11/13/2012 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR BOARD MEETING,PUBLIC SESSION
2012 NOVEMBER 13,7:00 P.M.
BOARD ROOM,EDUCATION CENTRE
AGENDA
V-verbal
M -material
1.CALL TO ORDER
2.O CANADA V
3.SPECIAL MUSICAL PRESENTATION -none
4.APPROVAL OF AGENDA M
5.OFFICIAL RECORD -none
6.RECOGNITIONS V
a.Matt Sereda,2012 Prime Minister's Award for Teaching Excellence in Adult
and Continuing Education
A 7.CONFLICTS OF INTEREST V
8.CHAIRS'ANNOUNCMENTS V
9.DIRECTOR'S ANNOUNCEMENTS
a.Anti-BuIIying Pledge (to be distributed)M
10.PUBLIC INPUT-none
11.ADMINISTRATIVE PRESENTATIONS M
a.Report of Summer School 2012
MINUTES OF THE 2012 OCTOBER 23 REGULAR BOARD AND 2012 NOVEMBER
6 SPECIAL BOARD MEETINGS
a.Confirmation of Minutes
b.Business Arising from Minutes
13.STUDENT TRUSTEES'UPDATE V
14.REPORTS FROM THE ADMINISTRATION
a.Summer Literacy Program M
b.Attracting and Retaining Secondary School Students M
c.Gift to Parkside Collegiate Institute M
15.REPORTS OF COMMITTEES
a.Audit Committee,2012 October 16 M
b.Policy Working Committee,2012 October 23 M
c.Chairs'Committee,2012 November 7 M
d.Committee of the Whole In-Camera,2012 November 13 V
16.COMMUNICATIONS
a.Ontario Public School Boards'Association -Update V
b.FASD E.L.M.O.Network M
c.Municipality of Bayham M
d.Middlesex County 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
2012 NOVEMBER 13
BOARD ROOWI,EDUCATION CENTRE
The Board met in regular session on 2012 November 13 in the Board Room at the Education Centre,
meeting In public session at 7:05 p.m. to 9:35 p.m.The follovi/lng w^ere in attendance:
TRUSTEES
J.Bennett (Chair)
R.Campbell
D.Clark
J.Coghlln
P.Forron
T.Grant
G.Hart
W. Huff (8:05)
Absent:
J.Todd
P.Jaffe
E.Kim
B.McKlnnon
8.Polhlll
P.Battler
R.Tisdale
ADMINISTRATION AND OTHERS
B.Tucker
K.Dalton (-8:45)
L.Elliott
M.Sereda (-7:30)
C.Bourbonnals-
MacDonald
K.Edgar
L Griffith Jones
S.Hughes
K.Meeson
M.Moynihan
V.Nielsen
M.E.Smith
P.Tufts
K.Wilkinson
K.Bushel!
8.Christie
K.Altken
P.Thorup
J.Pratt
1.CALL TO ORDER
Board Chair J.Bennett called the meeting to order at 7:05 p.m.
2. /3. O CANADA AND SPECIAL MUSICAL PRESENTATION - The meeting was opened withthe
playing of O Canada.
4.APPROVAL OF AGENDA
The agenda,as revised to move item 9.a to Item8.0, was approved on motionof D.Clark,seconded
by T.Grant.
5.OFFICIAL RECORD
8. Christie, Supervisor,Corporate Services,read the following official record intothe minutes:
We regret to record the death of Tanya Davidson,a teacher at Sir Isaac Brock Public School on
2012 November 10.
6.RECOGNITIONS
a.Matthew Sereda,2012 Prime Minister's Award for Teaching Excellence in Adult and
Continuing Education
Supervisor P. MacKenzle, PrincipalR. Howse and Teacher J. Dowsett Introduced and recognized
Matthew Sereda,the recipient of the Prime Minister's Award for Teaching Excellence - Certificate
ofAchievement. This award highlightsthe efforts ofoutstanding teachers who instill Intheir
students a love of learning and how to build a successful future.
2012 November 13...2
6.RECOGNITIONS-cont'd
a. Matthew Sereda,2012 Prime Minister's Award for Teaching Excelience in Adult and
Continuing Education -cont'd
Since 2010,Mr.Sereda has taught students inthe School Within a CollegeProgram at
Fanshawe Collegethat reaches out to students who are disengaged from the traditional
classroomsettingand at riskof leaving school. The program has proven to be tremendously
successful inre-engaging students in success bothin completion oftheirhighschool diplomaand
towardtheir post-secondary education aspirations.Mr.Sereda was joined by family,friendsand
several students who attended in his honour.
