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2/7/2012 - Regular Board Meeting
p.THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING,PUBLIC SESSION 2012 FEBRUARY 7,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA V-verbal M -material 1.CALL TO ORDER V 2.O CANADA V 3.SPECIAL MUSICAL PRESENTATION -Lambeth Public School Choir V 4.APPROVAL OF AGENDA M 5.OFFICIAL RECORD M 6.RECOGNITIONS -none 7.CONFLICTS OF INTEREST V 8.CHAIR'S ANNOUNCEMENTS V ^9.DIRECTOR'S ANNOUNCEMENTS V 10.PUBLIC INPUT-none 11.ADMINISTRATIVE PRESENTATIONS -none 12.MINUTES OF THE 2012 JANUARY 24 BOARD MEETING M a.Confirmation of Minutes b.Business Arising from the Minutes 13.STUDENT TRUSTEES'UPDATE .V 14.DEFERRED MOTION FROM 2012 JANUARY 10 a.Boundaries for Clara Brenton,Eagle Heights and Orchard Park Public Schools M 15.REPORTS FROM THE ADMINISTRATION a.2012-2013 School Year Calendars M 16.REPORTS OF COMMITTEES M a.Policy Working Committee,2012 January 24 M b.Audit Committee,2012 January 30 M c.Chairs'Committee,2012 February 1 M d.Committee of the Whole - In Camera Report,2012 February 7 V y ^17.COMMUNICATIONS (a.Ontario Public School Boards'Association -Update V b.Ontario School Bus Association M c.Minister of Education and Deputy Minister of Education M d.Minister Responsible for Francophone Affairs M 18.NOTICE OF MOTION 19.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 20.ADDITIONAL ITEMS 21.QUESTIONS/COMMENTS BY MEMBERS 22.ADJOURNMENT / V ' f K ' THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING,PUBLIC SESSION 2012 FEBRUARY 7 The Boardmet inregular session on2012 February7 In the BoardRoomat the EducationCentre, meeting In public session at 7:00 p.m. to 8:40 p.m. The following were in attendance: TRUSTEES J.Bennett (Chair) S.Amri R.Campbell J. Coghlln T.Grant G.Hart W. Huff (7:28) P.Jaffe B.McKlnnon S.Polhill T.Roberts (via teleconference) P.Sattler W.J.Tai J.Todd (8:30) R.TIsdale ADMINISTRATION AND OTHERS M.E.Smith B.Tucker P.Tufts K.Dalton K.Wilkinson L.Elliott K.Bushell C.Bourbonnals-MacDonald S.Christie K.Edgar K.Young S.Hughes B.Seto M.Moynlhan K.Altken K.Meeson V.Nielsen 1.CALL TO ORDER Board Chair J.Bennett called the meeting to order at 7:00 p.m. 2.IZ.O CANADA AND MUSICAL PRESENTATION The appreciation of the Board was extended to the Lambeth Public School Choir and Conductor Joanne Richardson,assisted by Carolyn Cauchl,for leading inthe singing of 0'Canada and performing two musical selections. 4.APPROVAL OF AGENDA The agenda was approved on motion of R.Tisdale,seconded by G. Hart. 5.OFFICIAL RECORD S. Christie, Supervisor,Corporate Services,read the following official record Into the minutes: We regret to record the death of Justin MacDonald, an 18-year-old student at Huron Park Secondary School on 2012 February 4. 6.RECOGNITIONS -none 7.CONFLICTS OF INTEREST -No conflicts of interest were declared. 8.CHAIR'S ANNOUNCEMENTS Chair Bennett advised that she recently attended the Youth Opportunities Unlimited breakfast,as well as the annual Fanshawe College gala with Trustee Grant. 9.DIRECTOR'S ANNOUNCEMENTS DlrectorTucker thanked Trustee Roberts who will accept the BullyPrevention Program Award on behalf of the Board while he Is in Orlando,Florida. 10.PUBLIC INPUT -none 11.ADMINISTRATIVE PRESENTATIONS -none 2012 February 7...2 12.MINUTES OF THE 2012 JANUARY 24 BOARD MEETING a.CONFIRMATION OF MINUTES The minutes ofthe Regular Board IVIeeting of 2012 January 24 were adopted on motionofT. Grant, seconded by R.Tisdale. b.BUSINESS ARISING FROM MINUTES In response to a question regarding students in SK/Grade 1 blended classes,it was noted that program addresses the developmental needs of all students in the class.A presentation on the Extended Day will be brought to the Board in March. An update on timelines for the 2012-13 budget process was discussed.Director Tucker advised that the Administration is ready to present information on the consolidated energy savings. The issue of recent promotional advertising and its success to date was discussed including plans to track the number of students transitioning from Grade 8 to Grade 9.Director Tucker advised that he has received very positive feedback from the public on the advertising campaign. 13.STUDENT TRUSTEES'UPDATE Student Trustee S. Amri provided an update on the work of the student trustees.She noted that the next Student AdvisoryCouncil meeting will be held on 2012 February 8 where students will discuss the success of antl-bullying initiative"The Pledge", late starts and the upcoming symposium. Student Trustee W. J. Tai advised that the symposium will be held on 2012 May 11 from 9:00 a.m.to 12:00 p.m. In the Thames Room at the Education Centre.He described the agenda topics noting there will be an emphasis on the student government structure. In response to a question,itwas noted that students will use templates to guide them in creating a non- binding document that will be flexible for each school to tailor it to meet the needs of their student governments. 14.DEFERRED MOTIONS FROM 2012 JANUARY 10 a.Boundaries for Clara Brenton,Eagle Heights,Orchard Park and Sherwood Forest Public Schools Exec. Supt.K.Dalton presented the following report to establish the attendance areas for Clara Brenton Public School and Eagle Heights Public School to be effective 2012 September 01;and the consolidated Orchard Park/Sherwood Forest Public School to be effective 2013 September 01 following the closure of Shen/vood Forest Public School in June 2013. She advised that the Board,at its meeting of 2011 June 28,approved the following motions: That the students of Shenwood Forest Public School be accommodated at Orchard Park Public School; and That Sherwood Forest Public School at 7 Annandale Dr.,London,Ontario N6G 2B5 be closed as of 2013 June 30. That Senior Administration complete a boundary review in the area affected prior to the Design Committee for Orchard Park Public School. 2012 February 7...3 14.DEFERRED MOTIONS FROM 2012 JANUARY 10 -cont'd a.Boundaries for Clara Brenton,Eagle Heights,Orchard Park and Sherwood Forest Public Schools -cont'd That additions and renovations to accommodate the projected student enrolment,and enhancements of program space be made to meet TVDSB standards for Orchard Park and University Heights Public Schools,subject to Ministry Capital Funding approval; and That a Design Committee be established with the communities affected to assist in the design of the consolidated Orchard Park Public School. Following the approval of the recommendations,the Board began consultation.Parent representatives from Clara Brenton,Eagle Heights,Orchard Park and Sherwood Forest Public Schools,selected by their respective School Councils, formed a Focus Group and met with a Superintendent of Education and the Planning Officer on 2011 November 07 at Orchard Park Public School.An overview was provided which Included: a.The organizational structure of Orchard Park Public School and its recent involvement in an Accommodation Review. b.The decision of the Board of Trustees to close Sherwood Forest Public School as of 2013 June 30. c.The purpose of the boundary review process was to gather input regarding possible boundary changes for the participating schools. •Clara Brenton Public School's enrolment projections show a decline in student population in future years. Eagle Heights Public School's enrolment projections show an increase in student population in future years. •Orchard Park and Sherwood Forest Public Schools,through the Accommodation Review Process,had noted a desire for an enhanced facilitywhich,according to TVDSB program standards,requires student enrolment beyond that which is projected for the combined student population of Orchard Park and ShenA/ood Forest Public Schools. d. A review of current attendance area maps for the four schools including the current and projected student enrolment of Clara Brenton Public School,four different geographical zones of Eagle Heights Public School,Orchard Park Public School,and Sherwood Forest Public School.A discussion of possible boundary scenarios and the advantages of each scenario were noted by the Focus Group members. After discussion,the Focus Group requested additional information regarding new subdivision development projections in the four geographical zones of Eagle Heights Public School (Appendix A.2). On 2011 November 14, a Parent Community Meeting was held at Eagle Heights Public School. Attendees were advised that the purpose of the meeting was to discuss and adjust boundary scenarios that may be included in the input forms distributed to each family with children attending Clara Brenton,Eagle Heights,Orchard Park,and Shenrt/ood Forest Public Schools.After considerable discussion,it was requested by individuals in the audience that the Focus Group members re-convene and give additional consideration to boundary scenarios for input by all four schools involved In the boundary review process. 2012 February 7...4 14.DEFERRED MOTIONS FROM 2012 JANUARY 10 -cont'd a.Boundaries for Clara Brenton,Eagle Heights,Orchard Park and Sherwood Forest Public Schools -cont'd On 2011 December 05,the Focus Group members re-convened with two Trustees,the Executive Officer of Facility Services and Capital Planning,two Superintendents of Education,and the Planning Officer,at Clara Brenton Public School.Information provided to the participants included: an attendance area map illustrating existing attendance areas and various geographical zones (Appendix A.1),enrolment projections for each area (Appendix B),and a map and enrolment projections of subdivision development within the Eagle Heights attendance area.After a lengthy discussion,the Focus Group parent representatives recommended that three boundary scenarios should be presented for input to the four school communities. f The input forms were distributed to the families of Clara Brenton,Eagle Heights,Orchard Park and Shenfl/ood Forest Public Schools,asking parents for their input into the three boundary scenarios for consideration.Attached to the survey was a backgrounder,outlining the Board direction to complete a boundary review priorto the establishment of a Design Committee for Orchard Park Public School.As well,contact information for each of the Focus Group members was included in the event that community members desired additional consultation prior to giving their Input on the boundary review. Written descriptions of the three boundary scenarios,resulting enrolments and facility enhancements for each proposed boundary scenario (Appendix B), and two maps to assist in illustrating the three scenarios were provided (Appendices A.1 and A.2).Descriptors of the boundary scenarios for Clara Brenton,Eagle Heights,and the consolidated Orchard Park/Sherwood Forest Public Schools,based on 2011 October 31 enrolment are summarized below: Scenario #1 •Orchard Park boundaries remain as currently designated (noting that Shenvood Forest students will attend Orchard Park