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9/11/2012 - Regular Board Meeting1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING,PUBLIC SESSION 2012 September 11,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA V-verbal M -material V V iVI M V CALL TO ORDER O CANADA APPROVAL OF AGENDA OFFICIAL RECORD RECOGNITIONS a.Supplies for Students -Chantal McLaughlin -Natalie Trimble b.Summer Olympic Participants -Lesley Thompson-Willie -Gar Leyshon -Dennis Nielsen -Damien Warner CONFLICTS OF INTEREST CHAIR'S ANNOUNCEMENTS DIRECTOR'S ANNOUNCEMENTS PUBLIC INPUT-none ADIMINISTRATIVE PRESENTATIONS a.2012-2013 School Opening MINUTES OF THE 2012 JUNE 26 BOARD AND 2012 AUGUST 21 SPECIAL BOARD MEETINGS a.Confirmation of Minutes b.Business Arising from the Minutes STUDENT TRUSTEES'UPDATE REPORTS FROM THE ADMINISTRATION -none V V V V M 14.REPORTS OF COMMITTEES a.First Nations Advisory Committee,2012 June 19 M b.Policy Working Committee,2012 June 26 M c.Chairs'Committee,2012 September 5 M d.Committee of the Whole In Camera,2012 September 11 V 15.COMMUNICATIONS a.Ontario Public School Boards'Association •Update V b.Special Education Advisory Committee Appointment M c.First Nations Advisory Committee Appointment -Chippewas of the Thames First Nation M d.First Nations Advisory Committee Appointment -Oneida Nation of the Thames M 16.NOTICE OF MOTION 17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 18.ADDITIONAL ITEMS 19.QUESTIONS/COMMENTS BY MEMBERS 20.ADJOURNMENT THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING OF 2012 SEPTEMBER 11,7:00 P.M. BOARD ROOM,EDUCATION CENTRE The Board met in regular session on 2012 September 11 in the Board Room at the Education Centre, meeting in public session at 7:00 p.m.to 8:50 p.m.The following were in attendance: TRUSTEES J.Bennett (Chair) R.Campbell P.Forron T. Grant* G.Hart W.Huff Regrets:D.Clark, J.Coghlin,R.Tisdale P.Jaffe E.Kim B.McKinnon (via teleconference)(-8:50) 8.Polhill P.Sattler J.Todd ADMINISTRATION AND OTHERS B.Tucker V.Nielsen K.Dalton M.E.Smith L.Elliott B.Sonier C.Bourbonnais-MacDonald P.Tufts K.Edgar K.Wilkinson L.Griffith Jones K.Bushell S.Hughes S.Christie K.Meeson K.Young M.Moynihan S.Young K.Altken 1.CALL TO ORDER Board Chair J.Bennett called the meeting to order at 7:00 p.m. 2. O CANADA -The meeting was opened with the playing of O Canada. 3.APPROVAL OF AGENDA Chair Bennett welcomed the 2012-2013 Student Trustees,E. Kim and P.Forron to the meeting.The agenda was approved on motion of G. Hart,seconded by T Grant.The circled items were approved. 4.OFFICIAL RECORD S.Christie,Supervisor,Corporate Services,read the following official record into the minutes: We regret to record the death of Michael Piccolo, a Technical Support Analyst with the Thames Valley District School Board on 2012 September 7. 5.RECOGNITIONS a.Supplies for Students Manager K.Young introduced C.McLaughlin and N.Trimble and recognized them for their volunteer role in Supplies for Students,an annual initiative run by the Thames Valley Education Foundation.The campaign ensures every child in need starts the school year with a new backpack filled with school supplies.Ms.McLauhlin and Ms.Trimble thanked the Board for this recognition. b.Summer Olympic Participants Exec.Supt.K. Dalton recognized L.Thompson-Willie,a seven-time Olympian and five-time Olympic medalist,for her contribution to the Summer Olympics.Ms.Thompson-Willie is the coxswain of the silver medal won by the Women's Canadian Rowing Team.She is also a teacher-librarian at London South Collegiate and recipient of the Difference Maker awar6 which recognizes individuals who have made a significant impact in their community and a difference in the lives of others. 5.RECOGNITIONS -cont'd b.Summer Olympic Participants -cont'd Supt.L.Griffith-Jones recognized D.Warner,student alumni of Montcalm Secondary School, placed fifth inthe two-day men's decathlon at the 2012 Summer Olympics. He was accompanied by his dedicated coaches at D.Nielsen and G.Leyshon both teachers at Montcalm Secondary School. 6.CONFLICTS OF INTEREST Trustees Jaffe and Todd declared conflicts of interest citing spousal employment with the Board. 7.CHAIR'S ANNOUNCEMENTS Chair Bennett requested trustees who volunteered to be on Bylaw Review Committee to remain after the meeting to set a meeting date. 8.DIRECTOR'S ANNOUNCEMENTS Director Tucker noted that the United Way campaign kicked off at the John Labatt Centre with this year's goal of $8.7M. He thanked Central Secondary School and Sir Frederick Banting Secondary School for their participation in the event,as well as several staff members. 