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6/12/2012 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING,PUBLIC SESSION 2012 JUNE 12,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA V-verbal M -material 1.CALL TO ORDER V 2.0 CANADA V 3.SPECIAL MUSICAL PRESENTATION -Knollwood Park Public School Grade 8 Band V 4.APPROVAL OF AGENDA M 5.OFFICIAL RECORD 6.RECOGNITIONS a.Woodstock Warriors -Girls 14U Volleyball Canadian Silver Champions V b.Employer Service Excellence Award,Ontario Teachers'Pension Plan -Payroll Services V c.Trustee Terry Roberts Memorial V 7.CONFLICTS OF INTEREST V 8.CHAIR'S ANNOUNCEMENTS V 9.DIRECTOR'S ANNOUNCEMENTS V 10.ADMINISTRATIVE PRESENTATIONS a.School Additions i.Orchard Park Public School M ii.North Meadows Public School 'M III.Southdale Public School M 11.MINUTES OF THE 2012 MAY 22 AND 2012 MAY 29 BOARD MEETING M a.Confirmation of Minutes b.Business Arising from the Minutes 12.STUDENT TRUSTEES'UPDATE V 13.2012-13 BUDGET DISCUSSION V 14.REPORTS FROM THE ADMINISTRATION a.First Nations Student Achievement M b.Equity and Inclusive Education Action Plan M c.Internet Filtering Update M 15.REPORTS OF COMMITTEES a.Naming of New Elementary School in Norwich V b.Special Education Advisory Committee,2012 May 7 M c.First Nations Advisory Committee,2012 May 15 M d.Policy Working Committee,2012 May 22 M e.Budget Advisory Committee,2012 May 22 M f.Committee of the Whole In-Camera,2012 May 29 M g.Special Education Advisory Committee,2012 June 5 (to be distributed)M h.Chairs'Committee,2012 June 5 M i.Budget Advisory Committee,2012 June 5 M j.Committee of the Whole In Camera,2012 June 12 V 16.COMMUNICATIONS a.Ontario Public School Boards'Association -Update 'V b.Special Education Advisory Committee Appointment M 17.NOTICE OF MOTION 18.,MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 19.ADDITIONAL ITEMS 20.QUESTIONS/COMMENTS BY MEMBERS 21.ADJOURNMENT THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING,PUBLIC SESSION 2012 JUNE 12 The Board met in regular session on 2012 June 12 inthe Board Room at the Education Centre,meeting in public session at 7:08 p.m.to 11:50 p.m.The following were in attendance: TRUSTEES J.Bennett (Chair) S.Amrl R.Campbell D.Clark J.Coghlin (via teleconference) T.Grant W.Huff G.Hart Regrets:W. J. Tai P.Jaffe B.McKinnon S.Polhiil P.Sattler R.Tisdale (via teleconference)( J.Todd (-11:15) ADMINISTRATION AND OTHERS B.Tucker P.Tufts K.Dalton K.Wilkinson M.Sereda K.Bushell L.Elliott S.Christie C.Bourbonnais-MacDonald K.Young -9:30)K.Edgar S.Young L.Griffith Jones K.Aitken S.Hughes S.Klllp K.Meeson S.Macey M.Moynihan D. Rajala V.Nielsen P.Hearse M.E.Smith D.Munroe B.Sonler J.Pratt 1.CALL TO ORDER. Board Chair Bennett called the meeting to order at 7:08 p.m. 2.13.0 CANADA AND MUSICAL PRESENTATION The appreciation of the Board was extended to the KnoIIwood Park Public School Choir and Conductor Kelly Webb for leading inthe singing of 0'Canada and performing three musical selections. 4.APPROVAL OF AGENDA The agenda was renumbered movingItem 14 to Item 10, and approved as amended on motionof D. Clark,seconded by J.Todd. 5.OFFICIAL RECORD S. Christie, Supervisor,Corporate Services,read the following official record intothe minutes: We regret to record the death of Jefferson Lawrence O'Donnell, an English Support Learning Teacher at Eagle Heights Public School on 2012 June 8. 6.RECOGNITIONS a.Woodstock Warriors - Girls 14U Volleyball Canadian Silver Champions Supt.M.E.Smith welcomed the Woodstock Warriors Girls' 14Uvolleyball team who won the silver medal at the Canadian National Championship,competing with over 400 athletes,and the silver medal at the provincial championships held In the spring.Their success is a testament to their hard work,dedication,commitment and introduction to the sport through TVDSB's Physical Education program.They are an example of what can be accomplished when opportunities are made available to students through both the curriculum and extra curricular activities. Coach Jody Timpany thanked the Board for its recognition of the girls' hard work and ultimate success. 2012 June 12...2 6.RECOGNITIONS -cont'd b.Employer Service Excellence Award,Ontario Teachers'Pension Plan -Payroll Services Supt.K.Meeson introduced this year's recipients of the Employer Service Excellence Award through the Ontario Teacher's Pension Plan - Payroll Services.S. Macey, S.Piwowarczyk and L. Smith were recognized for their commitment and integrity to the staff within Thames Valley. c.Trustee Terry Roberts*Memorial Chair Bennett Invited the family of the late Trustee Terry Roberts,trustees and visitors to the dedication of the memorial tree and unveiling of the memorial plaque in honour of Tnjstee Terry Roberts.Trustee Roberts'daughter,J.Scapinello,thanked the Board for its recognition of her father and support to her family. 7.CONFLICTS OF INTEREST Trustees Jaffe and Todd declared conflicts of interest to Items 11.b, 15. e and 1 and 15. g (Trustee Jaffe)citing spousal employment with the Board. 8.CHAIR'S ANNOUNCEMENTS Chair Bennett advised that she attended a prom with Supt.Moynihan last Friday for the developmental students at Medway High School. 9.DIRECTOR'S ANNOUNCEMENTS Director Tucker called upon Manager K.Young who provided an update on the consultation process and community collaboration with Middlesex County. It was noted that the London Free Press will publish an article on the issue. Director Tucker advised that two Thames Valley students have been nominated for the Minister's Student Advisory Council. Director Tucker called upon Exec.Supt.L. Elliottto provide an update on the 34 credit issue.It was noted that TVDSB was one of 15 boards invited to Toronto to discuss the Ministry's discussions regarding the completion of secondary school over a four-year period.Exec.Supt.Elliott advised that recent changes to legislation will ensure that the 34 credit issue will be in place beginning 2013-2014. The Ministry will provide further direction and details in the fall. Concern was raised over the aboriginal success rate.It was noted that many FNMI students return for a fifth year to advance their skillsand grades.The Ministry has not provided Information regarding the FNMI population and the 34 credit funding.Program Services will inquire if information is available. 10.ADMINISTRATIVE PRESENTATIONS a.School Additions Exec.Officer K.Bushell presented the following reports regarding additions and renovations to Orchard Park,North Meadows and Southdale Public Schools. 1.Orchard Park Public School After the Board received the Shen/vood Forest Public School Accommodation Review Committee (ARC)report,the Board approved a recommendation to begin the design process for the addition and renovation to Orchard Park Public School.As recommended in the ARC report,a Design Committee was formed comprised of community representatives from Orchard Park and Sherwood Forest Public Schools,the Superintendent of Education for this area. Principal of Orchard Park and teaching staff from Orchard Park and Sherwood Forest,Orchard Park Charge Custodian,the Executive Officer of Facility Services and Capital Planning and x ^ Project Coordinator.,y 2012 June 12...3 10.ADMINISTRATIVE PRESENTATIONS -cont'd a.School Additions -cont'd I.Orchard Park Public School cont'd The committee worked with Cornerstone Architecture Incorporated to develop the proposed plan. Duringthe past four months, Design Committee meetings were held to receive inputand refine the proposed design.The proposed design was presented tothe school communities on 2012 May23.The reception from the school communities has been excellent.The process to date has been very beneficial and has resulted ina plan that meets the needs of students,staff and the community. PROJECT OVERVIEW Proiect Svnopsis The objective of this project is to enlarge and renovate the existing JK-8 Elementary Public School to accommodate pupils as designated in the ARC Report.The design committee utilized program standards developed by Board administration in the design. The on-the-ground capacity (OTG)will be 259 {FDK classrooms are loaded at 26). This capacity matches the enrolment projection for the proposed consolidated school. 2 single storey additions are proposed for this project, with an area of 4,045 FP and would include,Learning Resource Centre,standard classroom,General Arts room.The renovated area would include, 1 Full Day Kindergarten classroom,teaming Support Room and administrative area.Renovations will also include ensuring the school Is accessible. School Renewal components tobe addressed inthe existingschool includes,boiler,HVAC and firealarm replacement,as wellas, interiorfinishes and lighting upgrades.The costs for these components are not included in the project estimates and will be funded from the School Renewal and School Condition Grant. Site Development The site will include a new student drop-off. MINISTRY OF EDUCATION PUPIL ACCOMMODATION GRANTS The funding of this project is contingent on receiving a Ministry of Education Pupil Accommodation Grants. This project was submitted to the Ministry for funding under the Capital Prioritiesand we are optimisticthat fundingforthis project will be approved inthe near future. MINISTRY OF EDUCATION PROJECT APPROVAL As detailed in Ministry of Education Memo SB-12,dated 2008 April 28, the Board is required to receive Ministry approval when utilizing any Pupil Accommodation Grants and/or transfer of Reserve Funds for a Capital project, prior to awarding the construction contract.The appropriate submission to the Ministry will be completed once tender results and Board approval has been finalized. ESTIMATED COST/BUDGET I)Design and Construction $1,685,000 II)Disbursements including permits $50,000 2012 June 12...4 ili)Furniture &Equipment TOTAL $31.000 $1,766,000 Notes: 1.2.5%construction contingency allowance carried in estimated cost for design and construction section. 2.All costs are Net HST FUNDING I) MOE Pupil Accommodation Grant TOTAL $1.766.000 $1,766,000 TENTATIVE SCHEDULE fPendlna MOE Fundina^ Administrative Council Review 2012 May 07 Community Meeting 2012 May 23 Presentation to the Board 2012 June 12 MinistryApproval 2012 June Tender Period/Award of Contract 2012 July/August Construction to Commence 2012 September Substantial Completion 2013 August 01 Commissioning of Project 2013 August School Set-up 2013 August School Occupancy 2013 September RECOMMENDATIONS: 1.That the Board approve the attached design,budget,and tentative schedule for the proposed addition and renovation to Orchard Park Public School. 2.That Administration proceed to tender the proposed addition and renovation to orchard park public school,pending receipt of Ministryof Education approval to construct the project. The recommendations were approved on motion of P.Sattler,seconded by P.Jaffe. 