12/18/2012 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR BOARD MEETING,PUBLIC SESSION
2012 DECEMBER 18,7:00 P.M.
BOARD ROOM,EDUCATION CENTRE
AGENDA
V-verbal
M -material
1.CALL TO ORDER V
2. O CANADA V
3.SPECIAL MUSICAL PRESENTATION -none
4.APPROVAL OF AGENDA M
5.OFFICIAL RECORD M
6.RECOGNITIONS
a.University Heights Public School-Unite the Nations Award Winners ^
b.Clarke Road Secondary School Drama Class V
7.CONFLICTSOF INTEREST V
8. CHAIR'S ANNOUNCEMENTS V
9. DIRECTOR'S ANNOUNCEMENTS V
10.PUBLIC INPUT-none
11.ADMINISTRATIVE PRESENTATIONS -none
12.MINUTES OFTHE 2012 NOVEMBER 27 BOARD MEETING,2012 DECEMBER 3 AND 2012 M
DECEMBER 11 SPECIAL BOARD MEETINGS
a.Confirmation of Minutes
b.Business Arising from the Minutes
I.Requested Supplementary Enrolment Information for the 2012 November 20 Annual |\/|
Pupil Accommodation Report
13.STUDENTTRUSTEES' UPDATE V
14.REPORTS FROM THE ADMINISTRATION -none
15.REPORTS OF COMMITTEES
a.Report of the Tillsonburg Elementary Accommodation Review Committee
b.Report of the Western Elgin Elementary Accommodation Review Committee
c.First Nations Advisory Committee,2012 November 20 1^1
d.Policy Working Committee,2012 November 27 M
/e.Special Education Advisory Committee,2012 December 4 M
^f. Chairs' Committee, 2012 December 12 M
g.Committee ofthe Whole -In Camera,2012 December 18 ^
16.COMMUNICATIONS
a.OPSBA UPDATE
17.NOTICE OF MOTION
18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none
19-ADDITIONALITEMS
20.QUESTIONS/COMMENTS BY MEMBERS
21.ADJOURNMENT
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING
2012 DECEMBER 18
BOARD ROOM,EDUCATION CENTRE
The Board met in reguiar session on 2012 December 18 in the Board Room at the Education Centre,
meeting in public session at 7:00 p.m. to 9:25 p.m.The following were in attendance:
TRUSTEES ADMINISTRATION AND OTHERS
J.Bennett (Chair)P.Jaffe B.Tucker B.Sonier
R.Campbell E.Kim K.Dalton P.Tufts
D.Clark B.McKinnon L.Elliott K.Wilkinson
J,Coghlin S.Polhill M.Sereda K.Bushell
P.Forron P.Sattler C.Bourbonnais-S.Christie
T.Grant R.Tisdale MacDonald K.Young
G.Hart K.Edgar K.Aitken
S.Hughes S.Killip
Regrets:W. Huff K.Meeson
M.E.Smith
Absent:J.Todd
i.CALL TO ORDER
Board Chair J.Bennett called the meeting to order at 7:05 p.m.
At the request of Chair Bennett,a moment of silence was observed to honour the victims of a
shooting Friday,December 14, 2013,at Sandy Hook Elementary School in Newtown,Connecticut.
2. /3. O CANADA AND SPECIAL MUSICAL PRESENTATION -The meeting was opened with the
playing of O Canada.
4.APPROVAL OF AGENDA
The agenda was approved on motion of 8.Polhill,seconded by P.Jaffe.
5.OFFICIAL RECORD
8.Christie,Supervisor.Corporate Services,read the following official record into the minutes:
We regret to record the deaths of:
• Neil Wegman,a Custodian of Thames Valley District School Board on 2012 November
30;
•Kendra Cameron,a Grade 6 student at F.D.Roosevelt Public School on 2012 December
1;Bradley Barlow, a Custodian at Lord Nelson Public School on 2012 December 8;
•Brenden Lumley, a 16 year old student at Glencoe District High School on 2012
December 9;and
•Greg Clarkson,a 20 year old student at Clark Road Secondary School on 2012
December 13.
2012 December 18...2
6.RECOGNITIONS
University Heights Public School -Unite the Nations Award Winners
Supt.C.Bourbonnais-MacDonald introduced Principal J.Sheik and several students of the Grade 5/6
and Grade 7 classes of University Heights Public School in recognition of their award for the Unite the
Nations Research Time Project 2012 competition.Students ^ere challenged to answ^er 225
questions in 24 hours about the history,geography and arts of different countries.University Heights
students scored 87 percent accuracy and placed first in the competition.
Clarke Road Secondary School Drama Class
Supt.P.Tufts introduced community members of Clarke Road Secondary School.He called upon
Principal Panayl who described the Best Buddies program and those students who dedicate their
time to make a difference.D.Cralg,a drama teacher at Clarke Road SS,I was also recognized for his
contribution to the Best Buddies program and dedication to students.Mr. Craig thanked that Board
for recognizing Clarke Road Secondary School and those students involved in the Best Buddies
program that make a difference for fellow students each and every day.
Director Tucker noted that the recognition was a result of students of Mr.Craig's class who performed
a monologue and skit for an ill student.
7.CONFLICTS OF INTEREST-none
8.CHAIR'S ANNOUNCEMENTS
Chair Bennett advised that she and Trustee T.Grant attended the Cornerstone Alternative School
where they witnessed acts of kindness by students.The students then created message cards
encouraging others to "pay.it forward" and distributed them to people in downtown London.She
noted that this was an exceptional learning opportunity for students who would not normally step out
of their comfort zone to participate in this type of experience.She commended them for their efforts.
DIRECTOR'S ANNOUNCEMENTS
Director Tucker welcomed community members of Lome Avenue Public School to the meeting.He
also extended best wishes for the holiday season on behalf of Senior Administration to the trustees
and members of the gallery.
9.PUBLIC INPUT-none
10.ADMINISTRATIVE PRESENTATIONS -none
11. MINUTES OF THE 2012 NOVEMBER 27 BOARD MEETING,2012 DECEMBER 2 AND 2012
DECEMBER 11 SPECIAL BOARD MEETINGS
a.Confirmation of Minutes
The minutes of the Regular Board Meeting of 2012 November 27 was adopted on motion of T.
Grant,seconded by R.Tisdale.
The minutes of the Special Board Meeting of 2012 December 3 was adopted on motion of D.
Clark,seconded by P.Jaffe.
The minutes of the Special Board Meeting of 2012 December 11 was adopted on motion of R.
Campbell,seconded by S. Polhill.
L
2012 December 18...3
12.MINUTES OF THE2012 NOVEMBER 27 BOARD MEETING,2012 DECEMBER2 AND 2012
DECEMBER 11 SPECIAL BOARD MEETINGS -cont'd
a.Confirmation of Minutes -cont'd
Trustee G. Hartrequested that the Senior Administration investigatethe opportunity to provide
Extended Dayprograms to allschools within Thames Valley as full-day kindergartencontinues to
roll out. He noted that eligible students within his community were denied access to the program
as there were notenough students to make some programs viable. The following motion was
moved by G. Hart,seconded by J. Coghlin:
That the Thames ValleyDistrictSchool Board investigate the implicationsof universal Full-
Day Extended Day program for alleligible students and report to the Board of Trustees at the
first meeting inApril,2013.
Director Tucker requested an opportunity to confer with the Capital Planning Co-ordinating
Committee and Supervisor H. Gerrits, and investigate the request further.Trustee P.Jaffe
suggested that the motion be referred back to the Directoron how to proceed.The following
motion was moved by P. Jaffe,seconded by T.Grant and carried:
That the motionrelated to the Extended Day program for alleligible students be referred
to the Director forconsideration and a report be broughtback to the Boardat its February5,
2013,meeting.
b.Business Arising from the Minutes
1.Requested Supplementary Enrolment Information for the 2012 November 20 Annual
Pupil Accommodation Report
Exec. Supt.K.Dalton provided an overviewof the report presented by Exec. Officer K.Bushell
with supplemental enrolment information forthe Annual Pupil Accommodation reportas
requested by trustees at the 2012 November 20 Special Board meeting.Information
pertaining to enrolment included the following:
• French Immersion SKand Grade 1 Intake Analysis;
•Holding Zone Enrolment 2012;
Strathroy District Collegiate Institute students residing within the Glencoe District High School
boundary.
13.STUDENT TRUSTEES'UPDATE
Student Trustee E.Kim noted that a web store representative presented at the November Student
Advisory Council meeting.
Student Trustee P. Forron thanked Trustee McKinnon for attending the meeting.She also noted that
Clarke Road Secondary Schooland Montcalm Secondary School students have begun attending the
meetings.