commencing September 2013) Eagle Heights boundaries remain as currently designated •Clara Brenton boundaries remain as currently designated Scenario #2 Orchard Park boundaries would increase to include the Sherwood Forest students and Zone B of Eagle Heights Public School •Students residing in Zones C and Dof Eagle Heights would remain as currently designated •Clara Brenton boundaries would increase to include Zone A of Eagle Heights Public School Scenario #3 •Orchard Park boundaries remain as currently designated (noting that Sher/vood Forest students will attend Orchard Park commencing September 2013) •Students residing in Zone A of Eagle Heights would attend Clara Brenton Public School Students residing in Zones B, C and D of Eagle Heights would remain as currently designated •Clara Brenton boundaries would increase to include Zone A of Eagle Heights Public School A summary of the results of the parent input forms is shown in Appendix C. Given the input gathered from the four school communities,Senior Administration recommends Scenario #3 with differentiated timelines as follows: For 2012 September 01 (see Appendix D.1^ •Clara Brenton Public School plus Zone A of the current Eagle Heights Public School attendance area as illustrated on the attached map (Appendix A.1) •Eagle Heights Public School minus Zone A of the current Eagle Heights Public School attendance area as illustrated on the attached map (Appendix A.1) 2012 February 7...5 14.DEFERRED MOTIONS FROM 2012 JANUARY 10 -cont'd a.Boundaries for Clara Brenton,Eagle Heights,Orchard Park and Sherwood Forest Public Schools -cont'd For 2012 September 01 (see Appendix D.I)-cont'd •Zones B, C and D of the current Eagle Heights Public School attendance area,as illustrated on the attached map (Appendix A.1), would remain inthe attendance area of Eagle Heights Public School Rationale • a low response rate was received from the Clara Brenton Public School community thus suggesting little difference in preference for any of the presented scenarios input from Zone A of the current Eagle Heights Public School attendance area indicates a preference for relocating to Clara Brenton Public School inputfrom Zones B,C and Dofthe current Eagle Heights PublicSchool indicates a preference for relieving enrolment pressure at Eagle Heights Public School Clara Brenton Public School initiates Full Day Kindergarten (FDK)as of September 2012.To provide stability for students entering JK in September 2012,it is recommended that Zone A of the current Eagle Heights Public School Zone (Appendix A.1)move to Clara Brenton Public School for September 2012 to coincide with the implementation of FDK. For 2013 September 01 fsee Appendix D.2) •the Orchard Park Public School attendance area will expand to include the current Shenwood Forest Public School attendance area as approved on 2011 June 28 following the accommodation review process. Timeline: Effective 2012 September 01 and 2013 September 01 RECOMMENDATIONS: 1.That the attendance area for Clara Brenton Public School effective 2012 September 01 be as follows: The current Clara Brenton Public School attendance area plus Zone Aof the current Eagle Heights Public School attendance area as illustrated on the attached map (Appendix A.1), such that: "Starting at the intersection of the Thames River and the virtual western perimeter municipal boundary line for the City of London,thence proceeding in a due easterly direction on a virtual line to intersect with Hyde Park Road south of Cantebury Park,thence proceeding in a southerly direction along the centre line of Hyde Park Road until its intersection with Sarnia Road,thence proceeding in an easterly direction along the centre line of Sarnia Road untilits intersection with the back of the lots fronting onto the west side of Oak Crossing Gate,thence proceeding Ina southerly direction along the back of the lots fronting onto the west side of Oak Crossing Gate in a virtual line extending southward along the back of the lots fronting onto the east side of Oak Crossing Road extending along the back of the lots fronting onto the east side of Redtail Court (includes Deer Ridge Place) to its virtual intersection with the CN Railway line,thence proceeding in a south-easterly direction along the CN Railway lineto its intersection withOxford Street,thence proceeding ina westerly direction along the centre line of Oxford Street untilIts intersection with Royal York Road,thence proceeding in a northerly direction along the back of the lots fronting onto the west side of Royal York Road until its intersection with Manchester Road, 2Q12 February 7...6 14.DEFERRED MOTIONS FROM 2012 JANUARY 10 -cont'd a.Boundaries for Clara Brenton,Eagle Heights,Orchard Park and Sherwood Forest Public Schools -cont'd RECOMMENDATIONS -cont'd thence proceeding in a northerly direction aiong the bacl<of the iots fronting onto the west side of Manchester Road untii its intersection with Hunt Club Drive,thence proceeding in a westerly direction aiong the back of the lots fronting onto the north side of Hunt Club Drive and continuing ina westerly direction along the back of the lots fronting onto the north side of Kingspark Crescent,thence proceeding in a due westerly direction along a virtual line to its intersection with the Thames River,thence proceeding Ina northerly direction along the Thames River until its intersection with the virtual western perimeter municipal boundary line for the City of London." 2.That the attendance area for Eagle Heights Public School effective 2012 September 01 be as follows: The current Eagle Heights Public School attendance area minus Zone A of the current Eagle Heights Public School attendance area as illustrated on the attached map (Appendix A.1),such that: "Starting at a pointwhich is the Intersection of Sarnia Road and the back of the lots fronting onto the west side of Oak Crossing Gate,thence proceeding in an easterly direction along the centre line of Sarnia Road until its intersection with the CP Railway line,thence proceeding in an easterly direction along the CP Railway line until its intersection with the back of the lots fronting onto the south side of Essex Street,thence proceeding In an easterly direction along the back of the lots fronting onto the south side of Essex Street untilits intersection with Wharncliffe Road,thence proceeding In an easterly direction along the back of the lots fronting onto the north side of Beaufort Street until Its intersection with the Thames River,thence proceeding ina southerly direction along the Thames River until Its intersection with Oxford Street,thence proceeding in an easterly direction along the centre line of Oxford Street until its Intersection with Richmond Street,thence proceeding Ina southerly direction along the centre line of Richmond Street until its Intersection with Dundas Street,thence proceeding in a westerly direction along the centre line of Dundas Street until its Intersection with the Thames River,thence proceeding ina westerly direction along the Thames River until its intersection with the CN Railway line,thence proceeding Ina north-westerly direction along the CN Railway line untilits virtual intersection with a line which extends northward along the back of the lots fronting onto the east side of Redtail Court (excludes Deer Ridge Place)continuing northward along the back of the lots fronting onto the east side of Oak Crossing Road to meet the back of the lots fronting onto the west side of Oak Crossing Gate to its Intersection with Sarnia Road." 3.That the attendance area for Orchard Park Public School effective 2013 September 01 be as follows: The current Orchard Park Public School and Sherwood Forest Public School attendance areas,such that: "Starting at the intersection of Wonderland Road and Fanshawe Park Road,thence proceeding in an easterly direction along the centre line of Fanshawe Park Road until its Intersection with Medway Creek,thence proceeding in a south-easterly direction along Medway Creek until its intersection with the North Thames River, 2012 February 7...7 ^14.DEFERRED MOTIONS FROM 2012 JANUARY 10-cont'd a.Boundaries for Clara Brenton,Eagle Heights,Orchard Park and Sherwood Forest Public Schools -cont'd RECOMMENDATIONS -cont'd thence proceeding in a south-easterly direction along Medway Creek untilits intersection withthe North Thames River,thence proceeding in a southerly direction along the North Thames River untilits intersection with the virtual easterly extension of PhilipAziz Avenue, thence proceeding in a due west direction along the centre line of PhilipAziz Avenue until its intersection with Sarnia Road,thence proceeding in a westerly direction along the centre line of Sarnia Road untilits intersection with Wonderland Road,thence proceeding ina northerly direction along the centre line of Wonderland Road untilits intersection with Fanshawe Park Road." Recommendations 1, 2 and 3 were moved by T.Roberts,seconded by P.Jaffe prior to their deferment at the 2012 January 10 Board meeting.Trustee Roberts requested that the recommendations be separated out. The Capital Planning Co-ordinating Committee responded to questions from trustees.It was noted that the Student Transportation System (STS)determined through a survey that students livingin Zone A would be bused permanently,without the potential for walking,because of the nearby railway tracks. The issue of utilizingFDK funds for school renewal construction was discussed.It was noted that there are regulations around the use FDK capital dollars and amenities for site improvements are ,s attributed to FDK projects.School renewal is at the Board's discretion and business cases have been successful and justified to date.This has allowed for expansion and construction to begin at Eagle Heights Public School once the Ministry announces the Year 5 funding.In the meantime, the Capital Planning Co-ordinating Committee will continue to look at solutions to alleviate pressures including the use of portables. in response to a question,it was noted that in the area studied,there are students in a small area of Orchard Park/Sherwood Forest that are bused and all students in Zones B and C will be bused to Eagle [Heights Public School.Students from the old Empress area prior to consolidation,east of the river,are bused as a result of a previous ARC. Recommendation 1 was carried: 1.That the attendance area for Clara Brenton Public School effective 2012 September 01 be as follows: The current Clara Brenton Public School attendance area plus Zone A of the current Eagle Heights Public School attendance area as illustrated on the attached map (Appendix A.1},such that: "Starting at the intersection of the Thames River and the virtual western perimeter municipal boundary line for the City of London,thence proceeding in a due easterly direction on a virtual line to intersect with Hyde Park Road south of Cantebury Park,thence proceeding in a southerly direction along the