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3/26/2012 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING,PUBLIC SESSION 2012 MARCH 26,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA V-verbal M -material 1. CALL TO ORDER V 2. O CANADA V 3.APPROVAL OF AGENDA M 4.OFFICIAL RECORD M 5.RECOGNITIONS a.Josh Masters,Woodstock Collegiate Institute V b.Ross Jones,Sir George Etienne Cartier Public School V 6.CONFLICTS OF INTEREST V 7.CHAIR'S ANNOUNCEMENTS V 8.DIRECTOR'S ANNOUNCEMENTS V 9.ADMINISTRATIVE PRESENTATION -none 10.MINUTES OF THE 2012 MARCH 6 BOARD MEETING M a.Confirmation of Minutes b.Business Arising from the Minutes 11.STUDENT TRUSTEES'UPDATE V 12.REPORTS FROM THE ADMINISTRATION a.Late Start Survey Results M b.2012-13 Preliminary Teacher Staffing M c.Request for Proposal -Student School Bus Services M d.Internet Filters on School Computers V 13.REPORTS OF COMMITTEES a.Thames Valley Parent Involvement Committee Update V b.Policy Working Committee,2012 February 28 M c.Special Education Advisory Committee,2012 March 6 M d.Audit Committee,2012 March 20 M e.Chairs'Committee,2012 March 21 M f.Committee of the Whole-In Camera,2012 March 26 V 14.COMMUNICATIONS a.Ontario Public School Boards'Association -Update V 15.NOTICE OF MOTION 16.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 17.ADDITIONALITEMS 18.QUESTIONS/COMMENTS BY MEMBERS 19.ADJOURNMENT THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING,PUBLIC SESSION 2012 MARCH 26 The Board met in regular sessionon2012 March 26 in the Board Room atthe Education Centre,meeting in public session at 7:06 p.m. to 9:55 p.m. The following were in attendance: TRUSTEES ADMINISTRATION AND OTHERS J.Bennett (Chair)G.Hart (via B.Tucker V.Nielsen S.Amrl teleconference)L Elliott B.Sonler R.Campbell (+8:40)P.Jaffe K.Dalton M.E.Smith J. Coghlin B. McKinnon (via M.Sereda P.Tufts T.Grant teleconference)C.Bourbonnais-MacDonald K.Wilkinson S.Polhill K.Edgar K.Bushell Regrets:P.Sattler R.Tisdale S.Hughes S.Christie W.J.Tai L.Griffith-Jones K.Young K.Meeson S. Young Absent:W.Huff M.Moynihan J.Pratt J.Todd S.Killip CALL TO ORDER/2.O CANADA BoardChair Bennettcalled the meetingto order and the singingofO Canada at 7:06 p.m. APPROVAL OF AGENDA The agenda was approved on motionof P. Jaffe,seconded byT. Grant. OFFICIAL RECORD S. Christie, Supervisor,Corporate Services,read the following official record intothe minutes: We regret to record the death ofMatthew Pearce,a 17-year-old student at East Elgin Secondary School,on March 13,2012. RECOGNITIONS a.JOSH MASTERS,WOODSTOCK COLLEGIATE INSTITUTE Supt.M.E. Smith introduced student Joshua Masters and coaches E.Molinaro and C.Coyle. Josh was recognized for his support of the Woodstock Collegiate basketball team over the past five years and his exceptional scoring at a game as the schools Red Devils' senior boys basketball shooting guard.The video has been aired on YouTube. b.ROSS JONES,SIR GEORGE ETIENNE CARTIER PUBLIC SCHOOL PrincipalR.Wood introduced Ross Jones and described his actions as a Safety Patrollerat Sir George Etiennce Cartier PublicSchool where he pulleda young childto safety when she ran in front ofa school bus recently.Ross has also been recognized as Safety Patroller of the month on several occasions for his commitment to his role. CONFLICTS OF INTEREST -No conflicts of interest were declared. CHAIR'S ANNOUNCEMENTS Chair Bennett reminded trustees that Variety Is will be held on Tuesday,March27, at 7:00 p.m., at the John Labatt Centre.She encouraged trustees to attend to celebrate the musical talents of Thames Valley students. 2012 March 26-2 8.DIRECTOR'S ANNOUNCEMENTS a.Staff at East Elgin Secondary School Director Tucker recognized the staff at East Elgin Secondary School fortheir efforts in opening the school during the March Break to assist with the counselling needs for both the students and the community as a result of death of Matthew Pearse.He noted that through their commitment and compassion,the staff went above and beyond the call of duty. b.Grants for Student Needs (GSN)Update Director Tucker noted that on March 29,GSNs would be announced and that the budget,from the provincial perspective,would be released on March 27. Supt K.Meeson advised that the webcast would be aired in the Governor Simcoe Room.The Minister of Education and Assistant Deputy Minister will provide a briefing and respond to questions submitted by email.She asked that interested trustees advise her as soon as possible if they plan to attend. c.New Funding Director Tucker announced that the Board has received $300k plus$100k InMinistryof Education funding.Research and Assessment Manager S.Klllip provided details. Manager Klllip advised that the Safe Schools Unitfrom the Learning Environment Brand requested that TVDSB submit two proposals around Safe Schools.They Indicated that TVDSB Is considered to be a leader in the province in terms of programming and initiatives around Safe Schools. The MinistryIs interested in the implementation process,data pieces,various models used within the system and how the Safe Schools program has developed and has provided a grant of $200K for the next 18 months.The Board will look at the evolution of the initiatives and analyze the data in more detail. Staff will also discuss lessons leamed both from a programming and student input point of view. Supt.B.Sonier noted that the second part of the grant is a result of the Board partnering with the Institute for Educational Leadership to develop a toolkitfor the province on a comprehensive bullying prevention program focusing on creating and maintaining a culture of caring and incluslveness.The target group will be principals and vice-principals. d.Full Day Early Learning Kindergarten Program Funding Director Tucker advised that additional Full Day Early Learning Kindergarten Program funding has been received.Supt.K.Meeson explained that at specific times of the year,the Board does a reconciliation with the Ministry. As a result,the transition grant for 2011-12 is $1,030,000.00 which willhelp manage local needs and implementation costs.These funds will assist with the program's deficit of approximately $200k. e.Simulcast Director Tucker noted that there will be an opportunity for all system staff to hear his presentation on April 20th where he will outline his expectations for the system and discuss The Why initiative. He invitedall trustees to participate. Anemail ofallhosting secondary schools will be fonA/arded to trustees for their information. 