9.PUBLIC INPUT-none 10.ADMINISTRATIVE PRESENTATIONS a.2012-2013 School Openings Exec.Supt.Dalton expressed her appreciation to the staff who worked through the Labour Day weekend to ensure that projects were completed and ready for the opening of schools on September 4.She noted that the first week of school was a success throughout Thames Valley. Exec.Officer K.Bushell provided a detailed update on various construction projects including the completion of Year 3 Full-Day Kindergarten (FDK)sites. Accommodation/Program Capital Proiects • 4 schools decommissioned -•Emily Stowe Public School •Oxbow Public School -Addition &Renovations London •Huron Park Secondary School (Technical Shop renovations) St.Thomas •Arthur Voaden Secondary School •Balaclava Public School St.Thomas -re-opened as an Alternative Education/Continuing Education site Full-Dav Kindergarten Year 3 •36 sites opened • Five prior Capital projects included 19 FDK rooms for Year 3 Four FDK additions completed this year -14 new FDK rooms were constructed 15 FDK renovation projects completed - 17 additional FDK classrooms were renovated • Total Capital FDK Year 3 approximately $8.4M 10.ADMINISTRATIVE PRESENTATIONS -cont'd 10.ADMINISTRATIVE PRESENTATIONS -cont'd a.2012-2013 School Openings -cont'd Full-Dav Kindergarten Year 4 • 31 sites to implement FDK Sept 2013 • Nine FDK additionsand 18 FDK renovations projects are in the design pliase or construction has commenced •Estimated Capital expenditure $14.5l\/i School Renewal 2011-12 143 school renewal projects completed which included: • Fire and Safety upgrades •Asbestos Abatement •Program Enhancements •Special Needs renovations •Service replacements • Roofing restoration or replacement • Boiler and HVAC replacement • Fire Alarm and Intercom replacements •Window replacement •Grounds and Asphalt replacements •Masonry and Concrete restoration • Energy Management projects Portables • 6 unit portapak installed at Pierre Elliott Trudeau •34 portables relocated for accommodation • 4 portables decommissioned an sold Other •Numerous maintenance projects along with summer custodial cleaning programs were completed over the summer 11.MINUTES OF THE 2012 JUNE 26 BOARD AND 2012 AUGUST 21 SPECIAL BOARD MEETINGS a.CONFIRMATION OF MINUTES The minutes of the Regular Board Meeting of 2012 June 26 and Special Board Meeting of 2012 August 21 were adopted on motion of T. Grant,seconded by R. Campbell. b.BUSINESS ARISING FROM MINUTES -none 12.STUDENT TRUSTEE'S UPDATE -none 13.REPORTS FROM THE ADMINISTRATION -none 14.REPORTS OF COMMITTEES a.REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE 2012 June 19 3:00 p.m.-4:27 p.m. MEMBERS PRESENT W. Huff,Trustee (Chair) D.Grosbeck,Chippewas of the Thames C.Thomas,IWunsee Delaware Nation (-4:27) L.Nichoias,Munsee Delaware Nation Regrets:P.Sattler G.Hope J.Bennett Absent:J.French ADMINISTRATION AND OTHERS L.Elliott,Executive Superintendent, Program Services R. Michaud Turgeon,FNMI Education Advisor L.Pressey,Learning Supervisor, Program Services K.Aitken,Corporate Services Don MacPherson,Principal,H.B.Beal SS L Mills,Principal,Thames SS M.Ferdinand,Program Services J.Wood,Research and Assessment M.Deeb,Vice-Principal,Saunders SS 1 CALL TO ORDER The meeting convened at 3:00 p.m. inthe Katherine Hariey Room at the Education Centre. 2. APPROVAL OF AGENDA -The agenda was approved as printed by motion. 3.CONFLICTS OF INTEREST -No conflicts of interest were declared. 4.REPORT OF MEETING -2012 MAY 15 -provided for information 5.BUSINESS ARISING FROM MINUTES -none 6.PROGRAM SERVICES UPDATE Exec.Supt.L. Elliott asked R.Turgeon to provide an update on the following items: a. Ministry Grant Funding Update Aboriginal Perspectives:A Teacher's Toolkit • 23 TVDSB teachers took part in sessions on June 6 and 13 at Antler River Elementary School. •Participants received $100 of books from Goodminds. •Teachers participate in "best practice"lessons in classrooms,drawn from the TVDSB resource "Two Paths,One Journey". •Teacher feedback was overwhelmingly positive-"we need to continue these opportunities". •Can be a priorityfor grant funding to provide further days such as this at both Antler River and Standing Stone Elementary Schools.Antler River Elementary School teachers have also expressed the desire to visit TVDSB classrooms. Family and Student Achievement •"Parent Survival Nights" •Oneida will host "Turtle Concepts"at Oneida Community Centre on June 20. •Chlppewa will hold their parent "Summer Survival"session on June 27. 