14.REPORTS FROM THE ADMINISTRATION -none
15.REPORTS OF COMMITTEES
a.REPORT OF THE TILLSONBURG ELEMENTARY ACCOMMODATION REVIEW COMMITTEE
Trustee McKinnon presented the report of the Tillsonburg Elementary Accommodation Review
Committee. He noted that the report is the result of the work bythe Committee addressing
accommodation at Annandale,Maple Lane,Rolph Street and South Ridge Public Schools.
2012 December 18...4
15.REPORT OF COWIWIITTEES -conrd
a.REPORT OF THE TILLSONBURG ELEMENTARY ACCOMMODATION REVIEW COMMITTEE
-cont'd
Following receipt of the report,the Senior Administration will provide its response to the Board
within30 days.Public input to the trustees will be scheduled withina minimum of60 days
following receipt of the Senior Administration's response after which time there will be a decision
of the Board.
In support of the Committee's mandate to respond to the Senior Administration recommendation,
the Tiilsonburg Elementary ARC,Annandale,Maple Lane,Rolph Street and South Ridge Public
Schools'Accommodation Review Committee approved the following recommendations on 2012
November 21:
1.That Maple Lane and Rolph Street Public Schools close,a new school be built on the west
side of Tiilsonburg;and students be consolidated into JK-8 organizations at the Annandale
and South Ridge Public Schools,and the new school site.
2.That the trustees recognize the historical significance of the Rolph Street Public School
building.
3.That space be available at the three proposed schools to house before and after school
programs.
4.That Maple Lane Public School be assessed for future educational uses such as French
Immersion or adult education.
5.That memorabilia from Maple Lane Public School be moved to Annandale Public School and
the memorabilia from Rolph Street Public School be moved to the new Tiilsonburg school.
6.That the Design Committee review the possibility of maintaining the science labs located
on the second floor of Annandale Public School for senior students.
7.That appropriately sized trees that will provide shade be planted at the new school.
8.That TVDSB negotiate with the town of Tiilsonburg to implement a joint use of facility
agreement at South Ridge Public School.
9.That no portion of the Annandale Public School property and/or the new school property be
sold.
10.That all playground equipment that meets safety standards be moved to Annandale Public
School and the new school.
11.That a teacher representative from each division (primary, junior,intermediate)and a
minimum of one ARC member be on each design committee.
12.That all three schools have an instrumental music program located on the main floor of each
school.
13.That TVDSB not only meet but exceed the minimum elementary program space standards at
all of the Tiilsonburg schools to be renovated or constructed including the following items:
a. kitchen space to accommodate a breakfast program; and
b. additional separate and permanent storage space for the possibilityof before and after
school programs.
2012 December 18...5
15.REPORT OF COMMITTEES -cont'd
a.REPORT OF THE TILLSONBURG ELEMENTARY ACCOMMODATION REVIEW COMMITTEE
-cont'd
14. That TVDSB includethe following when renovating or constructing schools in Tlllsonburg:
a.air conditioning in all schools;
b.refurbishing and maintaining the existing track;
c.greenhouse at Annandale,and,in consideration of the Increased amount of traffic;
(vehicular and pedestrian)include a more secure and safe drop offand pick up area at
each school.
15.That during the transition year,the Grade 7 Annandale Public School students remain at
Annandale Public School for their graduating Grade 8 year.
Background
The Thames Valley District School Board approved the following motion on 2011 November 29.
That Administration be authorized to proceed with the following Accommodation Review
Committees (ARC),reviewed by the Capital Planning Advisory Committee:Tlllsonburg
Elementary ARC:Annandale,Maple Lane,Rolph Street and South Ridge Public Schools.
Senior Administration recommends an ARC be initiated to study the accommodation of
students at Annandale,Maple Lane, Rolph Street,and South Ridge Public Schools.It Is
proposed that Maple Lane and Rolph Street Public Schools would close;a new school would
be built on the west side of Tiilsonburg;and students would be consolidated into JK-8
organizations at the Annandale and South Ridge Public Schools,and the new school site.
The 11 Committee members representing four school communities met on the following dates:
February 8,2012 -Organization Meeting;
March 28,2012 -Public Consultation;
April 18,2012 -Public Consultation;
May 30,2012 -Public Consultation;
Sept 19,2012 -Public Consultation;
October 11,2012 - Draft Report;and
November 21,2012 -Public Input into Draft Report.
Public Consultation was received from one individual and no organizations.
The Committee compiled their draft recommendations on 2012 October 11.Public Input to the
draft report was offered by the Committee members on 2012 November 21 but none was
received.The final report was compiled on 2012 November 21.
Representatives of the Thames Valley District School Board included Trustee Bill McKinnon,
who presided over the meetings.Administrative support was provided by Supt.Barb Sonier,
Executive Member;Karen Dalton,Executive Superintendent of Operation Services;Bob
Seto,Planning Officer; Kevin Bushel!,Executive Officer,Capital Planning and Facility Services;
Teresa Muscat,ARC Assistant;and Principals Nick Karalis,Annandale Public School;Kelly
Horvath,Maple Lane Public School;James Bartley,Rolph Street Public School and Paul
Szorenyi,South Ridge Public School.
2012 December 18...6
15.REPORT OF COMMITTEES -cont'd
a.REPORT OF THE TILLSONBURG ELEMENTARY ACCOMMODATION REVIEW COMMITTEE
-cont'd
The Committee received and/or examined:
• policyand procedure - Pupil Accommodation and Facility Organization;
•pre-Valuation templates for each school involved;
•Accommodation Review Committee (ARC)Template Definitions/Parameters/Component
Value Factor Guidelines;
•boundary maps for the schools Involved In the ARC;
•historical enrolment data for each of the schools Involved in the ARC;
•presentation by Kevin Bushell,reviewing the pre and post valuation templates and costs
associated with the recommendation;
•presentation by BobSeto, regarding TVDSB enrolment for the areas included inthe ARC:
Actual Enrollment 1997-98 to 2009-2010 (FTE)and Projected Enrolment 2010-2011 to 2015-
2016:
•presentation by Bob Seto regarding the proposed and current boundaries;
•presentation by Kevin Bushell regarding the proposed and current boundaries;
•tours of new Laurie Hawkins Public School and the renovated Royal Roads and Emily Stowe
Public Schools;and
•tours of each of the schools involved in the Tillsonburg Elementary ARC arranged prior to the
start of meetings.Meetings were rotated among the four schools.
Senior Administration's Recommendations
Senior Administration recommends the following:
1.The current organization model,projected enrolment,available capacity,program facilities
and facility conditions suggest that a review of Annandale,Maple Lane,Rolph Street and
South Ridge Public Schools be initiated.Senior Administration recommends that an ARC
be Initiated to study the accommodation of students at Annandale,Maple Lane, Rolph
Street and South Ridge Public Schools.Itis proposed that Maple Lane and Rolph Street
Public Schools would close;a new school would be built on the west side of Tillsonburg;
and students would be consolidated Into JK-8 organizations at the Annandale and South
Ridge Public Schools and the new school site.Enhancements would be necessary at
Annandale Public School with a potential addition and enhancements at South Ridge
Public Schools.
Estimated Costing Breakdown for Senior Administration's Recommendations of the
Tillsonburg Elementary ARC:
New School Estimated Cost
Construction of a JK to 8 school $12,696,000
Annandale Public School Estimated Cost*
Renovations $829,000
*not including school renewal items
r'
2012 December 18...7
15.REPORT OF COMMITTEES -conrd
a.REPORT OF THE TILLSONBURG ELEMENTARY ACCOMMODATION REVIEW COMMITTEE
-cont'd
South Ridge Public School Estimated Cost*
Additions and Renovations $3,861,000
*not including school renewal items
Total Cost of Recommendations Total Estimated Cost
New School $12,696,000
Annandale Public School $829,000
South Ridge Public School $3,861,000
Total Estimate Cost $17,386,000
Committee Membership
School Council Representatives
Kelly.Cole -Annandale Public School
Jane McLean -Maple Lane Public School
Kathy McCormick - Rolph Street Public School
Jeff Chevers -South Ridge Public School
Citizen Representatives
Barbara -Jean McNeil -Annandale Public School
Leanne Buchanan -Maple Lane Public School
Joanne Arnel - Rolph Street Public School
Andrew Gilvesy -South Ridge Public School
Community
Amy Foster
Municipal Leaders
Mel Getty
Chris Rosehart
In response to a question regarding Recommendation 2 and tlie intention of the recognition,
Trustee McKinnon noted that Rolph Street Public School is over 100 years old and a staple in the
community where generations of families have attended as students.He requested that the
building itself be recognized as a public education facility.
b.REPORT OF THE WESTERN ELGIN ELEMENTARY ACCOMMODATION REVIEW
COMMITTEE
Trustee Grant presented the report of the Western Elgin Elementary Accommodation Review
Committee.She advised that the report is the result of the work by the Western Elgin Elementary
Accommodation Review Committee addressing accommodation at Aldborough and Dunwich-
Dutton Public Schools,and West Elgin Senior Elementary School.