9.ADMINISTRATIVE PRESENTATIONS -none 2012 March 26...3 10.MINUTES OF THE 2012 MARCH 6 BOARD MEETING a.CONFIRMATION OF MINUTES The minutesofthe RegularBoard Meeting of2012 March 6were adopted on motion ofR.Tisdale, seconded by T.Grant. b.BUSINESS ARISING FROM MINUTES -none 11.STUDENT TRUSTEES'UPDATE Student Trustee S.Amrl advised that the next Student AdvisoryCouncilmeeting Is scheduled for March 29 at 4:30 p.m.Guest speaker R. Hoffman will discuss the corporate Facebook site as a means of communication. She also advised that a discussion on the upcoming student trustees'elections would take placeon April 27.There are currently six candidates from the following schools: Sir Frederick Banting Secondary School Central Secondary School Medway Secondary School Lord Dorchester Secondary School West Elgin Collegiate Institute Central Elgin Collegiate Institute Ameeting will be held on April 11 emphasizing the role,expectations and campaigning procedures ofa student trustee.Student Trustee Amrl also noted the importance of each secondary school sending at least one voting delegate to the election. 12.REPORTS FROM THE ADMINISTRATION a.LATE START SURVEY RESULTS Exec. Supt.K.Dalton introduced the report on Late Start survey results.Supt.K.Wilkinson and Manager S.Kllllp provided a detailed description of the results related to potential benefits and drawbacks. The survey was posted on the Board's public website and input was sought from parents,students, staff and community members.Findings were summarized and were attached to the report. Additional input from student trustees and unsolicited emails have also been summarized. The following key areas were discussed in detail: Type of Respondent; Type of Family: Do you work In a secondary school? What do you see as one major benefit to having secondary school start later? What do you see as one major drawback to having secondary school start later? Describe specifically how a late start for secondary school might impact you and your family? Are you In favour or not in favour of TVDSB conducting a pilot test or trial for a school year in one or more secondary schools? 2012 March 26...4 12.REPORTS FROM THE ADMINISTRATION -cont'd a.LATE START SURVEY RESULTS -cont'd Results of the late start survey indicated that parent and staff groups were well represented while students (both elementary and secondary)participated infewer numbers.Staff at TVDSB secondary schools were also well represented with 32% of respondents working in a secondary school. A number of potential benefits and drawbacks were identified by survey respondents.The most commonly cited benefits of a late start were increased sleep,improved attention,improved achievement and improved attendance.Twenty-five percent of respondents indicated that there were no benefits of a late start schedule. The most commonly-listed drawbacks were the impact on part-time jobs,impact on athletics/extra curricular activities,impact on family time/after school activities.Among the top seven impacts identified, six were drawbacks.Fifteen percent of respondents indicated that there would be no impact for their families. In the final survey question,respondents were nearly evenly split about being in favour or not in favour of a pilot late start at one or more schools,with a slightly higher percentage being not in favour.When TVDSB staff were examined separately,a stronger division emerged withsignificantly more respondents being not in favour of \he late start pilot.Based on these results and the findings from the open-ended questions,it appears that there are mixed feelings about the later start.The response was overwhelmingly neither positive nor negative. It was noted that the results of the survey of 376 respondents must be viewed with caution.The sample of respondents was not randomly drawn from the population of TVDSB students,staff and parents,and may not be representative of the entire population. In response to a question regarding the response rate on the survey and whether the number of individuals who responded is what Research and Assessment expected,Manager Killip advised that the response rate cannot be calculated as itis hard to guage interest in the topic and that a diverse group with different opinions and interest responded. With respect to student comments,the Student Trustees presented their comments that included input from the Student AdvisoryCouncil.Research and Assessment staff summarized their input and included itin the report. Questioned whether the data was reflective of the overall issue.Manager Killip advised that, given the range of comments and information received,there isan indicationthatthere was a fairly diverse group that provided input throughout the five to six week period. Trustee Jaffe thanked Research and Assessment staff for the study.He questioned whether the response rate for the size of the system is similar to that of surveys previously done and whether there Is any sense of how comparable it is. Supt. Wilkinson advised that the process was similar to seeking public input and felt that it was a good response. Trustee Jaffe commented that the responses were 50/50. He feltthat itdid not provide the basis to move forward and the concept would require consensus among students,parents and staff. The issue requires more discussion as there are models throughout the province with different start times.He requested that future discussions of other models and future research be considered.The following motion was moved by Trustee Jaffe,seconded byT.Grant and carried: That the report on Late Start be deferred to the January 22,2013,Board meeting for further consideration. .r-'2012 March 26...5 12.REPORTS FROM THE ADMINISTRATION •cont'd a.LATE START SURVEY RESULTS -cont'd Trustee Grantnotedthat she isaware thatthere are some secondary schools that have significantly later start times. One of the indicators the Ministry looks at is the graduation rates and credit accumulation.She requested that if there is data routinely collected that could be used as comparisons that it be brought forward.Supt.Wilkinson noted that if the time differential was more significant,the administration would bring forward that information.However,she noted that there is not much variance and the request could prove challenging. b.2012-13 PRELIMINARY TEACHER STAFFING Exec. Supt. Dalton asked Supt.K.Meeson to provide trustees with the preliminary,elementary and secondary staffing figures in order that Human Resource Services can begin the in-school staffing process.