exec.Supt.M.Sereda,
Manager B.Strong and Safety Specialist S. Muscutt.
In accordance with Bill 168, the Occupational l-ieaith and Safety Amendment Act required
employers to undertake measures to assess risks of workplace violence and Implement
measures for preventing,reporting and Investigating incidents of workplace violence.The
legislation also recognized domestic violence as a form of workplace violence when it
impacts the employees.Itwas noted that employers are required to implement processes
for reporting,investigating and preventing workplace violence.The procedure addresses
the Board's legal obligations inthis regard and assigns responsibilities to supervisors and
Human Resource Services personnel.
The draft procedure was discussed indetail and noted that Itis a compliance procedure.
2011 September 13...11
15.REPORTS OF COMWIITTEES -cont'd
a.REPORT OF THE POLICY WORKING COMMITTEE -cont'd
5.DRAFT POLICIES/PROCEDURES -cont'd
a.Domestic Violence Procedure -cont'd
Itwas agreed to amend the titleto "DomesticViolence inthe Workplace" procedure.
The following motion was moved and carried:
That the Domestic Violence inthe Workplace procedure be posted for publicinputfor
60 days effective September 6, 2011.
b.Food and Beverages In Our Schools Policy
Exec. Supt.Elliott presented the draft Food and Beverages InOurSchool policy.She
advised that the policy was writtento ensure the Board Isincompliance withthe nutrition
standards forfoodand beverages sold initselementary and secondary schools,consistent
with the requirements of the Ontario Ministry of Education Policy/Program Memorandum
No.150.The Appendices have been linked on the website for review.
The following motion was moved and carried:
That the Food and Beverages InOur Schools policybe posted for public input for 60
days effective September 6,2011.
6.DRAFT POLICY/PROCEDURE REQUIRING ADDITIONAL CONSIDERATION -none
7.POLICIES/PROCEDURES UNDER REVISION
a.Food and Beverages in our Schools Guideline Procedure
Exec. Supt.Elliott and Supt. P.McKenzle presented the revised Food and Beverages In
Our Schools Guideline procedure writtenin accordance with Ministry of Education
Memorandum 150 -School Food and Beverage Policy. It requires that school boards
ensure that all food and beverages sold on school premises for school purposes meet
minimum nutritional standards,beginning 2011 September 1 including Family Studies
programs.
All schools have received in-service training along with service providers and school
councils. Itwas noted that vending machines are notcurrentlyincludedinthe procedure;
however, they are also in compliance withthe directive.
The following motion was moved and carried:
That the Foodand Beverages InOur Schools Guideline Procedure be posted forpublic
input for 60 days effective September 6,2011.
b.Footwear Procedure
Exec. Supt Sereda and Manager B. Strong presented revisions to the draft Footwear
procedure. She advisedthatthey distinguish betweenrequired provisions andtheexercise
of discretion/judgement in the selection of footwear.Based upon Implementation
difficulties,greater claritywas required inthe general guidelines section.
The following motion was moved and carried:
That the Footwear Procedure be forwarded to the September 13,2011 Board meeting for
information.
2011 September 13...12
15.REPORTS OF COMMITTEES -cont'd
a.REPORT OF THE POLICY WORKING COMMITTEE -cont'd
8.DRAFT/APPROVED POLICY/PROCEDURE REQUIRING FURTHER CONSIDERATION
-none
9.OTHER BUSINESS-none
10.DATE AND TIME OF NEXT MEETING
The next meeting is scheduled for Tuesday,September 27, inthe Governor Simcoe Room.
11.ADJOURNMENT
The meeting adjourned by motion at 4:18 p.m.
RECOMMENDATIONS:none
GRAHAM HART
Chairperson
Trustee Bennett suggested that the new student trustees seek student input on the Food and
Beverage policy and procedure and encouraged them to share the information with other students
and obtain their feedback.