Following receipt of the report,the Senior Administration will provide its response to the Board
within 30 days.Public input to the trustees will be scheduled within a minimum of 60 days
following receipt of the Senior Administration's response after which time there will be a decision of
the Board.
2012 December 18...8
15.REPORT OF COMWIITTEES -cont'd
b.REPORT OF THE WESTERN ELGIN ELEMENTARY ACCOMMODATION REVIEW
COMMITTEE -cont'd
In support of the Committee's mandate to respond to the Senior Administration's
recommendation,the Western Elgin Elementary Accommodation Review Committee (Aldborough
Public School,Dunwich-Dutton Public School,West Elgin Senior Elementary Schooi),approved
the following recommendations on December 10,2012:
1.That West Elgin Senior Elementary School would close June 2014,and that the Grade 7 and
8 students would remain in their home school communities of Aldborough and Dunwich-
Dutton.Potential additions and enhancements may be necessary at Aldborough and
Dunwich-Dutton Public Schools.
2.That Dunwich-Dutton students from JK to Grade 7,as a cohort in September 2013,move to
West Elgin Senior Elementary School and Aldborough students from JK to Grade 7 remain at
Aldborough Public School for the transition year.All Grade 8 students remain at West Elgin
Senior Elementary School.Dunwich-Dutton Public School building Is vacated to facilitate
barrier-free renovations,to which the JK to Grade 7 students would return In September
2014.
3.That community partnerships with Dutton-Dunwich are supported and maintained during the
transition,I.e.,swimming at local pool, Earth Day,John Kenneth Galbralth Public Library.
4.That transportation services accommodate before and after school programs and child care
services for the Dunwich-Dutton parents for the transition year.
5.That TVDSB through the Executive Officer of Facility Services and Capital Planning or his
designate,co-ordinate with the Municipalities of Dutton-DunwIch,West Elgin and the County
of Elgin regarding infrastructure requirements,building design and any other changes
throughout the process.
6.That upon closing West Elgin Senior Elementary School,West Elgin Secondary School
continue to use the facility as a satellite for secondary programming.
7.That West Elgin Secondary School be prioritized for Program Enhancement and Capital
Improvement funding.
8.That Dunwich-Dutton P.S.and Aldborough Public School would receive program
enhancements required for physical education,library resource,general arts and learning
support,as well as a stage at each of the schools.
9.That air-conditioning be Installed at Dunwich-Dutton Public School and Aldborough Public
School.
10.That program equity Is ensured related to Instrumental music at each school.
11.That TVDSB consider potential partnerships for use of facilities and enhancement of facilities
prior to or during the design process.
12.That the Board explore a partnership with the Municipality of West Elgin for extended use of
Miller Park for students during the transition year.
13.That the possibility of new or extra playground equipment be brought to West Elgin Senior
Elementary School for the transition year.
2012 December 18...9
15.REPORT OF COMMITTEES -cont'd
b.REPORT OF THE WESTERN ELGIN ELEMENTARY ACCOMMODATION REVIEW
COMMITTEE-cont'd
14.That the identity of Dunwich-Dutton Public School be maintained while its students are
located at West Elgin Senior Elementary School.
Background
The Thames Valley District School Board approved the following motion on 2011 November 29:
That Administration be authorized to proceed with the following Accommodation Review
Committees (ARCs),reviewed by the Capital Planning Advisory Committee:
Western Elgin Elementary ARC:Aldborough and Dunwich-Dutton Public Schools,and West
Elgin Senior Elementary School.
Senior Administrative Rationale for the Western Elgin Elementary ARC
The current organizational mode!suggests that a review of Aldborough and Dunwich-Dutton
Public Schools and West Elgin Senior Elementary School be conducted.Senior Administration
recommends that an ARC be initiated to study the accommodation of students at Aldborough and
Dunwich-Dutton Public Schools and West Elgin Senior Elementary School.It is proposed that
West Elgin Senior Elementary School would close and that the Grade 7 and 8 students would
remain in their home communities of Aldborough and Dunwich-Dutton.Potential additions and
enhancements may be necessary at Aldborough and Dunwich-Dutton Public Schools.
The Capital Planning Co-ordinating Committee submitted its Report to Board on 2011 November
29.
The 10 Committee members,representing three school communities,met on the following dates:
Wednesday,March 7,2012;
Wednesday,April 18.2012;
Monday,May 14,2012;
Monday,June 11,2012;
Monday,September 24,2012;
Monday,November 12,2012;and
Monday,December 10,2012.
The Committee drafted its recommendations on November 12, 2012. No public Input to the draft
report was received from individuals or organizations.The Western Elgin Elementary ARC report
was amended and approved by unanimous vote of the members at the meeting held on Monday,
December 10,2012.
Representatives of the Thames Valley District School Board included Trustee Tracy Grant who
presided over the meetings.Administrative support was provided by Scott Hughes,
Superintendent of Education;Karen Dalton,Executive Superintendent,Operations Services;
Kevin Bushell,Executive Officer,Facility Services &Capital Planning;Cynthia Bain,
Administrative Assistant to Scott Hughes;and Principals Kelli Gough,Aldborough Public School;
Stephanie Sartor,Dunwich-Dutton Public School;and Helen Mahabir,West Elgin Senior
Elementary School.
During the course of its meetings,the Committee considered,discussed and investigated the
benefits,issues,concerns and considerations for the Administrative recommendation.No public
consultation was received by either organizations or Individuals.
2012 December 18...10
15.REPORT OF COMMITTEES -cont'd
b.REPORT OF THE WESTERN ELGIN ELEMENTARY ACCOMMODATION REVIEW
COMMITTEE-cont'd
The Committee received and examined;
• TVDSB's Pupil Accommodation and Facility Organization Policy and Procedures;
•Enrolment versus Capacity Report;
•Resource Binder Contents Summary;
•rationale for the ARC;
•Senior Administration's Recommendations;
•current Attendance Boundaries for Aldborough Public School.Dunwich-Dutton Public School
and West Elgin Senior Elementary School;
•proposed Attendance Boundaries for Aldborough Public School and Dunwich-Dutton Public
School;
•map of Western Elgin Elementary ARC Developments;
•enrolment projections for Aldborough Public School,Dunwich-Dutton Public School and West
Elgin Senior Elementary School -Status Quo and Per Senior Administration's
Recommendations;
•School Information Profiles for Aldborough Public School,Dunwich-Dutton Public School and
West Elgin Senior Elementary School;
• ARC Public Consultation Form /Presenter's Package;and
•tour of Pierre Elliott Trudeau French Immersion Public School and Locke's Public School.
Tours of each of the schools Involved were arranged prior to the start of the meetings which were
rotated among the three schools.
Post-Analysis Senior Administration's Recommendations
Senior Administration's Recommendation -2012 April 18
•Westem Elgin Elementary ARC:Aldborough Public School,Dunwich-Dutton Public School
and West Elgin Senior Elementary School
The draft capital plan identified a number of accommodation issues In the western Elgin County
Elementary schools which merit review.Projected enrolment,organizational model and available
capacity at these three schools suggests that this review Is required.
It should be noted that Full-Day Kindergarten will be implemented at Aldborough and Dunwich-
Dutton Public Schools starting 2013-14.
Senior Administration recommended the following:
1.That West Elgin Senior Elementary School be closed as of June 2014 and retained for future
use by the Board;
2.That Aldborough P.S.be reorganized to the TVDSB preferred JK-8 model,receive an
addition and renovations in order to bring the facility up to TVDSB standards which would
create an OTG capacity of approximately 390 as of September 2014;
3.That Dunwich-Dutton P.S.be reorganized to the TVDSB preferred JK-8 model,receive
renovations In order to bring the facility up to TVDSB standards which would create an OTG
capacity of approximately 340 as of September 2014;and
s
2012 December 18...11
15.REPORT OF COMMITTEES -cont'd
b.REPORT OF THE WESTERN ELGIN ELEMENTARY ACCOMMODATION REVIEW
COMMITTEE -cont'd
4.That Grade 7 students at Aldborough and Dunwich-Dutton remain at their schools starting
2013-14.