(Based on 2012-13 projected enrolment data presented to the Board on 2012 March 6.) It was noted that the Ministry of Education memorandum 2011:SB 28,dated 2011 October 28, requires the submission of enrolment projections for 2012-13 to 2015-16.The Executive Superintendent ofOperation Services is responsible forthe preparation ofenrolment projectionsfor submission to the Ministry of Education which are used for the 2012-13 budget and determining staffing levels. For purposes of the 2012-13 preliminary budget, the following enrolment data was used. (ADE)2011-12 Approved Budget 2012-13 Projected Budget Increase/Decrease JK/SK FDK 941.50 2,455.50 +1,514.00 JK/SK (no FDK)"3,665.00 2,614.50 (1,050.50) Grades 1 -3 14,798.00 15,090.00 +292.00 Grades 4-8 25,909.00 25,548.00 (361.00) Elementary 45,313.50 45,708.00 394.50 Secondary 24,575.76 23,768.82 (506.94) Total 69,589.26 69,476.82 (112.44) 0.REQUEST FOR PROPOSAL -STUDENT SCHOOL BUS SERVICES Supt.Meeson provided the trustees with the results of the Request for Proposal -Student Transportation Bus Services.She advised that Southwestern Ontario Student Transportation Services (STS),the transportation consortium for Thames Valley District School Board and London District Catholic School Board,issued a Request for Proposal (RFP)for school bus services.The RFP was for approximately one third of the transportation service area for STS and covers yellow bus service within the City of London and special education vehicles in the City of London and counties of Elgin and Middlesex. This RFP was issued by STS under the procurement requirements for the Broader Public Sector as issued by the Ministry of Finance.This is the second RFP issued by STS for home to school transportation and the current value of the existing services is approximately $14M annually. 2012 March 26,..6 12.REPORTS FROM THE ADMINISTRATION -cont'd c.REQUEST FOR PROPOSAL -STUDENT SCHOOL BUS SERVICES -cont'd The RFPwas lead byan Independent procurement consultant from PPI Consulting Serviceswho was supported by the STS Board of Directors,a working committee of staff from STS and purchasing professionals from both boards. The STS Boardof DirectorsmetonThursday,2012 March08and approved the successful bidders. The following results ofthe RFP have now been made public: •Langs Bus Lines Ltd.; •Voyageur Transportation Services; •STC operating as Elgle Bus Lines; Sharp Bus Lines Ltd. The new service providers are companies with whom the school boards and STS have done business for many years. STS will ensure a smooth transition to new operators through communication with schools and parents directly impacted by any changes. Itwas questionedwhethera reporthas come forward from the Taskforce regardingsafety aspects on the RFP process as some companies have expressed their concern over the difficulty in competing in the process.It was noted that a report was publishedwhere the issue of safety standards was identified; however, the nature of those specific safety Issues were not addressed. Itwas the Director's understanding based on a conversation with the STS Manager that safety standards are determined locally and inconsultationwithother STSs across the province. Heis not aware ofa template beingdeveloped by the Ministry ofEducationorthe Transportation Department in terms ofwhat would incorporate school bus safety standards.Supt.Meeson noted that flashing strobe lightsand the GPS are seen In the Industryand other consortia as beingvery desirable safety standards to have Ina bus fleet and were part of the RFP. Itwas questioned ifthere isany data or research to support the use of white vans when transporting students as opposed to the yellow bus/van and the basis for movingfrom yellow towhite. Concern was raised over the difficulty In seeing the white vehicles In heavy fog. It was also questioned what impactcurrent allocationof services if likely to have forco-curricularand extra -urricularbusing. As a result, the following motion was moved byT. Grant,seconded by R.Tisdale,and carried: That Senior Administration bring a report to the April 24,2012 Board meeting addressing the governance and oversight issues,safety and liability concerns and RFP processes In regard to student transportation and STS with consideration for extra curricular and alignment with the report of the Taskforce. d.INTERNET FILTERS ON SCHOOL COMPUTERS Supt.V.Nielsen provided information on Issues raised by some community members regarding internet filtering.She advised that the Technology Security procedure focuses on education and supervision of internet use.It indicates that each school is required to have a Code of Conduct that outlines for all members of the school community the behaviour that Is expected of them related to Internet safety. A sample isto be included inthe Appendix. Supt. Nielsen advised that the internet is an integral part of the educational experience at school. Supt.Nielsen reviewed a sample letter to parents noting that theTVDSB does not actively screen intemet content with a view to block sites that may be inappropriate but rather relies on supervision and student awareness.She advised that on a global network, it is impossible to control all materials,and an industrious,determined student can uncover controversial information. 