Trustee Jaffe questioned whether Program Services received feedback on the Homework
Guidelines with the start of school.Exec.Supt.Elliott advised that she has only received positive
comments to the document.
b.REPORT OF THE CHAIRS'COMMITTEE 2011 August 17
9:37 a.m.-11:48 a.m.
MEMBERS ADMINISTRATION AND OTHERS
T.Grant (Chair)T.Roberts
J.Bennett B.Tucker S.Christie
Regrets:G.Hart Guests:J.Dinner
M.Gouthro -via teleconference
1.APPROVAL OF AGENDA
The agenda was approved by motion.
2.CONFLICTS OF INTEREST -none declared
3.CORRESPONDENCE-none
4.STRATEGIC PLANNING SESSION
Facilitators J. Dinnerand M.Gouthro (via teleconference)joined the meeting to discuss plans
for the upcoming Strategic Planning session scheduled for August 26 and 27.
Mr.Dinner described plans to address strategy development looking at strategic planning
foundations and principles,and the role of the trustee in strategy development and ongoing
oversight. An agenda will be forwarded to trustees priorto the session.
2011 September 13...13
1 •;
^15.REPORTS OF COMWIITTEES -cont'd
b.REPORT OF THE CHAIRS'COMMITTEE -cont'd
5.SPECIAL BOARD MEETING
The meeting moved in camera at 10:45 a.m. to discuss a personal matter. It reconvened in
public session at 11:00 a.m.Plans to hold a special Board meeting to approve the appointment
of the Superintendent of Business and Treasurer were discussed.It was agreed to schedule
a special Board meeting on August 19 at 11:30 a.m.with the opportunity for trustees to
participate via teleconference.
The meeting recessed at 11:00 a.m.and reconvened at 11:15 a.m.
6.OPSBA BOARD OF DIRECTORS REPI-ACEMENT
Chair Grant advised that Trustee Peggy Sattler has been elected to the position of OPSBA
Western Region Vice-President.Itis,therefore,necessary to identifya replacement for her on
the OPSBA Board of Directors.It was agreed that Chair Grant willspeak with Trustee Graham
Hart,as the alternate,regarding his interest in serving in this position.
7.AGENDA FOR SEPTEMBER 20™EVENT WITH LONDON DISTRICT CATHOLIC SCHOOL
BOARD
Items for discussion at the September 20 meeting with trustees of the London District Catholic
School Board (LDCSB)were identified.Chair Grant will provide the items to the Chair of the
LDCSB.
Chair Grant asked that trustees reserve October 4 for a potential meeting with the Mayorof
•London.
8.OTHER BUSINESS
a.OPSBA A!!Candidates'Meetings
It was noted that OPSBA is encouraging boards to hold All Candidates'meetings to
discuss education issues in preparation for the upcoming provincial election.The difficulty
in planning single issue meetings and the timing of school opening were discussed.
Trustees were invited to meet following the retirement reception of Exec.Supt.B.Greene
on August 24 , if interested.
b.Moratorium on Transportation
Trustee Roberts raised concern over the 6-month moratorium on schools using charter
buses and its implications to system events.It was noted that the RFP process is in
compliance with the Broader Public Sector Procurement Guidelines.
9.FUTURE MEETINGS
The following future meetings were scheduled for at 9:00 a.m.:
•September?,21;
•Octobers,19;
November 2,16.
10.ADJOURNMENT
The meeting adjourned at 11:48 a.m.by motion.
RECOMMENDATIONS:none
T.GRANT
Chairperson
2011 September 13...14
15.REPORTS OF COIUIMITTEES -cont'd
c.REPORT OF THE CHAIRS'COMMITTEE
MEMBERS PRESENT
T.Grant (Chair)G.Hart
J.Bennett T.Roberts
2011 September 7
9:00 a.m.-12:26 p.m.
ADMINISTRATION AND OTHERS
B.Tucker S.Christie
1.APPROVAL OF AGENDA
The agenda was approved by motion.
2.CONFLICTS OF INTEREST -none declared
3.REVIEW OF 2011 SEPTEMBER 13 BOARD AGENDA
The agendas for the In-camera and public Board meetings of 2011 September 13 were
discussed and updated.