Mr.Sereda thanked the Board for the recognition and Ms. Dowsett for her support and the
students attended to speak to the success of the program.
7.CONFLICTS OF INTEREST
Trustee Jaffe declared a conflict of interestto item 15.d citing spousal employment with the Board.
8.CHAiR'S ANNOUNCEMENTS
Chair Bennett noted that the Board has partnered withCTVNews London inleading the community
to take the Pledge to end bullying.Following up from last year, the Pledge is going one step further
by Living the Pledge week. The Board is joined by schools,organizations and businesses across the
Districtin reaffirmingthe commitment to end bullying.She noted that Director Tucker has been
interviewed by several media who are helpingto share this important message throughout the
community.
Last year.Trustee Roberts initiated the taking of the Pledge and requested that the tradition continue
with the hopes that one day there will be no need to ask individuals to recite the words rather, they
would be living them every day.
9.DIRECTOR'S ANNOUNCEMENTS
Director Tucker advised that the Board received notification from the Ministryof Education approving
$2.53M incapital funding to renovate existing spaces for childcare.
Exec.Offlcer K.Bushell added that the Schools-First Child Care Capital Retrofit Policy willallow the
Board to retrofit or expand existing daycares in schools and will work with local communities and
operators moving forward. He noted that this is a three-year program with the first plan to be
submitted to the Ministryof Education mid-January for implementation.
In response to a question regarding implementation requirements,Exec. Officer Bushell noted that
the funding fonnula for Year 1 is to renovate existing spaces within a school.Year 2 will allow for an
expansion in an existing school,provided there is surplus space and licensing is approved.Year 3
provides the possibility of expanding daycare spaces Into schools.
Director Tucker offered his congratulations to Supervisor S.Christie who has submitted her letter of
retirement.Ms.Christie is respected provincially and admired locally and part of the success of the
Board can be attributed to her.
10.PUBLIC INPUT-none
2012 November 13...3
11.ADMINISTRATIVE PRESENTATIONS
a.Report of Summer School 2012
Supt.S.Hughes provided the following report summarizing the various programs and resources
for Summer School 2012. He was joined by G. A.Wheable Principal Becky Howse and Vice-
Principal Caria Tremblay.
The Summer School report to the Board outlined the following:
Summer School Sites;
Summer School Administrative Team;
Quick Facts about Summer School 2011;
Enrolment by Site;
Enrolment by Program;
Retention by Program;
Improvement Credit Enrolment;
New Credit Enrolment;
Specialized Summer School Programs - High School,Here 1 Come;Summer e-Learning;
Summer English as a Second Language Programs;and
Directions for Summer School 2013.
Administrative staff responded to questions from trustees including questions related to the High
School,Here I Come Initiative to help students In Grade 8 transition into Grade 9.It was noted
that the program Is now offered at additional sites across the District to allow more students to
access to the program.
Supt.V.Nielsen described blended learning,a program that the Ministryof Education has
promoted over the past two years.Prior to that,the E-learning modules that were created and
only used provlncially were allowed to be used within courses that were fully online.Last year,
the Ministry of Education renegotiated its contract with Desire to Learn and expanded the
licenses so that they can be used in classrooms that allow a blended approach or face-to-face
with the modules.
Grade 7/8 Literacy and Numeracy rates including references to support schools throughout the
year were discussed.While the enrolment rate increased,the retention rate dropped.It was
noted that the Board is currently looking at developing a program that offers an interactive piece,
as well as how programs are delivered.
In response to a question regarding specialized co-operative education and whether itwill be
considered In the future, it was confirmed that a different format will be used for programs that are
offered,as well as increasing apprenticeship opportunities In the summer.
12.MINUTES OF THE 2012 OCTOBER 23 REGULAR BOARD AND 2012 NOVEMBER 6 SPECIAL
BOARD MEETINGS
a.Confirmation of Minutes
The minutes of the Regular Board Meeting of 2012 October 23 were adopted on motion of J.
Coghlin,seconded by P.Jaffe.Trustee Hart was absent for the vote.
The minutes of the Special Board Meeting of 2012 November 6 were adopted on motion of D.
Clark,seconded by R.Campbell.Trustee Hart was absent for the vote.
b.Business Arising from the Minutes -none
2012 November 13...4
13.STUDENT TRUSTEES'UPDATE
Student Trustee E.Kim advised that the next Student AdvisoryCouncilmeeting is scheduled for2012
November 28 where they will discuss the Webstore.