2012 March 26...7 12.REPORTS FROM THE ADMINISTRATION -cont'd d.INTERNET FILTERS ON SCHOOL COMPUTERS -cont'd She suggested that the value ofthe informationand Interaction available on this worldwidenetwork, when combined with supervision and student awareness,makes the internet a benefit to a student's educational experience.Inaddition,schools have been provided with numerous safe educational resources such as Learn 360,Student Linksand several onlineeducational databases that only have educational sites affiliated with them. Withthe recent addition of the wireless network inschools, itwas recognized that there may not be the same ability to appropriately supervise student use of technology as they can be using numerous devices indifferent locations outside of the classroom or computer lab. Supt. Nielsen advised that filtering can give a false sense of security as there are sites that can move through filters and filters can block legitimate sites.It does not, however,mean that the Board cannot begin to use filtersbutthis is nota substitution forsupervision. The cost ofenabling filtering system wide, Including hardware costs,management and maintenance will have to be determined.She stressed that Information Technology Services (ITS)has the abilityto install firewalls, if requested and to prepare a report for trustees outliningthe costs and strategies. Director Tucker noted that technology Is advancing and that the Board looks to its policies and procedures.He indicated that the Administration could re-evaluate the procedure and take it throughthe PolicyWorkingCommittee. Henoted thatthe issue can also be reviewedwithprincipals at community schools meetings to ensure that staff is aware oftheirsupervision responsibilityand accountability.Another avenue is for Human Resources to meet with the head of the Occasional Teachers union and outline the importance of supply/occasional teachers using the classroom teachers'preplanned lessons. It was noted that the Board has a dutyof care to its students and they should be taught how access information appropriately. It was agreed that the Senior Administration will bring a more detailed report to the April 24,2012, Board meeting to provide trustees with additional information to move forward. 13.REPORTS OF COMMITTEES a.THAMES VALLEY PARENT INVOLVEMENTCOMMITTEE (TVPIC)UPDATE Cindy McCutcheon,Chair of Wilton Grove Public School Student Council and President of the Thames Valley Parent Involvement Committee,provided the following update on the work of the Committee: •three new members from different areas of Thames Valley have been added to the committee; • two Family of Schools meeting are being held,one on March 26 and the second,on April2nd in south London; • TVPIC is in the final planning stages of the Everyone Belongs in my School symposium scheduled for April 28th that will be held In the Thames Room,at the Education Centre from 9:00 a.m.to 3:00 p.m.Keynote speaker Mary Jean Gallagher,Chief Student Achievement Officer will be In attendance.There will also be workshops in the afternoon that will help schools prepare their Pro Grant application; •information pamphlets are available.Trustees were asked to help promote the symposium. Further Information and registration information Is available by emailing her at chalr@tvDlc.com • held was given to the First Nations M§tis Inuit Committee by providing funds for guest speaker Susan Aglukark to attend their upcoming parent engagement meeting; 2012 March 26...8 13.REPORTS OF COMMITTEES -cont'd a. THAMES VALLEY PARENT INVOLVEMENTCOMMITTEE (TVPIC)UPDATE -cont'd • generic emails for all parent associations were sent to provide better communication flow from TVPIC to parent committees. Chair Bennett thanked Ms.McCutcheonfor providing Inputat the recent Strategic Planning session. b.REPORT OF THE POLICY WORKING COMMITTEE 2012 February 28 MEMBERS ADMINISTRATION AND OTHERS R.Tisdale (Chair)T.Grant K.Dalton S.Christie J.Bennett K.Meeson K.Bushell Regrets:G.Hart Visitor:V.Tisdale J.Todd 1.APPROVAL OF AGENDA -The agenda was approved by motion. 2.CONFLICTS OF INTEREST-none declared 3.COMMITTEE REPORT OF FEBRUARY 28 AND MARCH 27,2012,TRACKING SHEET- provided for information 4.POLICY/PROCEDURE-TO COMMITTEE FOLLOWING PUBLIC INPUT -none 5.DRAFT POLICIES/PROCEDURES a.Student Activity Fees and Fees for LearningMaterials Policyand Procedure Exec. Supt.K.Dalton and Supt.K.Meeson joinedthe meeting to present the draft policy and procedure related to Student Activity Fees and Fees for Learning Materials. Supt.Meeson provided the historyto charging student fees and the Ministry of Education guideline inthis regard. She advised that the underlying principles and requirements of the Education Act are reflected in the documents and have been developed after extensive consultation with secondary principals,Thames Valley Secondary School Administrators'Council, community of schools meetings and Administrative Council. Supt.Meeson described the draft policywritten in accordance withthe Ministry of Education guideline,and the supporting procedure.She clarified that students will be provided with learning materials and equipment necessary to meet the credit course requirements without payment of a fee. However,students may wish to use a superior product or consumable in which case they may be required to pay the additional cost of the upgrade The provision forfundraislng to support course materials has not been addressed in the MOE guideline.It was noted that Family Studies and Food and Nutrition courses will be most affected.A requirement to purchase a student card to access the school library was questioned. 2012 March 26...9 13.REPORTS OF COWHWITTEES -cont'd b.REPORT OF THE POLICY WORKING COMMITTEE-cont'd 5.DRAFT POLiCIES/PROCEDURES -cont'd a.Student Activity Fees and Fees for Learning Materials Policy and Procedure -cont'd Itwas also questioned if students talking a course that is not requiredforgraduation will be required to pay a fee forcredit course materials. Itwas agreed to delete the phrase "byan individual student"inSection 3.1 referencingfees maybecharged foran activity,materials, course or program ifit is nonessential or extra curricular in nature and is not required for graduation. It was clarified that students are not be required to purchase school gym uniforms; however, they must wear approved gym clothing either supplied by the student or purchase the standard gym uniform,at their discretion. The issue of80%support required to participate ina field tripand some students'inability to participate because ofcultural issues or costs was raised.It was agreed to forwardthe issue to the Equityand Inclusive Education Committee. Equityof fees to participate in school sports and discrepancies in fees between schools were also raised. The following motion was moved and carried: That the draft Student Activity Fees and Fees for Learning IVIaterials policy and procedure as amended be posted to the Board's website for60 days for public input. 