Estimated Cost Breal<down for Senior Administration's Recommendations of the Western
Elgin Elementary ARC:
Aldborough Public School Estimated Cost*
Additions and Renovations $4,333,000
*not including school renewal items
Dunwich-Dutton Public School Estimated Cost*
Renovations $1,657,000
*not including school renewal items
Total Cost of Recommendations Total Estimated Cost
Aldborough Public School $4,333,000
Dunwich-Dutton Public School $1,657,000
Total Estimate Cost $5,990,000
Committee Membership
School Council Representatives
Jennifer Skedgel -Aldborough Public School
Amy Curiey -Dunwich-Dutton Public School
JillDownie -West Elgin Senior Elementary School
Citizen Representatives
Linda Dunn -Aldborough Public School
Blair Ferguson -Dunwich-Dutton Public School
Jean Ray -West Elgin Senior Elementary School
Community
Jacob Rowe
Pam Warden
Municipal Leaders
Cameron McWilliam
Duq Aldred
The date of implementation for these recommendations will be contingent upon Ministry of
Education funding of the proposed capital projects.
It was requested ifthe process can be accelerated as the community,after consideration and
deliberation,supports the accommodation.Director Tucker acknowledged that the Senior
Administration will review the request taking into consideration a design committee and the
tendering process.
2012 December 18...12
15.REPORT OF COMMITTEES -conrd
c.REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE 2012 November 20
3:16 p.m. to 4:38 p.m.
MEMBERS
W. Huff(Chair)
J.Bennett,Trustee
M.Burch,Chippewas of the Thames
D.Grosbeok,Chippewas of the Thames
S.Smith,Onelda Nation of the Thames
(3:36)
P.Sattler,Trustee
G.Hope,Oneida Nation of the Thames
Regrets:L.Nicholas,L.Cornelius
Absent:C.Thomas
Trustee Visitor:T.Grant
ADMINISTRATION AND OTHERS
L. Elliott,Executive Superintendent,Program Services
L.Pressey,Program Services
C.Vitsentzatos,Vice Principal,Saunders SS
D.MacPherson,H.B.Beal SS
J.Fitzslmmons,Lambeth Public School
K.Aitken,Corporate Services
1.CALL TO ORDER
The meeting convened at 3:16 p.m. in the Elgin Room at the TVDSB Education Centre.
2. APPROVAL OF AGENDA -The agenda was approved as printed by motion.
3.CONFLICTS OF INTEREST -none
4.REPORT OF MEETING-2012 SEPTEMBER 18 -provided for Information
5.BUSINESS ARISING FROM MINUTES -none
6.PROGRAM SERVICES UPDATE
a.FNMI Annual Report2011-2012
Exec.Supt.L. Elliott distributed the Annual Community Report for FNMI programming for
2011-2012.The report outlined the following key areas:
FNMI Self-Identification Policy Implementation;
FNMI Self-Identification Data;
Total FNMI Self-Identified Student Population at TVDSB;
FNMI Self-Identified Student Populations by Grade Level;
Focus on FNMI Student Attendance;
FNMI Student Programming Updates;
Fourth R Program Evaluation;
Visiting Elders and Cultural Teachers Program;
Aboriginal Culture Festival;
Birchbark Canoe Project;
Family and Community Engagement Initiatives;and
Teacher and Support Staff Professional Development.
""N
2012 December 18...13
15.REPORT OF COMMITTEES -cont'd
c.REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE -cont'd
6.PROGRAM SERVICES UPDATE -cont'd
a.FNMI ANNUAL REPORT 2011-2012 -cont'd
Chair Huff inquired when the Baseline Report would be provided that includes student
attendance,grades,and whether the drop-out rate is improving. It was requested that
the Research and Assessment department look at compiling the information to include
why FNMI students left the system,both elementary and secondary,and that a report be
brought to the Committee.
b.Cultural Fund Update
Supervisor L.Pressey provided a brief update on the Native Cultural Funds -
Expenditures from September 2012 to March 2013 based on the enrolment as of October
31.The chart is a guideline for clarification on how monies are spent for FNMI students
at the elementary and secondary levels.
c.FNMI Ministry Projects-Funding for2012-2013
Exec.Supt.Elliott reviewed the FNMI Ministry Projects in detail.She noted that the
Board received the full $80K requested from the Ministryof Education.
fPauh Martin Aborloinai Education Initiative-Accounting Mentorship Program
• H.B.Beal Secondary School has agreed to pilot the Martin Aboriginal Education
Initiative-Accounting Mentorship Program with three students.
•Grade 10 students will be Involved in a formal mentorship program Involving
chartered accountants from Deloltte acting as mentors.
•Mentorship will extend throughout high school and university if possible.
•The goal is to support high achieving,(potentially)university-bound students in
seeing professional programs as a part of their future.
Fourth R Programs
•Student mentorship programs are underway in both elementary and secondary
schools.
•The Thames Valley District School Board,in partnership with The Fourth R Program
through the CAMH Centre for Prevention Science,will be hosting a Grade 8
Transition Conference for FNMI students on December 5 from 9:00 a.m.to 2:30 p.m.
at the Hellenic Community Centre,133 Southdale Road West in London.This
conference is offered at no cost to schools with transportation and lunch provided as
well as supply coverage for teachers attending the event.
The conference alms to provide Grade 8 students with Information and resources to
help ease the transition from elementary school to secondary school and promote a
successful Grade 9 year.The theme is "Balance &Inner Strength"and is the first of
two conferences designed to build upon each other.Itwill feature engaging
presenters who will speak to the students about this important transition in their lives,
and provide cultural knowledge,support and guidance.
In the afternoon,the students will break into smaller groups and rotate through four
sessions based on the medicine wheel.They will have the opportunity to speak with
community mentors and positive role models about the importance of balance and
how itwill help them in achieving success.Youth will hear about school and
community resources,opportunities to get Involved in school,and FNMI-specific
programs available to secondary school students.Students will also be introduced to
First Nations counselors,community mentors and secondary school FNMI students.
2012 December 18...14
15.REPORT OF COMMITTEES -cont'd
c.REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE -cont'd
6.PROGRAM SERVICES UPDATE -cont'd
c.FNMI Ministry Projects -Funding for 2012-2013 -cont'd
A resource package summarizing these sessions will be given to all Grade 8 students
and elementary school staff during the conference.
Learning Wheel Poster
•The Learning Wheel poster was distributed to all schools and discussed at a recent
First Nations Student Advisory Council meeting.
New Administrator Meeting
• A short Introductory workshop on FNMI Framework and Initiatives will take place on
November 22 with Dan and Mary Lou Smoke opening with smudging.
7.PRINCIPALS'UPDATE
a.Thames Secondary School
Principal L.Mills provided an update on FNMI students currently attending Thames
Secondary School.
September 2012
•September 13 - FNMI lunches have begun in Room 140 with on-reserve Counsellors
R.Doxtator and L Nicholas.
•September 27 -Future FNMI lunch and planning has begun with mentors.
October 2012
•October 4 -Thames Secondary School hosted the ONECA (Ontario Native Education
Counselling Association)meeting.Members were then invited to join the school
social.
•October 4 - A school -wide social which involved the instruction of the Iroquois Dance
Styles was held during the final period of the day.The social was offered to all
interested staff and students with a great turn-out.Ray John Junior along with a
group of FNMI students led the dancing.The social was followed up with a light
snack which was provided by Oneida Life Long Learning (R.Doxtator).
•The 4th R Mentor/Mentee Program hosted a lunch to recruit Grade 9 FNMI students
who may be interested in learning more about the program.The tentative date to
begin the 8-week program was October 18.
•October 10 -Thames Awards Assembly
•October 15 &16 -Thames Progress Reports sent home
•FNMI Lunches continue bi-weekly with Oneida and Munsee-Delaware Education.
•October 23 -N'Amerind Friendship Centre will be hosting a lunch to network with the
urban population regarding the Centre's Youth Opportunities programs.The Youth
Team (Joel Kennedy and Ashley King)will also be promoting their education awards
to be hosted on November 19 at the Friendship Centre to recognize the
achievements of Urban Aboriginal Youth.
2012 December 18...15
15.REPORT OF COMMITTEES -conrd
0.REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE -cont'd
7.PRINCIPALS'UPDATE -cont'd
a.THAMES SECONDARY SCHOOL -cont'd
•One student from the Oneida First Nations has been selected to take part Inthis
year's FNMl Student Advisory Council in partnership with 4th R program.
b. H.B.Beal Secondary School
Vice-Principal M.Riezebos provided the following update on the program at H. B. Beal
Secondary School.
Martin Aboriginal Initiative
H.B. Beal Secondary School,through Thames Valley District School Board and the
Chartered Accountants of Canada,have partnered with Deloitte to provide mentors to
First Nations students.The aim of the project is to engage students with business
professionals to support them in going to and being successful at university.Three
students and their parents have agreed to participate in the program.Once the
screening of the mentors is complete,they willbegin a series of activities where the
students and the mentors will get to know one another.They will continue to add three to
five students to the program each year.
Principal D.MacPherson noted that report cards were sent out this week.He will provide
an update on the progress/credit accumulation by student group at the next meeting.