14.REPORTS OF COMMITTEES-cont'd a.REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE -cont'd 6.PROGRAM SERVICES UPDATE -cont'd a. Ministry Grant Funding Update -cont'd Cultural Festival •Althouse College (Western University) on June 20. •Just under 900 elementary students,parents,guardians and educators from all over TVDSB to take part in workshops and hands-on learning experiences. • Confirmed presenters Include Dan and Mary Lou Smoke (traditional opening), Shannon Thunderbird (storytelling).Marcel Labelle, David Harrison and the students from the H.B.Beal Secondary School FNMI Peer Leadership Course (canoe making),Robert Morgan (soapstone carving),Patsy Day (FNMI games),Andrew Judge (the Clan System),Ray John Jr. (the Shield of Respect),and Robyn Turgeon (clay sculpture). Voluntary Confidential FNMI Self-Identification Policy Implementation •1300 tickers were distributed to Theoron Fleury's presentation at Centennial Hall on June 4. Significantly fewer people actually attended,however the turnout was still high. •Theo took part ina "portage" of the H. B.Beal Secondary School canoe from the high school to Centennial Hall.This was followed by a 1-hour closed meet-and-greet for those Involved with the project.The portage and reception were covered extensively by local media. •Response to the evening was ovenvhelmlngly positive and many staff,students, families and community members;both FNMI and non-FNMI came away with a powerful motivational message. Aboriginal Resources •All Native Studies classes in Thames Valley now 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 2012 May 14 at the Stonerldge Inn. •Approximately $900 of this grant Is left.This will be used to purchase extra Teachers'Guides (2-Grade 11,1-Grade 10). b.FNMI Curriculum Connections •18 students are currently enrolled In the FNMI Summer Literacy Program at Haling Public School. • 22 TVDSB teachers took part in the Toronto Zoo's Turtle Island Conservation Workshop at the Education Centre on June 18. c.Summer Learning Conference 2012 •Catalogues were sent to Standing Stone and Antler River Elementary Schools - teachers may join TVDSB teachers. •Registration and payment to be provided to B.Cumming,TVDSB no later than 2012 July 6. d.FNMI Education Advisor Role • R.Turgeon will hold the Interim FNMI Education Advisor role until 2012 June 30. C. Brunette is scheduled to return to the role 2012 October 1. 14.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE -cont'd 6.PROGRAM SERVICES UPDATE-cont'd Exec.Supt.Elliott thanked R.Turgeon for her work over the past year. She noted that FNMI framework and next steps for next year were discussed at a recent meeting with L.Whiteye. J.Wood of Research and Assessment and M.Ferdinand,Co-ordinating School Counselling and Social Work Services,joined the meeting to discuss the results of the FNMI Student Attendance Committee. The Concern FNMI students are at least twice as likely as non-FNMI students to be absent from secondary school. The Mandate Identify and address reasons for high levels of absenteeism among FNMI secondary students. The Approach •Review literature related to motivating factors and barriers to attendance. •Disaggregate FNMI attendance data to better understand and prioritize attendance needs. •Engage FNMI secondary students in the process of identifying barriers to attending school and possible strategies to overcome these barriers. Why Students Attend Class/School •Future Opportunities (53%); •Class and School Environment (51%); •Peer Relationships (39%); • Family (38%); •Intrinsic Motivation; •Incentives (3%); • Nothing (2%). Why Students Miss Class/School • Spiritual Barriers (20%); •Physical Barriers (42%); •Mental Barriers (47%) •Emotional Barriers (56%). What Are Some Impacts of Missing Class/School •Immediate/Short Term (60%); • Medium Term (28%); • Long Term (12%). 14.