Student Trustee P. Forron noted that they are inthe process of finalizing the rough draft of the
Student Guide on howto start and/or expand on a Student Councilin high schools across the District.
14.REPORTS FROM THE ADIWINISTRATION
a.Summer Literacy Program
Exec. Supt.L.Elliott presented the Grade 1 Summer Literacy Program report.She was joined by
Vice-Principal P. Dawson. This year's Grade 1 Summer Literacy Program was once again,one of
the largest and most successful programs.The following program statistics were provided.
Dates of Program
Last week of July and first two weeks of August (12 day program)-students must commit to the
entire three weeks.
Locations
Programs are delivered in schools (air conditioning is an important consideration),located in
higher needs areas,and where students may not have the opportunity to attend other summer
programs.Students from adjacent schools are also eligible to attend.Transportation Is not
provided.In 2012,the following schools were utilized:
Bonaventure Meadows Public School;
Central Public School;
Forest Park Public School;
McGregor Public School;
North Meadows Public School;
Rick Hansen Public School;
Sir John A.MacDonald Public School;
W.Sherwood Fox Public School;
Wilfred Jury Public School;and
Wilton Grove Public School
In addition,the Council of Ontario Directors in Education funded a program to support First
Nations,Metis and Inuit (FNMl)students.This program was held at Ealing Public School.
Student Enrolment
•487 registrants and 431 In attendance for Grade 1 Program
•18 registrants and 16 in attendance for FNMl Program
Students were Invited to attend the program by their classroom teacher,Learning Support
Teacher (LST),and/or Principal.Registration includes current student DRA data,which Is
provided to the summer literacy teachers from the classroom teachers.
Staffing
Grade One Program:31 teachers
I Can Read Program:11 teachers
3 Speech Language Pathologists
Parent Program 2 teachers
2 students to provide child care
CODE Program 2 teachers (1 literacy, 1 recreation),1 assistant
Supervisors 3 administrators
Total staff:55 Staff
2012 November 13...5
14.REPORTS FROM THE ADMINISTRATION -cont'd
a.Summers School Program -cont'd
Proorams Offered
I Can Read:106 students
Grade 1:325 students
FNMI Council of Ontario Directors in Education (CODE)funded:16 students
The I Can Read program is designed for students who,at the end of Grade 1,have DRA scores
of below Level 4.Students need extensive and targeted literacy support.The focus Is on
phonological skills,sight word vocabulary and early reading strategies.
The Grade 1 program Is designed for students who, at the end of Grade 1,have DRA scores of
between 4 and 10,and who struggle with reading.At the end of Grade 1,students should have
DRA scores of level 16 or higher.Students are exposed to high yield literacy strategies which will
help them develop their reading and writing skills.
This year, CODE funded programs to target FNMI students in selected school districts.Thames
Valleywas Invited to offer three classes;however,there were only sufficient interest/registrations
for one class.This was a full-day program extending over three weeks.During the morning
session,a literacy program was offered while the afternoon session offered a more cultural
activity component.
It is an expectation of the program that teachers team plan, and team teach, using themes that
are engaging and meaningful.Typically,staff select themes and run activities for one week
based upon each theme.Students rotate through carefully created activity centres often moving
from roomto room at the site. This allows teachers to observe many students rather than simply
those students on their "class list."
For the 2012 program, an additional emphasis was placed on Improving student recognition of
high frequency sight words Incontext.These words were explicitly taught out ofcontext and then
in context.Words were usually chosen based on word families or student needs.
Also,new to the 2012 programwas the delivery ofan Open House at each site the week priorto
the official start ofthe program. The Open House served several purposes:
•Introduction of parents and students to staff;
• initial running record assessment of students In order to have a current and accurate baseline
assessment;and
•alleviation of anxiety for students.
The Parent Program was again a huge success with 50% or more parents attending the 1.5 hour
presentation and demonstration.Again,this program was delivered by two highly qualified
teachers who modeled how to easily develop early reading skillsat home.
Finally,as In the regular school year,volunteers were an important part of the program.This
year, through connection with Western University's Facultyof Education and through the efforts
of Individual teachers,the Summer Literacy Program had access to over 50 volunteers. They
were high school students,parents,pre-servlce teacher candidates.Occasional Teachers with
Thames Valley,and In three cases,contract teachers with TVDSB.
Preliminary Results
An Informal comparison of baseline PM Benchmark assessment with post assessment levels
Indicate that 328 ofthe 431 students (76%)gained at least one reading level with manygaining2-
4 levels. Anecdotal reports from teachers and parents also indicate Improvement in student
confidence.