Staffing Issues
H.B. Beal Secondary School is facing significant First Nations staffing issues for
Semester Two and,therefore,are lookingfor Oneida and Ojibwe Language teachers as
well as a teacher for the Peer Mentor course and student success for FNMl students.
They are using the province-wide database and have had only one applicant for the
Oneida position to date.
Mr.MacPherson thanked the First Nations education staff for their contribution to the
well-attended weekly lunches as well as their excellent support on attendance issues.
Chair Huffnoted that itis always a challenge to find language teachers with a teaching
certificate.It was noted that part of the Board's framework is to continue to increase
aboriginal teacher staffing in both elementary and secondary schools.It was suggested
that schools take advantage of having Elders from different FNMl communities for the
language and culture component.
c.Saunders Secondary School
Vice-Principal C.Vitsentzatos provided the following update relating to FNMl students at
Saunders Secondary School.
Registered FNMl Students
Urban 31
Chippewas of the Thames 24
Munsee -Delaware 5
Oneida 69
2012 December 18...16
15.REPORT OF COMMITTEES -cont'd
c.REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE -cont'd
7.PRINCIPALS'UPDATE -cont'd
c.SAUNDERS SECONDARY SCHOOL -cont'd
Credit Accumulation Report as of Mid -Term fas of Nov.12.2012^
Urban 31/107
Chlppewas of the Thames 19/82
Munsee -Delaware 6/18
Oneida 55/229'
FNIVII Student Success Team
The FNI\/ll Student Success Team has met and reviewed 20 students who are at-risk of
not receiving their credits.Action plans have been put in place for each student.
Department heads have also received the Credit Accumulation data and are
implementing strategies with their department members for student success.
Currently,there are seven students at Anishnaabe (Alternative Education)and one
student receiving support from Saunders'Alternative Education teacher on site.
Saunders Events
4TH R Course
Period 1 -Six students in the GPP 30 and 15 GLS 10
Period 2 - Five GLS 10 students with six NBV 3C (Native Studies)students
Both classes have a great group of students.The 4th R Cultural Leadership course will
be having a lunch with teachers on November 22 as their final Unit2 School and
Community assignment.An invitation was sent to staff for the lunch and many have
responded.
Museum London
In October,4th R and NBV 3C students participated in the Museum London Making Art,
Creating Community program which is sponsored by TD Friends of the Environment.
Thirty students traveled to Museum London for three art sessions with an environmental
focus and attended a reception on October 30 to display the student artwork.
4th R Peer Mentoring
A. Lapp and M. Cywink from the 4th R have recruited peer mentors and ran the Peer
Mentor Training on October 11 at Althouse College.Mentoring started at Saunders
Secondary School on October 16 and will run for eight weeks.There are approximately
25 students involved in the program.
League of Nations
The League of Nations successfully ran their Haunted Hallway again this year.This
event has raised over $275 and 30 food donations.The food and money will be donated
to the At Lohsa Native Family Shelter.The students are meeting this week to brainstorm
ideas for future activities.All students are welcome to attend.
District School Review Presentation
Four senior students led a presentation to the DSR team about how the Native Cultural
Centre is a valuable resource for students to use academically,socially and culturally.
They explained what smudging is,why they do it and when they are able to smudge each
moming at Saunders Secondary School.
2012 December 18...17
15.REPORT OF COWIMITTEES -cont'd
c.REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE -cont'd
7.PRINCIPALS'UPDATE -cont'd
c.SAUNDERS SECONDARY SCHOOL -cont'd
Elders Visit
Former Chief of Oneida Randall Phillips spoke to the Grade 11 and 12 Workplace
Mathematics and First Nations Leadership students on the topic of HST and its
application to First Nations people.Mr.Phillips is a former Chief of Oneida and was
deeply involved in the lobbying process during the HST implementation and noted that
this opportunity was a great success.Forty students attended the presentation in the
Cultural Centre.
Upcoming Events
2012 November 22 -Second Annual 4th R Staff and Student Luncheon
Staff and students bring their lunch to the Cultural Centre for various activities.This is
the final project for their School and Community Unitwhich allows them to share their
experiences and leam about teachers'experiences within a high school environment.
November 29,2012 - Trip to the First Nations Student Centre at Fanshawe College
Students will be listening to Myeengun Henry who is an elder,Aboriginal Traditional
Counselor from Chippewas of the Thames First Nation.He works endlessly to support
Aboriginal people using language,ceremonies,healing and medicine.He is a graduate
of Canadore College's Indigenous Wellness and Addictions Prevention and has worked
as Director of Employment Services,Oshkebewis (Healers Program)and Street Patrol
front-line worker for Anishnawbe Health Toronto.
The FNMI Post-Secondary Info Program is planned by T. Sillaby.
In response to a question regarding credit accumulation,it was noted that there are
currently 20 students identified by teachers who are at-risk and in need of an action plan.
d.Lambeth Public School
Principal J.Fitzsimmons provided the following update.
The following actions have been taken by Lambeth Public School to address lowering
suspension rates and the transition of students from Standing Stone School.
•The principal from Standing Stone School has been contacted with regard to
activities that would best support students.They would also like to take a group of
Grade 7 and 8 students to Standing Stone School as a panel group to present
transition issues and how to overcome them.
•Principal Fitzsimmons has met with Special Education Learning Co-ordlnators S.
Hicks and K.Masson to discuss better placement and supports for students
transitloning to Grade 7 who may need programming beyond what the school can
provide or for those students who may qualify on the High Needs Data Report.They
have agreed to meet with Standing Stone Elementary to see if they can facilitate
meeting the needs in a more timely manner.
•GSR reviews have been completed and students who may need additional resource
support have been flagged.EQAO results show a need to support First Nations
students in the acquisition of skills in all areas of math.
2012 December 18...18
15.REPORT OF COMMITTEES -cont'd
c.REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE -cont'd
7.PRINCIPALS'UPDATE -cont'd
d.LAMBETH PUBLIC SCHOOL -cont'd
•Principal Fitzsimmons has met with student nurses who have been working with
Standing Stone School about student initiatives.
•They have identified the transition from Grade 6 to Grade 7 as the area of greatest
need and they willbe working with them on this project.
•They have started to monitor student attendance more closely and have notified
those students,parents and the Oneida Education office.
Progress Reports have been sent home and Grade 7 and 8 parents were invited to
attend student-led conferences to discuss progress.
T.Whiteye will be taking part in a leaming cycle with First Nations Language teachers
from other schools.These teachers meet on a regular basis and will be co-planning
lessons to meet the needs of their students.There is also an Investigation to see if they
can become involved in an iPad project with this group.
Students have been actively engaged in the 4th R mentoring program and enjoy working
with the two leaders.Grade 8 students completed a follow-up survey for the Fourth R
this past week.
A request was made to explore communication via the on-reserve radio station to inform
parents of upcoming student-led conferences.Transportation for some parents may be
an issue and it was suggested that this be addressed to ensure parents are provided with
an opportunity to be engaged in their children's education.
8.COMMUNITY UPDATE
a.Chippewas of the Thames First Nation
D.Grosbeck advised that the Career Counsellor is still off;however,they were able to
hire a Child and Youth Worker and Physical Education teacher at the end of September.
G.Hope advised that they had a successful event where students travelled to Munsee-
Delaware to participate in a hands-on session in the construction trade.
There will be an Indigenous Education Council meeting at Standing Stone School on
December 5 from 5:30 p.m.to 7:30 p.m.
They are also in the preliminary stages of offering secondary level Oneida language
instruction during the summer months for both students and adults.He noted that there
was a successful university level course offered last summer that was well attended.
9.ADDITIONAL ITEMS -none
10.FUTURE MEETING DATES
The next meeting was scheduled for 2013 January 15 at Saunders Secondary School in the
Cultural Centre.
11.ADJOURNMENT -The meeting adjourned at 4: 38 p.m. by motion
2012 December 18...19
15.REPORT OF COMMITTEES -cont'd
c.REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE -cont'd
RECOMMENDATIONS:none
W.HUFF
Chairperson
d.REPORT OF THE POLICY WORKING COMMITTEE 2012 November27
3:00 p.m.to 4:45 p.m.
MEMBERS ADMINISTRATION AND OTHERS
R.Tisdale (Chair) T.Grant K. Daiton K.Aitl^en
J.Bennett G.Hart (3:15)L Eiliott S.Christie
D.Clark (-3:21)M.E.Smith S.Soitis
L.De Vos C.Biewett
Absent:J.Todd B.Strong
1.APPROVAL OF AGENDA -The agenda was approved on motion.
