10/8/2013 - Regular Board Meeting>
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR BOARD MEETING,PUBLIC SESSION
2013 OCTOBER 8,7:00 P.M.
BOARD ROOM,EDUCATION CENTRE
AGENDA
V-verbal
M -material
1.CALL TO ORDER
2.O CANADA
3.SPECIAL MUSICAL PRESENTATION -none
4.APPROVAL OF AGENDA
5.OFFICIAL RECORD
6.RECOGNITIONS -none
7.CONFLICTS OF INTEREST
8.CHAIR'S ANNOUNCEMENTS
9.DIRECTOR'S ANNOUNCEMENTS
10.ADMINISTRATIVE PRESENTATIONS -none
11.MINUTES OF THE 2013 SEPTEMBER 24 REGULAR BOARD MEETING
a.Confirmation of Minutes
b.Business Arising from Minutes
12.STUDENT TRUSTEES'UPDATE
13.REPORTS FROM THE ADMINISTRATION
a.French Immersion Accommodation Plan
14.REPORTS FROM COMMITTEES
a.First Nations Advisory Committee,2013 September 17
b.Audit Committee,2013 September 17
c.Policy Working Committee,2013 September 24
d.Chairs'Committee,2013 October 1
e.Committee of the Whole - In Camera,2013 October 8
V
V
V
M
V
V
V
M
M
M
M
M
M
V
15.COMMUNICATIONS
a.Ontario Public School Boards'Association (OPSBA)-Update V
b.First Nations Advisory Committee Appointment M
16.NOTICE OF MOTION -none
17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN
18.ADDITIONAL ITEMS
19.QUESTIONS/COMMENTS BY MEMBERS
20.ADJOURNMENT
• _y
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING OF
2013 OCTOBER 8,7:10 P.M.
BOARD ROOM,EDUCATION CENTRE
The Board met in regular session on 2013 October 8 in the Board Room at the Education Centre,
meeting in public session at 7:10 p.m.The following were in attendance:
TRUSTEES
J.Bennett (Chair)
R.Campbell
D.Clark
J. Coghlin
T.Grant
G.Hart
W.Huff
D.Idibe (-10:00)
P.Jaffa
B.McKinnon
S.Polhill
M.Raid
R.Tisdale
J.Todd
C.Tully (-8:48)
ADMINISTRATION AND OTHERS
L.Elliott
K.Dalton
J.Pratt
C.Bourbonnais-
MacDonald
R.Culhane
K.Edgar
L.Griffith-Jones
D.MacPherson
K.Meeson
8.Powell
B.Sonier
K.Wilkinson
K.Bushall
B.Williams
K.Aitken
R.Hoffman
1.CALL TO ORDER
Board Chair J.Bennett called the meeting to order at 7:10 p.m.
2./3.O CANADA AND MUSICAL PRESENTATION
The meeting was opened with the playing of O Canada.
4.APPROVAL OF AGENDA
The agenda was approved on motion of J. Coghlin,seconded by R. Campbell.
5.OFFICIAL RECORD
B. Williams,Supervisor,Corporate Services,read the following official record into the minutes:
"We regret to record the death of Audrey Bieber, an Educational Assistant at Strathroy District
Collegiate Institute on 2013 October 1."
6.RECOGNITIONS -none
7.CONFLICTS OF INTEREST -No conflicts of interest were declared.
8.CHAIR'S ANNOUNCEMENTS
Chair Bennett advised that she attended Emily Carr Public School for the announcement of funds
raised for the Terry Fox Run.She noted that the school raised approximately $3,500.00 last year and
were challenged by their principal to exceed that amount for 2012-2013.As a result,the students
raised approximately $8,200.00'and Principal M.Chevalier had his head shaved in the presence of
the students,staff and his family. Chair Bennett extended congratulations to Emily Carr Public
School for their successful Fox Terry National School Run.
9.DIRECTOR'S ANNOUNCEMENTS-none
10.ADMINISTRATIVE PRESENTATIONS -none
11.MINUTES OF THE 2013 SEPTEMBER 24 BOARD MEETING
a.CONFIRMATION OF MINUTES
The minutes of the 2013 September 24 Regular Board Meeting was adopted on motion of D.
Clark,seconded by P.Jaffe.
b.BUSINESS ARISING FROM MINUTES
The minutes will be amended to reflect B.McKinnon as mover,and T.Grant as seconder,relating
to Item 14. d -Report of the Committee of the Whole - In Camera,2013 September 24.
2013 October 8...2
12.STUDENT TRUSTEE'S UPDATE -none
13.REPORTS FROM THE ADMINISTRATION
a.French Immersion Accommodation Plan
Exec. Officer Bushell brought forward the following report and detailed PowerPoint presentation
with a series of charts and graphs regarding the French Immersion Accommodation Plan.He
was joined by Associate Director K.Dalton, Facility Planning Officer Brooke Moore and Capital
Data Analyst Danielle Kettle.
The Thames Valley District School Board (TVDSB)is proud to be able to offer French Immersion
(Fl)as an optional program to all TVDSB students.Currently,eleven elementary schools and five
secondary schools situated across the TVDSB offer the single track or dual track French
Immersion program option.The French Immersion program provides entry for students in both
senior kindergarten and Grade 1,and also Grade 7 for the Extended French Immersion program.
The TVDSB while experiencing an overall decline in enrolment continues to show growth in
enrolment in the French Immersion program in both the elementary and secondary panels which
has placed pressures on TVDSB facilities resulting in a number of accommodation strategies,
including;the use of portable classrooms and port-a-paks,the use of closed schools and
conversions,additions and renovations at existing sites,attendance area modification and
program model modifications.However,the continued popularity of the program combined with
the Implementation of the Full-Day Kindergarten (FDK)program for French Immersion SK
classes,scheduled for 2014-2015,is expected to cause further accommodation pressures
requiring the need for a complete review and analysis of the French Immersion program space in
order to meet growth projections and prepare for the future.To fulfill this need,Senior
Administration has prepared the French Immersion Accommodation Plan which is based on the
following factors:
• Putting student needs first so that French Immersion programming can continue to be offered
as a program choice to all TVDSB students in a sustainable manner;
•Restructuring of attendance areas to harmonize enrolment with school capacity;
•Use of FDK funding to ensure that available resources are maximized for students;
• Utilization of the TVDSB Pupil Accommodation Planning Guiding Principles;
•Realignment of Elementary French Immersion attendance areas with Regular Track feeder
schools in order to keep peer groups together (where feasible);
•Realignment of Secondary French Immersion attendance areas with Elementary French
Immersion feeder schools (where feasible);and
•Continued use of the Canadian Census,Municipal Property Assessment Corporation (MPAC)
data,Active Municipal Development plans,School Planning Software (SPS Plus)and the use
of historic enrolment and student yields to inform,analyze and update TVDSB's enrolment
projections.
The French Immersion Accommodation Plan is divided into elementary and secondary sections
with additional information and larger scale maps included at the back. Both the elementary and
secondary sections are organized by school and include the following sub-sections:Status Quo
Enrolment and Capacity,Proposed Enrolment and Capacity,Actions Required for Proposed
French Immersion Accommodation,Summary,Recommendations,and associated maps that
offer a visual representation.Changes for the elementary French Immersion schools are
proposed to begin in September of 2014,with an exception for that year's Grade 8 students who
may remain with their peers until graduation where schools are continuing to offer Fl.The
proposed changes for secondary French Immersion schools are then suggested to begin
September,2016.