2012 November 13...6
14.REPORTS FROM THE ADMINISTRATION -cont'd
a.Summers School Program -cont'd
Preliminary Results -cont'd
This program also provides an excellent opportunity for building the capacity of literacy
programming of ourTVDSB teachers.
Program Funding
Ontario Focused Intervention Partnership (OFIP)Tutoring Ministry funding (now through Grants
for Student Needs)supports this summer program. The 2012 program was funded at a cost of
$165,000.Additionally,$15,000 was received by CODE to support the program for FNMI
students.
Next Steps
Program Services staff will meet with the three administrators of the 2012 program and Research
and Assessment staff to design next year's program based on the results from 2012.
It was noted that there are a number of parent literacy centres established where drop-in
programs are offered for parents with a focus on reading to children,an important aspect in the
development and acquisition of language and learning skills.
b.Attracting and Retaining Secondary School Students
Exec.Supt.K. Dalton called upon Research and Assessment Associate N. Luo who provided an
update on data related to attracting and retaining students as they move from elementary to
secondary school.
A report was presented to the Board at its 2011 November 22 meeting which outlined historical
data on the attraction and retention of students moving from Grade 8 to Grade 9.Initiatives were
proposed to increase both the attraction and retention of these students in Thames Valley
schools.
As a result of information collected,two key initiatives were proposed:
1.Strengthen the connections between elementary and secondary schools.Sample strategies
included:
Discussions regarding retention strategies among Principals within a Community of
Schools;
Using SST and pathways funds available to bring grade 8 teachers Into secondary
schools for collaborative work;
Using funding available to have Grade 8 teachers come to secondary schools to discuss
with secondary staff how to best meet needs of at-risk students;
Increasing the availability of Grade 9 courses for grade 8 students wanting to reach
ahead,when space allows;
Inviting Grade 7 and 8 (and perhaps grade 6)students to visit the high school during the
school day;
Increasing the number of secondary students who work with elementary students as
volunteers/leadership trainers/mentors;
Hosting joint secondary/elementary concerts/art shows/dramatic productions;
Hosting elementary student tournaments/dances at the secondary school;
Increasing secondary student connections with elementary students and parents.
2.Increase the information provided to the public regarding all the positive programming
available at TVDSB secondary schools.The Public Affairs and Community Relations
department will continue to work with secondary schools to Increase public awareness,
particulariy that of Grade 8 students and their parents,of the curricular and extra-curricular
activities available in Thames Valley Secondary schools.
2012 November 13...7
14.REPORTS FROM THE ADMINISTRATION -cont'd
b.Attracting and Retaining Secondary School Students -cont'd
Results of the Initiatives
Elementary and secondary schools and the Public Affairs and Community Relations department
worked diligently throughoutthe 2011-12 school year to implementthe above initiatives.Positive
results have been noted with both attraction and retention rates increasing.The attraction rate
increased 0.65%and the retention rate increased 1.44%.This resulted in a net increase In
enrollment from Grade 8 to Grade 9 for the first time in several years.Appendices A, B, and C
show these results graphically.
Superintendents will continue to place emphasis on the efforts of secondary and elementary staff
members to work with,and make multiple connections among,elementary and secondary
students.
At the November Community of Schools meetings,the retention results were reviewed and
strategies for continuing the efforts were shared.
Questions regarding tracking students were discussed including how the Board is able to
determine whether students are moving from the co-terminus board,a board outside of the
District, or a neighboring school board.It was noted that the "Other"categor is difficultto gauge
particularly if students have not been tracked in a Ministry of Education database up to Grade 8.
c.Gift to Parkside Collegiate institute
Exec.Supt.Dalton presented a report seeking approval for the Board to approve the gift of
$125,000 from the Timken Foundation of Canada to support athletics at Parkside Collegiate
Institute.
The Agreement has been reviewed and endorsed by the Executive Council and accepted by
Supt.K.Meeson on behalf of the school and the Board.Plans have been reviewed and
approved by Facility Services.
In accordance with the Board policy and procedure.Partnerships and Sponsorships,all such
proposals exceeding $100,000 require Board approval.
RECOMMENDATiON:
That the Board approve the gift of $125,000 from the Timken Foundation of Canada to support
athletics at Parkside Collegiate Institute.
The recommendation was approved on motion of T.Grant,seconded by G. Hart.
Trustee McKlnnon expressed his concern over the intent of the donation that was made by the
Timken Foundation of Canada as the company plans to close the local manufacturing plant in St.
Thomas and move its operations to the United States locations.