2012 June 12...5 10.ADMINISTRATIVE PRESENTATIONS -cont'd a.School Additions -cont'd li.North Meadows Public School Aflerthe Board received the Colborne Street Public School Accommodation Review Committee Report,the Board approved a recommendation to begin the design process for the addition and renovation to North Meadows Public School.As recommended in the ARC report,a Design Committee was formed comprised of community representatives from North Meadows PS,the Superintendent of Education for this area,Principal and teaching staff from North Meadows, North Meadows Charge Custodian,the Executive Officer of Facility Services and Capital Planning and Project Coordinator.The committee worked with Dickson Partnership Incorporated Architects to develop the proposed plan. During the past four months,Design Committee meetings were held to receive input and refine the proposed design.The proposed design was presented to the school communities on 2012 May02.The reception from the school communities has been excellent.The process to date has been very beneficial and has resulted ina plan that meets the needs of students,staff and the community. PROJECT OVERVIEW Project Synopsis The objective of this project is to enlarge and renovate the existing JK-8 Elementary Public School to accommodate pupils as designated in the ARC Report. The design committee utilized program standards developed by Board administration inthe design. The on-the-ground capacity (OTG)will be 518 (FDK classrooms loaded at 26). This capacity matches the enrolment projection for the proposed consolidated school including FDK. A single storey addition is proposed for this project, with an area of 8,075 FP and would include, 4 classrooms and Learning Resource Centre.The renovated area would Include, 2 Full Day Kindergarten classrooms,General Arts Room,student washrooms,offices and storage.Renovations will also include ensuring the school Is accessible. Site Development The site will include a new student drop-off area. MINISTRY OF EDUCATION PUPIL ACCOMMODATION GRANTS The funding of this project is contingent on receiving a Ministry of Education Pupil Accommodation Grant. This projectwas submitted tothe Ministry forfundingunder the Capital Priorities and we are optimistic that funding for this project will be approved inthe near future. MINISTRY OF EDUCATION PROJECT APPROVAL As detailed in Ministry of Education Memo SB-12,dated 2008 April 28, the Board is required to receive Ministry approval when utilizing any Pupil Accommodation Grants and/or transfer of Reserve Funds for a Capital project, prior to awarding the construction contract.The appropriate submission to the Ministry will be completed once tender results and Board approval has been finalized. ESTIMATED COST/BUDGET I)Design and Construction $2,063,000 II)Disbursements including permits $50,000 2012 June 12...6 Hi)Furniture &Equipment TOTAL $38.000 $2,151,000 Notes: 1.2.5%construction contingency ailowance carried in estimated cost for design and construction section. 2.All costs are Net HST FUNDING i) MOE Pupil Accommodation Grant TOTAL $2.151.000 $2,151,000 TENTATIVE SCHEDULE (Pending MOE Funding^ Community Meeting 2012 May 02 Administrative Council Review 2012 May 07 Presentation to the Board 2012 June 12 MinistryApproval 2012 June Tender Period/Award of Contract 2012 July/August Construction to Commence 2012 September Substantial Completion 2013 August 01 Commissioning of Project 2013 August School Set-up 2013 August School Occupancy 2013 September RECOMMENDATIONS: 1.That the Board approve the attached design,budget,and tentative schedule for the proposed addition and renovation to North Meadows Public School. 2.That Administration proceed to tenderthe proposed addition and renovation to North Meadows Public School,pending receipt of Ministryof Education approval to construct the project. The recommendations were approved on motion of S. Polhill,seconded byT.Grant.Trustee Todd was absent for the vote. 2012 June 12...7 10.ADMINISTRATIVE PRESENTATIONS -cont'd a.School Additions -cont'd iii.Southdale Public School After the Board received the Colborne Street Public School Accommodation Review Committee Report,the Board approved a recommendation to begin the design process for the addition and renovation to Southdale Public School.As recommended In the ARC report, a Design Committee was formed comprised of community representatives from Colborne Street PS Fi Track, the Superintendent of Education for this area,Principal from Southdale PS,teaching staff from Colborne Street FI,Southdale Charge Custodian,the Executive Officer of Facility Services and Capital Planning and Project Coordinator.The committee worked with Dickson Partnership Incorporated Architects to develop the proposed plan. Duringthe past four months,Design Committee meetings were held to receive inputand refine the proposed design.The proposed design was presented to the school communities on 2012 May02. The reception fromthe school communities has been excellent. The process to date has been verybeneficialand has resulted Ina plan that meets the needs of students,staffand the community. PROJECT OVERVIEW Prolect SvnoDsIs The objective of this projectIsto enlarge and renovatethe existing JK-8 Elementary Public School to accommodate pupils as designated in the ARC Report. The design committee utilized program standards developed byBoard administration In the design. The on-the-ground capacity (OTG)will be 363 (FDK classrooms loadedat 26). This capacity matches the enrolment projection forthe proposed consolidated school Including FDK. Asinglestorey addition is proposed forthisproject,with an area of5,950 FT^and will include, two classrooms,Learning ResourceCentre,washroom and servery.The renovated area will Include,General Arts Room, Learning Support Room and administrative area. Renovations will also Include ensuring the school is accessible. School Renewalcomponents to be addressed In the existing school includes,boilers,HVAC and fire alarm replacements,as well as,interior finishes and lighting upgrades. The cost of these components are notincludedInthe project estimates and will be funded fromthe School Renewal and School Condition Grants. Site Development The site will Include alterationsto allowfora bus and student drop-offarea. MINISTRY OF EDUCATION PUPIL ACCOMMODATION GRANTS The funding of this project is contingent on receiving a Ministry of Education Pupil Accommodation Grant.This project was submitted tothe Ministry forfunding underthe Capital Priorities and we are optimistic that funding forthisproject will be approved In the near future. MINISTRY OF EDUCATION PROJECT APPROVAL As detailed In Ministry of Education Memo SB-12,dated 2008 April 28,the Board is required to receive Ministry approvalwhen utilizing any PupilAccommodation Grants and/or transfer of Reserve Funds for a Capital project, prior to awarding the construction contract. The appropriate submission to the Ministry will be completed once tender results and Board approval has been finalized. 2012 June 12...8 10.ADMINISTRATIVE PRESENTATIONS -cont'd a.School Additions -cont'd ill.Southdale Public School -cont'd ESTIMATED COST/BUDGET i)Design and Construction $1,628,000 ii)Disbursements Including permits $50,000 iii)Furniture &Equipment $30,000 TOTAL $1,708,000 Notes: 1 2.5%construction contingency allowance carried in estimated cost for design and construction section. 2.All costs are Net HST FUNDING I) MOE Pupil Accommodation Grant $1,708,000 TOTAL $1,708,000 TENTATIVE SCHEDULE fPendlna MOE Fundinal Community Meeting 2012 May 02 Administrative Council Review 2012 May 07 Presentation to the Board 2012 June 12 Ministry Approval 2012 June Tender Pehod/Award of Contract 2012 July/August Construction to Commence 2012 September Substantial Completion 2013 August 01 Commissioning of Project 2013 August School Set-up 2013 August School Occupancy 2013 September RECOMMENDATIONS: 1.That the Board approve the attached design,budget,and tentative schedule for the proposed addition and renovation to Southdale Public School. 2012 June 12...9 10.ADMINISTRATIVE PRESENTATIONS -cont'd a.School Additions -cont'd ill.Southdale Public School -cont'd RECOMMENDATIONS -cont'd 2.That Administration proceed to tender the proposed addition and renovation to Southdale Public School,pending receipt of ministry of education approval to construct the project. The recommendations were approved on motion of D.Clark,seconded by R.Campbell.Trustee Todd was absent for the vote. 11.MINUTES OF THE 2012 MAY 22 BOARD MEETING AND 2012 MAY 29 SPECIAL BOARD MEETING a.CONFIRMATION OF MINUTES The minutes ofthe Regular Board Meeting of2012 May22 and the Special Board Meeting of 2012 May29 were adopted on motion of R. Campbell,seconded byS.Polhill.Trustee Todd was absent for the vote. b.BUSINESS ARISING FROM MINUTES -none 12.STUDENT TRUSTEES'UPDATE Student Trustee S.Amri commented on the success ofthe Student Symposium held on 2012 May 30 which resulted in a draftStudent Government Constitution Guideline.A final draft will be completed by the end of June for distribution in early September. 13.2012-2013 BUDGET DISCUSSION Supt.K.Meeson led a discussion onthe draft 2012-2013 schoolyear budget Including itemproposals and potentialsolutions. A package of publicinput received was providedto trustees. 14.REPORTS FROM THE ADMINISTRATION a.First Nation Student Achievement Exec.Supt.Elliott provided a detailed overview of the First Nation 'On-Reserve'Results on Grade 9 EQAO and OSSLT.She was joined by Learning Supervisor L.Pressey, R.Michaud-Turgeon, FNMI Education Advisor, J. Wood of Research &Assessment,Principals'M.Deeb and D. MacPherson. It was noted that on May10,2011,the following Board motionwas approved: That Research and Assessment providefurther self-identification data forFirst Nation students living "on-reserve"specifically performance measures {attendance,EQAO,OSSLTbydivision). In May 2009 a report was compiled and presented inwhich achievement results for four cohorts of First Nation 'on-reserve'students (2004/2005,2005/2006, 2006/2007 and 2007/2008) were summarized. This report on Grade 9 EQAO Mathematics and Grade 10 OSSLT includes combined results for three cohorts of students by each First Nation(2008/2009, 2009/2010 and 2010/2011). 