20130ctober8...3
13.REPORTS FROM THE ADMINISTRATION -cont'd
a.French Immersion Accommodation Plan -cont'd
The proposed French Immersion Accommodation Plan would ensure that TVDSB provides
French Immersion programming space for the projected number of students in a variety of
locations that addresses the over capacity issue within French Immersion and sets out
recommendations and timelines for each attendance area that ensures the long-term
sustainabillty of the program for both students and staff.
The following recommendations were moved by J.Todd,seconded by S.Polhill.
RECOMMENDATIONS:
1.That the Roch Carrier French Immersion Public School attendance area for Extended French
Immersion,mirror the existing French Immersion attendance area,should the program be
offered.
2.That the Pierre Elliott Trudeau French Immersion Public School attendance area for SK to 8
French Immersion be approved as shown in Figure 1,effective 2014 September.
3.That the Pierre Elliott Trudeau French Immersion Public School attendance area for
Extended French Immersion continue as shown in Figure 2, until such time that Extended
French Immersion is offered at J.S.Buchanan French Immersion Public School.
4.That an addition for accommodation be constructed at Pierre Elliott Trudeau French
Immersion Public School for 2016-2017,contingent upon Ministry of Education approval.
5.That the J.S.Buchanan French Immersion Public School attendance area for SK to 8 French
Immersion be approved as shown in Figure 3, effective 2014 September.
6.That the J.S.Buchanan French Immersion Public School attendance area for Extended
French Immersion mirror the proposed French Immersion attendance area (Figure 3),should
the program be offered.
7.That the Centennial Central Public School French Immersion program be relocated as shown
In Figure 7 (Kensal Park French Immersion PS),Figure 3 (J.S.Buchanan French Immersion
Public School),Figure 10 (Proposed French Immersion Public School at Sir G Ross),Figure
9 (Princess Anne French Immersion PS),effective 2014 September.
8.That the Huron Heights French Immersion Public School French Immersion program be
relocated as shown in Figure 10 (Proposed French immersion Public School at Sir G Ross),
effective 2014 September.
9.That Huron Heights French Immersion Public School be closed and declared surplus as of
2014 June 30.
10.That the Jeanne Sauv§French Immersion Public School attendance area for SK to 8 French
Immersion be approved as shown In Figure 4,effective 2014 September.
11.That the Jeanne Sauv§French Immersion Public School attendance area for Extended
French Immersion be approved as shown in Figure 5,effective 2014 September.
12.That the West Oaks French Immersion Public School attendance area for SK to 8 French
Immersion be approved as shown in Figure 6,effective 2014 September.
2013 October 8...4
13.REPORTS FROM THE ADMINISTRATION cont'd
a.French Immersion Accommodation Plan -cont'd
13.That an addition for accommodation be constructed at West Oaks French Immersion Public
School for 2014-2015,contingent upon Ministry of Education approval.
14.That the Kensal Park French Immersion Public School attendance area for SK to 8 and
Extended French Immersion be approved as shown in Figure 7,effective 2014 September.
15.That the Lord Roberts French Immersion Public School attendance area for SK to 8 French
Immersion be approved as shown In Figure 8,effective 2014 September.
16.That the Princess Anne French Immersion Public School attendance area for SK to 8 French
Immersion be approved as shown in Figure 9,effective 2014 September.
17.That the Princess Anne French Immersion Public School attendance area for Extended
French Immersion be relocated as shown In Figure 11 (Proposed French Immersion Public
School at Sir G Ross),effective 2014 September.
18.That Sir George Ross SS be converted and renovated to create a single track SK to 8 and
Extended French Immersion PS,effective 2014 September,contingent upon Ministry of
Education approval.
19.That the Proposed French Immersion Public School at Sir George Ross attendance area for
SKto 8 French Immersion be approved as shown In Figure 10,effective 2014 September.
20. That the Proposed French Immersion Public School at Sir George Ross attendance area for
Extended French Immersion be approved as shown In Figure 11, effective 2014 September.
21.That the Princess Elizabeth Public School attendance area for SK to 8 and Extended French
Immersion be approved as shown In Figure 12, effective 2014 September.
22. That the Regular Track JK to 8 attendance areas for C.C.Carrothers Public School and
Princess Elizabeth Public School be consolidated,with the students accommodated at the
Princess Elizabeth school site as shown In Figure 13,effective 2014 September.
23.That C.C.Carrothers Public School be converted to a single track SK to 8 French Immersion
PS,effective 2014 September.
24.That the Princess Elizabeth Public School SK to 8 and Extended French Immersion programs
be relocated as shown in Figure 14,effective 2014 September.
25.That where schools are continuing to offer the French Immersion program,all grade 7 French
Immersion and Extended French Immersion students entering grade 8 in 2014 be allowed to
continue at the currently designated French Immersion School,in order to remain with their
peer group for graduation.
26.That the Parkside Collegiate Institute attendance area for secondary French Immersion and
Extended French Immersion be approved as shown In Figure 15,effective 2015 September.
27.That the Strathroy District Collegiate Institute attendance area secondary French Immersion
be approved as shown in Figure 16,effective 2015 September.
28.That the Strathroy District Collegiate Institute Extended French Immersion attendance area
mirror the proposed French Immersion attendance area (Figure 16),should the program be
offered.
2013 October 8...5
13.REPORTS FROM THE ADMINISTRATION -cont'd
a.French Immersion Accommodation Plan -cont'd
29.That the Sir Frederick Banting Secondary School attendance area for French Immersion be
approved as shown in Figure 17,effective 2015 September.
30.That the Sir Frederick Banting Secondary School attendance area for Extended French
Immersion be approved as shown In Figure 18,effective 2015 September.
31.That the Sir Wilfrid Laurier Secondary School attendance area for French Immersion be
approved as shown In Figure 19,effective 2015 September.
32.That the Sir Wilfrid Laurier Secondary School attendance area for Extended French
Immersion be approved as shown In Figure 20,effective 2015 September.
33.That the Woodstock Collegiate Institute Extended French Immersion attendance area mirrors
the existing French Immersion attendance area,should the program be offered.
34.That Senior Administration conducts public consultation regarding the French Immersion
Accommodation Plan.
Exec. Officer Bushell responded to questions of clarification posed by members.
Recommendations 2-4
In response to a question regarding potential solutions for French Immersion In Elgin County, It
was confirmed that various options were considered during the planning process Including the
potential use of another site. However, It was noted there are no large communities to support a
county school and declining enrolment continues In this area.
Recommendations 12-13
It was confirmed that 93 students from Byron Northvlew Public School attendance area currently
attend Kensal Park French Immersion Public School.These students would be transferred to the
Jeanne Sauv6 French Immersion Public School attendance area.
Recommendation 14
In response to a question regarding school sizes and whether itwould be viable to open another
facility,it was confirmed that the Board must balance capacity enrolment and capital
expenditures.The current plan Is based on a single track model as previously directed.As well,
there currently is no vacant space in southwest London to split the population.
In regards to consideration of travel times for students on buses for this attendance area,it was
noted that rides times will not drastically increase or decrease and will comply with regulations.
Recommendation 15
It was noted that one to two portables would be left on site with the new attendance area.
With respect to growth In this area,it was noted that enrolment continues to be stable,even with
some decline In the elementary panel.Census data and yields in past performance are used to
determine/predict growth.