2012 November 13...8
15.REPORTS OF COWIWIITTEES
a.REPORT OF THE AUDIT COWIWIITTEE 2012 OCTOBER 16
3:03 p.m.-4:11 p.m.
MEMBERS PRESENT ADMINISTRATION AND OTHERS
R.Tisdale (Chair) K.Aranha B.Tucker J.Pratt
T.Grant R.Robertson K.Meeson P.Hearse
G.Hart J.Nicolle K.Aitken
1.APPROVAL OF AGENDA
The agenda as revised was approved by motion.
2.CONFLICTS OF INTEREST -none declared
3.ELECTION OF THE CHAIR
Supt K.Meeson presided over the election of the Committee Chair.Trustee Tisdale was
nominated and acclaimed to the position.
4.ANNUAL DECLARATION
Committee members were asked to complete and submit their annual Declaration regarding
conflict of interest to Supt.Meeson.
5.2011-2012 INTERIM FINANCIAL REPORT-2012 JULY 31
Supt.Meeson noted that as result of operational aspects of Ministry Memorandum
2009:SB38 Interim Financial Reporting,a minimum of three financial reports per year is
required.The approved dates for interim reporting are November 30, March 31 and July 31.
The reports will be brought to the Board with the Audit Committee reports.
Manager Pratt described highlights of the 2011-2012 Interim Financial Report based on the
financial results ending 2012 July 31. A summary of the financial position included enrolment
and staffing,accumulated surplus,revenue,expenses and Education Program -Other (EPO)
Grants.
An effort will be made in the future to bring the interim financial report in September to
provide a consistent level of understanding for the trustees.
Staffing and enrolment have not changed since the report of March 31, 2012. He felt that
there is currently no risk in achieving revenue targets.
Concern was raised that individuals are not able to access the interim financial reports on the
Board's website.Supt.Meeson agreed that the information should be accessible and will
take the request under advisement.
6.YEAR END 2011-2012
Supt.Meeson discussed the budget spreadsheet used at the 2011-2012 Budget approval
process.She described the operating compliance calculation and allocation of accumulated
surplus.
The next meeting date for Audit Committee has been moved to November 13 at 3:00 p.m.
from November 20 in order to file the year-end with the Ministry of Education in accordance
with Ministry deadlines.Deloitte will attend the meeting as well.
2012 November 13...9
15.REPORTS OF COMWIITTEES -cont'd
a.REPORT OF THE AUDIT COMWllTTEE -cont'd
7.FUTURE AGENDA ITEMS
The following agenda Items were suggested;
•Compliance under the Regulation 361 - April 2013;
•Regional and Internal Audit Mandate -December 2012.
J. Nicolledistributed a proposed Audit Committee meeting schedule that included various
agenda topics.
8.OTHER BUSINESS
The committee described items for further consideration and discussion in Audit Committee
including;
•computers (shift to ELearning);
•staffing and supply teachers;
•textbooks;and
•construction/capital projects.
Discussion regarding audited financial statements was noted. It was agreed that a user-
friendly summary will be posted to the Board's website priorto the meeting in January.
9.NEXT MEETING
The next meeting was rescheduled to Tuesday,November 13,at 3;00 p.m.
10.ADJOURNMENT
A motion to adjourn was moved and carried at 4;11 p.m.
RECOMMENDATIONS:none
b.REPORT OF THE POLICY WORKING COMMITTEE
RUTH TISDALE
Chairperson
2012 OCTOBER 23
3:07 p.m.-4;47 p.m.
MEMBERS ADMINISTRATION AND OTHERS
R.Tisdale (Chair)T.Grant L.Elliott K.Aitken
J.Bennett (-4;41)D.Clark K.Meeson B.Strong
G.Hart J.Pratt B.Wallace
Regrets:J.Todd
1.APPROVAL OF AGENDA-The agenda was approved on motion.
2.CONFLICTS OF INTEREST -none declared
2012 November 13...10
15.REPORTS OF COMMITTEES -cont'd
b.REPORT OF THE POLICY WORKING COMMITTEE -cont'd
3.COMMITTEE REPORT OF 2012 SEPTEMBER 25 AND 2012 OCTOBER 23 TRACKING
SHEET
The committee requested that an update be brought to the next meeting on the Attendance
and BoundaryReview policy and procedure including the status ofthe Partnerships and
Sponsorships policy and procedure.
4.POLICY/PROCEDURE-TO COMMITTEE FOLLOWING PUBLIC INPUT
a. Health and Safety Policy
B.Strong and B.Wallace joined the meeting to present the draft revisions to the Health
and Safety policy follovi^ing public Input.