2.CONFLICTS OF INTEREST -none declared
3.COMMITTEE REPORT OF 2012 OCTOBER 23 AND 2012 NOVEMBER 27 TRACKING
SHEET -provided for information
4.POLICY/PROCEDURE -TO COMMITTEE FOLLOWING PUBLIC INPUT
a.Student Trustees on the Board Policy and Procedure
Supt.M.E. Smith joined the meeting to update the Committee on the Student Trustees on
the Board policy and procedure which was posted to the Board's website for 60 days.
She advised that no input was received during that time.
It was recommended that the document be forwarded to the Board meeting for
information.The following motion was moved and carried:
That the Student Trustees on the Board policy be forwarded to the December 18,
2012,Board meeting for approval and the procedure for information.
b.Indoor Air Quality Investigative Procedures
Manager B.Strong and Safety Specialist S.Muscutt Joined the meeting to update the
Committee on the Indoor Air Quality Investigative procedure which was posted to the
Board's website for 60 days.Input was provided by the Elementary Teachers Federation
of Ontario (ETFO)Elementary Teachers'bargaining unit.Some of the changes were
incorporated into the procedure based on the feedback.
In response to ETFO concerns related to the brevity of the revised procedure,it was
noted that the revisions were intended to provide a simpler,more streamlined process for
the parties involved in an attempt to increase compliance and resolution of Indoor air
quality concerns.
2012 December 18...20
15.REPORT OF COMMITTEES -cont'd
d.REPORT OF THE POLICY WORKING COMMITTEE -cont'd
4.POLICY/PROCEDURE -TO COMMITTEE FOLLOWING PUBLIC INPUT -cont'd
b.Indoor Air Quality Investigative Procedures -cont'd
A question regarding students with sensitivities was discussed.The point person was
identified as the principal to initiate the initial Investigation and undertake
accommodations if required.
It was noted that the document continues to be shared with the Joint Health and Safety
Committee that meets on a regular basis.
The following motion was moved and carried:
That the Indoor AirQuality Investigative procedure be forwarded to the December 18,
2012,Board meeting for information.
c.First Nations Language Instruction #9041 Independent Procedure
Exec.Supt.L. Elliott joined the meeting to report on public Input related to the revised
First Nations Language Instruction independent procedure.She was joined by Vice-
Principal L. De Vos.The document was posted to the Board's website for 60 days and
no public input was received.
It was noted that the procedure did not align with the current Ministryof Education policy
and the funding requirements.The Tuition Agreement outlines the responsibility of each
Band to cover all expenses related to First Nations language teaching.
The following motion was moved and carried:
That the First Nations Language Instruction #9041 independent procedure be
forwarded to the December 18,2012,Board meeting for information.
5.DRAFT POLICIES/PROCEDURES-none
6.DRAFT POLICIES/PROCEDURES REQUIRING ADDITIONAL CONSIDERATION -none
7.POLICIES/PROCEDURES UNDER REVISION
a.Privacy and Access Procedure
Corporate Services Supervisor S.Christie joined the meeting to present a revision to
Section 15.0 of the Privacy and Access Procedure.
Included in Section 15.0 is a statement directing that "students'Ontario Education
Numbers (OEN)should be used only for school records as a student identifier and not
disclosed to external agencies".This statement has caused some confusion in the
system as it was not Intended that itwould override individuals'right to give consent for
their personal information to be disclosed to a third party.It was,therefore,
recommended that the procedure be revised to clarify this matter.
Because this is a clarification of the Intent of the Municipal Freedom of Information and
Protection of Privacy Act,It was requested that the document not be posted for public
input in order that the system can be advised as soon as possible regarding compliance
with the Act.
2012 December 18...21
15.REPORT OF COMWIITTEES -cont'd
I d.REPORT OF THE POLICY WORKING COMMITTEE -cont'd
7.POLICIES/PROCEDURES UNDER REVISION -cont'd
a.Privacy and Access Procedures -cont'd
The following motion was moved and carried:
That revisions to Section 15.0 of the Privacy and Access procedure related to
disclosure of the Ontario Education Number be fonvarded to the December 18,2012,
Board meeting for information.
b.Video Surveillance Procedure
Corporate Services Supervisor Christie attended to present revisions to Section 3.0 of the
Video Surveillance procedure.
She indicated that the current Video Surveillance procedure,Section 3.1.4,indicates that
video surveillance should not be used for monitoring staff performance;however,it does
not address using surveillance tapes for staff conduct purposes as is the Board's practice
from time to time.The need to include a section in this regard is supported by the
Board's solicitor.
Revised Section 3.1.5 clarifies appropriate use of video surveillance tapes related to staff
conduct.This new section is supported by existing section 3.4.1 regarding disclosure and
authorized access as required.It was recommended that the revised procedure be
posted to the Board's website for 30 days in that the access process has been in place
for some time.
The following motion was moved and carried:
That the Video Surveillance procedure be posted for public input for 30 days.
c. Pupil Accommodation and Facility Organization Policy and Procedure and
Capital Planning Guiding Principles
Exec.Supt.K. Dalton presented amendments to the Pupil Accommodation Facility
Organization policy and procedure to clarify the accommodation review process and
timelines.She was joined by Exec.Officer K.Bushell and Supt.M. Moynihan.
The document was considered in detail and revisions noted.It was agreed that trustees
who have chaired previous Accommodation Review Committees will be invited to attend
a meeting during tlie consultation process to discuss problematic issues and concems.
This will be discussed further with the Chairs*Committee.
Holding zones were discussed and it was noted that a Board motion is required to
establish the zones.This information was added to the procedure.
Section 1.3.2 of the procedure outlines the time frame for which a school may be
considered for an additional accommodation review. It was noted that in exceptional
circumstances and with a Board motion schools may be included in an accommodation
review at any time.Membership for an Accommodation Review Committee was
discussed and Board Bylaws referenced for consistency.
In response to a question regarding the Rules of Procedure for an Accommodation
Review Committee,it was agreed that the Committee is able to identify alternate dates,if
needed,to broaden the opportunity for public Input. It was also agreed that the School
^Information Profile Statement will be included in Appendix A.
2012 December 18...22
15.REPORT OF COMMITTEES -cont'd
d.REPORT OF THE POLICY WORKING COMMITTEE -cont'd
7.POLICIES/PROCEDURES UNDER REVISION -cont'd
c.Pupil Accommodation and Facility Organization Policy and Procedure and Capital
Planning Guiding Principles -confd
The following motion was moved and carried:
That revisions to the Pupil Accommodation and Facility Organization policyand
procedure be posted for public input for 60 days.
8.DRAFT/APPROVED POLICY/PROCEDURE REQUIRING FURTHER CONSIDERATION-
none
9.OTHER BUSINESS
a.Copyright and Fair Dealing Guidelines Policy and Procedure
Supervisors C.Blewett and S.Soltis joined the meeting to advise the Committee that
a policy and procedure wil!be drafted and presented to the Committee In January,
2013 related to the Fair Dealing Guidelines which permits the use of copyright-
protected work without permission from the owner or the payment of copyright
royalties.They noted that Bill C-11 clarifies the parameters for copyright-protected
materials used in both elementary and secondary schools.Effective January,2013,
the Board willno longer be required to pay copyright tariffs if they comply with the
parameters set out in the Canadian Copyright Act
With the passage of the Copyright Modernization Act,education is now an allowable
purpose.In order to qualify for fair dealing,two criteria must be met.The copying must
be for a purpose stated in the Copyright Act Secondly,the copying must be "fair".In
Its July 2012 decision,the Supreme Court supported the position that Itis "fair"for a
teacher to copy "short excerpts"from copyright-protected material for students Ina
class.The Board has begun implementing this criteria to qualify for fair dealing.
The Guidelines must be incorporated into school board policies and communicated to
all schools prior to December 31,2012,In order for a board to ensure that it has fulfilled
its obligations and can opt out of paying the current certified Access Copyright Tariff. It
was noted that the Board will move forward based on the Ontario Public School Board
Association's suggested guidelines.A communication plan will be provided to staff on
a go-forward basis with a newsletter distributed annually.
10.DATE AND TIME OF NEXT MEETING
The next meeting was scheduled for Tuesday,January 22,2013,In the Governor SImcoe
Room.The time will be determined.
11.ADJOURNMENT
The meeting adjourned by motion at 4:47 p.m.
RECOMMENDATION:
That revisions to the Student Trustees on the Board policy be approved.
RUTH TISDALE
Chairperson
The recommendation was approved on motion of R.TIsdale,seconded by R.Campbell.
2012 December 18...23
15.REPORT OF COMWIITTEES -cont'd
e.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE 2012 December 4
12:15 p.m.to 2:30 p.m.