Recommendations 18-20
Responding to a question regarding capacity.It was confirmed that the new proposed French
Immersion Public School would accommodate the 737 students that would attend this attendance
area thus making it the largest French Immersion elementary school within the Board.The
school site itself can accommodate approximately 200 additional students If needed.This would
be confirmed during a design process.
2013 October 8...6
13.REPORTS FROM THE ADMINISTRATION -cont'd
a.French Immersion Accommodation Plan -cont'd
Recommendation 21
It was noted that there is currently a bus that transports students to C.C.Carrothers Public School
from Deveron Crescent to east London.In addition,it was confirmed that the recommended
attendance area is based on capacity needs rather than walking distances/busing.
Recommendation 24
In response to a question regarding French Immersion in Oxford County,it was noted that these
sites have existing spaces that can be utilized and could potentially be added to If needed.
It was noted that the public consultation process willallow for an opportunity to address concems
for both elementary and secondary French Immersion attendance areas.
FI Accommodation Plan:Proposed Capital Projects
•FDK additions and renovations at Kensal Park Fl Public School and Princess Anne FI Public
School;
•Addition and renovations at West Oaks Public School;
•Renovations at the Proposed FI Public School at the Sir George Ross site;
•Addition at Pierre Elliott Trudeau FI Public School;
•Projections to be funded through FDKCapital Grants and Board Supported Capital; and
•All proposed projects require Ministry of Education approval.
In response to a question regarding the proposed attendance areas and whether the Board can
proceed without proposed capital additions, it was confirmed that Centennial Central,Jean Sauv^
French Immersion and Huron Heights Public Schools are experiencing capacity Issues and are a
priority that does require funding to proceed.
Discussion ensued regarding Energy Savings Management and the School Facility Operations
and Renewal Grant including questions of clarification.
A transition plan/committee and naming committee would be formed as appropriate for the
student populations in the recommended attendance areas for French Immersion programming.
FI Accommodation Plan:Implementation
•Elementary -2014 September
•Secondary -2015 September
FI Accommodation Plan:Elementary and Secondary Process and Timelines
•School team information session -2013 November 6
•Public Consultation to the Board -2013 December 3
•Board Decision -2013 December 17
It was agreed that Public Affairs would notify the public of the Special Board meeting scheduled
for Tuesday,December 3 for the public consultation to the Board.
A request for the Board to consider the JK entry point and the attrition rates for these students
was noted.Director Elliott advised that the Board currently is in the process of contacting other
Boards regarding entry points.Further information will be brought forwarded to the Board at a
later date.
In response to a question,it was noted that a cost benefit analysis has not yet been conducted.
However,the request will be taken under advisement.
2013 October 8...7
13.REPORTS FROM THE ADMINISTRATION -cont'd
a.French Immersion Accommodation Plan -cont'd
Trustee TIsdale requested that Recommendations 1 through 33 be separated from
Recommendation 34.
The following motion was moved by P. Jaffe,seconded by iW.Reld and carried:
That the following recommendations be deferred to 2013 December 17:
1.That the Roch Carrier French Immersion Public School attendance area for Extended
French Immersion,mirror the existing French Immersion attendance area,should the
program be offered.
2.That the Pierre Elliott Trudeau French Immersion Public School attendance area for SK
to 8 French Immersion be approved as shown in Figure 1,effective 2014 September.
3.That the Pierre Elliott Trudeau French Immersion Public School attendance area for
Extended French Immersion continue as shown in Figure 2,until such time that
Extended French Immersion is offered at J.S.Buchanan French Immersion Public
School.
4.That an addition for accommodation be constructed at Pierre Elliott Trudeau French
Immersion Public School for 2016-2017,contingent upon Ministry of Education
approval.
5.That the J.S.Buchanan French Immersion Public School attendance area for SK to 8
French Immersion be approved as shown in Figure 3,effective 2014 September.
6.That the J.S.Buchanan French Immersion Public School attendance area for Extended
French Immersion mirror the proposed French Immersion attendance area (Figure 3),
should the program be offered.
7.That the Centennial Central Public School French Immersion program be relocated as
shown in Figure 7 (Kensal Park French Immersion PS),Figure 3 (J.S.Buchanan French
Immersion Public School),Figure 10 (Proposed French Immersion Public School at Sir
G Ross),Figure 9 (Princess Anne French Immersion PS),effective 2014 September.
8.That the Huron Heights French Immersion Public School French Immersion program
be relocated as shown in Figure 10 (Proposed French Immersion Public School at Sir
G Ross),effective 2014 September.
9.That Huron Heights French Immersion Public School be closed and declared surplus
as of 2014 June 30.
10.That the Jeanne Sauv6 French Immersion Public School attendance area for SK to 8
French Immersion be approved as shown in Figure 4,effective 2014 September.
11.That the Jeanne Sauve French Immersion Public School attendance area for Extended
French Immersion be approved as shown in Figure 5,effective 2014 September.
12.That the West Oaks French Immersion Public School attendance area for SK to 8
French Immersion be approved as shown in Figure 6,effective 2014 September.
13.That an addition for accommodation be constructed at West Oaks French Immersion
Public School for 2014-2015,contingent upon Ministry of Education approval.
2013 October 8...8
13.REPORTS FROM THE ADMINISTRATION -cont'd
a.French Immersion Accommodation Plan -cont'd
14.That the Kensal Park French Immersion Public School attendance area for SK to 8 and
Extended French Immersion be approved as shown in Figure 7,effective 2014
September.
15.That the Lord Roberts French Immersion Public School attendance area for SK to 8
French Immersion be approved as shown in Figure 8,effective 2014 September.
16.That the Princess Anne French Immersion Public School attendance area for SK to 8
French Immersion be approved as shown in Figure 9,effective 2014 September.
17.That the Princess Anne French Immersion Public School attendance area for Extended
French Immersion be relocated as shown in Figure 11 (Proposed French Immersion
Public School at Sir G Ross),effective 2014 September.
18.That Sir George Ross SS be converted and renovated to create a single track SK to 8
and Extended French Immersion PS,effective 2014 September,contingent upon
Ministry of Education approval.
19.That the Proposed French Immersion Public School at Sir George Ross attendance
area for SK to 8 French Immersion be approved as shown in Figure 10,effective 2014
September.
20.That the Proposed French Immersion Public School at Sir George Ross attendance
area for Extended French Immersion be approved as shown in Figure 11,effective
2014 September.
21.That the Princess Elizabeth Public School attendance area for SK to 8 and Extended
French Immersion be approved as shown in Figure 12,effective 2014 September.
22.That the Regular Track JK to 8 attendance areas for C.C.Carrothers Public School and
Princess Elizabeth Public School be consolidated,with the students accommodated at
the Princess Elizabeth school site as shown In Figure 13,effective 2014 September.
23.That C.C.Carrothers Public School be converted to a single track SK to 8 French
Immersion PS,effective 2014 September.
24.That the Princess Elizabeth Public School SK to 8 and Extended French Immersion
programs be relocated as shown in Figure 14,effective 2014 September.
25.That where schools are continuing to offer the French Immersion program,all grade 7
French Immersion and Extended French Immersion students entering grade 8 in 2014
be allowed to continue at the currently designated French Immersion School,In order
to remain with their peer group for graduation.