2012 June 12...10 14.REPORTS FROM THE ADMINISTRATION -cont'd a.First Nations Student Achievement -cont'd This report adheres to EQAO suppression guidelines to ensure confidentiality of student data within a public forum (i.e.Board meeting). The results for Primary and Junior were requested however,the number of students in the three cohorts combined was under 10 and therefore data is suppressed as per the guidelines noted above.Additionally,Chippewa students attend TVDSB schools In Grade 9 and Oneida student In Grade 7.Munsee-Delaware students attend TVDSB schools starting in JK (with very small numbers). The preliminaryreport fromthe recent Student Voice Conference on Attendance addresses some of the attendance concerns noted in the EQAO results. During the summer 2011,the Ministryof Education changed the method of collecting and reporting voluntary and confidential Aboriginal Student Self-Identification (see attached parent letter). This new method of collection will change the way that the Ministry and boards report system-wide student achievement results to the public.Results from this point on will be reported as a single First Nation cohort. Itwas noted that the process for FNMl summer students was finalized on June 12.T rustee W. Huff advised that there is still a lot of work to do and encourage both the Board and Ministry to continue to work to ensure FNMl student success and achievement. b.Equity and Inclusive Education Action Plan Exec. Supt.Elliott presented the following Equity&InclusiveEducation Action Plan to the Board. As outlined In the 2012 May 8 Board minutes,the goals of the Board are; • to provide opportunities for students,administrators,teachers,support staff, and trustees to participate inequity and inclusive education training and leadership initiatives. • to implement positive employment practices that support equitable hiring,mentoring, retention, promotion,and succession planning. • to establish processes that include performance indicators to monitor progress and assess the effectiveness of policies,programs,and procedures. The goal of each school is to review and establish self-assessment processes to determine the effectiveness of the school's equity and Inclusive education plans and procedures. The following areas are also outlined in the report; •School Community relationships; Inclusive curriculum and assessment practice; Religious accommodation; School climates and the prevention of discrimination and harassment; •Professional learning;and •Accountability and transparency. A final meeting for the school year will take place on June 13 that will Involve looking back and moving forward to ensure that different goals and work not yet achieved are met and that priorities are established for next year.Exec.Supt.Elliott requested any key goals not yet Included to be submitted to her as soon as possible for discussion and consideration. 2012 June 12...11 14.REPORTS FROM THE ADMINISTRATION -cont'd c.Internet Filtering Update Supt.V.Neiisen presented the following additional information regarding Internet content filtering. She was joined by Manager 8.Young. Background It has historically been the TVDSB practice that rather than rely on filtering of wired computer network,we focus on education and supervision of Internet use. This practice has been communicated to staff,students and parents through template letters, appropriate use agreements and codes of conduct as outlined in the Technology Security Independent Procedure #9003 (firstwritten in 1998,most recently updated in2008). In addition to this,schools are provided with numerous safe,educational resources such as Leam 360,Student Links,Knowledge Ontario and various other online educational databases that have only educational sites affiliated with them. Internet safety sessions and information are provided by the Learning Coordinators (Learning Technologies,Safe Schools as wellas Phys Ed/Health)where best practice strategies,Internet safety software and techniques are reviewed. In regards to the use of non-board/personal devices on wireless networks, Intemet filtering (blocking)is currently in place, as there is recognition that there may not be the same ability to supervise personally-owned wireless devices in the schools. Infomfiation from other School Boards Whilethere isvery little definitive information aboutthe practiceof filtering Internetcontentat other school boards, an informal survey by the Educational Computing Organization of Ontario in November 2011,ofthe24boardswhorespondedatthat time,itwasshared that approximately two thirds ofthe schoolboards in Ontario havesome typeof Internet filtering enabled. In addition to this information,we contacted schools boards across the province forsome more specific information inregards totheir filtering levelsand practices. The table belowsummarizes the responses that we received: Pornography filter Hacking filter Violence filter Elem/Sec/Staff Board Filter Elem/Sec/Staff Elem/Sec/Staff Bluewater District School Board Yes YA'A'YA'A'Y/Y/Y Halton District School Board No No/No/No No/No/No No/No/No Kawartha Plneridge District School Board Yes YA'A'YA'A'Y/Y/Y Keewatln-Patricia District School Board No No/No/No No/No/No No/No/No Lambton Kent District School Board Yes YA'A'YA'A'Y/Y/Y London District Catholic School Board Yes Y/Y/y YA'A'Y/Y/No Ottawa Carleton District School Board Yes Y/Y/y YA'A'Y/Y/Y Toronto Catholic District School Board Yes Y/YfY YfYlY Y/Y/Y 2012 June 12...12 Toronto District School Board Yes YA'/Y Y/YA'No/No/No Waterloo Region District School Board Yes Y/YA'YA'A'YA'A' The Administration responded to questions by members.Director Tucker suggested that Option #2 be implemented to enhance the current practice of the Board and to give a partial approach that would allow the incorporation of additional training.Afollow-up report would be brought back in one year providing an evaluation of its success. Following the Director's comments,Trustee Jaffe moved the following motion,seconded by J. Todd; That the Board implement Option #2 as presented related to Internet filtering that provides for content warning subject to Budget considerations. After a lengthy discussion of the options including concerns over intentional access and unintentional access,the following amendment was moved by R.Campbell,seconded byT.Grant and carried: That the motion related to Option 2 on Internet filtering be amended to add "witha report from the Senior Administration to be brought back to the Board in June,2013." The motion as amended was moved by P.Jaffe,seconded by J.Todd and carried: That the Board implement Option#2 as presented related to Internet filtering that provides for content warning subject to Budget considerations witha report from the Senior Administration to be brought back to the Board in June,2013. 15.REPORTS OF COMMITTEES a.NAMING OF NEW ELEMENTARY SCHOOL IN NORWICH Trustee Hart presented the following reportrethe namingofthe newelementary school in Nonvich. In accordance withthe Board's Policyand Procedures regarding Naming of Schools,a Committee was established to review submissions received from the public and to recommend a name for the school. On 2012 April 24, the Board approved the Committee membership for the Naming Committee. Submissions of names were received from the public by Supervisor-Corporate Services by the 2012 April 27 deadline.Details concerning the historical background and/or significance of proposed names were provided for the Committee.Committee members were not provided with the names of the Individuals who submitted suggestions. Namlno Committee Members Sheila Van Ymeren,Parent,North Norwich Public School Danlela Vukobratic,Parent,North Nonwich Public School Doug Buck,Parent,Norwich Public School John Rettie,Parent,Nonvich Public School Chris Hussey,Parent,Otterville Public School Andrea McPherson,Parent,Otterville Public School Graham Hart,Trustee Oxford Ruth TIsdale,Trustee London Mary Ellen Smith,Superintendent of Education 2012 June 12...13 15.REPORTS OF COMMITTEES -cont'd a.NAMING OF NEW ELEMENTARY SCHOOL IN NORWICH -cont'd The Naming Committee met on 2012 May01 to consider a total of 21 submissions received. As a result of Its deliberations,the Committee recommended that the following name be considered for selection by the Board: Emily Stowe Public School Significance of Proposed School Name Emily Stowe Public School honours the name of Dr. Emily Stowe who was born in the Township of Norwichin 1831.She taught school in the current Ottervllle and North Norwich school areas and lived at one point in the current Norwich school area.She became the first female Principal of a public school in Upper Canada.When she changed careers,she became the first female practicing physician In Canada and the second woman to be granted a medical licence in Canada. Dr. Emily Stowe was also a prominent early suffragist and campaigned to obtain the same property and voting rights for women as for men. At the 2012 May 22 Committee of the Whole board meeting,the Board reviewed the recommendation and agreed to proceed with the next step of contacting the family of Dr. Emily Stowe to seek permission for her name to be presented to the Board of Trustees for consideration as a school name. On 2012 June 4, the Supervisor -Corporate Services received written confirmation from George H. Stowe,great-grandson of Emily Stowe, that he and other members of his family would be pleased to have the public school In Norwich named after her. RECOMMENDATION: That the new elementary public school In Nonvich be named "Emily Stowe Public School". The recommendation was moved byG. Hart,seconded byB.McKlnnon and carried. A motionto sit past 11:00 p.m. was moved byT. Grant,seconded byD.Clark and carried. 2012 June 12...14 15.REPORTS OF COMMITTEES •cont'd b.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE,2012 MAY 7 6:40 p.m.-9:30 p.m. Members Thames Valley Children's Centre,J. Gritzan (Chair) Trustee T.Grant (Vice-Chair) Association for Bright Children, D.Ensing +7:19 Autism Ontario,J.Wright Children's Aid Society of London &Middlesex,M. Cvetkovich Chippewas of the Thames,C.Dendias Community Living London, S. Wilson -8:15 Easter Seal Society,A.Morse Epilepsy Support Centre,B.Harvey FASD ELM-G.,T.Ashby Learning Disabilities Association of Ontario, B. Wiudyka Thames Valley Council of Home and School Associations,C.McCarty Trustee J.Bennett Vanier Children's Services,T.Green Voice for Hearing Impaired Children, M.Barbeau Regrets:Trustee R.Campbell Secondary Vice-Principal, V. Towell Guests:K.Wilkinson,Superintendent of Education, Thames Valley District School Board Administration and Others Elementary Principal, L.Carswell Elementary Principal, R.Culhane Learning Supervisor,J.Johnston Secondary Principal, N.Fader Superintendent of Education,Special Education,K.Edgar 1.CALL TO ORDER The meeting was called to order at 6:40 p.m. Inthe London Room at the Education Centre by Chair Gritzan. 2. CONFIRMATION OF AGENDA-The agenda was approved as amended. 