The Committee was advised that all employee groups and members of the main (central)
Joint Health and Safety Committee provided input priorto June,2012. Additional input
was received by ETFO Occasional Teachers bargaining unit and did not include
substantive changes.Suggestions regarding sentence and paragraph structure and
ordering have been incorporated into the draft revised document.It was noted that the
procedure is subject to an annual review; however,there has been no request for
revision.
It was suggsted that the policies and procedures on the Board's website be more user-
friendly for the public.
The Committee requested that a review of current policies,procedures and independent
procedures that reference student safety including concussions in physical education,
physical activities and sports within the Board be conducted by the appropriate
departments.Exec.Supt L. Elliott noted that the Board follows the Ontario Physical and
Health Education Association Guidelines that are distributed to all schools at the
beginning of each school year.The following motion was moved and carried:
That all policies,procedures and independent procedures regarding student safety be
brought to the Policy Working Committee for review.
The following motion was moved and carried:
That the Health and Safety policy be forwarded to the 2012 November 13,Board
meeting for approval.
5.DRAFT POLICIES/PROCEDURES-none
6.DRAFT POLICIES/PROCEDURES REQUIRING ADDITIONAL CONSIDERATION -none
7.POLICIES/PROCEDURES UNDER REVISION
a.Expense Reimbursement Policy and Procedure
Supt.K.Meeson and Finance Manager J.Pratt joined the meeting to present the updated
Expense Reimbursement policy.Supt.Meeson noted that a Broader Public Sector (BPS)
Expenses Directive Working Committee,in partnership with the Ministry of Education,
engaged Price Waterhouse Coopers to create an implementation guide to support school
board compliance.This would ensure a greater alignment with the standards expected In
Government of Ontario ministries and agencies.
2012 November 13...11
15.REPORTS OF COMMITTEES -cont'd
b.REPORT OF THE POLICY WORKING COMMITTEE -cont'd
7.POLICIES/PROCEDURES UNDER REVISION -cont'd
a.Expense Reimbursement Policy and Procedure -cont'd
The Guide recommends compliance standards to be achieved suggesting a staged
Implementation approach including Urgent (within six months), Intermediate (within one
year), and Medium-term (18-24months). Itwas noted that the implementation guide
provides recommendations onlyand does not mandate specific items but rather suggests
movingtowards the suggested Ontario PublicService (OPS)benchmarks.
The following seven areas for improvement to ensure BPS compliance recommended in
the guideline were discussed:
- Meal Expenses (Per Diems);
-Mileage Rates;
-Alcohol Policies;
- Hospitality Events;
-Accountability Framework;
-Consultants and Contractors;
-Other -Gift Policies.
A lengthy discussion followed regarding compliance with the Travel, Meal and Hospitality
Expenses Directive from the Ministry of Government Sen/ices.Supt.Meeson noted that
the implementation Guide was used as the basis to make the recommendations.
Suggested amendments to the procedure were offered and that further review of the
Expense Reimbursement policy be undertaken and brought back to the Committee for
consideration.
b.Transportation Policy and Procedure
Supt.Meeson described revisions to the Transportation policy as recommended by the
Board's solicitor and distributed documentation requested by the Committee at the
previous meeting.
Discussion surrounded whether to post the revised,draft policy on the website for public
input at this time and adding a preamble that would refer to the current procedure.
Eligibility and walking distance and the role of trustees was discussed suggesting that
these areas should be defined by the Board.It was agreed to distribute the
documentation to the members of the Transportation Ad Hoc Committee for discussion at
its first meeting on October 30.
It was agreed that the current policyand procedure will remain on the website while the
procedure Is reviewed in the context of Student Transportation System's policies and
procedures and service agreements.
The Committee agreed that the pending policy and procedure issues should be
addressed expeditiousiy for transparency and the documents brought back to the next
meeting.
8.DRAFT/APPROVED POLICY/PROCEDURE REQUIRING FURTHER CONSIDERATION -
none
2012 November 13...12
15.REPORTS OF COWIWIITTEES-cont'd
b.REPORT OF THE POLICY WORKING COMWIITTEE -cont'd
9.OTHER BUSINESS
a. Itwas requested that the Criminal Background Check- Volunteers Independent
procedure be brought back to the Committee to review police record checks and
vulnerable sector screening Including self-declarations.
10.DATE AND TIME OF NEXT MEETING
The next meeting was scheduled for Tuesday,November 27, inthe Governor Simcoe
Room.The time will be determined.
11.ADJOURNMENT
The meeting adjourned by motion at 4:47 p.m.