26.That the Parkside Collegiate institute attendance area for secondary French
Immersion and Extended French Immersion be approved as shown in Figure 15,
effective 2015 September.
27.That the Strathroy District Collegiate Institute attendance area secondary French
Immersion be approved as shown In Figure 16,effective 2015 September.
28.That the Strathroy District Collegiate Institute Extended French Immersion attendance
area mirror the proposed French Immersion attendance area (Figure 16),should the
program be offered.
2013 October 8...9
13.REPORTS FROM THE ADMINISTRATION -cont'd
a.French Immersion Accommodation Plan -cont'd
29.That the Sir Frederick Banting Secondary School attendance area for French
Immersion be approved as shown In Figure 17,effective 2015 September.
30.That the Sir Frederick Banting Secondary School attendance area for Extended French
Immersion be approved as shown in Figure 18,effective 2015 September.
31.That the Sir Wilfrid Laurier Secondary School attendance area for French Immersion
be approved as shown in Figure 19,effective 2015 September.
32.That the Sir Wilfrid Laurier Secondary School attendance area for Extended French
Immersion be approved as shown in Figure 20,effective 2015 September.
33.That the Woodstock Collegiate Institute Extended French Immersion attendance area
mirrors the existing French Immersion attendance area,should the program be
offered.
The following recommendation,as amended was moved by P.Jaffe,seconded by M.Reid and
carried:
That the Board conduct public consultation regarding the French Immersion
Accommodation Plan.
The committee recessed at 9:50 p.m.It reconvened in public session at 10:00 p.m.
14.REPORTS OF COMMITTEES
a.Report of the First Nations Advisory Committee,2013 September 17
Trustee W. Huff referred to the written report of the 2013 September 17 First Nations Advisory
Committee meeting as attached (Item A)and provided to the Trustees in advance of the Board
meeting.There were no recommendations coming out of the committee meeting for approval by
the Board.
b.Report of the Audit Committee,2013 September 17
Trustee R.Tisdale referred to the written report of the 2013 September 17 Audit Committee
meeting as attached (Item B)and provided to the Trustees In advance of the Board meeting.
There were no recommendations coming out of the committee meeting for approval by the Board.
c.Report of the Policy Working Committee,2013 September 24
Trustee B.McKinnon referred to the .written report of the 2013 September 24 Policy Working
Committee meeting as attached (Item C)and provided to the Trustees in advance of the Board
meeting.
The following motions were moved by B.McKinnon,seconded byT.Grant and carried:
That the Copyright and Fair Dealing Guidelines policy be approved.
That the Expense Reimbursement policy be approved.
The following subsequent motion was moved by R.Tisdale,seconded by T.Grant and carried:
That the Organization Support Services Memorandum relating to the Employee/Trustee
Expense Rates and Recognition of Employees for Preparation of Approved
Presentations and Short-Term Projects be approved.
2013 October 8...10
14.REPORTS OF COWIMITTEES -cont'd
d.Report of the Chairs'Committee,2013 October 1
Trustee Tisdale referred to the written report of the 2013 October 1 Chairs'Committee meeting as
attached (Item D)and provided to the Trustees In advance of the Board meeting.
The following motions were moved by R. Tisdale,seconded by J.Coghlln and carried:
That Trustees T.Grant and J.Todd be appointed to participate in the Elementary
Principai interviews 2013 November?and 8.
That Trustees J.Bennett and B.McKinnon be appointed to participate in the
Elementary Vice-Principal interviews 2013 November 14 and 15.
That the appointment of a staff person,to be identified by Director Elliott, to sit on the
City of London Advisory Committee on the Environment be approved.
Director Elliott advised that Linda De Vos has been appointed to the Cityof London Advisory
Committee on the Environment.
e.Report of the Committee of the Whole,In-Camera,2013 October 8
Trustee Tisdale reported the committee met in camera from 5:00 p.m. to 6:20 p.m. The
committee discussed confidential legal matters related to negotiations and personal matters.
The following motion was moved byR.Tisdale,seconded by M.Reidand carried:
That the motion approved at the in-camera session of 2013 October 08 related to
personal matters be approved.
15.COMMUNICATIONS
a.Ontario Public School Boards'Association
Trustee Grant advised that she and Trustee Tisdale attended the Board of Director's meeting on
September 27 &28 where EQAO results,Full-Day Kindergarten/Childcare and changes to Bill
107 regarding vaccinations were discussed.
It was noted that Local Government Week is October 20 to 26.Director Elliott encouraged
trustees to arrange classroom sessions with schools for Grade 5 Social Studies and Grade 10
Civics students to discuss the role of school board trustee.Information regarding Local
Government Week will be forwarded to principals on October 9.
b.First Nations Advisory Committee Appointment
The Board received correspondence from Chippewas of the Thames First Nation Board of
Education to appoint Danielle Grosbeck and Susanne Albert-Ninham as their representative on
the Board's First Nations Advisory Committee for the 2013-2015 term.
The following motion was moved by W.Huff,seconded by R.Tisdale and carried:
That Danielle Grosbeck and Susanne Albert-Ninham be appointed as Chippewas of the
Thames First nation representatives on the Board's First Nations Advisory Committee.
16.NOTICE OF MOTION -none
17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none
18.ADDITIONAL ITEMS -none
19.QUESTIONS/COMMENTS BY MEMBERS -none
2013 October 8...11
20.ADJOURNMENT
The meeting adjourned at 10:25 p.m. on motionof D.Clark,seconded by R. Campbell.
Confirmed:
Chairperson
2013 October 8...12
SUMMARY OF APPROVED RECOMMENDATIONS OF 2013 OCTOBER 8
That the following recommendations be deferred to 2013 December 17:
That the Roch Carrier French Immersion Public School attendance area for Extended French
Immersion,mirror the existing French Immersion attendance area,should the program be
offered.
That the Pierre Elliott Trudeau French Immersion Public School attendance area for SK to 8
French Immersion be approved as shown In Figure 1,effective 2014 September.
That the Pierre Elliott Trudeau French Immersion Public School attendance area for Extended
French Immersion continue as shown'in Figure 2, until such time that Extended French
Immersion is offered at J.S.Buchanan French Immersion Public School.
That an addition for accommodation be constructed at Pierre Elliott Trudeau French Immersion
Public School for 2016-2017,contingent upon Ministry of Education approval.
That the J.S.Buchanan French Immersion Public School attendance area for SK to 8 French
Immersion be approved as shown in Figure 3,effective 2014 September.
That the J.S.Buchanan French Immersion Public School attendance area for Extended French
Immersion mirror the proposed French Immersion attendance area {Figure 3),should the
program be offered.
That the Centennial Central Public School French Immersion program be relocated as shown in
Figure 7 (Kensal Park French Immersion PS),Figure 3 (J.S.Buchanan French Immersion Public
School),Figure 10 (Proposed French Immersion Public School at Sir G Ross),Figure 9 (Princess
Anne French Immersion PS),effective 2014 September.
That the Huron Heights French Immersion Public School French Immersion program be relocated
as shown in Figure 10 (Proposed French Immersion Public School at Sir G Ross),effective 2014
September.
That Huron Heights French Immersion Public School be closed and declared surplus as of 2014
June 30.
That the Jeanne Sauv§French Immersion Public School attendance area for SK to 8 French
Immersion be approved as shown in Figure 4,effective 2014 September.