6.DRAFT POLICY/PROCEDURE REQUIRING ADDITIONAL CONSIDERATION -none 7.POLICIES/PROCEDURES UNDER REVISION a. Building Security - Key Control Independent Procedure Exec. Officer K.Bushell Joined the meeting to present additional revisions to the Building Security - Key Control independent procedure based on feedback from the Committee at a previous meeting. Headvised that the principalsare responsible for distribution ofthe keys and may do so at their discretion. It was the view of the Committee that as the amendments were housekeeping in nature, it was not necessary to seek public input.The following motion was moved and carried; That the Building Security - KeyControl independent procedure be forwarded to the April 10,2012,Board meeting for information. Exec.Officer Bushell will notify the system of the revisions. 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,April 24, in the Governor Simcoe Room 11.ADJOURNMENT The meeting adjourned by motion at 4:40 p.m. 2012 March 26...10 13.REPORTS OF COWIWIITTEES -cont'd b.REPORT OF THE POLICY WORKING COMWIITTEE-cont'd RECOMMENDATIONS:none RUTH TISDALE Chairperson 0.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE Members Thames Valley Children's Centre,J. Gritzan (Chair) Trustee T.Grant (Vice-Chair) Association for Bright Children, D.Ensing Autism Ontario,J. Wright, S.Bishop Children's Aid Society of London &Middlesex, M.Cvetkovich Chippewas of the Thames,C.Dendias Community LivingLondon, S. Wilson Easter Seal Society,A.Morse FASD E.LM.O.,T.Ashby Learning Disabilities Association of Ontario, T. Fawdry, B.Wludyka Thames Valley Council of Home and School Associations,A.Moreli -2:00 Trusteed.Bennett Trustee R.Campbell Vanier Children's Services,B.Montminy-1:35 Voice for Hearing Impaired Children, M.Barbeau +1:00 2012IVlarch6 12:15 p.m. to 3:00 p.m. Administration and Others Elementary Principal, L.Carswell +12:30 Elementary Principal, R.Culhane Learning Supervisor,J.Johnston Secondary Principal, N.Fader-1:05 Secondary Vice-Principal,V. Towell Superintendent of Education, Special Education,K.Edgar Absent:Epilepsy Support Centre,B.Harvey Guests:B.Aharan, H.Sharp,Learning Coordinators,Special Education, TVDSB 1.CALL TO ORDER The meeting was called to order at 12:20 p.m. inthe London Room at the Education Centre by Chair Gritzan.She announced the sad and sudden passing of Trustee Terry Roberts. S. Bishop was introduced as the alternate representative for Autism Ontario. 2.LEARNING DISABILITIES UPDATE Supt.K.Edgar introduced H.Sharp and B.Aharan, Learning Coordinators Special Education to present an update to the committee on Learning Disabilities.(Appendix A). 3.CONFIRMATION OF AGENDA The agenda was amended to add 9.1 Strategic Plan, 9.2 SEAC Process/Attendance and 9.3 In- camera.The agenda was approved as amended. 4.CONFLICTS OF INTEREST -none 2012 March 26...11 13.REPORTS OF COMIUIITTEES -cont'd c.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE-cont'd 5.MINUTES OF MEETING FROM 2012 FEBRUARY 07 Itwas noted that the minutes did not reflect the same Future Agenda Items as the current agenda.Item 12 should be revised to T.Grant noted the Board Iscurrentlygoingthrough the Strategic Planning Process and an update will be brought forward to a futureSEAC meeting." The minutes were approved as amended. 6.BUSINESS ARISING FROM THE MINUTES OF 2012 FEBRUARY 07 A.Morse provided an update on behalf of SEAC's DVD Subcommittee notingthat volunteer actors have been selected from Board staff and filming dates are set.The focus ofthe DVD will be on learning disabilities. Under item 11,Supt.K.Edgar noted that Supt.K.Wilkinson will attend a future SEACmeeting to update the committee on the Board Improvement Plan for Student Achievement.Also noted, Supt.K.Meeson will attend a future meeting to update the committee on the Board's budget. 7.LEARNING DISABILITIES ASSOCIATION LONDON REGION UPDATE ON THE GIRLS TALK PROGRAM T. Fawdry updated the committee on the program noting there were initial difficulties with recruitment.There were novoluntaryregistrations received forthe program. However,personal phone calls were made to invitegirlsto participate. Brainstorming sessions have been held to discuss differentways to promote the program and encourage girlsto participate inthe future. Some feedback received at the end of the Initial program indicated that participants felt more comfortable speaking with peers on similar issues;participants enjoyed communication with others through activities such as yoga, hip hop dance classes and craft classes rather than tryingto converse whilesittingaround a table, participants had a better understanding ofwhat healthy relationships are and developed better self-esteem. Feedback from the parents noted their daughters appeared to have more self-confidence and their self-care Improved. During the program some participants described feelings of jealousy and envy toward girls that do not have learning difficultiesand they feel stigmatized,defeated, powerless and sometimes have a sense offailure. The girls involvedinthe program were from across the Thames Valley region. 8.MEMBER PRESENTATION A. Morell presented an overview of Thames Valley Council of Home and School Associations as part of SEAC's action plan. D.Ensing requested a section on the TVCHSA newsletter to promote SEAC. R.Culhane suggested the TVCHSA visit schools that do not have a home and school association to outline the benefits of membership. 9.NUMBER OF STUDENTS BY EXCEPTIONALITY AND GRADE REPORT Supt.K.Edgar provided an updated report to the committee (Appendix B). a.STRATEGIC PLAN Chair Gritzan reviewed a letter received from the Chair of Board invitinga SEAC member to attend a meeting on 2012 March 20 from 4:00 p.m. to 8:00 p.m. to participate in the strategic planning discussion.A.Morse will attend to represent SEAC. b.SEAC PROCESS There was a discussion regarding the SEAC attendance/vacancy process.The protocol will be emailed to SEAC members.SEAC members are asked to read the protocol and be prepared to revisit this topic at the meeting of 2012 April 02. 2012 March 26...12 13.REPORTS OF COMMITTEES -cont'd c.