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE -cont'd 6.PROGRAM SERVICES UPDATE -cont'd How Can Partners Address Attendance Issues TVDSB Classroom/School Environment- more fun/engaging/variety Curriculum -FNMI history,culture Inclusive Schools -awareness of diversity,address racism Student Leaders Incentives/Support/Consequences Importance of Education Parents/Communities Volunteer Opportunities Recognition Community Gatherings Drug Issues Incentives/Support/Consequences Importance of Education Students/Peers Confidence/Pride -"believe in yourself Motivation Personal Goal Setting Student Leaders Importance of Education Drug Issues The Committee discussed how it could put pieces together including barriers,examples of current responses and the overall impact. The suggested next steps included greater support from parents,community and school (encouragement)and more student leadership opportunities. R.Turgeon indicated that Student Success teachers are instrumental in getting information out to parents and the community. Exec.Supt.Elliott suggested that next steps include engaging parents and providing them with an opportunity to review the FNMI Student Attendance presentation followed by open dialogue.It was also recommended that the presentation on FNMI Student Attendance be viewed by all secondary and elementary school Principals, Superintendents and Leaming Supervisors within Program Services to bring awareness. The Ad Hoc Committee requested further direction.It was agreed that the committee would meet a few more times to complete action items,identify responsibility items,put fonvard best practices and bring a report back In the first part of the 2012-2013 school year. 14.REPORTS OF COMMITTEES -cont'd a.REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE -cont'd 6.PROGRAM SERVICES UPDATE-cont'd Exec. Supt.Elliott provided information to the committee regarding the free Summer Literacy program available for FNMI primary students that will be held at the following schools; •Wilton Grove Public School; •Woodland Heights Public School;and •Ealing Public School. It was noted that there is also a cultural piece,followed by activities In the afternoon that will require parent participation.Childcare is available and possible transportation arrangements can be provided. Exec.Supt.Elliott requested feedback on current FNMI programs offered In schools as soon as possible to compile a report on the impact and effectiveness of programs run this year.The contract with the 4"*Ris up for renewal and it would be beneficial to know what the successes of that program have been to date,and what,if any,measurable results are available.Decisions for programming must be made by September.The issue can also be reviewed and discussed in the fall for the following school year. 7.PRINCIPALS'UPDATE a. H.B.Beal Secondary School Principal D.Macpherson provided the following update. Canoe Project The students had an excellent experience and the canoe is complete.Following the conference day at Western University the canoe will be installed permanently in the school.Many thanks to the Program Department for the support of the project.A video of the chronology of the canoe completion was completed by Broadcast Beal and will remain as a resource to the system. The visit with Theo Fleury was a great opportunity for students to display proudly their work and their culture. The Cultural Celebration day May 25 was a great success.Thanks to the community partners who made it possible. Focus for the 2012/13 School Year First priority is to meet with the First Nations Student Success Team to establish priorities for the year. They will identify and track all First Nations students with a view to providing academic, social and other supports as necessary. They will work In conjunction with the First Nations Task Force.Establishing this group comes from the work of the Urban Funding Project. From this project they completed a students and a staff focus group to explore the issue of respect in school.The purpose will be to broaden the understanding about First Nations culture among staff and students through a range of projects,presentations and professional development.The group will have representation from students,staff and community and will report back to the Urban Funding Steering Committee. 14.REPORTS OF COWIWIITTEES-cont'd a.REPORT OF THE FIRST NATIONS ADVISORY COMIWITTEE -conrd The meetingwas adjourned at 4:27 p.m.because ofa lackofquorum. RECOMMENDATIONS:none b.REPORT OF THE POLICY WORKING COMMITTEE W.HUFF Chairperson 2012 June 26 3:08 p.m.