That the Jeanne Sauv6 French Immersion Public School attendance area for Extended French
Immersion be approved as shown in Figure 5,effective 2014 September.
That the West Oaks French Immersion Public School attendance area for SK to 8 French
Immersion be approved as shown in Figure 6,effective 2014 September.
That an addition for accommodation be constructed at West Oaks French Immersion Public
School for 2014-2015,contingent upon Ministry of Education approval.
That the Kensal Park French Immersion Public School attendance area for SK to 8 and Extended
French Immersion be approved as shown in Figure 7,effective 2014 September.
That the Lord Roberts French Immersion Public School attendance area for SK to 8 French
Immersion be approved as shown in Figure 8,effective 2014 September.
That the Princess Anne French Immersion Public School attendance area for SK to 8 French
Immersion be approved as shown in Figure 9, effective 2014 September.
2013 October 8...13
That the Princess Anne French Immersion Public School attendance area for Extended French
Immersion be relocated as shown in Figure 11 (Proposed French Immersion PublicSchool at Sir
G Ross),effective 2014 September.
That Sir George Ross SS be converted and renovated to create a single track SK to 8 and
Extended French Immersion PS,effective 2014 September,contingent upon Ministry of
Education approval.
That the Proposed French Immersion Public School at Sir George Ross attendance area for SK
to 8 French Immersion be approved as shown In Figure 10,effective 2014 September.
That the Proposed French Immersion Public School at Sir George Ross attendance area for
Extended French Immersion be approved as shown in Figure 11,effective 2014 September.
That the Princess Elizabeth Public School attendance area for SK to 8 and Extended French
Immersion be approved as shown in Figure 12,effective 2014 September.
That the Regular Track JK to 8 attendance areas for C.C.Carrothers Public School and Princess
Elizabeth Public School be consolidated,with the students accommodated at the Princess
Elizabeth school site as shown in Figure 13,effective 2014 September.
That C.C.Carrothers Public School be converted to a single track SK to 8 French Immersion PS,
effective 2014 September.
That the Princess Elizabeth Public School SK to 8 and Extended French Immersion programs be
relocated as shown in Figure 14,effective 2014 September.
That where schools are continuing to offer the French Immersion program,all grade 7 French
Immersion and Extended French Immersion students entering grade 8 In 2014 be allowed to
continue at the currently designated French Immersion School,in order to remain with their peer
group for graduation.
That the Parkside Collegiate Institute attendance area for secondary French Immersion and
Extended French Immersion be approved as shown in Figure 15,effective 2015 September.
That the Strathroy District Collegiate Institute attendance area secondary French Immersion be
approved as shown in Figure 16,effective 2015 September.
That the Strathroy District Collegiate Institute Extended French Immersion attendance area mirror
the proposed French Immersion attendance area (Figure 16),should the program be offered.
That the Sir Frederick Banting Secondary School attendance area for French Immersion be
approved as shown In Figure 17,effective 2015 September.
That the Sir Frederick Banting Secondary School attendance area for Extended French
Immersion be approved as shown in Figure 18,effective 2015 September.
That the Sir Wilfrid Laurier Secondary School attendance area for French Immersion be approved
as shown In Figure 19,effective 2015 September.
That the Sir Wilfrid Laurier Secondary School attendance area for Extended French Immersion be
approved as shown in Figure 20,effective 2015 September.
That the Woodstock Collegiate Institute Extended French Immersion attendance area mirrors the
existing French Immersion attendance area,should the program be offered.
That the Board conduct public consultation regarding the French Immersion Accommodation Plan.
2013 October 8...14
That the Copyright and Fair Dealing Guidelines policy be approved.
That the Expense Reimbursement policy be approved.
That the Organization Support Services I\/lemorandum relating to the Employee/Trustee Expense
Rates and Recognition of Employees for Preparation of Approved Presentations and Short-Term
Projects be approved.
That Trustees T.Grant and J.Todd be appointed to participate in the Elementary Principal interviews
2013 November 7 and 8.
That Trustees J.Bennett and B.McKinnon be appointed to participate in the Elementary Vice-
Principal interviews 2013 November 14 and 15.
That the appointment ofa staff person, to be identified by Director Elliott,to sit on the Cityof London
Advisory Committee on the Environment be approved.
That the motionapproved at the in-camera session of2013 October 08 related to personal matters be
approved.
That Danielle Grosbeck and Susanne Albert-Ninham be appointed as Chippewas of the Thames First
nation representatives on the Board's First Nations Advisory Committee.
/\
REPORT OF THE FIRST NATIONS ADVISORY COWIIWITTEE MEETING
MEMBERS
W. Huff (Chair)
J.Bennett,Trustee (+3:09)
M. Burch,Chippewas of the Thames
D.Grosbeck,Chippewas of the Thames
L.Nicholas,Munsee-Delaware Nation
C.Thomas,Munsee-Delaware Nation
B.McKinnon,Trustee
Regrets:
S.Smith,Oneida Nation of the Thames
2013 September 17
3:05 p.m.to 4:41 p.m.
ADMINISTRATION AND OTHERS
K,Wilkinson,Superintendent of Student Achievement
K.Aitken,Corporate Services
D.Chisholm,Vice Principal,Saunders SS
J.Copeland,Principal,Thames SS
M.Ferdinand,Learning Supervisor
J.Fitzsimmons,Principal,Lambeth PS
K.Furlong,Learning Supervisor
P.McKenzle,Principal,H.B.Beal Secondary SS
R.Oakley-Law,Principal,Delaware Central PS (+3:15)
S. Powell,Superintendent of Student Achievement (+3:20)
A.Sisco,FNMI Education Advisor
P.Thompson,Principal,Saunders SS
Guest B.Antone,Oneida Nation of the Thames
1.CALL TO ORDER
The meeting convened at 3:05 p.m. in Council Chambers at the Administrative Complex -Chippewas
of the Thames First Nation.Chair W. Huff welcomed all members to the start of a new school year.
Participants introduced themselves including K.Wilkinson,Superintendent of Learning Support
Services who now oversees the First Nations Metis Inuit portfolio.
2.APPROVAL OF AGENDA -The agenda was approved as printed by motion.
3.CONFLICTS OF INTEREST -none
4.REPORT OF MEETING -2013 June 18 -provided for information
5.BUSINESS ARISING FROM MINUTES -none
Trustee Huff introduced Chief R.K.(Joe)Miskokomon who officially welcomed the Committee on behalf of
Chief &Council and the community. Chief Miskokomon shared the history and culture of the Chippewas
of the Thames First Nations. He expanded on the Comprehensive Community Plan that includes health
and wellness,social and cultural development,justice and emergency response,life-long learning,
prosperity development,infrastructure,land and environment and governance which are intended to
support and assist community members.
Chief Miskokomon described Council Chambers and how the design is reflective of the Chippewas.He
noted that they continue to examine their past and look toward reclaiming their future.They strive to
continually teach others about their unique history,culture and language.Background infonmatlon on
Residential Schools,Idol No More and the Battle of the Thames was also provided.
Chief Miskokomon acknowledged that Chippewas of the Thames First Nation and TVDSB will continue to
work together to inspire First Nations students.He welcomed everyone back as friends,allies and as
neighbours.
The Committee was welcomed to tour the site of the Residential School following the meeting.
6.LEARNING SUPPORT SERVICES UPDATE
a.FNMI Program Review Update
Supt.Wilkinson advised that the Board is looking at the framework for the FNMI Program Review.