centre line of Hyde Park Road until its intersection with Sarnia Road,thence proceeding in an easterly direction along the centre line of Sarnia Road until its intersection with the back of the lots fronting onto the west side 2012 February 7...8 14.DEFERRED MOTIONS FROM 2012 JANUARY 10 -cont'd a.Boundaries for Clara Brenton,Eagle Heights,Orchard Park and Sherwood Forest Public Schools -cont'd of Oak Crossing Gate,thence proceeding ina southerly direction along the bacl<of the lots fronting onto the west side of Oal<Crossing Gate in a virtual line extending southward along the back of the lots fronting onto the east side of Oak Crossing Road extending along the back of the lots fronting onto the east side of Redtail Court (includes Deer Ridge Place) to its virtual intersection with the CN Railway line,thence proceeding in a south-easterly direction along the CN Railway line to its intersection withOxford Street,thence proceeding ina westerly direction along the centre line of Oxford Street untilits intersection with Royal York Road,thence proceeding Ina northerly direction along the back of the lots fronting onto the west side of Royal York Road until its intersection with Manchester Road,thence proceeding in a northerly direction along the back of the lots fronting onto the west side of Manchester Road until its Intersection with Hunt Club Drive,thence proceeding in a westerly direction along the back of the lots fronting onto the north side of Hunt Club Drive and continuing in a westerly direction along the back of the lots fronting onto the north side of Kingspark Crescent,thence proceeding in a due westerly direction along a virtual line to its intersection with the Thames River,thence proceeding in a northerly direction along the Thames River until its intersection with the virtual western perimeter municipal boundary line for the City of London." Recommendation 2 was carried: 2.That the attendance area for Eagle Heights Public School effective 2012 September 01 be as follows: The current Eagle Heights Public School attendance area minus Zone A of the current Eagle Heights Public School attendance area as illustrated on the attached map (Appendix A.1),such that: "Starting at a point which is the intersection of Sarnia Road and the back of the lots fronting onto the west side of Oak Crossing Gate,thence proceeding in an easterly direction along the centre line of Sarnia Road until its intersection with the CP Railway line,thence proceeding in an easterly direction along the CP Railway line until its intersection with the back of the lots fronting onto the south side of Essex Street,thence proceeding in an easterly direction along the back of the lots fronting onto the south side of Essex Street untilits intersection with Wharncliffe Road,thence proceeding in an easterly direction along the back of the lots fronting onto the north side of Beaufort Street untilits intersection with the Thames River,thence proceeding ina southerly direction along the Thames River until its intersection with Oxford Street,thence proceeding in an easterly direction along the centre line of Oxford Street until its Intersection with Richmond Street,thence proceeding in a southerly direction along the centre line of Richmond Street until its intersection with Dundas Street,thence proceeding in a westerly direction along the centre line of Dundas Street untilits Intersection with the Thames River,thence proceeding ina westerly direction along the Thames River untilits intersection with the CN Railway line,thence proceeding ina north-westerly direction along the CN Railway line untilits virtual intersection with a line which extends northward along the back of the lots fronting onto the east side of Redtail Court (excludes Deer Ridge Place)continuing northward along the back of the lots fronting onto the east side of Oak Crossing Road to meet the back of the lots fronting onto the west side of Oak Crossing Gate to its intersection with Sarnia Road." 2012 February 7...9 14.DEFERRED MOTIONS FROM 2012 JANUARY 10 -cont'd a.Boundaries for Clara Brenton,Eagle Heights,Orchard Park and Sherwood Forest Public Schools -cont'd Trustee Roberts spoke against Recommendation 3 and requested a pollvote.IHe was of the opinion that Recommendation 3 does not provide equity for students that are going to attend who will have to attend other schools within the area.He expressed his concern regarding sustainability and that the Board has closed schools through the arc process that held a greater number of students and that trustees must look at the bigger picture. He noted that although this is an emotional situation, on principle alone,he cannot support allowing a single school/area to maintain a concept that has been removed from other communities.As well,bydelineating the boundaries,it will not allowfor students from a holding zone to attend Orchard Park Public School in the future. Recommendation 3 was adopted on a poll vote. 3.That the attendance area for Orchard Park Public School effective 2013 September 01 be as follows: The current Orchard Park Public School and Sherwood Forest Public School attendance areas,such that: "Starting at the intersection of Wonderland Road and Fanshawe Park Road,thence proceeding in an easterly direction along the centre line of Fanshawe Park Road until its intersection with Medway Creek,thence proceeding in a south-easterly direction along Medway Creek until its intersection with the North Thames River,thence proceeding in a southerly direction along the North Thames River untilIts intersection with the virtual easterly extension of PhilipAziz Avenue,thence proceeding ina due west direction along the centre line of Philip Aziz Avenue until its intersection with Sarnia Road,thence proceeding in a westerly direction along the centre lineof Sarnia Road untilits Intersection with Wonderland Road,thence proceeding ina northerly direction along the centre line of Wonderland Road until its intersection with Fanshawe Park Road." Poll Vote: YEAS:T. Grant, J. Bennett, R. Campbell, J. Coghlin, G. Hart, W.Huff,P. Jaffe, S.Polhill,P.Sattler,R.Tisdale,J.Todd NAYS:T.Roberts,B.McKinnon ABSTENTIONS:none Student T rustee Amri -yea Student Trustee Tai -yea 15.REPORTS FROM THE ADMINISTRATION a.School Year Calendars Director Tucker explained that the School Year Calendars report was withdrawn from the 2012 January 24 agenda as information was received from the Deputy Minster regarding funding at the secondary level.The report was presented for approval and submission to the Ministry priorto the March 1,2012,due date. Supt.M.E. Smith described the report noting that there is no significant difference to the School Year Calendars from previous years. 2012 February 7...10 15.REPORTS FROM THE ADMINISTRATION -cont'd a.School Year Calendars -cont'd The calendars were developed in consideration of the following priorities and through consultation with Admin Council: •adherence to Ministryof Education guidelines for the 2012 -2013 school year (i.e.,194 school days,including no more than six professional activity days between 2012 September 1 and 2013 June 30, two of which are specifically allocated to provincial education priorities);and •maximizing transportation efficiencies. AAPSP,CUPE,ETFO,Managers'Association,OSSTF,OPC,TVACE,TVSSAC,TVPIC and Home &School representatives were part of the Planning Committee for setting the calendars for 2012 - 2013.Individuals and groups responded during the public input period between December 5 -16, 2010.This year public input was gathered using Survey Monkey technology which showed that 76.6%of the responses were in favour of the School Year Calendar as published. Consultation occurred with the London District Catholic School Board to maximize transportation efficiencies and with the French First Language Boards at their request.As well,email responses were invited via a link on the Board's website. The greatest savings are effected bya common calendar within the Board and with the coterminous Board. RECOMMENDATION: That the Board approve,for referral to the Minister of Education,the 2012 -2013 Elementary School Year Calendar,the 2012 -2013 Secondary School Year Calendar and the modified 2012 -2013 school year calendar for Sir George Ross Secondary School. The recommendation was moved by P.Jaffe,seconded by T.Grant and carried. 16.REPORTS OF COMMITTEES a.REPORT OF THE POLICY WORKING COMMITTEE,2012 JANUARY 24 4:05 p.m. -4:30 p.m. MEMBERS PRESENT ADMINISTRATION AND OTHERS R.Tisdale (Chair)G.Hart B.Tucker (-4:18)K. Aitken J.Bennett (Ex-Officio)T.Roberts K.Bushell T.Grant J.Todd 1.APPROVAL OF AGENDA -The agenda was approved by motion. 2.CONFLICTS OF INTEREST-none declared 3. COMMITTEE REPORT OF AND TRACKING SHEET-provided for information 4.POLICY/PROCEDURE-TO COMMITTEE FOLLOWING PUBLIC INPUT -none 5.DRAFT POLICIES/PROCEDURES-none 2012 February 7...11 16.REPORTS OF COMMITTEES-cont'd a.REPORT OF THE POLICY WORKING COMMITTEE -cont'd 6.DRAFT POLICY/PROCEDURE REQUIRING ADDITIONAL CONSIDERATION -none 7.POLICIES/PROCEDURES UNDER REVISION a. Building Security - Key Control Independent Procedure Director Tucker and Exec. Officer K.Bushell reviewed tine Building Security - KeyControl independent procedure as a result of recommendations received from the CUPE Main Joint Health and Safety Committee.Revisions to the independent procedure have been made to allovi/for an employee,other than the teacher,such as an Educational Assistant,to be able to lock the classroom door in the event of a lockdown.Updates to position titles and some wording revisions were made. Concern was raised that some of the wording in the document could have a negative tone and may suggest potential gaps In security measures.It was recommended that Facility Services re-examine paragraph 2.0.Director Tucker provided a brief history to the development of the procedure to provide consistency across the system following the amalgamation.He noted that at the time of amalgamation,some community members had keys to school gyms for community use which proved to be a liability issue,as well as placing staff in difficult situations when asked to loan their key. It was suggested and agreed that from a risk perspective,comments referenced in 2.0 be deleted.It was noted that there is an understanding to Improve security;however,it has been addressed internally.The committee agreed to delete Section 2.0.Further revisions and housekeeping issues were described. Clarification was sought on the word "security"and explained that it is used in reference to the security system within a school.It was confirmed that, currently,the loaning of security keys is at the principal's discretion.Loaning a security key to staff members withina school may be warranted because of increment weather and/or emergencies that may arise. The following motion was moved and carried: That the Building Security - KeyControl independent procedure be amended and brought back to the Policy Working Committee for further review. 