3. BOARD IMPROVEMENT PLAN FOR STUDENT ACHIEVEMENT (BIPSA) Supt.K.Edgar introduced Supt.K.Wilkinson who provided the committee witha handout (Appendix A) on the Board's BIPSA. SupL Wilkinson provided an overview of the BIPSA (Appendix B),and noted Ministry timelines and the requirement to post the BIPSA to the Board's website. The committee provided the following feedback: Question #1 What reflections,questions or suggestions do you have regarding the TVDSB BIPSA? focus on whole approach •exemption rates -targets/strategies for increasing EQAO in a manner that allows them to be successful solutions to move level 3 and 4 EQAO up •goals for students who do not access EQAO or who exceed current goals and tracking these students:measure that their outcomes are improving •guiding principle # 1 not clearly reflected in the goals r 2012 June 12...15 15.REPORTS OF COWIWIITTEES -cont'd b.REPORT OF THE SPECIAL EDUCATION ADVISORY COWIMITTEE -cont'd 3. BOARD IWIPROVEIUIENT PLAN FOR STUDENT ACHIEVEWIENT (BIPSA)-cont'd •well-being Indicators -attendance,suspension rates should be Included • SEAC Input- provide Bl PSA 1 week or 1 month in advance of feedback request. •accountability Is built in Board needs to focus on holistic approach - how to incorporate that into learning goals. •focus especially on transitions for students •there is more to a student than just literacy and numeracy •statement -ALL Instruction must be based on Ontario curriculum -is this reasonable for all! •needs assessments - how to capture special education needs -those who are not assessed using these criteria •determine whyare we behind In grade 3 and special education results - then ahead by grade 9 • Where does one go in June to capture the achievement at a system level? Is there a summary document provided to the public? Does the Board also focus on how students and families feel about their school - satisfaction? •needs assessment - likethat special education Is Included;secondary - not as clearly evident in that part e.g.Identifying students on an !EP;should be able to see which special needs groups require special attention Where is data for lEP improvement rate? Investigate which spec ed groups are In greater need •How manyschools offerparent numeracy/literacy meetings and tracking? Supt.Wilkinson noted feedback Is sought from parents on pieces e.g. safe schools, home work,latestart, EQAOand assessment questionnaires for students and teachers are used for the BIPSA.Surveys are provided to school councilsfor parent feedback. School councilsdo not focus on special education.A suggestion was made to include on strategic planning process rather than the BIPSA to gather information specific to special education.Parent engagement has large impact on student achievement and the school effectiveness framework includes a parentengagementpiece- hometo school connection.Student voice and parent and community engagement. Question #2 In whatwaysdo you,as SEAC members, feelyoucan contribute to the Board Improvement Planning Process? wish to be able to comment on reports howcan SEAC contribute to BIPSA -see ona year byyear process how improvement is occurring for lEP groups. tracking parental Involvement/engagement In lEP process Howmany are contributing In process or simplyreceiving document? wish to see both qualitativeand quantitative data suggestion:better wordingto assist in understanding -parent engagement - SEACcan be a source of information for parents and agencies measure return rate as an indicator of engagement SEACgo to their respective members to survey parent engagement and confidence in the system Improvement plan online surveys to get more involvementby parent groups givespecific areas forparents-SEAC could helpputsurveyquestionstogether Could there be a strategic goal related to spec education students? What happens when goals are met for special education students? 2012 June 12...16 15.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE •cont'd we are a body that can hold a school accountable for results - SEAC can act in that capacity document was written in October - why is SEAC just seeing it in May position to educate general public on how to hold board accountable - SEAC can be a conduit with associations from parental reaction withtheir childwhen they are frustrated with school system SEAC can be source of information between parent and board very comprehensive - we need better grasp of it opportunities for input through board meetings longer term (medium and long range)year 2 and 3 goals how to engage parents - correlation to student success;data collection; improve 'reading together"stats Supt. Wilkinson will provide a link to the Mckinsey Report executive summary.The BIPSA will be brought forward to the Board inthe fall. SEAC Is welcome to provide additional feedback in the meantime.SEAC members may register on the Board's website home page for the strategic planning process or register with Michelle Roberts in the Human Resources department. 4.CONFLICTS OF INTEREST-none declared 5. MINUTES OF MEETING FROM 2012 APRIL 02 -The minutes were approved as printed. 6.BUSINESS ARISING FROM THE MINUTES OF 2012 APRIL 02 Item3: Supt.K.Edgar noted the FDKELP Special Education staffing will be discussed at the 2012 May 08 in-camera meeting ofthe Board of Trustees. A. Morse updated the committee on SEAC's DVD goal. Ms. Morse noted filming wrapped up on 2012 April 13.Editing will be the next step and itIsthe sub-committee's hope to unveil the video at the SEAC meeting of 2012 October. Supt.K.Edgar noted that Community Care Access Centre will meet with herself and her counterpart from the London Catholic School Board to discuss mental health nurse needs noting that PPM 149 may have an impact. 7.SPECIAL EDUCATION REPORT AND SEAC PROTOCOL/HANDBOOK UPDATE Supt.K.Edgar provided a handout (Appendix C)summarizing the changes to the Special Education Report.There is also a new Children's Aid Society of London and Middlesex program: The Dundas Street Classroom: This isa W.D.Sutton classroom designed forindividualyouth who have experienced social and emotional challenges that have made their life circumstances and school experiences very difficult.This program is designed for youth in care ages 14-18 who may be experiencing anxiety,depression,low self esteem,feelings of isolation,difHculty setting personal goals or solving problems,school phobia, and are having limited success In a conventional school setting. The classroom is located on the lower level of the 493-5 Dundas Street Building. Classroom capacity,as per the agreement with the Thames Valley District School Board, is 8 students.The program is facilitated bya TVDSB teacher,a mentor/tutor,and a CYW support staff. 2012 June 12...17 15.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd 8.SPECIAL EDUCATION "IN A PERFECT WORLD" SEAC members worked In groups to discuss what special education Ina perfect world would look like.The following points were presented: all students would be provided with opportunities to reach their fu!!potential unlimited personnel, technological,experiential supports;access to necessary resources for children more choice and flexibility integrated budgeting community supports for students delivered to the school during the day no wait times lack of diagnosis does not delay access to supports respect for all kids and their needs trainingfor all teachers on assistlve technology earlier Identification support for students when and where they need It equality for all parents and guardians understand their role teachers able to provide individual attention to every student fully accessible schools latest technology available to all students assessment reports user friendly collaborative involvement In all lEP's Inclusive Integration;consistency and care every teacher needs to have permission to do whatever It takes to assist child occupational therapists,physiotherapists,and SLPs now through the Ministry of Health should be hired through the Board more choices for families smaller class sizes education assistants In all classes all teachers placing high value on the lEP individual access for extra help specialized classes tosupplementregular classes forstudents with specific needs Itinerant teachers with small caseloads all students Involved inappropriate full-time programs allspecial education students are reaching provincial goals true understanding of exceptionalities consistent In care across all schools quicker access to assessments gifted programming would allow students tostretchtheir learning In areas ofinterest TRACKS programs inall schools done effectively partnerships that are open -cross sharing with agencies,schools and families Supt. Edgar summarized by noting fourbroad themes that emerged: 1.human resources; 2.physical resources; 3.structural or systemic issues; 4.capacity building. 2012 June 12...18 15.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd 9. NUMBER OF STUDENTS BY EXCEPTIONALITY AND GRADE REPORT (STANDING ITEM) Supt.K.Edgar provided an updated report to the committee (Appendix D). 10.NEW BUSINESS-none 11.FORUM ASSOCIATION UPDATES J.Bennett provided information on Call 211.The website is www.211 ontario.ca. J.Bennett encouraged SEAC to support Toonie Tuesday on 2012 May 08 to benefit the Thames Valley Education Foundation to raise funds for the Caring Fund.The Caring Fund is for the benefit of schools to access funds for students who are in need. Animal Planet is broadcasting a special in the fall on service dogs.A service dog used withinthe Thames Valley DistrictSchool Board will be featured.Details will follow at a later date. FASD:All inThis Together,Building Success Across the Lifespan of Fetal Alcohol Spectrum Disorder Symposium hosted by the FASD E.L.M.O. Network in partnership with the Thames ValleyDistrictSchool Board and Network Sponsors at 1250 Dundas St. London,Ontario on Saturday,May26,2012 from 8:30 a.m.-3:00 p.m. FASD has hired a social worker. MACSE consultation on OSR -focus willbe to create a greater emphasis on maintaining student learning in the files. A. Morse will provide a linkfor the "trailer"for the OAFCCD Parent Engagement Video,as yet untitled. 12.FUTURE MEETING DATES Day Time Location Tuesday.June 05,2012 11:45 am-03:00 pm Dundas Room.Education Centre 13.FUTURE AGENDA ITEMS Number of Students by Exceptionalityand Grade Report (Standing Item - K.Edgar) • SEAC Learning Website Developmental Services Ontario (DSO)Organizations Presentation •Program Research Update ©.Stager) •Strategic Planning Process •Preliminary Special Education Budget (K.Meeson) DVDunveiling (A. Morse) 14.ADJOURNMENT The meeting adjourned at 9:30 p.m. on motion. RECOMMENDATIONS:none J.GRITZAN Chairperson 2012 June 12...19 15.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE,2012 MAY 15 3:00 p.m.-4:30 p.m. Members Administration and Others W.Huff,Trustee (Chair)L.Elliott,Executive Superintendent,Program J.Bennett,Trustee Services D.Grosbeck, Chippewas of the L.Mills,Thames Secondary School Thames R. MIchaud-Turgeon,FNMI Education Advisor P. Sattler,Trustee L.Pressey,Learning Supervisor, Program Services G. Hope,Oneida Nation of the Star McGahey-Albert, Education Co-ordinator Thames D. Mitchell,Delaware Central Public School C.Thomas,Munsee-Delaware Nation K.Aitken,Corporate Services 1.CALL TO ORDER The meeting convened at 3:12 p.m. inthe libraryat Delaware Central PublicSchool. 2.APPROVAL OF AGENDA - The agenda was approved as printed. 3.CONFLICTS OF INTEREST - No conflicts of Interest were declared. 4.REPORT OF MEETING -2012 MARCH 20 It was notedthatthe 2012 March 20 reportwas presented tothe Board on 2012 April 10. 5.BUSINESS ARISING FROM MINUTES -none 6.PROGRAM SERVICES UPDATE a.Ministry Grant Funding Updates -Aboriginal Perspectives: A Teacher's Toolkit Submitteda revised proposalto the Ministry. •Training will involve two groups of17 TVDSB elementary teachers spending theday at AntlerRiver Elementary School on Chippewa of the Thames First Nationon June 6&13. • Inthe firstblockofthe trainingday,teachers will be Introducedtothe Teacher's Toolkit and be welcomed to the community by Antler River Elementary School Principal J. Henry. In thesecond block,two TVDSB teachers will go into each Antler River Elementary Schoolclassrooms and pilot a "best-practice"lessonina team-teaching environment with students. In the final block of the day, a TVDSB Visiting Elder/Cultural Teacher will do a presentation for students while teachers share their lessons with the large group debrief the success of the day. 2012 June 12...20 15.REPORTS OF COMWIITTEES -cont'd c.REPORT OF THE FIRST NATIONS ADVISORY COWIWIITTEE -cont'd 6.PROGRAM SERVICES UPDATE-cont'd a.Ministry Grant Funding Updates -Aboriginal Perspectives:A Teacher's Toolkit •The revised budget forthis project builds in the cost for bussing ofTVDSB teachers to and from Antler River Elementary School from the Education Centre,as well as $100 worth of FNMI resources for each participant to take back to his/her school.These resources will become property of the school for the purpose of enhancing Aboriginal perspectives across the curriculum and further implementation of Teacher's Toolkit lessions and strategies in TVDSB classrooms. b. Family and Student Achievement -Susan Aglukark • S. Aglukark performed a speaking engagement at Chippewa Community Centre on Monday April16,2012. • Antler River Elementary School held a traditional dinner before the performance. •Performance was very well-received-approximately 80 people in attendance. •"Parent Survival Nights" • L.Nicholas hosted Munsee-Delaware's Parent Engagement session all day on April 20,2012. 