-4:30 p.m. MEMBERS PRESENT ADMINISTRATION AND OTHERS J.Bennett T.Grant (pro tempore Chair) G.Hart J.Todd Regrets:R.Tisdale,D.Clark B.Tucker K.Aitken L.Elliott S.Muscutt L.Pressey B.Strong L.De Vos 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 2012 MAY22 AND TRACKING SHEET -provided for information 4.POLICY/PROCEDURE -TO COMMITTEE FOLLOWING PUBLIC INPUT a.Privacy and Access Procedure -Personal Information and Email Corporate Services Supervisor S.Christie joined the meeting to update the committee on Section 17.0 "Personal Information and Email" of the Privacy and Access procedure which was posted to the Board's website for 30 days.No input has been received during that time. It was recommended that the document be fon/varded to the Board meeting for information.The following motion was moved and carried: That the Privacy and Access procedure -Section 17.0 "Personal Information and Email" be forwarded to the September 11,2012,Board meeting for information. It was noted that a confidentiality warning will be added to all email accounts system wide shortly. b.Disclosure of Employee Records Policy Supervisor Christie noted that the Disclosure of Employee Records policy was posted to the Board's website for 60 days.No input was received during that time. 14.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE POLICY WORKING COMMITTEE -conrd 4.POLICY/PROCEDURE -TO COMMITTEE FOLLOWING PUBLIC INPUT -cont'd b.Disclosure of Employee Records Policy -cont'd It was recommended that the document be forwarded to the Board for information.The following motion was moved and carried: That the Disclosure of Employee Records policy be forwarded to September 11, 2012,Board meeting for approval. c.Student Activity Fees and Fees for Learning Materials Policy and Procedure Exec. Supt. Dalton and Supt.Meeson joined the meeting to review the public input received on Student Activity Fees and Fees for Learning Materials Policy and Procedure as a result of posting for public input. Input was limitedto a positive comment from a parent indicating support for clarification on charging fees and several memos from various subject councils withinTVDSB. Input was also received from the Equity and Inclusive Education Committee and minor changes were incorporated into the draft documents.The Inputfrom various subject councils has been reviewed and has been fonvarded to a working committee reviewing the allocation of Board budget funds to secondary schools. Aminor revision was noted. Exec.Supt.Daiton noted that the changes to the policy and procedure was for compliance with Ministry Guidelines. She tookthe opportunity to note the appreciationofthe workundertaken bySupt. Meeson and Manager J. Pratt who took the information to subject councils who were most affected by the changes and formed a committee to look at credit distribution of funds. It was recommended that the policyand procedure be forwarded to the Board for approval and Information. The following motion was moved and carried: That the Student Activity Fees and Fees for Learning Material policy be forwarded to September 11,2012,Board meeting for approval and the procedure for information. 5.DRAFT POLICIES/PROCEDURES-none 6.DRAFT POLICY/PROCEDURE REQUIRING ADDITIONAL CONSIDERATION -none 7.POLICIES/PROCEDURES UNDER REVISION a. First Nations Language Instruction #9041 Independent Procedure Exec.Supt.Elliott joined the meetingto reviewthe revised FirstNations Language Instruction IndependentProcedure #9041 based oncurrent Ministry of Education policy. The current First Nations Language Instruction Independent Procedure #9041 does not alignto current Ministry of Education policyand the funding requirements. The Ministry of Education initiated their review of the Ontario Curriculum -Native Languages, twoyears ago. ItIsexpected to be implementedinschools September, 2013.Given the changes to the funding of First Nations,M6tis,Inult Education Supplement throughthe Grants forStudent Needs, itwas importantto reviewthe current First Nations Language Instruction IndependentProcedure#9041 prior tothe expected Implementation of the revised curriculum. 