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,February 28, at 3:00 p.m. in the Governor Simcoe Room. 11.ADJOURNMENT The meeting adjourned by motion at 4:33 p.m. RECOMMENDATIONS:none RUTH TISDALE Chairperson 2012 February 7...12 16.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE AUDIT COMMITTEE,2012 JANUARY 30 3:05 -4:20 p.m MEMBERS PRESENT ADMINISTRATION AND OTHERS T.Grant R.Robertson (3:15) B.Tucker S.Christie G. Hart (Acting Chair) K.Aranha K.IWeeson P.Hearse J.Pratt Regrets:R.Tisdale (Chair) Trustee Grant led the nominations for a pro tempore Chair in the absence of Chair Tisdale.Trustee Hart was elected and chaired the meeting. 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST -none declared 3.INTRODUCTION OF NEW COMMITTEE MEMBER Supt.K.Meeson introduced and welcomed new community representative Karen Aranha.Ms. Aranha completed the necessary membership forms and described her interest in serving on the committee. 4.DRAFT ANNUAL AUDIT COMMITTEE REPORT Supt.Meeson advised that,in accordance with Ontario Regulation 361/10,it is necessary to complete an annual report on the activities of the committee as at August 31,2011,to be presented to the Board.She presented a draft report for the committee's consideration. It was suggested that a separate section be included related to the Southern Regional Internal Audit team. Committee members were asked to review the report and advise Supt.Meeson of any changes by February 10 for discussion at the next meeting. 5.FUTURE MEETING DATES AND AGENDA ITEMS Supt.Meeson distributed a draft meeting schedule and topics for 2011 -12 for the committee's consideration.Dates will be confirmed with the Committee Chair. 6.INTERIM FINANCIAL REPORTS Supt.Meeson presented and described the draft 2011-12 Interim Financial Report as at 2011 November 30.The report provides a dashboard report which included a Summary of Financial Results,an Accumulated Surplus Summary and the Current Year Enrolment Summary.Supt. Meeson noted the changes in system enrolment over projections showing an increase of over 380 students. it was suggested that the report include a 3-5 year history for comparison.It was agreed to use the current format and develop an historical overview on a go-forward basis.The report will be prepared as at March 31,July 31 and November 30 annually. Manager J.Pratt described revenues noting the Board is on track with no inherent risk. He described the operating expenses based on Instruction,Administration,Transportation,Pupil Accommodation and Other.A detailed listing of the restricted grants was also presented. 2012 February 7...13 16.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE AUDIT COMMITTEE -cont'd 7.REGIONAL INTERNAL AUDIT RISK ASSESSMENT Supt.Meeson described the upcoming Regional Internal Audit Risk Assessment process to be completed by the Thames Valley District School Board.It is required by the Ministry of Education and will result in the development ofa heat map outlining the risks and controls in the various processes within the Board.The results of the audit will be presented to the Audit Committee and will guide the work of the Regional Internal Audit Team. Time has been scheduled with the Senior Administration to review the process of risk assessment and how to complete the required schedules. 8.OTHER BUSINESS -none 9.NEXT MEETING The next meeting was tentatively scheduled for Tuesday,February 21,2012,at 3:00 p.m. or alternatively,Monday,February 27. R.Robertson gave his regrets for the February 21 meeting. 10.ADJOURNMENT The meeting adjourned at 4:20 p.m.by motion. RECOMMENDATIONS:none GRAHAM HART (ACTING CHAIR) Chairperson It was confirmed that trustees will receive a copy of the dashboard distributed at the Audit Committee meeting. c.REPORT OF THE CHAIRS'COMMITTEE,2012 FEBRUARY 1 9:00 a.m.-11:57 a.m. MEMBERS ADMINISTRATION AND OTHERS J.Bennett (Chair)G.Hart T.Grant R.Tisdale B.Tucker S.Christie 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST -none declared 3.REVIEW OF 2012 FEBRUARY 7 IN-CAMERA AND BOARD AGENDAS The agenda forthe publicBoard meeting of2012 February 7 was discussed and updated.Itwas agreed that the in-camera meeting will be held following the public agenda. An information session for trustees on Transportation will be held from 5:00-6:00 p.m. on February 7 with Solicitor S.Spindler The process of issuing the RFP by the London District Catholic School Board was discussed. 2012 February 7...14 16.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE CHAIRS'COMMITTEE -cont'd 4.CORRESPONDENCE The following correspondence was added to the 2012 February 1 Board agenda under "Communications": Ontario School Bus Association re Transportation Task Force findings; •Minister of Education and Deputy Minister of Education re Task Force on Student Transportation: •Minister Responsible for Francophone Affairs &Minister of Education rethe 25^Anniversary of French Language Services (FLSA. 5.STRATEGIC PLANNING The success of the January 31 Strategic Planning session with trustees and the Senior Administration was discussed.The Administration will identify the commonalities identified in the planning discussions and will bring a report to trustees to establish future priorities.Director Tucker will meet with trustees following the February 7 Board meeting to discuss the next steps and stakeholder participation.The need for trustee ownership was raised and suggested that the draft mission,vision and priority areas be presented as a package at a future Board meeting. 6.SPRING PRINCIPAL/VICE-PRINCIPAL INTERVIEWS The following trustees to serve on the spring PrincipalA/ice-Principal interview teams were identified and will be confirmed: Elementary Principals (March 21,22)-Trustees Bennett and Todd Elementary Vice-Principals (April 12,13)-Trustees Coghlin and Roberts Secondary Principals (March 29, 30)-Trustees Grant and Todd Secondary Vice-Principals (April 19, 20)-Trustees McKinnon and Grant Chair Bennett will email all trustees in this regard.It was noted that trustees participating are required to attend both interview days to which they have been assigned. 7.COMMUNITY REPS ON LONDON VOCATIONAL AND TECHNICAL ARC Discussion regarding identifying community representatives for the London Secondary Vocational and Technology Accommodation Review Committee was deferred. Correspondence from a community representative applicant was discussed.It was agreed that Chair Bennett will respond to the individual. 8.MPP MEETING The dates that area MPPs are available to attend a meeting with trustees was presented.It was agreed to schedule a meeting on March 2 from 9:00-10:30 a.m.for the MPPs who are able to attend and schedule a future meeting for those unable to attend.Full-day Kindergarten, Transportation,and Mental Health will be discussed.The MPPs will be encouraged to offer any additional agenda items. 9.UPCOMING BOARD REPORTS Director Tucker described the following reports scheduled to come to the Board: Late Start; •EQAO; First Nations IP. 2012 February 7...15 16.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE CHAIRS'COMMITTEE -cont'd 9.UPCOMING BOARD REPORTS -cont'd He suggested that the Late Start report be rescheduled fromthe February 21 Board meeting to March 27 to provide the Senior Administration sufficient time to complete the public input process.The EQAO report was rescheduled for the March 6 Board meeting.The First Nation report will be rescheduled to a future Board meeting. 10.PAPERLESS MEETINGS The success of holding the paperless Board meeting on February 24 was discussed.It was suggested and agreed that the reports be posted as a single document rather than individuallyfor ease of reference.It was agreed that the goal will be to provide less paper at meetings rather than moving to paperless meetings as it is felt that paper documents are more appropriate in some situations. Director Tucker will speak with the IT Superintendent to discuss the tethering capabilities and offsite email. 11.IN CAMERA MEETING The Committee moved in-camera by motion at 11:08 a.m.to receive an update on the Thames Valley Region Athletics issue and legal matters.It reconvened in public session at 11 ;56 a.m. 12.OTHER BUSINESS -none 13.DATE AND TIME OF FUTURE MEETINGS The following Committee meetings were scheduled for at 9:00 a.m. February 15,29; •March 21; April 4, 18; • May 2, 16; June 6,20. 14.ADJOURNMENT The meeting adjourned at 11:57 a.m.by motion. RECOMMENDATIONS:none J.BENNETT Chairperson Chair Bennett requested that trustees remain following the in-camera session for a short discussion on Strategic Planning next steps. It was confirmed that the report on Late Starts would be brought back to the Board on 2012 March 27 allowing for more consultation and public input. 2012 February 7...16 16.REPORTS OF COIWWIITTEES -cont'd d.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA,2012 FEB 7 MEMBERS PRESENT ADMINISTRATION AND OTHERS G. Hart (Chair)P.Jaffe B.Tucker V.Nielsen S.Amri B.McKlnnon K.Dalton M.E.Smith J.Bennett S.Polhill L.Elliott P.Tufts R.Campbell T.Roberts C.Bourbonnais-K.Wilkinson J.Coghlin P.Sattler MacDonald K.Bushell T.Grant W.J.Tai K.Edgar S.Christie W.Huff R.Tisdale K.Meeson K.Young J.Todd M.Moynihan Regrets:T.Roberts The Committee met in camera from 8:30 p.m.to 8:40 p.m. 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST -No conflicts of interest were declared. 3.Confidential legal matters were discussed. 4.RISE AND REPORT A motion to rise and report was moved and carried at 8:40 p.m. RECOMMENDATIONS:none GRAHAM HART Chairperson 17.COMMUNICATIONS a.Ontario Public School Boards'Association (OPSBA)-Update Trustee Sattler advised that the Western Region trustees are planning a two-day meeting on 2012 April 13 and 14 where trustees will have the opportunity to tour the Blue Water Youth Facility in Goderich.As well,trustees who are considering attending the Annual General Meeting from June 7 to 10 were encouraged to make transportation arrangements for the Thunder Bay conference as soon as possible. Trustee Hart provided a report on the recent PES conference noting the range of issues he was able to discuss with other trustees from boards across the province. b.Ontario School Bus Association Correspondence was received from the Ontario School Bus Association regarding the Task Force on Competitive Procurement for student transportation and the issuing of RFPs. 2012 February 7...17 17.COMMUNICATIONS -cont'd c.Minister of Education and Deputy Minister of Education Correspondence was received from the Minster of Education regarding the task force on student transportation Indicatingthe task force has been meeting to reviewcompetitive procurement policies and consider the Issues raised as a result of the pilot process. d.Minister Responsible for Francophone Affairs The Boardreceived correspondence fromthe MinisterResponsible for Francophone Affairs regarding the 25^^anniversaryoftheFrenchLanguageServices Act,(FLSA)also known as Bill 8.The FLSA Is encouraging teachers to organize an activity in the classroom to bring awareness of the reality of Francophones in Ontario. 