'FNMI-PIC Is meeting on Thursday May 17, 2012 at the Education Centre to plan evenings for Onelda and Chippewa. c.Cultural Festival •Althouse College (Western University)onWednesdayJune 20*^. •1100 elementary students and educators from all over TVDSBto take part In workshops and hands-on learning experiences. • Confirmed presenters include Shannon Thunderbird (storytelling), Leo Nicholas (archery), Marcel Labelle (canoe making),Robert Morgan (soapstone carving).Patsy Day (FNMI games),Andrew Judge (the Clan System), Ray John Jr. (the Shield of Respect)and Dan and MaryLou Smoke (traditional opening). d. Voluntary Confidential FNMI Self-Identification Policy Implementation •June 4"^(7:00-9:00p.m.):KEYNOTE speaker:Theoren Fleury(Cree M6tis)-former NHL star,Stanley Cup winner, Olympicgold medal winner and author of the bestselling book "Playing With Fire"-Centennial Hall. •Theoren Fleury event is FREE.Tickets may be reserved by emailing oursharedviion@tvdsb.on.ca.Groups are encouraged to book tickets in blocks. 2012 June 12...21 15.REPORTS OF COIWWIITTEES -cont'd c.REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE -cont'd 6.PROGRAM SERVICES UPDATE -cont'd e.Aboriginal Resources • All Native Studies classes v^^ithln TVDSB have the new;textbooks from Pearson/ Goodminds.Teachers received in-service training on the textbooks at the TVDSB Native Studies/Native Language Teacher Symposium on Monday,May 14,2012 at Stoneridge Inn. f.FNMI Curriculum Connections Visiting Eiders/Cultural Teacher's Program •There have been on-going requests from schools. • C.George presented Medicine Wheel ieachlngs at Delaware and Lambeth Public Schools live and via webcast. •Other events with VECT participation included environmental festivals at Cleardale and John Dearness Public Schools,an arts festival at North Norwich Public School,Mental Health Awareness week at H.B.Beal Secondary School and the Native Studies/Native Language Teacher Symposium at the Stoneridge Inn. g.Canoe Building Project at H.B.Beal Secondary School Student feedback has been extremely positivewith regards to this project and its impact. •Students are filming throughout the project to create a documentary that can be used in the classroom by other TVDSB teachers. •Canoe will be ready for H. B.Seal Secondary School's anniversary weekend June 1 -3, and will be on display at Centennial Hall forTheoren Fleury's appearance June 4lh^ Exec. Supt.Elliott noted that there were additional updates from Program Services.She was joined byLearning Supervisor L.Pressey,R. Michaud-Turgeon,FNMI Education Advisor,and J.Wood of Research &Assessment. h.EQAO Results Exec.Supt.L. Elliott introduced J.Wood who discussed the EQAO results on Grade 9 EQAO Mathematics and Literacyfor 2008 to 2011 In detail. It was noted that the Ministry has combined self-Identification of FNMI students intoone category. Grade 9 EQAO l\/Jathematics •Due to small numbers,three cohorts of student data were combined. Where students participated inthe assessment for the same program onmultiple occasions,onlywhen one score was retained. If discrepancies between scores occurred,the highest score was retained. •Where students participated inthe Assessment for different programs,both scores were retained. 2012 June 12...22 15.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE -cont'd 6.PROGRAM SERVICES UPDATE cont'd h.EQAO Results -cont'd EQAO Secondary School Literacy Because of small numbers,three cohorts of student data were combined. In cases where more than one record per student exists within the three year time period, only the most recent record was retained. The information gathered by Research &Assessment allows secondary schools to determine the needs and supports required for individual success including resources put in place to help better prepare students. It was noted that Antler River and Standing Stone Elementary Schools look at back EQAO results in Grade 3 and Grade 6 to increase student achievement.It was also noted that itis important to look at the types of questions students struggled with and focusing on skills that students lack. Junior math student results are the weakest.The goal as a system Is to be on target with the provincial average in all areas. It was agreed that early literacy development is critical.Summer literacy programs are available to FNMI students living off-reserve. Chair Huff emphasized the importance of education for FNMI students and that trustees continue to send a message to both political groups for support. There was further discussion regarding the Ontario Secondary School Literacy Test. It was noted that FNMI students who do not pass Grade 9 English are deferred from taking the test until they pass the Grade 9 course. Chair Huff questioned how to proceed withthe sharing of data as stated inthe Tuition Agreement.It was noted that the sharing of information must comply withthe Municipal Freedom of Information and the Protection of Privacy Act. i. TVDSB Destinations Program, Experiential Learning Opportunities for 2011-2012 Exec. Supt.Elliott distributed information on the TVDSB Destination Program as requested by members for Information purposes.She provided brief information regarding the School within a Universitypilotprogram.Recruitment is currently taking place and those interested are to contact Program Services.Students are also able to obtain Information through their Guidance Counsellor. j.Cultural Fund Learning Supervisor L.Pressey distributed the Expenditure of Native Cultural Funds for information purposes. 2012 June 12...23 15.REPORTS OF COWIWIITTEES -cont'd c.REPORT OF THE FIRST NATIONS ADVISORY COMWIITTEE -cont'd 6.PROGRAM SERVICES UPDATE cont'd k.Education Funding -Technical Paper 2012-2013 Atthe request of the Committee,Exec. Supt.Elliott distributed the Education Funding - Technical Paper 2012-2013 which outlines how education is financed In the Province of Ontario.Page 45 describes the FNMI education supplement and three part allocation for native language,native studies and the per pupilallocation.The current budget is approximately $170k. A recent year-end review with L.Whiteye took place to discuss grants for next year. It was noted that there Is a difference infunding for reserves located in the north and the south. I.Terms of Reference Exec. Supt.Elliott distributed the Terms of Reference referred to Inthe Tuition Agreement as requested by Committee members for information purposes. 7.PRINCIPALS'UPDATE a.Delaware Central Public School Principal D.Mitchell provideda brief update regarding FNMI students attending DelawareCentralPublicSchool including 21 FNMI students who will attend a full-day session at Althouse College on 2012 June 20. b.Thames Secondary School Principal L.Mills provided the following reporton FNMI students attendingThames Secondary School. FNMI lunches continue bi-weekly withvarious themes attached:Attendance, Supports,Inclusion and Crafts. Astudentattended the Fanshawe College Pow Wow forthe Traditional Teachings and assisted withthe Haudenosaunee Social Songs/Dance. Five studentsattendedthe 4"^R Mentor Training at Western University •The 4*^R Mentoring Program begins April 2 for eightweeks. On April 12, 30 students attended the Nmaachihna Weare ReturningHome- Indigenous Environmental Education Centre in Moraviantown First Nation.A video of the excursion is currently beingedited forresource sharing within TVDSB. • C. Rogersattended the two dayconference Re-establishing Connections hosted by Eagles Nest on April26 &27. One FNMI Student Mentorattended the Grade 8 Transition Conference on April 30 hosted by 4^R Program. One FNMI Student attending the Mental Health -Student Voice Conference with the Student Success Centre on May 9. On May 14,all Grade 8 students and their families have been invited to attend an open house from 5:00 p.m. to 7:00 p.m. On May 18, the Grade 8 students will attend Athletic Orientation Day. 2012 June 12...24 15.REPORTS OF COWIIUIITTEES -cont'd c.REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE -cont'd 8.COiVIIVlUNITY UPDATES a.Chlppewas of the Thames D.Grosbeak of Chlppewas of the Thames First Nation advised that the following upcoming events will take place in the community: •June 8 - Antler River Elementary School Pow Wow (the student body of Caradoc Public School will be attending); •June 20 &21 -former students of Mount Elgin Indian Residential School event with guest speaker Phil Fontaine;and •June 21 - solidarity event day -community Pow Wow. b.Munsee-Delaware Nation C.Thomas updated the committee on the following: •June 30 - July 1 - community Pow Wow; •Eight graduates will be hosted for dinner for special recognition; and •Year-end student tripfor those who have achieved most or all of the required credits - more information to follow. c.Onelda Nation of the Thames Life Long Learning Administrator G. Hope was pleased to advise of the following events with respect to FNMI students: • May22- BridgingDay at Saunders Secondary School; •Career Fair (Sarnia) -Grade 6 students from Standing Stone Elementary will attend; May 31 -Empowerment workshops; •June 11 -Our Dreams Matter Too walk -Standing Stone Elementary; •August 15 - Back to school event at the Onelda Education Office. 9.ADDITIONAL ITEMS -none 10.FUTURE MEETING DATES 11. 2012 June 19 Education Centre-Katherine Harley Room Chair Huff requested that trustees take the opportunity to go out to the communities to see FNMI successes.He reminded members of Aboriginal/Solidarity Day on June 21 and also took he welcomed C.Thomas to the committee as a voting member of Munsee-Delaware. ADJOURNMENT A motion to adjourn the meeting at 4:40 p.m.was carried. RECOMMENDATIONS:none W.HUFF Chairperson 2012 June 12...25 15.REPORTS OF COMMITTEES -cont'd d.REPORT OF THE POLICY WORKING COMMITTEE,2012 May 22 4:06 p.m.-4:16 p.m. Members Administration and Others J.Bennett G.Hart D.Clark T.Grant (pro tempore Chair) B.Tucker K.Altken S.Christie Regrets:R.TIsdale Trustee Visitor:J.Todd 1.APPROVAL OF AGENDA -The agenda was approved by motion.In the absence of Chair TIsdale,Director Tucker presided over the election of the pro tempore Chair for the meeting. Trustee Grant was nominated and appointed by acclamation. 