The infomiation will be shared with the Committee to ensure they are capturing the needs of
FNMI students.The intent is to bring a final review to the Board in December.
In response to a question, itwas noted that the review will lookat various programs and student
achievement data and will align with the Boards new Strategic Plan and the Board Improvement
Plan for Student Achievement.
Chair Huff added that the FNMI Program Review was initiated last spring. It was agreed that
reports and data wouldcome forward to the Committee for discussion so that next steps and
recommendations can be forwarded to the Board
It was noted that Principals will attend each meeting and endeavour to bringforward action items
for discussion and next steps.
b. FNMI Initiatives (2013-2014)
Supt.Wilkinson distributed the Ontario Ministry of Education Funding for FNMI Programming
2013-2014 (Item A).She noted thatTVDSB isthe recipientof additional funding to support FNMI
students.
Information was providedon the Summer LiteracyProgram held at Aberdeen PublicSchool this
past summer. The programwas funded throughthe Council of DirectorsofOntariofor FNMI
students and others attending Aberdeen Public School. Supt. Wilkinson Inquired whether or not
the Committee was interested in learning more about the program.She noted that the Summer
LiteracyProgram also would be presented at an upcoming Board meeting. The Committee
agreed that information pertaining to any program offeringsfor FNMI students is always welcome.
FNMI Education Advisor A.SIsco will continue to update the Committee on system wide
initiatives for FNMI students.
Aday trip will be arranged forthe Director,Superintendents,Trustees,Learning Support Services
staff and members of the Committee to attend Oneida Nation of the Thames,Chippewas of the
Thames First Nation and Munsee-Deiaware Nation to learn more about each community,Its
culture and history.
A request was made forthe Student WorkStudy teacher to meet with Elder{s)from each
community as a part of the professional learning opportunitythat is funded through the FNMI
Student Work Study initiative.
Supt.Wilkinson distributed a copy of the Ministry of Educations' A SolidFoundation -Second
Progress Report on the Implementation of the Ontario First Nation, Metis,and Inuit Education
Policy Framework.The report can be found at http://www.edu.Qov.on.ca/enq/aboriqinal/ASolidFoundation.pdf
A request was made for FNMI reporting and expenses Includingall Initiatives prior to the budget
process in the spring.
7.PRINCIPALS'UPDATE
a.Saunders Secondary School
Principal P.Thompson and Vice-Principal D.Chlsholm provided the following update regarding
FNMI students at Saunders Secondary School.
7.PRINCIPALS'UPDATE -cont'd
a.Saunders Secondary School -cont'd
Enrolment Data
First Nation 2011-2012 2012-2013 2013-2014
Oneida 62 72 81
Chippewas of the Thames 23 27 28
Munsee-Delaware 3 5 5
Total 88 105 113
Potential Graduates
First Nation 2013-2014 2013-2014
Oneida 10 +1 returning graduate
Chippewaofthe
Thames
9
Munsee-Delaware 0
Total 19
Established Saunders FNMI Programming -Courses Offered
Grade 9
• LNN A01 (Oneida Language)
• LNO A01 (Ojibwe Language)
•GLS10F(4thR)
Grade 10
• LNN B01(0nelda Language)
• LNO B01 (Ojibwe Language)
• HFN 20F (Indigenous Foods)
• NAC 201 (FNMI In Canada)
Grade 11
• LNN C01 (Oneida Language)
• NBV 3C1 (Aboriginal Beliefs and Values)
•GPP 30F (FN Leadership)
• NDA3M1 (Aboriginal Issues in Canada)
•FNMI Co-op.Education (4 Credit Package)
Grade 12
• NDW 4M1 (Issues of Indigenous People)
•FNMI Co-op (4 Credit Package)
First Nations Student Success
The first meeting to discuss the progress of all FNMI students at Saunders Secondary School is
scheduled for 2013 October 9.The team will meet monthly to track and monitor the success of
the students and make necessary interventions when required.This format of monthly monitoring
and establishment of Interventions for FNMI Students was established two years ago,and
continues to help identify and make a positive difference in student achievement.
7.PRINCIPALS'UPDATE -cont'd
a.Saunders Secondary School -cont'd
FNMI Co-operative Education
This format of a full-day Co-operative Education instead of half day,combined with Credit
Recovery and local employment placements has led to increased credit achievement.It was
established two years ago and continues to be productive.This year's teacher for this program
will be Mrs.Cindy O'Leary.
Wednesday Lunch and Learn
Through the work of Rhonda Doxtator and Jody Joseph,lunch is offered and speakers/discussion
topics presented to student inthe FNMI Cultural Centre on Wednesdays.
New FNMI Programming/Initiatives
•Paul Martin Accounting Mentoring Program
An identical program to the one launched last year at H.B.Beal Secondary School.Three
university-bound FNMI students (Grades 10 &11 students)have been selected to be
mentored by KPMG professional accountants throughout the school year. An orientation
session for educators,students/families and KPMG staff is to be held at Saunders Secondary
School on 2013 September 25.
•FNMI Peer Mentor Program -Western University
Saunders Secondary School is inthe process of identifying students to serve as excellent
peer mentors as well as Grade 9 students who would benefit from having a senior mentor.
This program is being developed in partnership with the 4th R FNMI Programming project at
Western University.The first peer mentoring training day will take place at Althouse College
on 2013 Octobers.
•Partnering withAntler River Elementary School
Inan effort to tighten partnerships and strengthen student retention rates,Mr. Richard
Tammlnga,Saunders Department Head of Science,has initiated a pilotproject to look at
strategies to raise awareness in intermediate grades of education and career pathways as
well as of the goal of staying in school. This twinning between the elementary students and
the secondary students is in early planning stages.
•School Gap Analysis and Action Plan
Saunders Administration has started initial assessment/gap analysis for 2013/14.New
literary resources have arrived.Action plan for the year being developed as based on the
Ontario FNMI Education Framework.
b.Lambeth Public School
Principal J.Fitzsimmons provided the following update regarding FNMI students at Lambeth
Public School.
Cultural Initiatives
•Southwest Ontario Aboriginal Health Access Centre has arranged for the Elders program to
continue.They will attend on Tuesdays.
•The 4"^R will attend Thursdays after thelast break starting in October.The students will be
divided into two groups by Grade Level.
•Oneida Education Support personnel will host cultural lunches will be held on Tuesdays and
provide support to teachers who may have questions regarding integration.The students will
be divided Into two groups.
7.PRINCIPALS'UPDATE -cont'd
b.Lambeth Public School -cont'd
Academic Initiatives
•Students who are stmggling in specific areas will receive support from the Native Second
Language instructor.
•Homewori<support will be available on Wednesday from 3:40 p.m.to 4:30 p.m.
Arrangements have been made for a late bus pick up for these students.
•The students requested that the 4thR and the Elder program altemate weeks
Important Dates
September 17 -Photo day
September 20 -Immunization Grades 7/8
September 26 - Meet the Teacher 5:30 p.m. to 7:00 p.m.
September 27 =Terry Fox Run
October 9 -SAIDAT Presentation -all students
October 16 -First Term lEPs home
c.Delaware Central Public School
Principal R. Oakley-Law provided the following report for FNMI students at Delaware Central
Public School.
•Munsee-Delaware Nation will provide some programming for FNMI students.
• R.Doxtator Is providing lunch-and-learn sessions for all FNMI intermediate students.