18.NOTICE OF MOTION -none 19.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 20.ADDITIONAL ITEMS -none 21.QUESTIONS/COMMENTS BY MEMBERS -none At8:25 p.m., a motion to move in-camera was moved by P. Jaffe,seconded by R.Campbell and carried. Trustee Todd joined the meeting at 8:30 p.m.The meeting reconvened In public session at 8:40 p.m. 22.ADJOURNMENT The meeting adjourned at 8:40 p.m. on motion of R.Tisdale,seconded by R.Campbell. rnnfirmpH-J id ^/J. Chairperson 2012 February 7...18 SUMMARY OF APPROVED RECOMMENDATIONS OF 2012 FEBRUARY 7 That the attendance area for Clara Brenton Public School effective 2012 September 01 be as follows: The current Clara Brenton Public School attendance area plus Zone Aof the current Eagle Heights Public School attendance area as illustrated on the attached map (Appendix A.1),such that: "Starting at the intersection of the Thames River and the virtual western perimeter municipal boundary line for the City of London,thence proceeding in a due easterly direction on a virtual line to intersect with Hyde Park Road south of Cantebury Park,thence proceeding in a southerly direction along the centre lineof Hyde Park Road untilits intersection with Sarnia Road,thence proceeding inan easterly direction along the centre lineof Sarnia Road until its intersection withthe back ofthe lotsfrontingonto the west side of Oak Crossing Gate,thence proceeding in a southerly direction along the back of the lots fronting onto the west side of Oak Crossing Gate ina virtual line extending southward along the back ofthe lots frontingonto the east side ofOak Crossing Road extending along the back of the lots fronting onto the east side of Redtail Court (Includes Deer Ridge Place)to its virtual intersection with the CN Railway line,thence proceeding ina south-easterly direction along the CN Railway lineto its intersection with Oxford Street,thence proceeding in a westerly direction along the centre line of Oxford Street until its intersection with Royal York Road,thence proceeding in a northerly direction along the back of the lots fronting onto the west side of Royal York Road untilits intersection with Manchester Road,thence proceeding in a northerly direction along the back of the lots fronting onto the west side of Manchester Road until its intersection with Hunt Club Drive,thence proceeding in a westerly direction along the back of the lots fronting onto the north side of Hunt Club Drive and continuing ina westerly direction along the back of the lots fronting onto the north side of Kingspark Crescent,thence proceeding ina due westerly direction along a virtual lineto its intersection withthe Thames River,thence proceeding ina northerlydirection along the Thames Riveruntilits intersection withthe virtual western perimeter municipal boundary linefor the Cityof London." That the attendance area for Eagle Heights Public School effective 2012 September 01 be as follows: The current Eagle Heights Public School attendance area minus Zone Aof the current Eagle Heights Public School attendance area as illustrated on the attached map (Appendix A.1),such that: "Starting at a pointwhich isthe intersection of Sarnia Road and the back of the lots fronting onto the west side of Oak Crossing Gate,thence proceeding in an easterly direction along the centre line of Sarnia Road untilits intersection withthe CP Railwayline,thence proceeding inan easterly direction along the CP Railwayline untilits intersection withthe back ofthe lots fronting onto the south side of Essex Street,thence proceeding in an easterly direction along the back of the lots fronting onto the south side of Essex Street untilits Intersection with Wharncliffe Road,thence proceeding in an easterly direction along the back of the lots fronting onto the north side of Beaufort Street until its intersection with the Thames River,thence proceeding in a southerly direction along the Thames River until its intersection with Oxford Street,thence proceeding in an easterly direction along the centre line of Oxford Street until its intersection with Richmond Street,thence proceeding in a southerly direction along the centre lineof Richmond Street untilits intersection with Dundas Street,thence proceeding in a westerly direction along the centre line of Dundas Street until its intersection with the Thames River,thence proceeding ina westerly direction along the Thames River untilits intersection with the CN Railway line,thence proceeding in a north-westerly direction along the CN Railway line until its virtual intersection with a line which extends northward along the back of the lots fronting onto the east side of Redtail Court (excludes Deer Ridge Place)continuing northward along the back of the lots fronting onto the east side of Oak Crossing Road to meet the back of the lots fronting onto the west side of Oak Crossing Gate to its intersection with Sarnia Road." 2012 February 7...19 SUMMARY OF APPROVED RECOMMENDATIONS OF 2012 FEBRUARY 7 -cont'd That the attendance area for Orchard Park PublicSchool effective 2013 September 01 be as follows: The current Orchard Park Public School and Sherwood Forest Public School attendance areas,such that; "Startingat the intersection ofWonderland Road and Fanshawe Park Road,thence proceeding inan easterly direction along the centre line of Fanshawe Park Road until its intersection with Medway Creek,thence proceeding Ina south-easterly direction along Medway Creek untilits Intersection with the North Thames River,thence proceeding ina southerly direction along the North Thames River until its intersection with the virtual easterly extension of Philip AzizAvenue,thence proceeding ina due west direction along the centre line of PhilipAziz Avenue untilits intersection with Sarnia Road,thence proceeding in a westerly direction along the centre line of Sarnia Road until its intersection with Wonderland Road,thence proceeding in a northerly direction along the centre line of Wonderland Road until its intersection with Fanshawe Park Road." Poll Vote: YEAS:T.Grant,J.Bennett,R.Campbell,J. Coghlin, G. Hart, W.Huff,P.Jaffe,S. Polhill,P.Sattler,R.Tisdale,J.Todd NAYS;T.Roberts,B.McKinnon ABSTENTIONS:none Student Trustee Amrl -yea Student Trustee Tai -yea That the Board approve,for referral to the Minister of Education,the 2012 -2013 Elementary School Year Calendar,the 2012 -2013 Secondary School Year Calendar and the modified 2012 -2013 school year .calendar for Sir George Ross Secondary School. ('THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING,PUBLIC SESSION 2012 FEBRUARY 21,7:00 P.M. BOARD ROOM,EDUCATION CENTRE UNITED WAY^ELEBRATION -6:30 AGENDA V-verbal M -material 1.CALL TO ORDER V 2.0 CANADA V 3.SPECIAL MUSICAL PRESENTATION -Sir Frederick Banting Secondary School Chamber Choir V 4.APPROVAL OF AGENDA M 5.OFFICIAL RECORD M 6.RECOGNITIONS -none V 7.CONFLICTS OF INTEREST V 8.CHAIR'S ANNOUNCEMENTS V 9.DIRECTOR'S ANNOUNCEMENTS V 10.ADMINISTRATIVE PRESENTATION -none 11.MINUTES OF THE 2012 FEBRUARY 7 BOARD MEETING M a.Confirmation of Minutes b.Business Arising from the Minutes 12.STUDENT TRUSTEES'UPDATE V 13.REPORTS FROM THE ADMINISTRATION a.Accepting Schools Act V b.Financial Dashboard Update (To be distributed)M c.Long Term Financing Arrangements M 14.REPORTS OF COMMITTEES a.Motion from the Central London Elementary ARC M b.Special Education Advisory Committee,2012 February 7 M c.Long Term Community Partnership Committee,2012 February 9 M d.Chairs'Committee,2012 February 15 M e.Committee of the Whole - In Camera,2012 February 21 V 15.COMMUNICATIONS a.Ontario Public School Boards'Association -Update V b.Appointment to the First Nations Advisory Committee M c.Minister of Education Re Transportation M d.Appointments to the Special Education Advisory Committee 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,PUBLIC SESSION 2012 FEBRUARY 21 Aregularmeeting ofthe Boardwas held on2012 February21 in the Board Roomat the EducationCentre, meeting in public session at 7:12 p.m. to 9:00 p.m. The!following were In attendance: TRUSTEES ADMINISTRATION AND OTHERS J.Bennett (Chair)B.McKinnon B.Tucker B;Sonier S.Amri P.Sattler L.Elliott P.Tufts R.Campbell W.J.Tai M.Sereda K.Wilkinson J. Coghlin J.Todd (+8:45)C.Bourbonnals-MacDonald K.Bushell T.Grant R.Tisdale K.Edgar S.Christie G.Hart S.Hughes K.Young W.Huff L.Griffith-Jones D.Rajala P.Jaffe K.Meeson J.Pratt V.Nielsen K.Aitken Regrets:T.Roberts S.Polhill 1.CALL TO ORDER BoardChairJ. Bennettcalledthe meetingto order at 7:12 p.m. 2./3.O CANADA AND MUSICAL PRESENTATION Theappreciationofthe Boardwas extended toSirFrederick Banting Secondary SchoolChamber Choir fortheir performance and Conductors M.Surtiand K.Darsaut forleadinginthe singingofO Canada and performing three musical selections. 4.APPROVAL OF AGENDA The agenda was approved on motion of T. Grant,seconded by P. Jaffe. The circled items were approved on motionof P. Jaffe,seconded byT. Grant. 5.OFFICIAL RECORD S.Christie,Supervisor, Corporate Services, read the following official record into the minutes: "We regret to record the deaths of Alannah Confurius,a 17 year old student at Sir Frederick Banting SecondarySchoolon2012 February 9and Roger Kennedy,Vice-Principal at Medway HighSchool on 2012 February 20." 6.RECOGNITIONS -none 7.CONFLICTS OF INTEREST - No conflicts of interest were declared. 8.CHAIR'S ANNOUNCEMENTS Chair Bennett advised that she attended the first annual First Nation M§tis Inuit Youth Conference on 2012February14. She notedthatthe eventwas well attended and provided an opportunity for students to network and talk about Issues facing FNMI students. Chair Bennett indicated that the Provincial Government released the Drummond Report on 2012 February15 which included manyrecommendations that couldimpactstudents. She notedthatthere isa recommendation to implement user fees and expressed her concern that all students should have equal opportunityto access services feeling this could be problematic for some students.She was pleased;however, that the Ministry is movingforward to ensure that opportunities continue for First Nations students. 2012 February 21 ...2 9.DIRECTOR'S ANNOUNCEMENTS Director Tucker asked Supt.S.Hughes to report on correspondence received from the Ontario Ministry ofTraining,Colleges and Universities.Supt.Hughes advised that asof2012 July 31,the government will no longer fund the Employment Resource Centre utilized by English as a Second Language students and newcomers to Canada. Headvised that the Boardis able to find placements within the organization for teachers who will beaffected.The Director advised that the Board will continue towork with community partners and organizations tolessenthe impact onthe students. Director TuckernotedthattheThames Valley United Waycheque inthe amountof $346,703.00.was presented earlier.He expressed his appreciation for the work of all staff and students who contributed to the successful campaign. 