2.CONFLICTS OF INTEREST -none declared 3. COMMITTEE REPORT OF APRIL 24,2012 AND MAY 22,2012 TRACKING SHEET Director Tucker noted that the Transportation Policyand Procedure would be brought forward In September 2012.The Tracking Sheet was updated to reflect the change. 4.POLICY/PROCEDURE-TO COMMITTEE FOLLOWING PUBLIC INPUT -none 5.DRAFT POLICIES/PROCEDURES -none 6.DRAFT POLICY/PROCEDURE REQUIRING ADDITIONAL CONSIDERATION -none 7.POLICIES/PROCEDURES UNDER REVISION a.Privacy and Access Procedure Corporate Services Supervisor S. Christiejoined the meeting to present Section 17.0,an addition to the Privacy and Access Procedure. The section addresses the use of personal information In Board emails as they have become the majorcommunication toolforthe Board. Itwas noted that Including personal Informationin emails has the potential fora privacy breach as once sent,there is nocontrol over further unauthorized routing.With the Increasing use of personal mobile devices and tablets and their abilityto receive email, Board business Is now transmitted outside ofthe Board making wrongful disclosure more of a threat. Section 17.0 clarifies the appropriate use of personal Information In Board emails,where It should be protected and the expected retention of these records. The following motion was moved and carried: That section 17.0 of the Privacy and Access procedure be posted to the Board's website for 30 days for public input. It was noted that principals and administrative assistants have been notified of the changes and have easily adapt to the provisions. 2012 June 12...26 15.REPORTS OF COWIWIITTEES -cont'd d.REPORT OF THE POLICY WORKING COMMITTEE -cont'd 8.DRAFT/APPROVED POLICY/PROCEDURE REQUIRING FURTHER CONSIDERATION none 9.OTHER BUSINESS-none 10.DATE AND TIME OF NEXT MEETING The next meeting was scheduled for Tuesday,June 26, Inthe Governor SImcoe Room. 11.ADJOURNMENT The meeting adjourned by motion at 4:16 p.m. RECOMMENDATIONS:none TRACY GRANT Pro tempore Chair e.REPORT OF THE BUDGET ADVISORY COMMITTEE,2012 May 22 4:30 p.m.-6:10 p.m. Members Present G. Hart (Chair) W.Huff J.Todd J.Bennett Regrets:J. Coghlin, R.Tisdale Trustee Visitors:R.Campbell,D.Clark,T.Grant Administration and Others B.Tucker S.Christie K.Meeson K.Young J.Pratt M.E.Smith S. Macey K.Dalton P.Hearse P.Tufts K.Bushell K.Aitken P.Sattler (5:10), S.Polhill (5:20)M.Sereda R. Hoffman B.McKinnon (5:40) 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST J.Todd declared a conflict of interest to any staffing/negotiation matters citing spousal employment with the Board. 3.2012-13 BUDGET STATUS-UPDATE Supt.K.Meeson advised that the preliminary budget will be presented at a special Board meeting on May29. Ministryof Education (MOE)updates to the system have been received. She advised that an in-camera meeting may be required. The Budget binders will be couriered to trustees.Discussion and possible solutions will be considered at the June 12 Board meeting with budget deliberations at a special Board meeting on June 19.The approved Budget must be submitted to the Ministryby June 29,2012. 2012 June 12...27 15.REPORTS OF COWIMITTEES -cont'd e.REPORT OF THE BUDGET ADVISORY COMMITTEE -cont'd 4.CAPITAL Supt.Meeson described the accounting of Energy Management Savings.She advised that a meeting was held with the MOE to discuss possible alternative accounting treatment for the savings created from the Energy Management program. The MOE advised that the Board should approve the internalappropriation of the savings inthe accumulated surplus. Supt.Meeson advised that the MOE indicated that if the Board were to exceed the 1% threshold for compliance because of this funding ofcapital projects,they would see this as a functional rather than a structural deficit. To this effect, they would consider a multi-year approval for this reason rather than requiring a yearly review by the Ministry. Based on the discussions,Supt.Meeson advised that: •$5.4M will be removed from Utilities expense budgets and be set up as expense line In Corporate &Treasury as "Fundingfor Board Supported Capital Projects"; any expenses charged will relate to interest and amortization of Board supported capital projects; surplus fromthis line will be included inthe calculation of Board surplus each fiscal year end; • budget approval each year will require a motion to approve use of this internally appropriated surplus to offset the amortization expense for board supported capital projects;and at year end financial reporting,Audit Committee will recommend tothe Boardapprovalof the internalappropriation ofsurplus fromthis lineto support future expenses. Supt.Meeson responded to members'questions.Questioned ifthe funds could be used for anyother purpose,she advisedthatthefundsare notenvelopedaccordingtothe Ministry.The Board may Internally restrict and appropriate an amount for use. Inorder to be used forother purposes, approvalmust be obtained from the Board.The fundsare requiredforcapitalcosts for which there Is no MOE funding and the Board must make a commitment that It has sufficient funds to cover these future costs. 5.BUDGET CALENDAR Supt. Meeson described the budget development timelines noting special Board meetings scheduled for May 29 and June 19,2012. The draftBudget will be presented forapprovalon June 19.The Ministry deadline for submission Is June 29,2012. 6.BUDGET PRESSURES DirectorTucker presented the Budget pressures of$716,439 noting he anticipatesthe Budget development process will become more challengingover the next fewyears. Heindicated the expenses that are to be reviewed annually and those that are ongoing. He responded to members'questions. Itwas noted that additional funds are required to meet compliance expectations based on legislation, e.g.workplace safety. It was suggested that the matter be taken to OPSBA for support. 2012 June 12...28 15.REPORTS OF COMMITTEES -cont'd e.REPORT OF THE BUDGET ADVISORY COMMITTEE -cont'd 7.BUDGET SOLUTIONSn*RUSTEE CONSIDERATIONS The meeting moved in camera at 4:27 p.m. to discuss legal and personal matters.It reconvened in public session at 6:04 p.m. 8.OTHER BUSINESS-none a. May 29 Special Board Meeting Plans Supt.Meeson described plans for the May 29 Special Board meeting noting a power point presentation will be delivered on how the budget has been built, a summary of the provincial outline will be described and an opportunity for trustees to ask questions will be given. The next Budget Advisory Committee meeting is scheduled for June 5,2012.At the June 12 Board meeting,the draft budget will be debated.On June 19,the items will be discussed in detail seeking Budget approval. 9.NEXT MEETING The next meeting was scheduled for June 5,2012,in the Trustee Conference Room. 10.ADJOURNMENT A motion to adjourn was moved and carried at 6:10 p.m. RECOMMENDATIONS:none GRAHAM HART Chairperson f.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA,2012 MAY 29 -deferred to 2012 June 26 2012 June 12...29 (. ^15.REPORTS OF COWIWIITTEES -cont'd g.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE,2012 JUNE 5 12:22 p.m.-2:13 p.m. Members Administration and Others Thames Valley Children's Centre,J.Gritzan (Chair)Elementary Principal,L.Carswell Trustee T.Grant (Vice-Chair)Elementary Principal,R.Culhane Autism Ontario, J. Wright -1:30 Learning Supervisor,J.Johnston Children's Aid Society of London &Middlesex,Secondary Principal, N.Fader -1:00 M.Cvetkovich Superintendent of Special Education, Chippewas of the Thames,C.Dendias K.Edgar Easter Seal Society,A.Morse Epilepsy Support Centre,B. Harvey FASD E.LM.O.,P.Schuck Learning Disabilities Association of Ontario,T. Fawdry Thames Valley Council of Home and School Associations,A.Morell+1:30 Trusteed.Bennett Trustee R.Campbell Vanier Children's Services,B.Montminy Voice for Hearing Impaired Children, M.Barbeau +12:30 Regrets: Associationfor Bright Children,D.Ensing Community Living London, S. Wilson Secondary Vice-Principal,V.Tovi^ell Guests:K.Meeson,Superintendent of Business, Thames Valley District School Board 1.CALL TO ORDER The meeting was called to order at 12:22 p.m. inthe Dundas Room at the Education Centre by Chair Gritzan. 2.CONFIRMATION OF AGENDA The agenda was amended to add autism level of support for next year. The agenda was approved as amended. 3.CONFLICT OF INTEREST-none 4.MINUTES OF MEETING FROM 2012 MAY 07 The minutes were approved as printed. 5.BUSINESS ARISING FROM THE MINUTES OF 2012 MAY 07 A.Morseupdatedthe committee onthe parentresource video.The video is approximately 25 minutes inlength.The committee is proposing that the video be posted tothe Board's website with the placementto be decided bythe special educationdepartment e.g. a separate page or add to parent resources page.The committee envisions a written introduction with links to SEAC but witha focus on the fact Itis a parent resource not a SEAC resource.There is some final editing to be completed.A.Morse will fon/vard toSEAConce final editing iscompletedfor >-feedback.L.Carswell commended A.Morse forthe exemplary work she hasdone coordinating .and working on the video project. 2012 June 12...30 15.REPORTS OF COMWIITTEES -cont'd g.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd 5.BUSINESS ARISING FROM THE MINUTES OF 2012 MAY 07 -cont'd The Board Improvement Plan for Student Achievement (BIPSA)will be added to future agenda items.Supt K.Edgar noted the SEAC feedback was presented to senior administration and principals. 6.SPECIAL EDUCATION BUDGET PRESENTATION Supt.K.Meeson,provided a handout (Appendix A) to the committee of a Special Education Overview from a recent presentation to the Board of Trustees..Supt.Meeson explained funding frameworks for 2012-2013.The government Provincial Table Discussions were reviewed e.g. retirement gratuities.The revenues from the government for 2012-2013 is assuming the Provincial Table Discussions will be agreed to. Special Education funding will be held at approximately the same levels as the previous year. Supt.Meeson reviewed the Special Education per PupilAmount,Special Equipment Amount, High Needs Amount, Special Incidence Portion, Behavioural Expertise Amount, Pupil Foundation and Teacher Qualification and Experience Grants and Special Education Envelope Surplus. In response to a question,Supt.K.Edgar noted special education Full Day Kindergarten Teachers on Special Assignment and Educational Assistants for2012-2013 will be permanent staff while others may be casual depending on funding. Identified students have been increasingwhiletotalenrolment has been decreasing,however.Identified students atthe Board Is In linewith provincial averages.Claims based expenses have Increased. 2012-2013 staffing was discussed noting elementary staffing will be down and secondary staffing will be up slightly as there will be an increase in secondary developmental students. Some elementary developmental classes have closed as a resultofa decrease inapplications while three secondary developmental classes will open with one at each:Saunders Secondary School, Ingersoll DistrictCollegiate Instituteand Westminster Secondary School,deleted PPM sentence The Board isplanning on an additional 30full-day kindergarten educational assistants for 2012- 2013, however, this cannot be completed untilthe budget is approved.J. Wright noted that Autism Ontario has been receiving several calls from families reporting loss of services and support for Autism students.Learning Supervisor Johnston noted that the Board Is not decreasing service levels for autism and recommends that Autism Ontario direct these parents to call their school to discuss the student needs.It was noted that there may be a shift of services based on individual schools high needs data students.Collaboration funds were discussed. 