RECOMMENDATION:
That the revised Health and Safety policy be approved.
RUTH TISDALE
Chairperson
The recommendation was approved on motion of R.Tisdale,seconded by J. Coghlin
c.REPORT OF THE CHAIRS'COMMITTEE 2012 November 7
9:15 a.m.-11:50 a.m.
MEMBERS ADMINISTRATION AND OTHERS
G. Hart (Chair) R.Tisdale B.Tucker S.Christie (10:00)
T.Grant S.Pullam (-10:00)
Regrets:J.Bennett
1.APPROVAL OF AGENDA
The agenda was approved by motion.
2.CONFLICTS OF INTEREST -none declared
3.REVIEW OF 2012 NOVEMBER 13 BOARD AGENDA
The agendas for the in-camera and public Board meetings of 2012 November 13 were
discussed and updated.
The following motion was moved and carried:
That the mandate of the Bylaw Review Ad Hoc Committee be amended to include
consideration of a revised Board agenda format.
That Information Committee of the Whole meetings be reconsidered.
2012 November 13...13
15.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE CHAIRS'COMMITTEE -cont'd
4.CORRESPONDENCE
The following correspondence will be added to the 2012 November13 Board agenda under
"Communications":
Municipality of Bayhamre use ofschools by parent groups The letter will be referredto
the Community Use of Facilities department.
Warden,Middlesex County thank you for recent meeting.
A memo from OPSBA/Ontario Education Services Corporation regarding available
funding for Multi-year Strategic Planning willbe provided to trustees.
5.STRATEGIC PLANNING
Exec.Supt.M.Sereda and Public Affairs Manager K.Young joined the meeting to discuss
development of the Board's Strategic Plan based on input received from the community. It
was suggested that the draft mission and vision be approved at the December 11 Inaugural
meeting.Plans for introduction to the system will be discussed with the Board.A planning
meeting was scheduled for December 4 at 5:00 p.m. in the Cafeteria to discuss the Strategic
Plan.
Discussion surrounded the logistics and costs to change or amend the Board logo.It was
agreed to discuss the matter with trustees at the November 13 Board meeting.
6.MEETING TIMES
Discussion surrounded committee meeting times and trustee availability to participate.It was
agreed to consider holding some meetings on the first and third Tuesdays of each month with
specific meetings such as the Chairs'Committee and Budget Advisory Committee held In the
evening to allow more trustee participation.Staff availability to attend evening meetings will
be pursued.
7.CITY OF LONDONnVDSB LIAISON COMMITTEE -TERMS OF REFERENCE
Director Tucker indicated that the Terms of Reference between the City of London and the
Board have been completed and is attached for trustee information.The following motions
were moved and carried:
That the Board approve the terms of reference completed by the City of London and the
Thames Valley District School Board (TVDSB) including the establishment of a City of
London/TVDSB Liaison Committee as a joint Board/Community committee.
That the Board appoint three trustee representatives to serve on the City of
London/TVDSB Liaison committee.
8.INVITATIONS TO SYSTEM EVENTS
The Committee requested that more updates be provided to trustees on upcoming system-
wide events.It was agreed that departments will provide the updates to the Director.It was
noted that a new communication protocol Is being developed with TVPIC.
It was suggested that Information forums to provide parents with an opportunity to discuss
community issues with trustees be scheduled.Director Tucker will pursue the suggestion.
9.AGENDA FOR MPP MEETING -NOVEMBER 23
Agenda items for the November 23 meeting with area MPPs were sought.It was agreed that
at the meeting the role of the trustee willbe discussed and a labour relations update will be
provided.
2012 November 13...14
15.REPORTS OF COMMITTEES -cont'd
c.REPORT OF THE CHAIRS'COMMITTEE -cont'd
10.BOARD PRESENTATIONS -Summer School Update
Itwas noted that at the November 13 Board meeting, an update on the 2012 Summer School
program will be presented to trustees.
11.OTHER BUSINESS
a.November 20 Special Board I^eeting
Director Tucker will determine if recommendations will be brought to the special Board
meeting scheduled for November 20 related to the annual pupil accommodation report.
An Information Committee of the Whole meeting was suggested.
12.FUTURE MEETINGS
The next meeting was scheduled for November 21,2012,at 9:00 a.m.
13.ADJOURNMENT
The meeting adjourned at 11:50 a.m.by motion.
RECOMMENDATIONS:
1.That the mandate of the Bylaw Review Ad Hoc Committee be amended to include
consideration of a revised Board agenda format.