10.ADMINISTRATIVE PRESENTATIONS -none 11.MINUTES OF THE 2012 FEBRUARY 7 BOARD MEETING a.CONFIRMATION OF MINUTES The minutes ofthe Regular Board Meeting,2012 February 7 were adopted on motion ofP.Jaffe, seconded by T. Grant. b.BUSINESS ARISING FROM MINUTES In response toa question regarding item 14.a,It was confirmed thatthe established boundaries do not preclude Orchard Park Public School from being a potential holding zone If required. 12.STUDENT TRUSTEES'UPDATE Student Trustee S. Amri described the issues discussed at the Student Advisory Committee meeting held on2012 February 8.At the meeting,thestudentswereabletoshare their thoughts onlatestart times. Trustee Amri described various advantages and disadvantages to a late start as cited bythe students and concluded thattheyfeltthat further discussion and reflection onthe issue is needed. Student Trustee W.J. Taiadvised that manystudents are interested In the upcoming symposiumand provided a detailed overview of the focus areas. He advised thatthe student response has been positive and he is hopefulthat the numberofinterested students will increase. 13.REPORTS FROM THE ADMINISTRATION a.ACCEPTING SCHOOLS ACT Supt.B.Sonier provided trustees with a detailed overview of Bill 13 -Accepting Schools Act- intended to create safer and more accepting schools.She advised that the Board has no concerns with Implementation of the Act noting that many areas have been modeled as a whole school approach for some time. She described In detail initiatives that are in place that align with the following: • support students in activities that promote gender equity,anti-racism, sexual orientations, understand and respect students withdisabilities; •Bullying Awareness and Prevention Week; • organizations using school property to follow standards in line with the Provincial Code of Conduct; • develop policies and guidelineson progressive discipline,bullying that includesupport and resources for students; • equity and inclusive polices. 2012 February 21 ...3 13.REPORTS FROM THE ADMINISTRATION -cont'd a.ACCEPT/NG SCHOOLS ACT -cont'd Concern was raised over the emphasis on progressive discipline for students who are neuro- atypical andmeasures thatare in placeforthem. Itwasnotedthatthereare interventions currently in placeforsuch cases and thatschools will work with the SpecialEducationdepartment to ensure that there is wrap-around support for the students. b.FINANCIAL DASHBOARD UPDATE Supt.K.Meeson distributed and described the draft 2011-12 Interim Financial Reportas at 2011 November 30. The dashboard report included a Summary of Financial Results, an Accumulated SurplusSummaryand the CurrentYearEnrolmentSummary. Itwas confirmedthatthe report will be brought to the Board three times per year following presentation to the Audit Committee. Questions of clarification regarding EPO grants (FDK),operating carry forwards and other appropriations were discussed. c.LONG-TERM FINANCING ARRANGEMENTS Supt. Meeson presented the following reporttoprovide authority forthe transition from the current short-term financing arrangement for the capital expenditures outlined belowto the long-term financing arrangement withthe Province of Ontario.She was joined by Manager J. Pratt. On 2011 November22, the Ministry released Memorandum 2011:SB32 "March 2012 Long-Term Financing Arrangements for Ministry-Supported Not Permanently Financed Capital Debt, announcing the intentto permanentlyfinance projects substantiallycomplete as at 2011 August 31 through an OFA debt issue in March 2012. Thames Valley District SchoolBoard's participation inthe long-term financing arrangement through the Ontario Financing Authority (OFA)consists of the following amounts: Capital Priorities -Lambeth Public School $4,921,101 Primary Class Size Winchester Street Public School 858,130 River Heights Public School 692,000 Harrisfield Public School 567,600 June Rose Callwood Public School 506.770 Royal Roads Public School 439,680 Lambeth Public School 343,045 Total $8,328,326 Funded by Ministry of Education Grants Timeline:2012 March09 - Funds flowfrom Ontario Financing Authority 2012 February 21 ...4 13.REPORTS FROM THE ADMINISTRATION -cont'd c.LONG-TERM FINANCING ARRANGEMENTS -cont'd RECOMMENDATION: Thatthe Board approve By-law #14 to authorize a loan from the Ontario Financing Authority (OFA) in the principal amount of $8,328,326 pursuant toa loan agreement under section 7 of Ontario Regulation 41/10. The recommendation was moved byR.Tisdale,seconded byG. Hartand carried. 14.REPORTS OF COMMITTEES a.MOTION FROM THE CENTRAL LONDON ELEMENTARY ACCOMMODATION REVIEW COMMITTEE Trustee Jaffe presented the following report requesting that trustees considera motion from the Central London Elementary Accommodation ReviewCommitteeto include Lord Roberts French Immersion PublicSchool inthe study. He noted the following rationalefromthe meeting minutes of 2012 January 30: "Lord Roberts is in the same catchment area and is over capacity: this would be a way of looking at the empty spaces inLome Avenue;French Immersion seems to be problematicin central London;we seem to be losing students inSKto French Immersionschools; thiswould identify where French Immersion isanotheroptionforLomeAvenueand, ifso,weshouldhave Lord Roberts representation at the table; since we are looking at under capacity,we should also lookat over capacity schools inthe area; itwould be an option of having dual track for French Immersion at Lome Avenue not converting Lome Avenue to full French Immersion." The first organizational meeting for the Central London Elementary Accommodation Review Committee (involving Bishop Townshend Public School, Lome Avenue Public School and St. George's Public School)was held at St.George's Public School on the evening of Monday,2012 January 30. In accordance withthe TVDSB Policyand Procedure entitled"PupilAccommodation and Facility Organization", Section 2.2.1 c), "The Board will identify the schools to be included in the Accommodation Review. If the ARC wishes to recommend a change to the schools Included,it may discuss this possibility at the first ARC organizational meeting and decide ifthey wish to formulate a recommendation to the Board of Trustees to change the schools included in the scope of the Accommodation Review.Schools will be added or removed from the scope of the Accommodation Review only by Board resolution." RECOMMENDATION: Given the pressure that the school board has with French Immersion spaces,itis recommended that the Central London Elementary ARC include Lord Roberts French Immersion Public School. The recommendation was approved on motion of P.Jaffe,seconded by P.Sattler and carried. The Administration responded to questions from trustees related to the accommodation process and whether the French Immersion issue should be explored in this ARC.Exec.Officer K.Bushell advised that the Capital Planning Co-ordinating Committee is reviewing the overall French Immersion issue and that any timelines will be contingent upon Year 5 FDK funding.Future recommendations will be brought to the Board for approval. 2012 February 21 ...5 14.REPORTS OF COMMITTEES -cont'd a.MOTION FROM THE CENTRAL LONDON ELEMENTARY ARC -cont'd In response to a question, itwas clarified that French Immersion is viewed as a program within a school and that, in accordance withthe Board's policyand procedure on pupil accommodation and Ministry guidelines,it Is not necessary for the relocation of programs to go through the ARC process. Trustee Tisdale advised that she would be voting against the motionand expressed her concern that the focus of the ARC may become a French Immersion issue rather than an accommodation issue and advised that the Board must lookat English language student needs Inthe area.She stressed that itis intended that the process be community driven to Include the views and opinions of the majority of members inthe community. Trustee Todd joined the meeting at 8:45 p.m. b.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE,2012 FEBRUARY 7 12:15 p.m.-3:00 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 Children's AidSociety of London &Middlesex, Learning Supervisor,J.Johnston M.Cvetkovich Secondary Vice-Principal, V.Towell Chlppewas of the Thames,C.Dendias Superintendent of Education,Special Community Living London, S. Wilson Education,K.Edgar Easter Seal Society,A.Morse Epilepsy Support Centre,B.Harvey FASD ELM.O.,T.Ashby Learning Disabilities Association of Ontario, T. Fawdry Thames Valley Council of Home and School Associations,A. Morell Trustee J.Bennett Trustee R.Campbell Vanier Children's Services,B. Montmlny Voice for Hearing Impaired Children,M.Barbeau +1:00 Regrets:Association for Bright Children - D.Ensing,C.Haskett Autism Ontario - J. Wright, S.Fiddes Guests: A. Leatham, Learning Coordinator, Special Education,Thames ValleyDistrictSchool Board 1.CALL TO ORDER The meeting was called to order at 12:20 p.m. in the Katharine Harley Room at the Education Centre by Chair Gritzan. 2.AUTISM SPECTRUM DISORDER UPDATES A.Leatham,Learning Coordinator presented an update to the committee on Autism Spectrum Disorder.(Appendix A). 2012 February 21...6 14.REPORTS OF COMMITTEES -cont'd b.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd 3.CONFIRMATION OF AGENDA Theagendawas amended toadda DVD Update by A.Morse.Theagendawas approved as amended. 4.CONFLICTS OF INTEREST -none 5.MINUTES OF MEETING FROM 2012 JANUARY 10 The minutes were approved as printed. 6.BUSINESS ARISING FROM THE MINUTES OF 2012 JANUARY 10 Supt.K.Edgarreviewed an updated list ofthe Number of Students by Exceptionality andGrade (Appendix B).This will be added as a standing itemon the agenda. 7.CCAC PARTIAL RELEASE OF WAIT-LISTED CHILDREN FOR SCHOOL HEALTH SUPPORT SERVICES Chair Gritzan updated the committee on a letterreceived from the CommunityCare Access Centre regarding the partial release of wait-listed children forschool health supportservices. 8. EQUITY AND INCLUSIVE EDUCATION ADVISORY COMMITTEE As a member of the Equity and Inclusive Education Advisory Committee, Chair Gritzan provided an updateto SEAC highlighting areas of information onthe Board'swebsite.SEAC members were encouraged to provided feedback ondraft policies and brochureas posted on the Board's website. 9.MEMBER PRESENTATION B.Montminy presented an overview ofVanierChildren'sServices as part of SEAC's action plan. Supt.K.Edgar noted that SCIP (School-Community Intervention Project) has hired an additional seven staffand has expanded to OxfordCountythis year. As one ofthe partners in SCIP,Thames ValleyDistrictSchool Board offers office space for SCIP. 10.DVD UPDATE A. Morse advised the committee that the DVD project is on track and the current focus is on the steps priortothe PDT(ProgramDevelopmentTeam)process. The DVD has beenscripted, based on the circumstances ofa grade 3 student withlearning difficulties.The DVD committee will meet again after the March break. 