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE-cont'd 9.NUMBER OF STUDENTS BY EXCEPTIONALITY AND GRADE REPORT -cont'd 0.IN-CAMERA The Committee moved in-camera by motion at 2:12. It reconvened in public session at 2:52 p.m. 10.NEW BUSINESS J.Johnston noted there is an IPRC (Identification,Placement and Review Committee)appeal in process and advised the committee the parent has requested contact information for SEAC members.SEAC members are asked to contact K.Edgar or J.Johnston for information on the IPRC Appeal process only.The particulars of the individuals involved will not be discussed with the SEAC member in order for the member to remain unbiased.Should a SEAC member be chosen by the parent to act as an advocate,the SEAC member should be a community member, not a trustee or board administrator. 11.FORUM ASSOCIATION UPDATES A.Morell announced TVCHSA's "Welcoming All Voices", a free parent leadership training session on either March 20,2012 from 6:30 p.m.to 8:30 p.m.at J.P.Robarts Public School or March 29, 2012 from 6:30 to 8:30 pm at Knollwood Park Public School. T.Grant advised that highlights from a recent MACSE meeting (Minister's Advisory Council on Special Education)will be forwarded to SEAC. T.Ashby mentioned that information will be forthcoming to SEAC regarding a FASD E.L.M.O. Network Symposium on 2012 May 26.As a point of interest,it was mentioned that funding has been received by the FASD Coalition for a potential diagnostic clinic/team for the London area. Also noted was FASD's concern regarding Bill C-10 which Is in its third reading at parliament.It is unknown at this time what impact it will have on people with FASD. T.Fawdry advised that LDAO's two-week parent advocacy training sessions are full.Also,there will be Information forthcoming in the near future regarding a workshop on 2012 June 18, featuring Dr. Norm Forman,a noted author. A.Morse noted Ontario Association of Families of Children with Communication Disorders has completed filming three segments of their DVD project. M.Cvetkovich announced a new class has been launched at the CAS Dundas Street office and the class is full. 12.FUTURE MEETING DATES Day Time Location 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 13.FUTURE AGENDA ITEMS Board Improvement Plan for Student Achievement Planning (K.Wilkinson) SEAC Learning Website Developmental Services Ontario (DSO)Organizations Presentation Special Education "In a Perfect World" (May) Program Research Update ©.Stager 2012 March 26...13 13.REPORTS OF COMMITTEES -cont'd 0.REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE-cont'd 13.FUTURE AGENDA ITEMS -cont'd Special Education Report Update (April) • SHAG Vacancies/Attendance Protocol (April) •Strategic Planning Process NumberofStudents by Exceptionality and Grade Report(Standing Item-K.Edgar) 14.ADJOURNMENT The meeting adjourned at 3:05 p.m. on motion. RECOMMENDATIONS:none d.REPORT OF THE AUDIT COMMITTEE MEMBERS PRESENT R.Tisdale (Chair) G. Hart T.Grant K.Aranha Regrets:R.Robertson J.GRITZAN Chairperson 2012 March 20 3:10 p.m to4:45 p.m. ADMINISTRATION AND OTHERS K.Meeson J.Pratt C.Temple (-3:50) S.Christie J.Lanoue (-3:50) J.Nicolle 1.APPROVAL OF AGENDA Items 5 a and bwere added tothe agenda.Itwas approved,as amended,bymotion. Chair Tisdale welcomed and introduced Deloitte representatives C. Temple and J. Lanoue, and Regional Internal Audit Manager J.Nicolle. 2.CONFLICTS OF INTEREST -none declared 3.DRAFT ANNUAL AUDIT COMMITTEE REPORT Supt.K.Meeson described the draft annual AuditCommittee report to the trustees forthe year ending August 31,2011.She noted that it has been broken down into three categories-External Auditors, InternalAuditand AuditCommittee Training. Chair Tisdale questioned the wording "discharged our duties" in the Summary of Work Performed section notingthe responsibilities listed inthe regulation have not been completed in their entirety. It was agreed to amend the wording to "We have discharged the above duties and responsibilitiesrespecting OntarioRegulation 361/10".The report will be brought to the April 10,2012 Board meeting under separate cover. The following motion was moved and carried: That the draft Annual Audit Committee report be approved and forwarded to the April 10,2012,Board meeting for information. 4.IN-CAMERA SESSION The committee moved in camera by motion at 3:15 p.m. to discuss a legal matter and reconvened in public session at 3:49 p.m. 2012 March 26...14 13.REPORTS OF COMMITTEES -cont'd d.REPORT OF THE AUDIT COMMITTEE -cont'd 5.OTHER BUSINESS a.Future Agenda Items Chair Tisdale sought future agenda items.It was suggested that the followingbe considered: Transportation and Fog LiabilityPolicy; Financial Information in the Report to the Community; Procurement Policy and Processes; Committee Review of Policies and Procedures related to Financial Processes; Transportation Consortium related to comparison of revenue and expense. b.Appropriations of Accumulated Surplus Supt.Meeson described the report on Appropriations of Accumulated Surplus and Traditional Carry Forwards.She indicated the funds that were moved fon/vard to the revised budget for 2011-12. She described internally restricted carry forwards have been moved to the accumulated surplus butare internally appropriated for specific,identified needs.Additional carryforwards are part of an operating budget of departments that are required for use in the coming year or have been paid through the GSN but have not been fullyutilized.Capital and Other funds are maintained to provide a reserve for future capital and/or amortization expenses. Chair Tisdale suggested that the Committee look at developing a process to identifywhich funds may be carried forward as well as appropriate timelines to ensure that Board's budget operations are open and transparent.She suggested that a policy and procedure in this regard be considered. It was noted that the Audit Committee is responsible for determining the amount of funds to be added to the Accumulated Surplus account and reported to the Board.The Budget Advisory Committee develops recommendations on how funds are to be spent.It was suggested that current year budget amounts be indicated in brackets on the report to identify the total amounts of departments'budgets whenthe reportisprovidedtothe BudgetAdvisory Committee. It was agreed that the Appropriations of Accumulated Surplus report will be attached to the report and referred to the Budget Advisory Committee for consideration. 