• There is a half-timeFirst Nations Language instructor teaching Oneida language to students
during core French.
• Delaware Central PublicSchool would liketo strengthen both student and parent connections
with Standing Stone Elementary. Thiswouldincludepen pals, Skype, playdays,field trips,
sports days priorto the commencement of the school year to recruit Standing Stone
graduates.
•There are approximately 25 FNMI students currentlyattending Delaware Central Public
School.
d. H.B.Beal Secondary School
PrincipalP. McKenzieprovided the following update regarding FNMI students at H.B.Beal
Secondary School.
Staffing Update
Thissummer, the Ministry of Education,throughthe Student Success Initiative,provided funding
foran Instructional coaching lead to facilitate student success initiatives specifically focused on
FNMI students.H.B. Beal Secondary School is fortunate to have two dedicated instructional lines
for the year that will be devoted to academic student success,and credit accumulation.The
scope ofthis initiative is presently beingintroducedto schools. R. Gilesattended a Ministry
meeting last week inToronto for an initial in-service about the program. In subsequent meetings,
they will share the details about this initiative,and H.B.BealSecondary Schools planfor moving
forward.
Martin Aboriginal Foundation Mentor Program
The academic performance of last year's Grade 9 class was reviewed.Two students have been
identifiedto be added for this coming year. On September 24th, the initial intake meeting will take
place. This is an outstanding opportunityfor students seeking experiences that will support their
post-secondary aspirations.
7.PRINCIPALS'UPDATE -cont'd
d.H.B.Beal Secondary School -cont'd
Fourth R Mentorship
M.Cywink and A. Lapp have attended H.B. Beal Secondary School discuss plans for this year
regarding the 4*^R,particularly around leadership and mentorship.This will continue tobea
strongly supported initiative.
In response to a question,it was noted that approximately 30 students have volunteer to mentor
Grade 9 students through the 4"^R.
It was noted that a short-term contract will be posted to the Board's website for a First Nations
Counsellor for both Saunders Secondary School and H.B. Beal Secondary School.
e.Thames Secondary School
Principal J.Copeland reviewed the following report with the Committee regarding FNMI students
at Thames Secondary School.
•FNMI lunches will begin on September 19.
• Weekly meetings are being scheduled for students to meet with First Nations Counsellors C.
Rogers and R.Doxtator to discuss progress.
•Students from Thames and Ross Secondary Schools will attend the Montcalm Secondary
School Red Feather game at Western University for bridging opportunities.
• Principal J.Copeland met with C.Rogers,J.Joseph,S.McGahey-Albert and L.Nicholas
regarding FNMI matters.
• C. Rogers and D.Chiodo (Research Associate,CAMH Centre for Prevention Science)will be
meeting to discuss the final wave of data collection set to begin mid-October. The current
resiliencystudy underway in partnership with TVDSB and CAMH have been following a
cohort of FNMI students from Grade 8 through Grade 10 (this year) who have been involved
in4th R programming (as well as other programming)to assess the impact of the program on
student mental health,well-being and academic success.The plan is to have a distress
measure added to the survey to get an indication of student anxiety/depression prevalence in
its sample,and they are also including a new measure of positive well-being. Both these new
measures have been used with First Nation populations.
•Plans have been set for C.Rogers to meet with a representative from Fanshawe College
Aboriginal Student Centre to discuss options available following graduation.
• N'Amerind Friendship Centre will be hosting some information lunches to promote their
outside programming for the FNMI student -dates are to be determined.
• ONECA (Ontario Native Education Counselling Association)will be meeting at Fanshawe
College on September 27.
•Thames enrollment for self-identified FNMI students Is currently 32.
•There are seven students from Oneida Nation of the Thames.
•There are four students from Chippewas of the Thames First Nation.
•There is one student from Munsee-Delaware Nation.
The graduation numbers from January and June 2013,as well as the past three years was
requested.
/"
8.COMMUNITY UPDATE
a.Munsee-Delaware Nation
L.Nicholas noted that they are stillinthe process of negotiating the Tuition Agreement.
He highlighted year-endtrips provided tostudents who excelled academically.This included a
tripto Canada's Wonderland,Cedar Point and the Western Fair.
Healso noted that any student fees for FNMI students underthe Tuition Agreement can be
invoiced to Munsee-Delaware Nation directly.
b.Oneida Nation of the Thames
Senior Administrative Assistant B.Antone attended the meeting to advise that the Divisionof Life
Learning is currently intransition.All students went back to school at the end ofAugust and
counsellors are stillworking on their schedules with the schools.
c.Chippewas of the Thames First Nation
D.Grosbeck advised that the BBQ held in August for students was a success.Back-to-school
supplies Including back packs were distributed.
The Chippewas of the Thames First Nation Board of Education Election was held on 2013 August
23.There are two new members,in addition to the five returning members.
9.ADDITIONAL ITEMS -none
10.FUTURE MEETING DATES
DATE LOCATION
2013 October 15 Saunders SS
2013 November 19 Lambeth PS
2014 January 21 H.B.Beal SS
2014 February 18 Thames SS
2014 March 18 Saunders SS
2014 April 15 TBA
2014 May 20 Munsee-Delaware
2014 June 17 TBA
11.ADJOURNMENT -The meeting adjourned at 4:41 p.m. by motion.
RECOMMENDATIONS:none
WARREN HUFF
Chairperson
REPORT OF THE AUDIT COMWllTTEE 2013 September 17
3:00-4:24 p.m.
MEMBERS PRESENT ADMINISTRATION AND OTHERS
T.Grant K.Aranha K.Meeson S.Macey
G.Hart L.Elliott J.Nicolle
R.Tisdale (Chair)J. Pratt J.Berkin
Regrets:R.Robertson
1.APPROVAL OF AGENDA
the agenda was approved by motion.
2.CONFLICTS OF INTEREST -none declared.
3.ELECTION OF CHAIR
Supt.Meeson presided over the election of the Chair.Trustee Tisdale was nominated and
acclaimed to the position.
4.REVIEW OF ROLES AND RESPONSIBILITIES OF AUDIT COMMITTEE
Director Elliott introduced herself to the Committee and described her employment history,
provincial experience and entry plan.She noted that her focus will be the Board's new mission,
vision and commitments along with the Improvement of student achievement results.Supt.Meeson
Introduced Sandra Macey and described her new role as the Manager of Financial Services.
Chair Tisdale advised that the Ministry of Education requires roles and responsibilities of the Audit
Committee to be reviewed annually.She described the Committee's role In assisting the Board and
spoke to duties related to financial audit,year-end results,risk management and involvement with
both the internal and external auditors.
5.DECLARATIONS OF CONFLICTS OF INTEREST
Declarations of Conflicts of Interest were collected from the members present.
6.REVIEW OF MANDATE,ACTIVITIES,STAFFING AND ORGANIZATIONAL STRUCTURE OF
INTERNAL AUDIT
Supt. Meeson described the twolevels ofIntemalaudit taking place within the Board.She reviewed
the school audit duties performed by E.Grosvenor,Internal Audit Analyst, highlighting enrolment,
attendance,and policy and procedure compliance with respect to school generated funds and
P-card compliance.Supt.Meeson shared the history of the development of the Regional Internal
Audit Team (RIAT)and explained their role and the role of TVDSB as the host board for the
Southern region.