11.NEW BUSINESS In response to a question,Supt.Edgar noted that there are no significant changes to the Special Education Report at this time. The Board Iswaitingfor information forthcomingfrom the Ministry of Education that may impact the report.The Special Education Report will tentatively be brought forward to SEAC at the April meeting. A request was made to add a link to the Special Education Report on the home page of the Board's website. Supt. Edgar will make the request but noted that the request may be rejected. Supt.Edgar also noted that the Board Improvement Plan for Student Achievement will also be broughtforwardtoSEACat a future meeting. Supt.K.Meeson will tentativelybe invited to the March or April SEAC meeting. 2012 February 21...7 14.REPORTS OF COWIMITTEES -cont'd b.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE -cont'd 11.NEW BUSINESS -cont'd Therewas a discussion about programreviewsand itwas notedthatthe STEPS programwas the mostrecent programthat undenwent a review.The process of fuii programreviewsisbeing examined as the previous process sometimes resuited in a 2-3 year review.An update on program reviews wiii be brought forwardto SEAC in April or i\/lay.C.Stager of Research and Assessment will be invited to attend a future meeting to update SEAC on program research. 12.FORUIW ASSOCIATION UPDATES Joanne Sherin has been appointed Acting Director of Vanier Children's Services as the previous director resigned as of January 27, 2012. T. Grant noted that the deadlines have been extended forthe London Secondary Vocational and Technology Program ARC. T. Grant noted the Board is currently going through the Strategic Planning Process and an update will be brought to SEAC. T. Fawdry announced that tickets are nowavailable for"ANightat the Oskars",LDA-London Region Annual Gala Fundraiser,Friday,February 24th,2012 at Windermere Manor in London. 13.FUTURE MEETING DATES Day Time Location Tuesday,March 06,2012 11:45 am-03:00 pm Erie Room,Education Centre Monday,April 02,2012 06:30 pm-09:30 pm London Room,Education Centre Monday,May 07,2012 06:30 pm-09:30 pm London Room,Education Centre Tuesday,June 05,2012 11:45 am-03:00 pm Dundas Room,Education Centre 14.FUTURE AGENDA ITEMS Five minute member Presentations (TVCHSA- March) Board Improvement Plan for Student Achievement Planning SEAC Learning Website Learning Disabilities Association London Region update on Girl Talk program (March) Developmental Services Ontario (DSO)Organizations Presentation •Special Education "In a Perfect World" Program Research Update ©.Stager) • Learning Disabilities Update (J.Johnston) •Special Education Report Update •Strategic Planning Process 15.ADJOURNMENT The meeting adjourned at 2:02 p.m. on motion. RECOMMENDATIONS:none J.GRITZAN Chairperson In response to a question regarding item 7.0, it was noted that although some students have been taken offwaiting lists but have not received the requested services,the Board will continue towork with them to provide the necessary services. 2012 February 21 ...8 14.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE LONG-TERM COMMUNITY PARTNERSHIP COMMITTEE 2012 FEBRUARY 9 1:05-2:26 p.m. MEMBERS ADMINISTRATION AND OTHERS R. Campbell (Chair) J.Bennett B.Tucker K.Aitken P.Jaffe (+1:06)B.McKlnnon K.Young T.Roberts (via teleconference) Guests:L.Livingston, H.Gerrits Regrets:T. Grant, P.Sattler 1.APPROVAL OF AGENDA Theagenda, was revised toadd item 7,Long Term Community Partnership In Camera 2012 February 9. It was approved as amended by motion. 2.CONFLICTS OF INTEREST -none declared 3.ELECTION OF COMMITTEE CHAIR Director Tucker presided over the election of the 2012 Committee Chair.Trustee Campbell was nominated and appointed by acclamation. 4.REPORT OF THE 2011 OCTOBER 20 MEETING -provided for information 5.BUSINESS ARISING FROM THE 2011 OCTOBER 20 MEETING -none 6.NEIGHBOURHOOD CHILD AND FAMILY CENTRE DirectorTucker introduced Lynne Livingston,Director- LondonChildand Youth Network,who joinedthe meetingto present the Neighbourhood Child and Family Centre initiative.Henoted that the next steps are to present the reengineering process to the Boardthrough committee direction. He noted that there are challenging questions and issues as the Board, City of London and other agencies move forward. Ms.Livingston distributed information on the initiative and provideda briefoverviewofthe role of the London Child &Youth Network.She advised that they are in the process of renewing their three-year plan through their common vision-happy,healthy children and youth today; caring creative responsible adults tomorrow.She presented a detailed overviewon creating a family-centred service system through the following topics: Child and Youth Agenda Priorities and Goals, TVDSB Leadership and Involvement, Moving to a Family-Centred Service System, London's Current State, Goals for families and children, Vision, Neighbourhood Approach, Guiding Principles, Organizations Committed to the Plan, System Reengineering Implementation Structure, Eight Elements for Change, 2012 February 21 ...9 14.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE LONG TERM COMMUNITY PARTNERSHIP COMMITTEE -cont'd 6.NEIGHBOURHOOD CHILD AND FAMILY CENTRE -cont'd •Where We Are At •System Level Neighbourhood Level. Thegoalisto build a networkof Neighbourhood Child and Family Centres and change theway services are deliveredfora positive family experience and quickand easy access to resources. The focus is a very different approach to the way the network works with families.Ms. Livingston advised that the TVDSB will be instrumental to the success of the initiative as the sites will be located in schools. The following areas are potential for service system sites: Argyle, White Oaks, • Lord Nelson, •Westmount. Itwas noted that twoidentified sites will require an addition and/or renovations to accommodate the centres.The main obstacle is funding where the Board is restricted on capital dollars. DirectorTucker advised that he has invited the MinisterofEducationtoattend a re-engineering meeting towitness the synergy that results from those meetings. As Board support is required to move forward, it was agreed that Ms. Livingston will make a presentation to the Board in March,2012. The issue offundingwas discussed and Itwas noted that there are over 100 organizations that will come together.Initially,there was sufficient money from the system to fund the initiative because there are no new services other than the community connection where there is an operational expenditures funding gap. Ms. Livingston advised that the gap will be addressed through a contribution model. Other budget considerations were discussed at a recent meeting with the DeputyMinisterand Assistant Deputy Minister.DirectorTucker noted that the meetingwas positiveand that a letter in support of the initiative was signed. Responding to a question,DirectorTucker advised that the initiative cannot be driven by a single person but will need a philosophical commitment as well as a commitment from the Boardto pursue it.It was noted that other counties are also seeking information on howthey can become involved.The senior team will map out implicationsfor staff and associated costs. Awareness ofthe initiative will be made through the LongTerm Community Partnership report in advance of the upcoming presentation to the Board. Concern was raised on how partners would be held accountable.It was clarifiedthat signed agreements would be sought and potential leases with organizations would allow the Board to terminate a lease should service contracts are not be fulfilled. 7.IN CAMERA MEETING The committee moved in-camera by motion at 2:02 p.m. where program issues and legal matters were discussed.It reconvened in public session at 2:16 p.m. 2012 February 21 ...10 14.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE LONG TERM COMMUNITY PARTNERSHIP COMMITTEE -cont'd 8.OTHER BUSINESS Trustee Jaffe advised tliat Western University's Faculty of Education will be launching a Centre for Children's Mental Health in Schools to enhance research and promising practices in the field. A partnership v\/ith area school boards like TVDSB will be an essential part of this new development.A formal notice about this Initiative will be coming soon and a special event is planned at Western on September 27,2012,featuring former Senator Michael Klrby who has taken on a national leadership role in promoting children's mental health. 9.DATES AND TIME OF NEXT MEETING The next meeting was scheduled for 2012 April 19 at 2:00 p.m. 10.ADJOURNMENT The meeting adjourned at 2.26 p.m. by motion. RECOMMENDATIONS:none R.CAMPBELL Chairperson d.REPORT OF THE CHAIRS'COMMITTEE,2012 FEBRUARY 15 9:00 a.m.-11:50 a.m. MEMBERS ADMINISTRATION AND OTHERS J.Bennett (Chair)G.Hart B.Tucker S.Christie T.Grant R.Tisdale 1.APPROVAL OF AGENDA Items 15 a and b were added to the agenda.It was approved by motion as amended. 2.CONFLICTS OF INTEREST -none declared 3.REVIEW OF 2012 FEBRUARY 21 BOARD AGENDA The agendas forthe In-cameraand publicBoard meetings of2012February21 were discussed and updated.It was noted that a United Way celebration will be held In the Atrium at 6:30 p.m. prior to the public Board meeting. It was agreed that the financial dashboard will be presented at a Board meeting following presentation to the Audit Committee three times per year.A report in this regard was added to the February 21 agenda following presentation of the current dashboard to the Audit committee on January 30,2012. 4.CORRESPONDENCE A letter from the Ministerof Education regarding the Transportation Task Force report was added to the February 21,2012,public Board agenda under "Communications". A letter from the Ontario Public School Boards'Association to the Minister of Education regarding a response to the Accepting Schools Act,2011 (Bill 13)is attached to the report for trustees'Information. Supt. B.Sonler will provide an overview and Impending implications of the Act at the February 21 Board meeting. 2012 February 21 ...11 14.REPORTS OF COWIWIITTEES-cont'd d.REPORT OF THE CHAIRS'COMMITTEE -cont'd 5.COMMUNITY AND MUNICIPAL REPS ON PHASE FOUR ACCOMMODATION REVIEW COMMITTEES Community and municipal representatives for tlie Western Elgin Accommodation Review Committee (ARC)were considered.The following motionwas moved and carried: That the following appointments to the Western Elgin Accommodation ReviewCommittee be approved; Community Representative:Jacob Rowe Municipal Representatives:West Elgin- Councillor Dug Aldred Dunwich-Dutton - Mayor Cameron McWilliam Itwas noted that municipal representatives for the Central London Elementary and London Secondary Vocational and Technology ARCs remain unfilled as well as the community representatives forthe London Secondary Vocational and Technology ARC.The firstmeeting of the London Secondary ARC is scheduled for February 29 at Montcalm Secondary School. 