6.DATE AND TIME OF NEXT MEETING The next meeting was scheduled for 2012 April17 at 3:00 p.m. 7.ADJOURNMENT A motion to adjourn was approved at 4:45 p.m. RECOMMENDATIONS:none RUTH TISDALE Chairperson 2012 March 26...15 13.REPORTS OF COMMITTEES -cont'd e.REPORT OF THE CHAIRS'COMMITTEE 2012 March 21 9:06 a.m.to 12:50 p.m MEMBERS J.Bennett (Chair) T.Grant ADMINISTRATION AND OTHERS G. Hart S. Christie K.Meeson (11:20,-11 ;35) R.Tisdale M.Sereda (11:30,-12:00)V.Nielsen(10:45,-11:00) P. Thorup (9:00, -9:45) L Elliott (10:45, -11:00) 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST -none declared 3.IN-CAMERA-PERSONAL The committee moved in camera at 9:08 a.m. by motion to discuss a personal matter. It reconvened in public session at 9:50 a.m. 4.REVIEW OF 2012 MARCH 26 BOARD AGENDA The agendas forthe in-camera and publicBoard meetings of 2012 March26 were discussed and updated. 5.CORRESPONDENCE The following correspondence will be included inthe trustees'information packages: • Corporation of the Town of Tillsonburg of Council re school bus moratorium; •OPSBA to Senators re Bill C-10 Safe Streets and Communities Act; OPSBA, OCSTA,AC£PO and AFOCSC to Ministerof Education re current collective bargaining process. 6.PRINCIPALA/P INTERVIEWS It was agreed that the trustee vacancy on the April 12 and 13 Elementary Vice-Principal interviews will be filled by Trustee B.MacKinnon,along with Trustee J. Coghlin. 7.DEVELOPMENT OF PROCESS FOR GUIDING PRINCIPLES OF CAPITAL PLANNING The Committee discussed a process to reviewthe Capital Planning GuidingPrinciplesand PupilAccommodation and Facility Organization policy.Itwas agreed that the process will be developed prior to the creation of the next set of accommodation review committees.The following motion was moved and carried: That the Pupil Accommodation and Facility Organization policy and Capital Planning guiding principles be referred to the March 27,2012,PolicyWorking Committee meeting for consideration to post for public input. 8.STRATEGIC PLANNING a.Funding Exec. Supt. M.Sereda joined the meeting and Supt.K.Meeson participated by teleconference.Director Tucker sought funding to support development ofthe Strategic Planning process related to consultation,communications and branding.It was agreed to include funding for communication and branding In the 2012-13 Budget process. Supt.Meeson will bring an update on the Staff Development - New Trustees account for consideration of using a portion for consultation expenses at the next meeting. 2012 March 26...16 13.REPORTS OF COMMITTEES -cont'd e.REPORT OF THE CHAIRS'COMMITTEE -cont'd 8.STRATEGIC PLANNING-cont'd b.Process Chair Bennett commended Exec.Supt.Sereda and the principal facilitators for their leadership in the Strategic Planning process and the meeting with the system stakeholders. It was noted that additional student input will be beneficial in developing the Plan.Exec. Supt.Sereda advised that a presentation on the Plan to deliver to communities across the region is being considered.It was suggested that staff and trustees be Identified to participate In the community meetings. The roles of trustees and the Senior Administration were discussed.It was clarified that, as the Plan is to be trustee driven,they have responsibility for developing the concepts of the Plan.The Senior Administration is responsible for Implementing and facilitating discussions with the system.Exec.Supt.Sereda was asked to assume responsibility for overseeing the administrative aspects related to Implementation of the Plan. Exec.Supt.Sereda will attend the next meeting to discuss the evaluations submitted by the stakeholder groups and present a schedule for the community meetings.He will meet with the facilitators to map out a plan for completion by the end of June.It was noted that it may be necessary to reconsider the timelines approved by the Board. 9.BOARD'S FUNDING PRIORITIES Director Tucker advised that itis necessary to identify the Board's funding priorities to share with the region's MPPs.He indicated that the budget process will be conducted differently in lightof the new government directives.Discussion will continue at the next meeting. 10.TRANSPORTATION POLICY The Committee raised concern over transportation Issues related to safety,eligibility and the Board's liability.It was agreed to schedule a transportation caucus on April 10 at 5:00 p.m. 11.INTERNET FILTERS ON SCHOOL COMPUTERS Exec.Supt.L. Elliott and Supt.V.Nielsen joined the meeting to discuss internet filters on school computers.Supt.Nielsen referenced theTechnology Security procedure which clarifies that internet filters are not placed on instructional computers;however,supervision and appropriate use by students Is expected.She noted that filters are placed on wireless devices in unsupervised areas.Disciplinary measures are in place for misuse.The difficulty In determining sites to blocked and the cost to do so were discussed. A report will be brought to the March 26,2012,Board meeting related to Internet filtering.Supt. Nielsen will prepare a list of filtering tools that are available. 12.PROCESS FOR INTEGRATING NEW TRUSTEE CODE OF CONDUCT INTO BOARD BYLAWS A process to Integrate the new Trustee Code of Conduct into Board Bylaws was discussed. The Committee considered incorporating the OPSBA template for Code of Conduct Into the Bylaws,attaching It as an appendix or amending the Board's Code of Conduct to include portions of the OPSBA document.Discussion will continue at the next meeting. 2012 March 26...17 (13.REPORTS OF COMMITTEES -cont'd e.REPORT OF THE CHAIRS'COMMITTEE -cont'd 13.TRUSTEE REPLACEMENT Plans to fill the open trustee position on the Board,In accordance with Board policy and the Education Act,were discussed.Aftera lengthydiscussion, the following motionwas moved and carried: That the Board fill the current trustee vacancy by an application process and that all applicants be offered an interview. The listofBoardcommittees and assignments to be filled was discussed.Itwas agreed todefer consideration to the next meeting. Chair Bennett will serve as pro tempore chair forthe next Budget Advisory Committee meeting on April3. 14.OPSBA MEMBERSHIP FEES REPORT Trustee Grant explained the change in OPSBA fees related to enrolment decline.She and Trustee Sattier will outlinethe changes inthe OPSBAUpdate at the March 26 Board meeting. 