MEMBERS ADMINISTRATION AND OTHERS
Thames ValleyChildren's Centre, J. Gritzan (Chair) Elementary Principal, R.Culhane +1:14
Trustee T.Grant (Vice-Chair)Learning Supervisor (Acting),
Autism Ontario,J.Wright J.Clements
Children's Aid Society of London &Middlesex,Secondary Principal,L.Mills
M.Cvetkovich Secondary Vice-Principal,T.BIrtch
Chippewas of the Thames,C.Dendias Superintendent of Special Education,
Community Living London,S. Wilson K.Edgar
Easter Seals Society,A.Morse
Epilepsy Support Centre,B.Harvey
FASD E.L.M.O., T.Ashby
Learning Disabilities Association of Ontario,B.Wludyka
Trusteed.Bennett
Trustee R.Campbell
Vanier Children's Services,B.Montminy -1:30
Voice for Hearing Impaired Children,M.Barbeau
Regrets:Association for Bright Children,D.Ensing,C.Thammavongsa
Elementary Principal,L.Carswell
Absent:Thames Valley Council of Home and School Associations,A. Morell
^Guests:D.Goodwin,Learning Supervisor Program Services
K.Meeson,Superintendent of Business
J.Pratt,Manager Finance
1.CALL TO ORDER
The meeting was called to order at 12:15 p.m.In the London Room at the Education Centre
by Chair Gritzan.W. Conforzi, FASD E.L.M.O.and J.Clements,Acting Learning Supervisor
Special Education were Introduced.
2.CONFIRMATION OF AGENDA
The agenda was approved as printed.
3.CONFLICT OF INTEREST-none
4.SCIP (SCHOOL-COMMUNITY INTERVENTION PARTNERSHIP)UPDATE
Supt K.Edgar introduced D.Goodwin,Learning Supervisor Program Services who
presented an update to the committee on SCIP.Handouts were provided (Appendix A).
In response to a question,D.Goodwin noted that services to students were not impacted by
the rewritten Partnership Agreement or PPM 149.
An inquiry was made regarding the number of students screened out due to the criteria used
by SCIP.D.Goodwin noted this data is not available.However,she noted that SCIP will refer
students/families to the proper service provided should SCIP not be appropriate.
2012 December 18...24
15.REPORT OF COMMITTEES -cont'd i \
e.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd
4.SCIP (SCHOOL-COMMUNITY INTERVENTION PARTNERSHIP) UPDATE-cont'd
School support counsellors are heavily involved with the SCIP program.It was noted that
School Support Counsellors and Social Worker Attendance Counsellors are all social
workers.
The average age of students involved in SCIP is 6 to 11 years old.The length of time a family
is involved in the program varies based on individual needs.
SCIP owns the program and advises the Board how many schools may be added based on
SCIP staffing levels.Ministry of Children and Youth Services funds the program.
SCIP initiates any changes to community partnerships.However,it was noted that OECYC
approached SCIP and requested services in the Oxford area.Supt.Edgar noted she will
discuss SCIP with J.Fitzgerald of the Children's Aid Society at an upcoming meeting.
5.SPECIAL EDUCATION BUDGET UPDATE
Supt.Edgar introduced K.Meeson,Superintendent of Business Services and J. Pratt,
Manager of Finance who provided an update to the committee on the Special Education
Budget.Handouts were provided (Appendix B).
It was noted that full-day kindergarten expenses are tracked separately.
A revised budget will be brought forward to SEAC at the February,2013 meeting.
6.MINUTES OF MEETING FROM 2012 NOVEMBER 05 ^
The minutes were approved as printed.
7.BUSINESS ARISING FROM THE MINUTES OF 2012 NOVEMBER 05
Item 6.0
Supt.Edgar updated the committee on the Community Care Access Centre mental health
nurse initiative reiterating that nurses will focus on addictions.It is hoped the program will be
Implemented in select schools at the beginning of February,2013.Once the program Is
running smoothly,itwill be rolled out to other schools.
It was noted that there is a difference between substance use and addictions.The mental
health nurses come from a variety of backgrounds.Students may be referred to a mental
health nurse or may approach the mental health nurse on their own.Gambling addiction will
be included.
Program protocols are not yet determined including determination of what age parental
consent is required.Age of consent varies between different agencies i.e.age of consent for
the College of Social Workers is 12.The Partnership Agreement will not be signed until the
age of consent/parental consent is determined.
Item 10.0
J.Clements reminded the Committee of the request from The Whetstone Group on behalf of
the Ministry of Children and Youth Services (MCYS) to participate in a survey.This survey
will allow individuals to gain a better understanding of integrated,multidisciplinary
approaches to delivering services to children and youth with special needs Including support
for developmental and educational goals.
V-
2012 December 18...25
15.REPORT OF COMMITTEES-conrd
e.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd
7.BUSINESS ARISING FROM THE MINUTES OF 2012 NOVEMBER 05-cont'd
Members were asked to contact Mr.J. Hicks directiy if interested in participating. J. Wright
and B.Wiudyka advised they attempted to contact Mr. Hicks but did not receive a response.
J.Clements wiil follow-up with Mr.Hicks to confirm contact information.
8.NUMBER OF STUDENTS BY GENDER -none
9.NUMBER OF STUDENTS BY EXCEPTIONALITY AND GRADE REPORT
Supt.Edgar provided an updated report to the Committee (Appendix C).
10.NEW BUSINESS
A request was made for suspension and expulsion data for students with special needs.This
information will be brought forward to a future SEAC meeting.It was also requested to
provide the same data for students not on an lEP for comparison.
A multiple exceptionalities report will also be brought forward to a future SEAC meeting.It
was noted that there are inconsistencies between boards on definition of multiple
exceptionalities.The Board defines any student with two identified exceptionalities as
multiple.
Workshops were held on November 29 and 30 for students with learning disabilities using
assistive technology that are not in self-contained classrooms.The event,AT Quest allowed
each school to bring up to four students along with a Learning Support Teacher to participate.
DJ Cunningham,an adult with a learning disability was the key note speaker on both days.
11.FORUM ASSOCIATION UPDATES
Trustee J.Bennett was re-elected as Chair of the Board on Monday,Decembers,2012.
Trustee R.Tisdale was elected Vice-chair of the Board.
LDALondon Region is holding family literacy nights. More information may be found at:
http://www.ldalondon.ca/default.asp7ids845.LDAis offering parent engagement sessions for
newcomers and immigrants as well.
12.FUTURE MEETING DATES
Date Time Location
Tuesday,January 08,2013 11:45 am-03:00 pm London Room,Education Centre
Tuesday,February 05,2013 11:45 am-03:00 pm London Room,Education Centre
Tuesday,March 05,2013 11:46 am-03:00 pm London Room,Education Centre
Monday,April 08,2013 06:30 pm-09:30 pm London Room,Education Centre
Monday,May 06,2013 06:30 pm-09:30 pm London Room,Education Centre
Tuesday,June 04,2013 11:45 am-03:00 pm London Room,Education Centre
13.FUTURE AGENDA ITEMS
•Number of Students by Exceptionality and Grade Report (Standing Item, K.Edgar);
•Developmental Services Ontario (DSO)Organizations Presentation (January -45
minutes);
•SEAC Planning (January);
• Multiple Exceptionality Report (January,K.Edgar);
•Suspension and Expulsion Data for Students With and Without an lEP (January,K.
Edgar);
•Budget update (February);
•Board Improvement Plan for Student Achievement (Spring 2013,K.Wilkinson);
2012 December 18...26
15.REPORT OF COMMITTEES -cont'd
e.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd
13.FUTURE AGENDA ITEMS -cont'd
MACSE Survey on BIPSA (Spring 2013);
Gifted Screening Tool (Spring 2013,J. McDowell):
SWAC/SWAU Update (February or March,R. Bell,J.Dowsett,M.Sereda);
SEAC Learning Website;
Strategic Planning Process;
Student Voice Project (M.Ferdinand,Student);and
Behaviour Support Classroom update.
14.ADJOURNMENT
The meeting adjourned at 2:30 p.m.by motion.
RECOMMENDATIONS:none
f.REPORT OF THE CHAIRS'COMMITTEE
J.GRITZAN
Chairperson
2012 December 12
9:15 a.m.to 11:45 a.m.
MEMBERS ADMINISTRATION AND OTHERS
J.Bennett (Chair)B.McKlnnon B.Tucker (via teleconference)
T.Grant (-11 :30)R.Tisdale S.Christie S.Killlp
K.Wilkinson S.Pullam
1.APPROVAL OF AGENDA
Item 10 was amended to "In-camera Issues"related to negotiations and legal matters.The
agenda,as amended,was approved by motion.
2.CONFLICTS OF INTEREST -none declared
3.REVIEW OF 2012 DECEMBER 18 AND JANUARY 8,2013,BOARD AGENDAS
The agendas for the In-camera and public Board meetings of 2012 December 18 and 2013
January 8 were discussed and updated.It was requested that a legal update be provided to
trustees at the 2013 January 22 in-camera Committee of the Whole meeting.