14.REPORTS OF COMMITTEES-cont'd b.REPORT OF THE POLICY WORKING COMMITTEE -cont'd 7.POLICIES/PROCEDURES UNDER REVISION -cont'd a. First Nations Language Instruction#9041 Independent Procedure - cont'd Exec. Supt.Elliott reviewed the document indetail notingsignificantimplicationsand changes including the revised Tuition Agreement and funding for Grants for Student Needs. She noted that there are currently five schools that offer Native Language.Out-of-area registration will now be considered to offer students Native Language programming; however, it will be the responsibility of the parent/guardian to provide transportation. It was also noted that there is a shortage of qualified/certified Native Language Teachers. Classes remain small and some are not sustainable.The independent procedure will be taken to First Nations Advisory Committee,as well as the FNMI Parent Involvement Committee for review and discussion. Student success was discussed and whether there is a link between Native Language to student success from Grade 9 &10 leading to graduation.To date,there is data to support a positive link. Exec.Supt.Elliott added that from a program perspective,the willingness of the district to support Native Language for FNMI students is needed for both heritage and cultural reasons. It was recommended that the independent procedure be posted for public input.The following motion was moved and carried: That the First Nations Language Instruction independent procedure be posted for public input for 60 days beginning 2012 September 4. b.Indoor Air Quality Investigative Procedure Manager B.Strong and Safety Specialist S.Muscutt brought forward the Indoor Air Quality Investigative procedure for review. In 2011,Human Resource Services -Health and Safety recognized the need to update the existing Indoor AirQuality Investigative Procedure as itdid not reflect practices to be followed for non-Thames Valley District School Board owned facilities. This provided an opportunity to review the efficiency of the existing language and content in addressing complaints of this nature.This was done in response to concerns that the existing content was,although informative, to overwhelming and somewhat confusing. This was also a possible explanation as to why appropriate steps were not being followed or circumvented.Every attempt was made to streamline required steps and address any experienced difficulties in executing the procedure of concern. Aspects of the procedure.Including an example of a non-owned Board facility was discussed.It was noted that both Joint Health and Safety Committees have reviewed the document. It was further noted that there are no hard numbers representing legal or non-legal indoor air quality results,rather it is more of a comfort issue. 14.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE POLICY WORKING COMMITTEE -cont'd 7.POLICIES/PROCEDURES UNDER REVISION -cont'd b.Indoor Air Quality Investigative Procedure -cont'd It was recommended that the procedure be posted for public input.The following motion was moved and carried: That the Indoor AirQuality Investigative procedure be posted for public input for 60 days beginning 2012 September 4. c.Health and Safety Policy B.Strong provided the committee with the revised draft Health and Safety policy trying to incorporate the spirit of the feedback received resulting in the changes. Under the existing policy,an annual review of the policyis to be undertaken by the main (central)Joint Health and Safety Committees.As a result of the review and the input provided by committee members,revisions have been recommended by Human Resource Services staff.The changes are intended to: •update reference list; • highlightspecific responsibilities for the development and implementation of programs designed to eliminate occupational illness and injury; •update amendment date to reflect required policy review; •recognize that all parties are responsible for workplace safety and compliance;and •increase awareness through acknowledging posting on web-site in addition to bulletin boards. The inputfrom CUPE, ETFOand OSSTF through the joint committees Is provided. The proposed revisions attempt to capture the spirit and a majorityof the content from the unions'submissions. Minor changes were noted.It was noted that the amendment date is to reflect the annual review.The revised policy was also reviewed under the Equityand Inclusive Education Guidelines and are sensitive to those principles. It was recommended that the policy be posted for public inputfor60 days. The following motion was moved and carried: That the Healthand Safety policy be posted for public input until 2012 September 15. 8.DRAFT/APPROVED POLICY/PROCEDURE REQUIRING FURTHER CONSIDERATION - none 9.OTHER BUSINESS-none 10.DATE AND TIME OF NEXT MEETING Tuesday,September 25 in the Governor Simcoe Room 11.ADJOURNMENT The meeting adjourned by motion at 4:30 p.m. 14.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE POLICY WORKING COMMITTEE -cont'd RECOMMENDATIONS: 1.That the Disclosureof EmployeeRecords policy be approved. 