4.CORRESPONDENCE
Aletterfrom MPPChris Bentley regarding the Board's lettertothe Ministerof Education related
to Full-DayKindergarten will be posted to the Trustees'bulletinboard for Information.
A letter from the Grand Erie District School Board Chair regarding OPSBA membership fees
will be included in the Trustees'Information packages.
5.OPSBA2011-2012 MEMBERSHIP FEES
Chair Grant indicated that the invoice for membership in OPSBA for 2011-12 has been
received.Concern was raised over Increased fees and it was agreed to bring the matter before
the OPSBA Board of Directors.Chair Grant described the differential between the Invoice and
the net to be paid following the HST rebate.Director Tucker will obtain a summary of the
amount owing of approximately $127,987 and Its calculation.
The following motion was moved and carried:
That the Board pay the OPSBA membership fees for 2011-12 in the amount of
approximately $127,987 after rebate.
6.ALTERNATE FOR OPSBA BOARD OF DIRECTORS
Chair Grant Indicated that Trustee Hart will assume the position of Director on the OPSBA
Board of Directors following Trustee Sattler's election as Western Region Vice-Presldent on
the Board.It was agreed that Chair Grant will determine trustee Interest in serving as an
alternate noting It may involve only one meeting for the remainder of the term.Should there
be no interest shown,the position will remain unfilled.
7.OPSBA REGIONAL MEETING -OCTOBER 14 AND 15.2011
Chair Grant sought Ideas to showcase Thames Valley at the OPSBA Regional Meeting on
October 14 and 15 to be held in Thames Valley.Some suggestions were offered.It was
agreed to support Trustee Sattler in pursuing the suggestions with Director Tucker.
2011 September 13...15
15.REPORTS OF COWIMITTEES -cont'd
c.REPORT OF THE CHAIRS'COMMITTEE -cont'd
8.PROPOSAL OF TRUSTEE SUB COMMITTEE MEETINGS PRIOR TO OPSBA BOARD OF
DIRECTORS'MEETINGS
Chair Grant advised that it has been requested that trustee sub committee meetings be held to
discuss issues to be considered at OPSBA Board of Directors meetings.The logistics of holding
such meetings were discussed.It was agreed that a meeting will be scheduled on September
20 at 5:00 p.m.in the Governor Simcoe Room for all interested trustees.
9.ELECTION AWARENESS
Chair Grant indicated that a trustee has requested that schools be contacted to host potential
meetings regarding the upcoming October 6 provincial election.The OPSBA election Resource
Guide for School Boards including questions for candidates was discussed.
It was suggested that education issues be posted on the Board's website.It was agreed that a
letter to parents will be prepared providing background information and education-related
questions to be asked of candidates.Chair Grant will speak with the Chair of the Thames Valley
Parent Involvement Committee in this regard.The list of questions will be provided for input and
finalization to trustees.
After a lengthy discussion,it was agreed that Thames Valley will not hold all candidates'
meetings.
10.STRATEGIC PLANNING -NEXT STEPS
Chair Grant indicated that notes from the Strategic Planning session are being prepared for
further discussion.It was suggested that future meetings be held with the trustees,facilitated by
an internal person.The matter will be discussed at the next and future Chairs'Committee
meetings.
11.TRUSTEE/SR.ADMINISTRATION RETREAT
Director Tucker spoke to scheduling a Trustee/Senior Administration in-sen/ice on October 4
from 5:00-10:00 p.m.to identify capital planning issues.It was agreed to hold the in-service in
the London Room at the Education Centre.
12.UPDATE ON BROADER PUBLIC SECTOR PERQUISITES DIRECTIVE
Director Tucker described a memorandum from the Minister of Education related to establishing
rules on perquisites where these are provided through public funds.The Business Department
will provide a report on appropriate expenses.
13.CAPITAL PLANNING IN-SERVICE
Director Tucker advised that trustees will be updated on the capital planning template.It was
agreed to hold an in-service session on October 18 at 5:00 p.m.in the London Room.Director
Tucker will speak with the Senior Administration in this regard.