7.MOTIONS TO THE BOARD OF TRUSTEES RE BUDGET AND SPECIAL EDUCATION REPORT Recommendation That the Board approve the2012-2013 Special Education Budget as presented atthe2012 June 05 SEAC meeting thanking the Board for Its continued special education support noting concerns that the Ministry funding formula does not match the total Special Education needs within the Board. The recommendation was approved by motion. 2012 June 12...31 15.REPORTS OF COMMITTEES -cont'd g.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd 7.MOTIONS TO THE BOARD OF TRUSTEES RE:BUDGET AND SPECIAL EDUCATION -cont'd Recommendation: SEAC recommends,after having reviewed and provided input into the 2012-2013 Special Education Report and Special Education Budget,that the Board approve the report for submission to the Ministry of Education. The recommendation was approved by motion. 8. NUMBEROF STUDENTS BYEXCEPTIONALITYANDGRADE REPORT (STANDINGITEM) Supt.K.Edgar provided an updated report to the committee (Appendix B).There was a group discussion regarding the Autism exceptionality and the factors that may result in a decrease in secondary numbers such as students electing not to return in semester two. 9.NEW BUSINESS-none 10.FORUM ASSOCIATION UPDATES The OAFCCD Parent Engagement Video is not quite finalized. A.Morse will keep the committee updated. LDALR Annual General Meeting will be on June 18, 2012 with guest speaker Dr. Norm Foreman,author of Exceptional Children -Ordinary Schools (Appendix 0) FASD:All inThis Together,Building Success Across the Lifespan of Fetal Alcohol Spectrum Disorder Symposium on May26,2012 was very successful.Congratulations were extended to Tracy Grant on the successful forum. The Board's Strategic Planning session on May 31, 2012 had the maximum number of participants of 100.Students,staff members and community members were all represented. The next Strategic Planning Public Consultation will be held at Parkside Collegiate Institute on June 14,2012. The Epilepsy Support Centre has moved to the Rick Berg House at 690 Hale Street,London thanks to the generosity and sponsorship of 3M. Children's Aid Society Annual General Meeting is scheduled for June 6,2012. Thanks and appreciation to Secondary Principal V.Towell for her many years on SEAC and congratulations on her retirement. 11.FUTURE MEETING DATES Date Time Location Tuesday,Sept.11,2012 11;45 am-03:00 pm London Room,Education Centre Tuesday,Oct.2,2012 11:45 am-03:00 pm London Room,Education Centre Monday,Nov. 5,2012 06:30 pm-09:30 pm London Room,Education Centre Monday,Dec.3.2012 06:30 pm-09:30 pm London Room,Education Centre Tuesday,Jan.8,2013 11:45 am-03:00 pm London Room,Education Centre Tuesday,Feb.5,2013 11:45 am-03:00 pm London Room,Education Centre Tuesday,Mar. 5,2013 11:45 am-03:00 pm London Room,Education Centre Monday, April1,2013 06:30 pm-09;30 pm London Room,Education Centre Monday,M^6,2013 06:30 pm-09:30 pm London Room,Education Centre Tuesdav.June 4.2013 11:45 am-03:00 om London Room.Education Centre 2012 June 12...32 15.REPORTS OF COMWIITTEES -cont'd g.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd 12.FUTURE AGENDA ITEMS •Number of Students by Exceptionality and Grade Report (Standing Item -K.Edgar) •SEAC Learning Website •Developmental Services Ontario (DSO)Organizations Presentation •Program Research Update (0.Stager) •Strategic Planning Process • DVDunveiling (A.Morse) • Board Improvement Plan for Student Achievement 13.ADJOURNMENT The meeting adjourned at 2:13 p.m. on motion. RECOMMENDATIONS: 1.That the Board approve the 2012-2013 special education budget as presented at the 2012 June 05 seac meeting thanking the Board for its continued special education support noting concerns that the Ministry funding formula does not match the total special education needs within the board. 2.SEAC recommends,after having reviewed and provided input into the 2012-2013 Special Education report and Special Education budget,that the Board approve the report for submission to the Ministryof Education. J.Gritzan Chairperson Trustee Jaffe declared a confiict of interest regarding Recommendation 1 citing spousal employment with the Board. Recommendation 1 was moved by T. Grant,seconded by S. Polhill and carried. Trustee Polhill suggested that Recommendation 2 be deferred to the 2012 June 26 Board meeting. The following motion was moved by S. Polhill,seconded by T.Grant and carried: That Recommendation 2 of the June 5,2012,SEAC report be deferred to the June 26,2012,Board meeting-"SEAC recommends,after having reviewed and provided input into the 2012-2013 Special Education Report and Special Education Budget,that the Board approve the report for submission to the Ministry of Education to the 2012 June 26 Board". h.REPORT OF THE CHAIRS'COMMITTEE,2012 JUNE 5 3:04 p.m.-4:50 p.m Members Administration and Others J.Bennett (Chair)G.Hart B.Tucker K.Aitken T.Grant M.Sereda S.Christie K.Meeson Regrets:R.Tisdale I 2012 June 12...33 15.REPORTS OF COMMITTEES -cont'd h.REPORT OF THE CHAIRS'COMMITTEE -cont'd 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST -none declared 3.REVIEW AND APPROVAL OF 2012 JUNE 12 BOARD AGENDAS The agendas for the in-camera and public Board meetings of 2012 June 12 were discussed and updated.Arrangements for Terry Robert's memorial tree were also discussed. 4.CORRESPONDENCE -none 5.JUNE 12 ADMINISTRATIVE PRESENTATION -SCHOOL ADDITIONS Plans to present the three additions to Orchard Park,North Meadows and Southdale Public Schools at the June 12 Board meeting were discussed. 6.CITY OF LONDON ADVISORY COMMITTEE REPRESENTATIVE The Board received correspondence from the City of London, City Clerk regarding the nomination of a Board representative for the Accessibility AdvisoryCommittee for the term ending November 30,2014.It was agreed that Trustee Campbell would continue to serve on the committee.The following motion was moved and carried: That Trustee Rob Campbell be appointed to the Cityof London Accessibility Advisory Committee for the term ending November 30,2014. 7.STRATEGIC PLANNING-NEXT STEPS Exec. Supt.M.Sereda and Supt K.Meeson joinedthe meeting to discuss next steps including the additionalfunds through department accounts tocover costs toAugust 31,2012.Abudget adjustment will be made and $15k fromthe new trustee PD linewill be applied as agreed inthe April 10 Board motion.Costs associated to cover re-branding expenses will be broughttothe Board at a later date. Itwas confirmedthat OESC covers halfofthe meeting and facilitator expenses.Supt. Meeson will clarify the OESC Invoicedand the account will be adjusted accordingly. Strategic Planning sessions are scheduled for June 14{Parkside Collegiate Institute),September 27 (Education Centre), and October4 {Ingersoll District Collegiate Institute).Todate, there has been positive feedback fromthe communityand push emails will be sent through Public Affairs advising of the upcoming meetings. The Board's mission, visionand commitments were discussed.The alignmentofthe Strategic Plan and the Director's expectations (focus on excellence,signature learning experiences, responsibilityto lead and renew the passion)as a system were also discussed.Following the Director's presentation on April 20, itwas noted that these prioritiesare currentlyreslnatingwith system staff through leadership and excellence. The importance for trustees to publicly endorse the initiative was also noted. Further Informationoutliningthe draft mission, visionand commitments,as well as the Strategic Plan and the Director's expectations are available on the Board's website. 2012 June 12...34 15.REPORTS OF COMMITTEES -cont'd h.REPORT OF THE CHAIRS'COMMITTEE -cont'd 8.TRANSPORTATION MEETING -FOLLOW-UP/NEXT STEPS It was suggested that Transportation information meetings continue to be scheduled two to three times per year with the next meeting In September where there will be an open dialogue on the issue.This will provide an opportunity for trustees to share feedback they are receiving from their communities. It was noted that the Transportation Policy will be brought back through the Policy Working Committee in September.. 9.MEMBERSHIP -AD HOC COMMITTEE FOR REVIEW OF BOARD BYLAWS Chair Bennett sought Committee inputto fill membership on the Board BylawReview Ad Hoc Committee:The following motion was moved and carried: That the following trustees be appointed to the Board Bylaw Review Ad Hoc Committee: -Trustee J.Bennett -Trustee D.Clark -TrusteeT.Grant -Trustee B.McKinnon and that a report be brought to the Board by 2012 October 23. 10.REQUEST FOR TRUSTEE CELL NUMBERS Director Tucker described a request from a Cityof London Councillor for trustee Board-issued cell numbers.He noted that under section 2 (2.1)of the Municipal Freedom of Information and Protection of PrivacyAct,Business IdentityInformation,"Personal Information does notInclude the name,title,contact Information or designation of an individual that identifies the Individual ina business,professional or official capacity." He confirmed the appropriateness ofproviding this Information to the public.The Director will meet with the councillor to provide the requested Information. It was noted that community members are able to leave voice mail through trustees'2000 extension at the Board Office. Their cell phones do not have voice mail. 11.W.JOHN LAUGHLIN LEADERSHIP AWARD Director Tucker presented a nomination for the 2012 W.John Laughlin Leadership Award notingthe recommendation was submitted by 12 supervisory officers. It was noted that this is the final year offunding for the award.The following motion was moved and carried: That the following principal leaders of the Community of Schools PA/P P.D.Committee be awarded the 2012 W.John Laughlin Leadership Award. Paul Panayl Michelle Deman Patti Westaway Patty Thompson Valerie Morrison Helen Mahabir The award will be presented at the June 26 Board meeting.S.Christie willinvite Mr.Laughlin to attend to present the award. 2012 June 12...35 15.REPORTS OF COMn/IITTEES -cont'd h.REPORT OF THE CHAIRS'COMMITTEE -cont'd 12.CHILD &YOUTH FEEDBACK AND ENDORSEMENT PROCESS Director Tucker reviewed the sample letter received by L.Livingstone in support of London's Childand Youth Network and the strategic plan articulated in The Best for Our Children, Youth arid Families: The Next Three Years of London's Child and Youth Agenda to 2015. It was noted that last year, the Board Chair wrote a letter of support for the initiative.The item will be discussed further at the LongTerm Community Partnership meeting in September. 13.INCIDENTS OF STUDENTS VIEWING INAPPROPRIATE WEBSITES Director Tucker advised that a recent survey of elementary and secondary principals indicates that a vast majority of schools have not had any incidents of students viewing inappropriate websites.There have been some incidents,both intentional and unintentional,that have arisen and were dealt with at the school level. 