2. That the Student Activity Fees and Fees for Learning Material policy be approved. TRACY GRANT Pro tempore Chair The recommendations were approved on motionto T. Grant,seconded byJ. Todd. 0.REPORT OF THE CHAIRS'COMMITTEE 2012 September 5 9:08 a.m.-11:20 a.m. MEMBERS ADMINISTRATION AND OTHERS J.Bennett (Chair)G.Hart B.Tucker S.Christie T.Grant R.Tisdale 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST -none declared 3.REVIEW OF 2012 SEPTEMBER 11 BOARD AGENDA The agendas for the in-camera and public Board meetings of 2012 September 11 were discussed and confirmed. 4.CORRESPONDENCE-none 5.OPSBA VOTING DELEGATE Chair Bennett indicated that a voting delegate is required for the upcoming OPSBA General meeting.The following motion was moved and carried: That Trustee Hart be appointed the voting delegate and Trustee Grant the alternate delegate for the OPSBA General meeting to be held on September 21 and 22,2012. Input regarding issues to be discussed will be held with the Board's OPSBA Committee. 6.OPSBA MEMBERSHIP FEES Chair Bennett presented the invoice for the 2012-2013 OPSBA membership fees.The following motion was moved and carried: In reaffirming the Board's membership in OPSBA,that the Board pay the OPSBA membership fees for 2012-13 in the amount of approximately $127,987.07 after rebate. Historical data regarding the membership fees will be available at the September 11,2012, Board meeting. 14.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE CHAIRS'COMMITTEE -cont'd 7.TELEPHONE SYSTEM IN BOARD ROOM Director Tucker reported on discussions to upgrade the telephone system inthe Board Room. Itwas agreed to discuss the matter further at the September 11 Board meeting. 8.STRATEGIC PLANNING Chair Bennett advised that publicmeetings will be held on the Board's draft Strategic Plan on September 27 at the Education Centre InLondonand at Ingersoil District Collegiate Institute on October 4,2012.Exec.Supt.M.Sereda will be invited to attend the October 17 Chairs' Committeemeetingto update trustees on the inputreceived and planning. 9.TRANSPORTATION A motionto move in camera was approved at 10:15 a.m. to discuss transportation issues. The committee reconvened in public session at 10:45 a.m. 10.NOVEMBER SPECIAL BOARD MEETING DirectorTucker sought approval to holda special Board meeting in November to present the annual Pupil Accommodation reporttotrustees. Itwas agreed to schedule the meetingfor November 20,2012,at 7:00 p.m. 11.OCTOBER 17,2012,CHAIRS'COMMITTEE MEETING Director Tucker indicatedthat Itmay be necessary for him to attend a meeting in Torontoon the scheduled October 17 meeting. He will advise the committee once the date has been confirmed. If necessary,the meeting will be rescheduled to October 18. 12.OTHER BUSINESS a.Paperless Meetings Concern overthe efficiency of holding paperless Boardand committee meetings as directed byBoard motion was discussed. Itwas noted that the technologysupports are not available at this time inthe Board Room and meeting rooms to run effective paperless meetings. It was suggested that hard copies of the agendas be available for trustees as well as full packages for trustees who request them. Input from the trustees will be sought at the September 11 Board meeting. b. Meeting with LDCSB Trustees Plans to meet with London District Catholic School Board trustees were confirmed.The meeting will be held at their Education Centre on September13 at 5:30 p.m. 13.FUTURE MEETINGS The following Committee meetings were scheduled for 9:00 a.m.: •September 19; •Octobers,17; •November 7,21. 14.ADJOURNMENT The meeting adjourned by motion at 11:20 a.m. 14.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE CHAIRS'COMMITTEE -cont'd RECOMMENDATIONS: 1.That Trustee Hart be appointed the voting delegate and Trustee Grant the alternate delegate for the OPSBA General meeting to be held on September 21 and 22, 2012. 2. In reaffirming the Board's membership InOPSBA,that the Board pay the OPSBA membership fees for 2012-13 in the amount of approximately $127,987.07 after rebate. J.BENNETT Chairperson The recommendations were approved on motion to T.Grant,seconded by G. Hart. d.REPORT OF THE COMMITTEE OF THE WHOLE IN CAMERA 2012 September 11 MEMBERS PRESENT ADMINISTRATION AND OTHERS J.Bennett P.Jaffe (5:10)B.Tucker V.Nielsen R.Campbell B.McKinnon (via K.Dalton M.E.Smith T.Grant teleconference)(-8:20)L.Elliott B.Sonier G. Hart (Chair)S.Polhlll C.Bourbonnais-P.Tufts W.Huff P.Sattler MacDonald K.Wilkinson J.Todd K.Edgar K.Bushell Regrets:D.Clark L.Griffith-Jones S.Christie J.Coghlin,S.Hughes K.Young P.Forron,E. Kim,K.Meeson P.Martin R.TIsdale M.Moynihan B.Strong S.Killip The Committee met in camera from 5:00 p.m. to 6:20 p.m.and from 8:25 p.m. to 8:47 p.m. 