14.DIRECTOR'S EVALUATION
Chair Grant distributed copies of the Performance Assessment Guide.The Director will present
to the Board on November 1 at 5:00 p.m.The focus will be on student achievement and the
Board's improvement plan.The Board will consider a draft appraisal on November 15 at 7:00
p.m.
2011 September 13...16
15.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE CHAIRS'COMMITTEE -cont'd
15.EVENT WITH LONDON DISTRICT CATHOLIC SCHOOL BOARD
Chair Grant updated the Committee on plans to meet with trustees ofthe London DistrictCatholic
School Board.The meeting will be held inthe TVDSB Education CentrecafeteriaonSeptember
20 at 6:30 p.m.Agenda items have been requested from the Chair of the LDCSB.
16.PROPOSED MEETING WITH CITY OF LONDON MAYOR AND COUNCILLORS
ChairGrant indicated that the meeting with the City of London Mayor and councillors has been
tentatively rescheduled to November 29 at City Hall.
17.PROVINCIAL CHAIRS/DIRECTORS STRATEGIC PLANNING SESSION
DirectorTucker noted thatthe provincial strategic planning session withChairs and Directors has
been rescheduled to January 19,2012,in Toronto.The Chair, Vice-Chairand Director have been
invited to attend.
18.REQUEST TO PRESENT TO BOARD
A requesttopresenttothe Board by the CAW regarding a project on racism entitled "Putting the
Pieces Back Together"for London students was considered.It was noted that the Senior
Administration has supported this initiative and is exploringthe partnership. The request was
approved for presentation at the September 13 Board meeting through the following motion.
That the Board hear a presentation on racismfromthe CAWon"Puttingthe Pieces Back
Together"at the September 13,2011,Board meeting.
19.OTHER BUSINESS
a.Student Fees
Director Tucker updated the Committee on the Ministry of Education's guidelines around
collecting student fees. He clarified that fees are notto be collected forcompulsory,credit
courses but,at this time,will be collected for optional courses.
It was suggested that the Board seek a period of transition prior to implementation
recognizing school and system implications. The matter will be discussed at the September
13 Board meeting.
b.Occasional Teaching Staff
The issue of hiring retiredstaffwas discussed notingthat effortsare being made to hirenew
teachers to contract positions and Human Rights expectations.Areport will be broughtto
trustees on occasional teaching staff at the September 13 Board meeting.
20.FUTURE MEETINGS
The followingfuture meetings were scheduled for 9:00 a.m.
•September 21;
Octobers,19;
•November 2, 16.
21.ADJOURNMENT
The meeting adjourned at 12:26 p.m. by motion.
2011 September 13...17
15.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE CHAIRS'COMMITTEE -cont'd
RECOMMENDATION:
That the Board pay the OPSBA membership fees for 2011-12 in the amount of approximately
$127,987 after rebate.
T.GRANT
Chairperson
The recommendation was moved by J.Bennett,seconded by T.Roberts.
Trustees provided the following comments related to the 2011 August 17 and 2011 September 7
Chairs'Committee meeting reports.
- 2011 September 7 -Item #5 -OPSBA 2011-2012 Membership Fees
Trustee P.Sattler advised that Ontario Public School Board Association (OPSBA) will be
holding four regional meetings throughout the school year,with two meetings having common
agendas.Thames Valley will be hosting the Western Regional meeting on Saturday,October
15,and all trustees are encouraged to attend.She asked that members advise her of any
agenda items.
-2011 September 7 •Item #8 -Proposal of Trustee Sub Committee Meetings Prior to
OPSBA Board of Directors'Meetings
Trustee Roberts advised that he would be pleased to hold a trustee sub committee meeting on
September 20 at 5:00 p.m. in the Governor Simcoe Room to discuss the agenda for OPSBA.