It was noted that trustees have requested Information on school configurations regarding
French Immersion and elementary/secondary.Information will be provided at a future
meeting.
Director Tucker will confirm the dates that the senior administrative response reports to the
Tillsonburg and Western Elgin Accommodation Review Committee will come to the Board.
The January 8 in-camera meeting may be held following the public agenda.
4.CORRESPONDENCE-none
2012 December 18...27
15.REPORT OF COMMITTEES -cont'd
f.REPORT OF THE CHAIRS'COMMITTEE -cont'd
5.STRATEGIC PLANNING
It was noted that the Board's new mission and vision were approved at the Inaugural meeting
on December 11.It was emphasized that trustees are conscious of the costs to launch the
mission and vision across the system and will monitor the expenses.Discussion will continue
at the next meeting with Exec.Supt.M.Sereda.
6.RESEARCH INFORMATION ON THE IMPACT OF SCHOOL CLOSURES AND
CONSOLIDATIONS ON STUDENTS
Supt.K.Wilkinson and Manager S.Killip joined the meeting to provide research information
on the impact of school closures and consolidations on students.Supt. Wilkinson distributed
and described the attached proposal to examine the effects of consolidated schools.She
advised that there was no official Ministry of Education tracking required;however,student
achievement is tracked by the Board.A report will be brought should changes in the
proposal be Identified.
Supt.Wilkinson noted that the overview of consolidated schools,as Step 1,must be
completed prior to the remaining steps as it situates each school within a particular type of
consolidation.The remaining steps can occur concurrently with work beginning in January,
2013,and a completion report targeted for an early May,2013,Information Committee of the
Whole meeting.
The following motion was moved and carried:
That the Board adopt the proposal to examine the effects of consolidated schools.
7.COMMITTEES OF THE BOARD AND COMMUNITY REPRESENTATION 2013
The 2013 Board committees and representatives for community organizations were
reviewed.Trustees will be asked to confinm their interest in the committee appointments.
The following motion was moved and carried:
That the committees of the Board and community representation for 2013 be approved
as attached.
8.TIMED PRESENTATIONS AT BOARD MEETINGS
It was felt that some Board presentations are too lengthy and suggested that a time limit be
set followed by questions.It was agreed that 20 minutes is an appropriate timeframe for
most presentations.It was noted that itis helpful if trustees apprise the Senior Administration
of any questions related to the topic to ensure that they are covered in the presentation.
9.ACCOMMODATION REVIEW COMMITTEE CHAIRS'MEETING
A meeting of trustee chairs will be held with the Capital Planning Coordinating Committee to
discuss issues related to running the Accommodation Review Committees.It was agreed
that an evening meeting will be scheduled for all interested trustees in late January,2013.
10.IN-CAMERA-LEGAL AND NEGOTIATION MATTERS
The Committee moved in camera at 11:05 a.m.to discuss legal and negotiation matters.It
reconvened in public session at 11:40 a.m.
11.OPSBA COMMUNICATION TO TRUSTEES
It was requested that, in future, OPSBA communications be forwarded to all trustees for their
information.It was agreed that the Trustees'assistant willforward any communication not
identified as confidential to the trustees.
2012 December 18...28
15.REPORT OF COWIWIITTEES -cont'd
f.REPORT OF THE CHAIRS'COIUIIWITTEE -cont'd
12.MUNICIPAL MEETINGS
Director Tucker described plans to move forward with the Cityof London/TVDSB Joint
Liaison Committee.Itis anticipated that a meeting will be scheduled early inthe new year.
Meetings will also be scheduled with the City of St.Thomas and the larger municipalities to
discuss issues of interest and/or concern.
Director Tucker will have the Community Proposal forthe Glencoe Family ofSchools
forwarded to trustees.
13.TRUSTEE TECHNOLOGY NEEDS
The trustees'assistant,S.Pullam,joined the meeting to discuss trustee technology needs.
She described the difficulty in using fax machines and servicing them and sought next steps
in providing the appropriate technology units to trustees.It was agreed that she will prepare
and distribute a survey regarding usage and need,and a cost analysis will be completed for
Chairs'Committee review.A cross-cut shredder will be purchased for trustee use.
It was requested that tnjstees be set up on the Board's active directory giving them access to
an "S" drive and confidentiality provisions.Director Tucker will pursue the request with the IT
department.
14.PRESENTATIONS
There were no presentations scheduled for the December 18 Board meeting.
15.OTHER BUSINESS-none
16.FUTURE MEETINGS
It was noted that future meetings will be held at 5:30 p.m. on the first and third Tuesdays of
the month.The following meetings were scheduled for:
•January 15,29;
•February 12, 26;
•March 19;
• April 2.16;
• May 7.21;
•June 4,18.
17.ADJOURNMENT
The meeting adjourned at 11:45 a.m.by motion.
RECOMMENDATIONS:
1.That the Board adopt the proposal to examine the effects of consolidated schools.
2.That the attached committees of the Board and community representation for 2013 be
approved as attached.
J.BENNETT
Chairperson
2012 December 18...29
15.REPORT OF THE COMMITTEES -cont'd
f.REPORT OF THE CHAIRS'COMMITTEE -cont'd
Supt.K.Wilkinson elaborated on the steps within the research ofthe effects ofconsolidated
schools. Dr.8.Klllip of the Research and Assessment Department described indetail the
timelines and completion date scheduled for May,2013.
Safe School data regarding violence and bullyingand the different theories that may be
dependent upon school sizes was requested.Afurther request for data outlining follow-up with
community members who came to presentations both for and against ARCs was noted.Dr.Killlp
advised that this may be possible;however, the timeframe for data collection and privacy
concerns may be an issue.
The recommendations were approved on motion of R.TIsdale,seconded by T.Grant,
q.REPORT OF THE COMMITTEE OF THE WHOLE IN-CAMERA 2012 December 18
MEMBERS PRESENT ADMINISTRATION AND OTHERS
J.Bennett P.Jaffe B.Tucker K.Meeson
R.Campbell E.Kim K.Dalton V.Nielsen
D.Clark B.McKinnon L Elliott M.E.Smith
J. Coghlin S.Polhill M.Sereda B.Sonier
P.Forron P.Sattler C.Bourbonnais-P.Tufts
T.Grant R.Tisdale (Chair)MacDonald K.Wilkinson
G.Hart K.Edgar K.Bushel]
L.Griffith-Jones K.Altken
Regrets:W. Huff
S.Hughes K.Young
J.Todd
The Committee met in camera from 5:04 p.m.to 6:20 p.m.
1.APPROVAL OF AGENDA
The agenda was approved on motion.
2.CONFLICTS OF INTEREST
No conflicts of interest were declared.
3.Confidential legal,property,negotiations and personal matters were discussed.
4.RISE AND REPORT
A motion to rise and report was moved and carried at 6:20 p.m.
RECOMMENDATION:
That the Board accepts the offer to purchase Beachville Public School which was received on
November 19,2012.
RUTH TISDALE
Chairperson
The recommendation was approved on motion by R.TIsdale,seconded by D. Clark.
2012 December 18...30
15.COMMUNICATIONS
a.ONTARIO PUBLICSCHOOL BOARDS'ASSOCIATION (OPSBA) UPDATE
Trustee Sattler encouraged trustees to attend the pre-symposium on the new process for future
collective bargaining.
16.NOTICE OF MOTION -none
17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none
18.ADDITIONAL ITEMS -none
19.QUESTIONS/COMMENTS BY MEMBERS
Chair Bennett noted that she has received several voicemalls from concerned parents follow^ing the
recent tragic deaths in Connecticut regarding safety precautions in Thames Valley schools.
Director Tucker noted that two issues were recently discussed including the use of deadbolt locks and
window covers on doors.He noted that legislative and further safety issues would not support these
requests;however,the Board continues to review student safety on a regular and ongoing basis.
A request to investigate the use of a panic button will be reviewed.
Safety procedures at all elementary schools on Thursday,December 20,during the ETFO one-day,
walk-out were discussed.It was noted that principals and vice-principals will be onsite and will
supervise any students who come to school until parents can be contacted to pick them up.
20.ADJOURNMENT
The meeting adjourned at 9:25 p.m. on motion of D. Clark,seconded by R.Campbell.
Confirmed:
2012 December 18...31
SUMMARY OF APPROVED RECOMMENDATIONS OF 2012 DECEMBER 18
That the motion related to the Extended Day program for all eligible students be referred
to the Director for consideration and a report be brought back to the Board at its February 5,
2013,meeting.
That revisions to the Student Trustees on the Board policy be approved.
That the Board adopt the proposal to examine the effects of consolidated schools.
That the attached committees of the Board and community representation for 2013 be approved.
That the Board accepts the offer to purchase Beachvllle Public School which was received on
November 19,2012.