2.That Information Committee of the Whole meetings be reconsidered.
3.That the Board approve the terms of reference completed by the City of London and the
Thames Valley District School Board including the establishment of a City of London/TVDSB
Liaison Committee as a joint Board/Community committee.
4.That the Board appoint three trustee representatives to serve on the City of London/TVDSB
Liaison Committee.
GRAHAM HART
Acting Chairperson
The recommendations were approved on motion of G. Hart,seconded by T.Grant,
d.REPORT OF THE COMMITTEE OF THE WHOLE IN-CAMERA 2012 NOVEMBER 13
2012 November 13...15
MEMBERS PRESENT ADMINISTRATION AND OTHERS
J.Bennett P.Jaffe B.Tucker (-6:25)M.Moynihan (5:27,-6:25)
R.Campbell E.Kim K.Dalton (5:55,-6:25)P.Tufts (5:27,-6:25)
D.Clark B.McKinnon M.Sereda (5:27,-6:25)K.Wilkinson (5:27,-6:25)
J.Coghlin S.Polhill C.Bourbonnais-K.Bushell (5:27,-6:25)
P.Forron P.Sattler MacDonald (5:27,-6:25)S.Christie
T.Grant (5:20)R.TIsdale (5:27)L.Griffith-Jones (5:27,-6:27)K.Young (5:27,-6:25)
G. Hart (Chair)
S.Hughes (5:25,-6:25)
K.Meeson (5:27,-6:25)
Regrets:
J.Todd
Absent:W.Huff
The Committee met in camera from 5:15 p.m. to 6:30 p.m.
1.APPROVAL OF AGENDA
The agenda was approved on motion.
2.CONFLICTS OF INTEREST
Trustee Jaffe declared a conflict of interest to Item 7.a.citing spousal employment with the
Board.
3.Confidential legal,negotiations and personal matters were discussed.
4.RISE AND REPORT
A motion to rise and report was moved and carried at 6:30 p.m.
RECOWIWIENDATION:
That the motion approved at the in-camera Committee of the Whole meeting of November 13,
2012,related to a personnel matter be approved.
GRAHAM HART
Chairperson
The recommendation was approved on motion of G. Hart,seconded by D. Clark.
16.COMMUNICATIONS
a.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION (OPSBA)UPDATE -none
b.FASD E.L.M.O NETWORK
The Board received correspondence from the Co-Chairs of the FASD E.L.M.O Network seeking
approval to appoint Wendy Confirzi as their representative on the Board's Special Education
Advisory Committee.The following motion was moved by R.TIsdale,seconded by R.Campbell,
and carried.
That Wendy Confirzi be appointed as the FASD E.L.iVI.O Network representative on the
Board's Special Education Advisory Committee.
2012 November 13...16
16.COMMUNICATIONS -cont'd
c.MUNICIPALITY OF BAYHAM
The Boardreceived correspondence from the Municipality of Bayhamregardingthe fees incurred
byparent groups forthe use of facilities as a result ofthe protested legislation imposed bythe
provincial government.
d.MIDDLESEX COUNTY
The Board received correspondence fromthe MiddlesexCountyWarden regarding the recent
meeting between the County of Middlesex and the Thames Valley District School Board
administration on the challenges that face their communities.
17.NOTICE OF MOTION -none
18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none
19.ADDITIONAL ITEMS -none
20.QUESTIONS/COMMENTS BY MEMBERS -none
21.ADJOURNMENT
The meeting adjourned at 9:35 p.m.on motion of P.Jaffe,seconded by R.Tisdale.
Confirmed:
O.
halrperson
2012 November 13...17
SUMMARY OF APPROVED RECOMMENDATIONS OF 2012 NOVEMBER 13
That the Board approve the gift of $125,000 from the Timken Foundation of Canada to support
athletics at Parkside Collegiate Institute.
-That the revised Health and Safety policy be approved.
-That the mandate of the Bylaw Review Ad Hoc Committee be amended to Include consideration of a
revised Board agenda format.
-That Information Committee of the Whole meetings be reconsidered.
That the Board approve the terms of reference completed by the City of London and the Thames
Valley District School Board including the establishment of a City of London/TVDSB Liaison
Committee as a joint Board/Community committee.
-That the Board appoint three trustee representatives to serve on the City of London/TVDSB Liaison
Committee.
-That the motion approved at the In-camera Committee of the Whole meeting of November 13,2012,
related to a personnel matter be approved.
-That Wendy Conflrzi be appointed as the FASD E.L.M.O Network representative on the Board's
Special Education Advisory Committee.