14.PROPOSED DATE TO MEET WITH LDCSB TRUSTEES The London DistrictCatholic School Board trustees will host a meeting with Thames Valley tnjstees on September 13 at 6:30 p.m.Trustees are strongly encouraged to attend. 15.OTHER BUSINESS a. 34 Credit Meeting Director Tucker noted that a 34 Creditmeeting withthe South-western Region will be held on June 6where an administrative perspective and implicationsIncluding budgetand credit accumulation will be discussed.Although OPSBA and CODE have requested that trustees and senior administration attend,Director Tucker has recommended that some members ofthe senior team attend and report back. He requested that trustees email him any pending issues they would like to have presented. b.Archery In response to a query.DirectorTucker advised that there is nofundingforarchery teams. There are currently six secondary schools who have archery teams that will now be considered a "club".There are no provincial or regional competitionsand the onlyprevious fundingfrom TVRAA was for plaques and medals. However,TVRAA will no longer fund or support the sport. Chair Bennett will respond to the email received. 16.FUTURE MEETINGS The next Committee meeting was scheduled for June 20 at 9:00 a.m. 17.ADJOURNMENT The meeting adjourned at 4:60 p.m. by motion. RECOMMENDATIONS: 1. That Trustee Rob Campbell be appointed to the City of London Accessibility Advisory Committee for the term ending November 30,2014. 2012 June 12...36 15.REPORTS OF COIUIMITTEES -cont'd h.REPORT OF THE CHAIRS'COWIIUIITTEE -cont'd Recommendations -cont'd 2.That the following trustees be appointed to the Board BylawReview Ad hoc Committee: -Trustee J.Bennett -TrusteeD.Clark -TrusteeT.Grant -Trustee B.McKinnon and that a report be brought to the Board by 2012 October 23. J.BENNETT Chairperson The recommendations were moved by G. Hart,seconded by P.Jaffe and carried. It was noted that this is the last year of funding for the W. J. Laughlin Staff Development and Leadership Award. Director Tucker will discuss the matter withthe Chairs'Committee. REPORT OF THE BUDGET ADVISORY COMMITTEE,2012 JUNE 5 5:00 p.m.-6:56 p.m. Members Present J.Bennett (ex Officio) W. Huff G. Hart (Chair) J.Todd R.Tisdale via conference (-5:29) Regrets:J. Coghlin Trustee Visitor: T.Grant,R.Campbell, P.Sattler 1.APPROVAL OF AGENDA The agenda was approved by motion. Administration and Others B.Tucker K.Meeson J.Pratt M.Sereda K.Bushel] 8.Macey L.Elliott K.Young P.Hearse K.Dalton K.Aitken J.Berkin 2.CONFLICTS OF INTEREST Trustee Todd declared a conflict of interest citing spousal employment with the Board. 3.BOARD MEETING -2012 JUNE 12 Superintendent Meeson provided a highlightof the expected agenda for the budget discussion and Trustee considerations to take place at the 2012 June 12 Board meeting.Manager Pratt distributed the preliminary budget status,proposals,solutions and items for Trustee consideration.Administration confirmed that the budget is compliant,PSAB requirements Included,as it now stands. Superintendent Meeson gave a description,historic review and explanation of the items listed for Trustee consideration and confirmed that they are not contained in the preliminary budget. Trustees were encouraged to ask questions and seek clarification priorto the June 12 meeting in order that Administration can address any concerns and prepare follow-up information required for the evening.Trustee discussion and questions of clarification followed. 2012 June 12...37 15.REPORTS OF COIWWIITTEES -cont'd i.REPORT OF THE BUDGET ADVISORY COWIWIITTEE -cont'd 3.BOARD MEETING -2012 JUNE 12 -cont'd Itwas noted that the Audit Committee will receive the consultant's report pertaining to materials handling at the 2012 June 19 meeting and that a legal opinion has been sought.Director Tucker emphasized that amounts listed as possible solutions were not necessarily Administration recommendations,but were considerations available to Trustees. Superintendent Meeson described the public input she has received to date.All input will be fon/varded to Trustees and applicable discussion and response will occur at the June 12 meeting. 4.SPECIAL BOARD MEETING -2012 June 19 Superintendent Meeson reviewed the process for budget debate and approval on June 19. She noted that the interactive spreadsheet will be projected and will Indicate the Impact to the budget's balance as items are approved to be Included and/or removed from the budget. Motions required for approval ofthe budget will be built as Trustees approve the Inclusion and removal of Items. DirectedTucker reminded Trustees ofthe Importanceof discussion regardingfunding sources for capital projects. Itwas agreed that this explanation would take place at the June 12'^ meetingand will be relatedtothe materialpresented In the 2012-13 Preliminary Budgetbinder. It was agreed that there were no requirements for an in-camera session on June 19 at this time. Trustee Huff expressed concern regarding the success of programming for FNMI students. Discussion regarding indicators of success and available data followed.Director Tucker noted EQAO reporting that will be availableinthe near futureand the possibility of reporting back in the next school year. The Committee emphasized the Importance of Administration highlighting the cautious approach they have taken with the budget and the steps taken to address the shortfall and achieve savings. 5.OTHER BUSINESS a.In-camera -Negotiations and Legal The Committee moved In-camera at 5:44 p.m. to discuss negotiation and legal budget matters.Trustee Todd removed himself from the in-camera session.The Committee reconvened In public session at 6:08 p.m. 6.NEXT MEETING-none 7.ADJOURNMENT A motion to adjourn was moved and carried at 6:56 p.m. RECOMMENDATIONS:none ^^GRAHAM HART 'Chairperson 2012 June 12...38 15.REPORTS OF COIWWIITTEES -cont'd j.REPORT OF THE COMMITTEE OF THE WHOLE - INCAMERA,2012 JUNE 12 16. Members Present Administration and Others 8.Amri P.Jaffe B.Tucker M.Moynlhan J.Bennett B.McKinnon K.Dalton V.Nielsen R.Campbell S.Polhill M.Sereda M.E.Smith D.Clark P.Sattier C.Bourbonnais-P.Tufts J.Coghlin R.Tisdale (teleconference)MacDonald K.Wilkinson T.Grant J.Todd K.Edgar K.Bushel! G.Hart (Chair)L.Griffith-Jones S.Christie K.Meeson K.Young Regrets:W.J.Tai Absent:W.Huff The Committee met in camera from 5:05 p.m. to 5:45 p.m. 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST Conflicts of interest were declared by Trustees P.Jaffe and J.Todd to items 8. C, d and e, citing spousal employment with the Board. 3.Confidential personal matters were discussed. 4.RISE AND REPORT A motion to rise and report was moved and carried at 5:45 p.m. RECOMMENDATION: That the motion approved at the in-camera session of Jne 12,2012,related to resignations by mutual consent be approved. GRAHAM HART Chairperson Trustees Jaffe and Todd declared conflicts of interest related to items 8.c,S.d and S.e citing spousal employment with the Board. The recommendation was approved on motion ,ofG. Hart,seconded by T.Grant. COMMUNICATIONS a.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION -UPDATE Trustee Grant noted that the Annual General Meeting was held recently in Thunder Bay where emerging issues relating to budget and negotiations,34 credit funding,strategies to support strength based-learning and other administrative issues were discussed. She advised that Trustee Sattier is OPSBA's Western Region Vice-president and Trustee Grant will serve as the alternate for the OPSBA Policy Working Committee. 2012 June 12...39 16.COMMUNICATIONS -cont'd b.SPECIAL EDUCATION ADVISORY COMMITTEE APPOINTMENT The Board received correspondence from the Regional Manager of Autism Ontario seeking approval to appoint Shari Bishop as the alternate to the Board's Special Education Advisory Committee forthe 2012-2013 term. The following motion was moved byG. Hart,seconded byS. Polhill and carried. That Shari Bishop be appointed the alternate for Autism Ontario -London on the Board's Special Education Advisory Committee. 17.NOTICE OF MOTION -none 18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 19.ADDITIONAL ITEMS -none 20.QUESTIONS/COMMENTS BY MEMBERS Trustee Grant reported on the secondary Special Olympics noting the significant number of staff who volunteer their time to provide the athletes with an opportunity to compete.She encouraged trustees to attend the upcoming elementary Special Olympics. 21.ADJOURNMENT The meeting adjourned at 11:50 p.m. on motion of S. Polhill,seconded by P.Jaffe. Confirmed: airperson 2012 June 12...40 SUMMARY OF APPROVED RECOMMENDATIONS OF 2012 JUNE 12 That the Board approve the attached design, budget, and tentative schedule forthe proposed addition and renovation to Orchard Park Public School. That administration proceed to tender the proposed additionand renovation to Orchard Park Public School, pending receipt of iVIInistry of Education approval to construct the project. That the Board approve the attached design, budget, and tentative schedule forthe proposed addition and renovation to North Meadows Public School. That administration proceed to tender the proposed addition and renovation to North Meadovi/s Public School, pending receipt of Ministry of Education approval to construct the project. That the Board approve the attached design, budget, and tentative schedule for the proposed addition and renovation to Southdale Public School. That administration proceed to tender the proposed addition and renovation to Southdale Public School, pending receipt of Ministry of Education approval to construct the project. That the Board implement Option #2 as presented related to internet filtering that provides for content warning subject to budget considerations with a report from the senior administration to be brought back to the Board in June,2013. That the new elementary public school in Norwich be named Emily Stowe Public School. That the Board approve the 2012-2013 special education budget as presented at the 2012 June 05 SEAC meeting thanking the board for its continued special education support noting concerns that the Ministry funding formula does not match the total special education needs withinthe board. That Recommendation 2 of the June 5,2012,SEAC report be deferred to the June 26,2012,Board meeting-"SEAC recommends,after having reviewed and provided input into the 2012-2013 Special Education Report and Special Education Budget,that the Board approve the report for submission to the Ministryof Education to the 2012 June 26 Board". That Trustee Rob Campbell be appointed to the City of London Accessibility Advisory Committee for the term ending November 30,2014. That the following trustees be appointed to the Board Bylaw Review Ad Hoc Committee: -Trustee J.Bennett -Trustee D.Clark -Trustee T.Grant -Trustee B.McKlnnon and that a report be brought to the Board by 2012 October 23. That the motion approved at the in-camera session of June 12,2012,related to resignations by mutual consent be approved. That Shah Bishop be appointed the alternate for Autism Ontario - London on the Board's Special Education Advisory Committee.