6.STRATEGIC PLANNING Strategic Planning facilitator,Marilyn Gouthro, joined the meeting via teleconference.Director Tucker distributed the draft strategic prioritiesof Purposeful Curriculum, Learning Environment, Stewardship of Resources and Engagement which were developed on January 31, 2012. Director Tucker will have the material emailed to Ms.Gouthro Plans for a further Strategic Planning session on February 28 from 6:00-9:00 p.m.were discussed as well as the schedule for developing the Strategic Plan.The session will include a review of the four areas and how they interrelate.The Senior Administration will be asked to define areas of focus to move student achievement fon/vard. ItIs intended that a draft report will be brought to the Board in Mayfollowed by the approval process in June and implementation In September,2012. Director Tucker will meet with trustees following the February 21 Board meeting to schedule stakeholder information meetings.Participant groups were identified. 7.TRANSPORTATION UPDATE Supt.K.Meeson joined the meeting. Director Tucker spoke to the need for a second caucus to discuss draft revisions to the Transportation policy and procedure.It was requested that the appeal process be clarified inthe policy. Director Tucker will identifypotential dates to discuss the documents with trustees at a trustee caucus. 8.LETTER TO MINISTER OF EDUCATION The Committee discussed the preparation ofa lettertothe Ministerof Education regarding the Transportation governance structure,Inquiring about the release of the report of the Transportation Taskforce and timelines.The letter will seek trustee involvement In the governance process to ensure fairness and transparency. 9.MPP MEETING AGENDA The draft agenda forthe March 2,2012,meeting withlocal MPPs was discussed and updated. The meeting will be held in the Board Room from 9:30-11:00 a.m.at the Education Centre.The agenda will be provided to the MPPs and trustees once confirmed. 2012 February 21...12 14.REPORTS OF COMMITTEES -cont'd d.REPORT OF THE CHAIRS'COMMITTEE -cont'd 10.COMMUNICATIONS Trustee Grant sought a review of protocols regarding trustee Board and personal contact information and consistent messaging.It was confirmed that all messages,and in particular confidential messages,are to be sent to the trustees'Board email addresses. 11.STAFFING UPDATE It was agreed that Director Tucker will update trustees on funding ofa program at the February 21 in-camera meeting. 12.GUIDING PRINCIPLES OF CAPITAL PLANNING Trustee Hart requested that guiding principles related to capital planning be reviewed priorto summer accommodation discussions.He asked that the issue of walking distances from previous accommodation studies be addressed In an effortto maximize the number of walkers and minimize those bused.He asked that the principles be approved in May.Director Tucker will meet withthe Capital Planning Coordinating Committee inthis regard and will report back at the next Chairs'Committee meeting. 13.CHILD YOUTH NETWORK WORKSHOP Director Tucker advised that on March 22,2012,a conference is scheduled for CEOs and Board members of the Child and Youth Network (CYN) to focus on discussions related to future plans for the CYN. He Invited trustees to attend to learn more about the development of the CYN. 14.VARIETY IS ...DATE Director Tucker advised that there Is a conflict with the annual Variety Is performance and the regular Board meeting on March 27,2012.The following motion was moved and carried: That the second Board meeting in March be rescheduled to Monday,March 26,2012, at 7:00 p.m. Director Tucker will confirm plans for advertising the event and report at the next Chairs' Committee meeting. 15.OTHER BUSINESS a. St.Thomas Letter of Agreement Director Tucker advised that the St.Thoms letter of agreement has been finalized and will be presented at an upcoming Council meeting.Trustee Grant will determine the date. Plans will also be made to schedule the signing at a future Board meeting. It was noted that the City of London Is continuing to pursue completion of its agreement. Director Tucker will follow up on the status of the agreement. b.Administrative Reports Trustee Grant sought Information on the Primary Tech and the Speech and Language pilot projects. Director Tucker will bring information to trustees at the February 21 Board meeting under "Director's Comments"as well as provide periodic updates as information on pilot projects Is available. c.First Nations Proposal Director Tucker reported on a proposal discussed with the Chief of the Chippewas of the Thames First Nation regarding an alternative education proposal. 2012 February 21...13 14.REPORTS OF COMMITTEES -cont'd d.REPORT OF THE CHAIRS'COMMITTEE -cont'd 16.DATES AND TIME OF FUTURE MEETINGS The following Committee meetings were scheduled for 9:00 a.m.: February 29; March 21; April4, 18; May 2,16; June 6,20. 17.ADJOURNMENT The meeting adjourned at 11:50 a.m. by motion. Following the meeting, an applicationwas received fora community representative positionon the London Secondary Vocational and Technology ARC.The following electronic votewas taken by Committee members and approved: That Starr McGahey-Albertbe appointed the FirstNationscommunity representative on the Board's London Secondary Vocationaland TechnologyAccommodationReviewCommittee. RECOMMENDATIONS: 1.That the following appointments to the Western Elgin Accommodation Review Committee be approved: Community Representative:Jacob Rowe Municipal Representatives:West Elgin - CouncillorDugAldred Dunwich-Dutton - Mayor Cameron McWilliam 2. That the second Board meeting inMarch be rescheduled to Monday,March26, 2012, at 7:00 p.m. 3. That Starr McGahey-Albert be appointed the First Nations community representative on the Board's London Secondary Vocational and Technology Accommodation Review Committee. J.BENNETT Chairperson Trustee Hart requested that Recommendations 1 through 3 be separated out.Recommendation 1 was moved by G. Hart,seconded by P.Sattler and carried. Trustee Hart advised Recommendation 2 was being brought to the Board rather than the Chairs' Committee makingthe decision to move the March27 Board meeting. The change of date will be advertised on the Board's website and social media for the public's information.Everyeffort will be made to have the meeting video streamed and available for viewing on March 27. Recommendation 2 was moved by G. Hart,seconded byT.Grant and carried. Recommendation 3 was moved byT. Grant,seconded byW. Huffand carried. 2012 February 21...14 14.REPORTS OF COMMITTEES -cont'd e.REPORT OF THE COMMITTEE OF THE WHOLE - IN CAMERA,2012 FEBRUARY 21 MEMBERS PRESENT ADMINISTRATION AND OTHERS J.Bennett (Chair)P.Jaffe B.Tucker K.Meeson S.Amri B.McKinnon L.Elliott V.Nielsen R.Campbell P.Sattler M.Sereda B.Sonier J.Coghlin W.J.Tai C.Bourbonnais-P.Tufts T.Grant R.Tisdale MacDonald K.Wilkinson G.Hart J.Todd K.Edgar K.Bushel! L.Griffith-Jones S.Christie Regrets:T.Roberts S.Hughes K.Young Absent:W.Huff S.Polhill The Committee met in camera from 5:05 p.m.to 6:00 p.m. 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST -No conflicts of interest were declared. 3.Confidential legal and personal matters were discussed. 4.RISE AND REPORT A motion to rise and report was moved and carried at 6:00 p.m. RECOMMENDATION: That the Board approve funding of $97,844 (or as per salary for 2012-13 school year)from accumulated surplus to fund the addition of 1.0 secondary teachers to support a new alternative education pilot program "School Within a University,Western University". JOYCE BENNETT Chairperson The recommendation was moved by G. Hart,seconded by R.Tisdale and carried. 15.COMMUNICATIONS a.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION -UPDATE -none b.APPOINTMENT TO THE FIRST NATIONS ADVISORY COMMITTEE The Board received correspondence from the Education Co-ordinator of the Chippewas of the Thames First Nation Board of Education to appoint Jacqueline French as their representative on the Board's First Nations Advisory Committee for the 2011-2013 term.The following motion was moved by P.Jaffe,seconded by T.Grant and carried. That Jacqueline French be appointed as the Chippewas of the Thames First Nation representative on the Board's First Nations Advisory Committee. 2012 February 21...15 15.COMMUNICATIONS -cont'd c.MINISTER OF EDUCATION RE TRANSPORTATION Correspondence was received from the Minster of Education regarding tier appreciation of the support for the tasl<force on student transportation. d.APPOINTMENTS TO THE SPECIAL EDUCATION ADVISORY COMMITTEE The Board received correspondence from the Association for Bright Children of Ontario seel<ing the appointment of Dennis Ensing as the representative and Colleen Haskett as the altemate on the Board's Special Education Advisory Committee for the remainder of the 2010/2014 term. The following motion was moved by P.Jaffe,seconded by T.Grant and carried. That Dennis Ensing and Colleen Haskett be appointed to the Board's Special Education Advisory Committee as representative and alternate,respectively,for the Association for Bright Children of Ontario. 16.NOTICE OF MOTION -none 17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 18.ADDITIONAL ITEMS -none 19.QUESTIONS/COMMENTS BY MEMBERS -none 20.ADJOURNMENT The meeting adjourned at 9:03 p.m. on motion of R.Tisdale,seconded by J. Coghlin. o.S.Confirmed:^r - fairperson 2012 February 21-16 SUMMARY OF APPROVED RECOMMENDATIONS OF 2012 FEBRUARY 21 That the Boardapprove By-law #14 to authorizea loan from the Ontario Financing Authority (OFA)in the principal amountof$8,328,326pursuanttoa loan agreement undersection7ofOntario Regulation 41/10. Giventhe pressure that the school board has with French Immersion spaces,itis recommended that the Central London ElementaryARC include LordRoberts French Immersion PublicSchool. Thatthe following appointmentstotheWestern Elgin Accommodation ReviewCommitteebeapproved: Community Representative:Jacob Rowe Municipal Representatives:West Elgin - CouncillorDugAldred Dunwich-Dutton - Mayor Cameron McWilliam That the second Board meeting in March be rescheduled to Monday, March 26, 2012, at 7:00 p.m. That Starr McGahey-AIbert be appointed the First Nations community representative on the Board's London Secondary Vocational and Technology Accommodation Review Committee. Thatthe Board approve fundingof $97,844 (or as per salary for 2012-13 school year) from accumulated surplus to fund the addition of 1.0 secondary teachers to support a new alternative education pilot program "School Within a University,Western University". That Jacqueline French be appointed as the Chippewas of the Thames First Nation representative on the Board's First Nations Advisory Committee. That Dennis Ensing and Colleen Haskett be appointed to the Board's Special Education Advisory Committee as representative and alternate,respectively,for the Association for Bright Children of Ontario. —s (I