He noted that he would like to add the following question regarding #9 - Election Awareness
to the list of education-related questions to be asked of candidates:
Education is seen as a cornerstone to support heatfiy active livingforchildren and youth. How
does your party's education platform address this important issue?
-2011 August 7 -Item #8.b -Moratorium on Transportation
Trustee Tisdale requested specifics regarding the moratorium on transportation.Director
Tucker advised that busing that falls under the responsibility of the South-western
Transportation System consortium as does school-sponsored field trips. He explained that if
the cost associated with any carrier exceeds the dollar value as outlined in the new
procurement guidelines,a Board-wide request for proposal is required.
-2011 September 7 -item #19a -Student Fees
In response to a question,Director Tucker advised that the Board has not been able to
determine what impact the new guidelines will have on programs currently in schools to ensure
that students are not negatively affected.Exec.Supt.Dalton reviewed the steps taken in
response to the new guideline including a transitional plan and consultation process.
Trustee Hart expressed his concern on the timing of the guideline and suggested that the
implementation period be pushed back to ensure that the educational needs of students are
met.The following motion was moved by him,seconded by J.Bennett and carried:
That the Board request the Senior Administration Investigate the implications and need for
a transition period implementing the Ministry of Education guidelines around collecting
student fees.
2011 September 13...18
15.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE CHAIRS'COMMITTEE -cont'd
Trustee Jaffe commented that the Board should make it clear to the Ministry of Education that
it supports the intent of the guideline related to student fees.
d.REPORT OF THE COMMITTEE OF THE WHOLE •IN CAMERA 2011 September 13
MEMBERS PRESENT ADMINISTRATION AND OTHERS
J.Bennett (Chair)B.McKinnon B.Tucker M. Moynihan
S.Amri S.Polhill K.Dalton V.Nielsen
R.Campbell T.Roberts L Elliott M.E.Smith
T.Grant P.Sattler M.Sereda B.Sonier
G.Hart W.J.Tai C.Bourbonnais-P.Tufts
P.Jaffe R.Tisdale MacDonald K.Wilkinson
J.Todd K.Edgar K.Bushell
Regrets W. Huff L.Griffith-Jones S.Christie
Absent:J.Coghlin S.Hughes K.Young
K.Meeson S.Kllllp
The Committee met In camera from 5:00 p.m. to 6:13 and from 9:50 p.m. to 10:50 p.m.
1.APPROVAL OF AGENDA
The agenda was approved by motion.
2.CONFLICTS OF INTEREST -No conflicts of interest were declared.
3.Confidential legal and personal matters were discussed.
4.RISE AND REPORT
A motion to rise and report was moved and carried at p.m.
RECOMMENDATIONS:
1.That the Board approve the hiringof 1.0 Teacher on Special Assignment to support the position
of eLearning Contact (eLC) for 2011-12 as provided by the Ministryof Education.
2.That the motion approved at the 2011 September 13 in-camera session related to resignations
to retirements by mutual consent be approved.
3.That the Senior Administration be instructed to remain within the approved budget for staffing
both full-day kindergarten and elementary classes even ifit means increasing the number of
Grade 1/SK splits.
JOYCE BENNETT
Chairperson
The recommendations were moved by J.Bennett,seconded by R.Tlsdale and carried.
16.COMMUNICATIONS
a.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION -UPDATE -none
2011 September 13...19
16.COMMUNICATIONS -confd
b.APPOINTMENT TO THE SPECIAL EDUCATION ADVISORY COMMITTEE -THAMES VALLEY
COUNCIL OF HOME AND SCHOOL ASSOCIATIONS
A request was received from the President of the Thames ValleyCouncilof Home and School
Associations to appoint Carisa McCarty as the organization's alternate on the Board's Special
Education AdvisoryCommittee. The following motionwas moved by R.Tisdale,seconded byJ.
Todd and carried.