15.WOODSTOCK STRATEGIC PLAN QUESTIONNAIRE Chair Bennett described a questionnaire prepared by the City of Woodstock related to development of its Strategic Plan.It was agreed that she and Director Tucker will prepare a response to the City. 16.MARCH 26 ADMINISTRATIVE PRESENTATION -LATE START Itwas confirmed that a report examining a proposal for a late secondary school start will be^'brought to the March 26 Board meeting. 17.OTHER BUSINESS a. London Accommodation Review Committee Appointments Applications forthe Central London Elementaryand London Secondary Vocational and TechnologyAccommodation Review Committeeswereconsidered. The following motion was moved and carried: That Thomas Welhmayr be appointed the community representative on the Central London Elementary Accommodation Review Committee and Aleena Needham on the London Secondary Vocational and Technology Accommodation Review Committee. b.Trustee Participationinthe April 20 The Why"System Presentation Director Tucker described the system-wide presentation on "The Why" on April 20. Trustees were Invited to attend a school site In their area.He will confirm the sites and ask trustees to apprise him of their preferred location. 18.FUTURE MEETINGS The following Committee meetings were scheduled for at 9:00 a.m. • April 4, 18; • May 2, 16; June 6,20. 19.ADJOURNMENT f The meetingadjourned at 12:50 by motion. 2012 March 26...18 13.REPORTS OF COWIWIITTEES -cont'd e.REPORT OF THE CHAIRS'COMMITTEE -cont'd RECOMMENDATIONS: 1.That the Pupil Accommodation and FacilityOrganization policyand Capital Planning guiding principles be referred to the IVlarch 27, 2012, Policy Working Committee meeting for consideration to post for public input 2.That the Board fill the current trustee vacancy by an application process and that all applicants be offered an Interview. 3.That Thomas Weihmayr be appointed the community representative on the Central London Elementary Accommodation Review Committee and Aleena Needham on the London Secondary Vocational and Technology Accommodation Review Committee. J.BENNETT Chairperson Recommendations 1 through 3 were moved by T.Grant,seconded by R.Tisdale. The following amendment to Recommendation 2 was moved byT.Grant,seconded byR.Tisdale and carried: That the word "eligible"be added to Recommendation 2:That the Board fill the current trustee vacancy by an application process and that all eligible applicants be offered an interview. Recommendations 1,2 as amended and 3 were approved on motion of T.Grant,seconded by R.Tisdale. f.REPORT OF THE COMMITTEE OF THE WHOLE IN-CAMERA 2012 March 26 MEMBERS PRESENT ADMINISTRATION AND OTHERS J.Bennett {ActingChair)T.Grant B.Tucker M.Moynihan 8.Amri P.Jaffe K.Dalton V.Nielsen R.Campbell 8.Polhill L.Elliott M.E.Smith J.Coghlin R.Tisdale M.Sereda B.Sonier C.Bourbonnais-P.Tufts Regrets:G.Hart MacDonald K.Wilkinson B.McKinnon K.Edgar K.Bushell P.Battler L.Griffith-Jones S.Christie W.J.Tai 8.Hughes K.Young K.Meeson S.Killip Absent:W.Huff J.Pratt J.Todd The Committee met in camera from 5:05 p.m.to 5:54 p.m. 1.APPROVAL OF AGENDA The agenda was approved by motion. I 2012 March 26...19 13.REPORTS OF COMMITTEES -conrd f.REPORT OF THE COMMITTEE OF THE WHOLE IN-CAMERA -cont'd 2.CONFLICTS OF INTEREST - No conflicts of interest were declared. 3. Confidential personal and legal matters were discussed. 4.RISE AND REPORT A motion to rise and report was moved and carried at 5:54 p.m. RECOMMENDATION: That the proposal for architectural services be awarded to Dickson Partnership Incorporated Architects,Cornerstone Architecture Inc. and Nicholson Sheffield Architects Inc. to provide architectural services. JOYCE BENNETT Acting Chairperson The recommendation was approved on motionof P. Jaffe,seconded byS.Polhill. 14.COMMUNICATIONS a. ONTARIOPUBLIC SCHOOL BOARDS' ASSOCIATION (OPSBA) - UPDATE Trustee Grant reminded trustees of the westem region meeting that will be held on April 13 and April 14. It was noted that there is a change to OPSBA fees.The purpose was to address some of the concems that larger and growing Boards had,as they were not seeing more benefits,even though there were more students.Through negotiations, the full amount for every Board will be included in the GSNs. 15.NOTICE OF MOTION -none 16.MOTION •NOTICE OF WHICH HAS BEEN GIVEN -none 17.ADDITIONAL ITEMS -none 18.QUESTIONS/COMMENTS BY MEMBERS -none 19.ADJOURNMENT The meeting adjourned at 9:55 p.m. on motion of R.TIsdale,seconded byT. Grant. Confirmed: irperson By electronic vote of March 27,the following motion was approved: That City of London Councillor Judy Bryant be appointed the municipal representative on the Central London Elementary Accommodation Review Committee. Yeas -Bennett,Campbell,Grant,Jaffe,MacKinnon,Polhill,TIsdale ~Nays -none 2012 March 26...20 SUMMARY OF APPROVED RECOMMENDATIONS OF 2012 MARCH 26 That the report on Late Start be deferred to the January,2013 Board meeting forfurther consideration. That Senior Administration bring a report to the April 24,2012 Board meeting addressing the governance and oversight issues,safety and liability concerns and RPR processes in regard to student transportation and STS with consideration for extra curricular and alignment with the report of the Taskforce. That the Pupil Accommodation and Facility Organization policy and Capital Planning guiding principles be referred to the March 27,2012,Policy Working Committee meeting for consideration to post for public input. That the Board fill the current trustee vacancy by an application process and that all eligible applicants be offered an interview. That Thomas Welhmayr be appointed the community representative on the Central London Elementary Accommodation Review Committee and Aleena Needham on the London Secondary Vocational and Technology Accommodation Review Committee. That the proposal for architectural services be awarded to Dickson Partnership Incorporated Architects, Cornerstone Architecture Inc.and Nicholson Sheffield Architects Inc.to provide architectural services. Electronic Vote -Yeas -Bennett,Campbell,Grant,Jaffe,MacKinnon, Polhill,Tisdale Nays -none That City of London Councillor Judy Bryant be appointed the municipal representative on the Central London Elementary Accommodation Review Committee. I \y'