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST Conflicts of interest were declared by Trustees Jaffe and Todd related to Item 7.a.citing spousal employment with the Board. 3. Confidential legal, negotiation,personal and property matters were discussed. 4.RISE AND REPORT A motion to rise and report was moved and carried at 8:47 p.m. 14.REPORTS OF COWIIWITTEES -cont'd d.REPORT OF THE COWIWIITTEE OF THE WHOLE IN CAMERA -cont'd RECOMMENDATIONS: 1.That the motions approved at the in-camera session of September 11,2012,related to a resignation to retirement by mutual consent and the sale of Board property be approved. 2. That the custodialcomplement be Increased by11.6 PTEforthe 2012-13 budget year. GRAHAM HART Chairperson The recommendationswere approved on motion to G.Hart,seconded byT.Grant 15.COMMUNICATIONS a.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION Trustee Sattler noted that the next regional meeting of the Ontario PublicSchool Boards' Associations isscheduled for 2012 October 13.She encouraged the new 2012-2013 student trustees to attend. b. SPECIAL EDUCATION ADVISORY COMMITTEE (SEAC)APPOINTMENT The Board received correspondence from the Association for Bright Children of Ontario seeking approvalto appointChristineThammavongsa as the alternate to the Board's Special Education Advisory Committee for the 2012-2013 term. The following motion was moved byT.Grant, seconded by R.Campbell and carried. That Christine Thammavongsabe appointed the alternateforthe Association for Bright Children of Ontario on the Board's Special Education Advisory Committee. c.FIRST NATIONS ADVISORY COMMITTEE APPOINTMENT -CHIPPEWAS OF THE THAMES FIRST NATION The Board received correspondence from Chlppewas ofthe Thames First Nation seeking approval to appoint Michelle Burch as itsrepresentativeonthe Board'sFirst Nations Advisory Committee forthe 2011-2013 term. The following motion was moved byT.Grant,seconded by R.Campbell and carried. That Michelle Burchbe appointed as the Chippewas of the Thames First Nation representative on the Board's First Nations Advisory Committee. d.FIRST NATIONS ADVISORY COMMITTEE APPOINTMENT -ONEIDA NATION OF THE THAMES The Boardreceived correspondence from the Oneida Nation ofthe Thames seeking approvalto appoint Lois Cornelius and Stephanie Smith as Its'representatives on the Board's First Nations Advisory Committee. The following motion was moved byT. Grant,seconded byR. Campbell and carried. That LoisCornelius and Stephanie Smith be appointed as Oneida Nationof the Thames representatives on the Board's First Nations Advisory Committee. 16.NOTICE OF MOTION -none 17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 18.ADDITIONAL ITEH/IS -none 19.QUESTIONS/COMMENTS BY MEMBERS Trustee Hart requested a verbal update at the next Board meeting on Before and After Scliool programs within Thames Valley as there has been a decrease Inthird parties no longer providing programming. 20.ADJOURNMENT The meeting adjourned at 8:50 p.m. on motion of R. Campbell,seconded by 8.Polhill. Chairperson SUMMARY OF APPROVED RECOMMENDATIONS OF 2012 SEPTEMBER 11 That the Disclosure of Employee Records policybe approved. That the Student Activity Fees and Fees for Learning Material policy be approved. ThatTrustee Hartbe appointed the voting delegate and Trustee Grantthe alternate delegate for the OPSBA General meeting to be held on September 21 and 22, 2012. In reaffirming the Board's membership in OPSBA,thatthe Board paythe OPSBA membership fees for2012-13 inthe amount ofapproximately $127,987.07 after rebate. That the motions approved at the in-camera session of September 11, 2012, related to a resignationto retirementby mutualconsent and the sale of Board propertybe approved. That the custodialcomplement be increased by 11.6 FTEforthe 2012-13 budget year. That ChristineThammavongsa be appointed the alternate forthe Associationfor Bright Children ofOntario on the Board's Special Education AdvisoryCommittee. That Michelle Burch be appointed as the Chippewas ofthe Thames First Nation representative on the Board's First Nations Advisory Committee. That LoisCornelius and Stephanie Smith be appointed as Onelda Nationof the Thames representatives on the Board's First Nations Advisory Committee.