That Carisa McCartybe appointed the alternate for the Thames ValleyCouncilof Home and
School Associations on the Board's Special Education Advisory Committee.
c.APPOINTMENT TO THE SPECIAL EDUCATION ADVISORY COMMITTEE -CHIPPEWAS OF
THE THAMES FIRST NATION
The Board received correspondence from the Education Co-ordinator of the Chippewas of the
Thames First NationBoardof Education to appoint Carol-anne Dendias as their representative on
the Board's Special EducationAdvisoryCommittee forthe 2011-2013 term. The following motion
was moved by R.Tisdale,seconded byJ. Todd and carried.
That Carol-anne Dendias be appointed as the Chippewas of the Thames First Nation
representative on the Board's Special Education AdvisoryCommittee.
d.APPOINTMENT TO THE FIRST NATIONS ADVISORY COMMITTEE -CHIPPEWAS OF THE
THAMES FIRST NATION
The Board received correspondence from the Education Co-ordinator of the Chippewas of the
Thames First Nation Board of Education to appoint Evelyn Albertand Danielle Grosbeck as their
representative on the Board's First Nations Advisory Committee for the 2011-2013 temi.The
following motion was moved byR.Tisdale,seconded byJ. Todd and carried.
That Evelyn Albertand Danielle Grosbeck be appointed as the Chippewas ofthe Thames First
Nation representatives on the Board's First NationsAdvisoryCommittee.
e.APPOINTMENT TO THE SPECIAL EDUCATION ADVISORY COMMITTEE -LEARNING
DISABILITIES ASSOCIATION OF LONDON REGION
The Boardreceived correspondence from the Learning Disabilities Association of London Region
to appoint Bonnie Wludyka as the organization's alternate on the Board's Special Education
Advisory Committeeforthe 2011/2012 schoolyear. The following motion was movedbyR.Tisdale,
seconded by J.Todd and carried.
That Bonnie Wludyka be appointed the alternate for the Learning Disabilities Association of
London Region on the Board's Special Education AdvisoryCommittee.
17.NOTICE OF MOTION -none
18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none
19.ADDITIONAL ITEMS -none
20.QUESTIONS/COMMENTS BY MEMBERS
Trustee Bennett thanked C.Graham,a parent representative fromthe Norwichcommunity forattending
the meeting.She asked the Capital Planning Co-ordinating Committee to consider C.Graham's
suggestions regarding the format of accommodation review committees.Director Tucker confirmed
that the Committee will consider the suggestions on how to improve the consultation process.
2011 September 13...20
21.ADJOURNMENT
The meeting adjourned at 10:50 p.m. on motion of P.Jaffe,seconded by G. Hart.
Confirmed:
Chairperso
2011 September 13...21
SUMMARY OF APPROVED RECOMMENDATIONS OF 2011 SEPTEMBER 13
That the Board approve the Design,Budget,and Schedule for the proposed renovations to the New
Norwich Elementary School.
That Administration proceed to tender the proposed renovations to the New Norwich Elementary
School.
That the Board pay the OPSBA membership fees for 2011 -12 in the amount of approximately $127,987
after rebate.
That the Board approve the hiring of 1.0 Teacher on Special Assignment to support the position of
eLearnIng Contact (eLC)for 2011-12 as provided by the Ministry of Education.
That the motion approved at the 2011 September 13 in-camera session related to resignations to
retirements by mutual consent be approved.
That the Senior Administration be instructed to remain within the approved budget for staffing both full-
day kindergarten and elementary classes even ifit means increasing the number of Grade 1/SK splits.
That the Board request the Senior Administration investigate the implications and need for a transition
period implementing the Ministryof Education guidelines around collecting student fees.
That Carlssa McCarty be appointed the alternate for the Thames ValleyCouncil of Home and School
Associations on the Board's Special Education Advisory Committee.
That Carol-anne Dendias be appointed as the Chippewas of the Thames First Nation representative
on the Board's Special Education Advisory Committee.
That Evelyn Albert and Danielle Grosbeck be appointed as the Chippewas of the Thames First Nation
representatives on the Board's First Nations Advisory Committee.
That Bonnie Wludyka be appointed the alternate for the Learning Disabilities Association of London
Region on the Board's Special Education Advisory Committee.