7. REVIEWPERFORMANCE OF REGIONAL INTERNAL AUDITTEAM(RIAT)
Chair Tisdale described the regulation requirements related to performance review of the Regional
Intemal Audit Team.Supt.Meeson noted that Ministry expectation Is that she coordinate and
consolidate feedback received from the region's committee members.Members were asked to
review the evaluation form provided and provide suggested revisions at the next meeting.
8.REVIEW OF TVDSB ORGANIZATION
Director Elliott described changes to the administrative organizational structure of Thames Valley
District School Board.She noted the many retirements across the province and the number of new
supervisory officers provincially and withinTVDSB. Director Elliott spoke to the Board's new vision
and mission and cited a different administrative approach,emphasizing change and Innovation. A
description of each superintendent's portfolio was reviewed.The Director described the succession
program In place and responded to questions from the Committee.
9.WORK PLAN
Chair TIsdale reviewed the work plan previously developed to ensure Regulation 361/10
requirements and responsibilities are being met by the Audit Committee.She noted the Committee
has met it's September duties.
10.COMMUNITY APPOINTMENTS
The term of appointment forAudit Committee members was reviewed. The term ofofficeforthe two
community members is ending 2013 November 30. As such, Supt.Meeson will bring a draft
advertisement for the vacant positions to the October meeting.
11.DRAFT MEETING SCHEDULE
The Committee reviewed the schedule of meetings and topics assigned.Due to Ministry of
Education submission requirements,the November meeting will be rescheduled to 2013 November
12.The meeting will begin at 2:00 pm due to the expected length of time required to review the
2012-13 Audited Financial Statements.
12.OTHER BUSINESS
RIAT Manager, J.NIcolIe providedan update of the work performed bythe team.She advised that
she will be meeting withthe Directorand Superintendent of Business to reviewthe audit planforthe
Board and will be presenting the InternalAuditPlan for 2013-14 to the Committee inOctober.
13.DATE AND TIME OF NEXT MEETING
The next meeting Is scheduled for 2013 October 15,at 3:00 p.m.
14.ADJOURNMENT
A motion to adjourn was approved at 4:24 p.m.
RECOMMENDATIONS:-none
RUTH TISDALE
Chairperson
REPORT OF THE POLICY WORKING COWIWIITTEE 2013 September 24
3:15 p.m.-4:57 p.m.
MEMBERS ADMINISTRATION AND OTHERS
B. McKinnon (Chair)L.Elliott
R.Campbell K.Aitken
T.Grant K.Dalton
R.Tisdale J.Pratt
J.Bennett K.Meeson
W.Huff K.Bushell
Regrets:D.Clark Visitor:A.Morell
1.APPROVAL OF AGENDA -The agenda was approved on motion.
2.CONFLICTS OF INTEREST -none declared
3.COMMITTEE REPORT OF 2013 JUNE 25 AND 2013 SEPTEMBER 24 TRACKING SHEET -
The Committee report of 2013 June 25 and the 2013 September 24 tracking sheet were provided
for information.
4.POLICY/PROCEDURE -TO COMMITTEE FOLLOWING PUBLIC INPUT
a.Copyright and Fair Dealing Guidelines Policy and Procedure
Manager K.Young joined the meeting to discuss the draft Copyright and Fair Dealings
Guidelines Policy and Procedure.She noted that during the input period, no input was
received.
The following motion was moved and carried:
That the Copyright and Fair Dealing Guidelines policy be approved.
The recommendation will be forwarded to the 2013 October 08 Board meeting.
The following motion was moved and carried:
That the Copyright and Fine Dealing Guidelines procedure be approved and forwarded to
the 2013 October 08 Board meeting for Information.
It was noted that a company has been contacting schools regarding copyright fees.A memo
went out to principals advising them not to reply. It was suggested that a system wide
communication be sent out so that individuals are not contacting the company and paying
unnecessary fees.
b.Expense Reimbursement Policy and Procedure
Associate Director J.Pratt and Supt.K.Meeson joined the meeting to review the Expense
Reimbursement policy and procedure following public input.The draft document was posted to
the Board's website for public input for 60 days.No input was received.
The following motion was moved and carried:
That the Expense Reimbursement policy be approved.
The recommendation will be forwarded to the 2013 October 08 Board meeting.
The following motion was moved and carried:
That the Expense Reimbursement procedure be approved and forwarded to the 2013
October 08 Board meeting for information.
4.POLICY/PROCEDURE -TO COMMITTEE FOLLOWING PUBLIC INPUT -cont'd
b.Expense Reimbursement Policy and Procedure -cont'd
It was noted that mileage rates and expenses for meals will continue to be reviewed annually.Next
steps include reviewing the Expense Reimbursement policy,as well as the Trustee and Short Term
Employee Expense Reimbursement policy and procedure.
5.DRAFT POLICIES/PROCEDURES -none
6.DRAFT POLICIES/PROCEDURES REQUIRING ADDITIONAL CONSIDERATION
a.Fundraising Activities and Donations for School Projects,Enhancements,Equipment
and Programs Policy and Procedure
Associate Director K.Dalton and Exec.Officer K.Bushell presented the proposed policy and
procedure along with related appendices for review.The document is returning to Policy
Working Committee as further consideration was requested at the 2013 June 25 meeting.A
detailed and comprehensive discussion ensued.Revisions and additions were noted including
the content of the appendices.
Discussion ensued regarding fundraisers over $5000.It was noted that fundraising in excess
of $5000 requires the Principal and Superintendent meet to review the flowchart to ensure all
appropriate steps are taken.A third party operating a fundraiser without the support of the
school needs to be made aware that they are not insured and open to personal liability.
It was suggested that once the document Is posted for public input that Associate Director Pratt
or Supt. C.Bourbonnais-MacDonald attend a Thames Valley Parent Information Committee to
walk through the process.
It was agreed that a separate policyand procedure will be developed specifically for money
handling. It was also suggested that a Funds Management policyand procedure be developed
for managing liability and risk management.
The following motion was moved and carried:
That the Fundraising Activities and Donations for School Projects,Enhancements,
Equipment and Programs policyand procedure be posted to the Board's website for 60
days.
7.POLICIES/PROCEDURES UNDER REVISION
a.Attendance Areas for Students Policy and Procedure
Associate Directors Dalton and Pratt, Exec. Officer Bushell and Supt.Meeson presented
proposed amendments to the procedure which provide clarification to the "notwithstanding"
clause as it relates to transportation for out-of-area students.
Associate Director Dalton provided a background overview of the policy and procedure to date.
She noted that it was revised In October of 2006 and then brought back in May of 2010 at
which time it was referred back to the Administration.Following the Board meeting,trustees
concerns were noted and the process for elementary students applying out-of-area was
discussed with guidelines and practices put in place.It was noted that correspondence is sent
to principals each January requesting out-of-area students wishing to be considered for an
exemption for the next school year.The deadline for student applications is March 1®^.All
exemptions must be an extreme extenuating circumstance and in the best interest of the
educational program of the student applying.This process has and continues to remain
consistent across Thames Valley.
Clarification on transportation for out-of-area students was discussed.A student may be
permitted to access transportation by Southwestem Ontario Student Transportation Services if
there is an available seat on the bus and the student is attending the out-of-area school for
programming.
7.POLICIES/PROCEDURES UNDER REVISION -cont'd
a.Attendance Areas for Students Policy and Procedure -cont'd
Concern was raised over the draft document and whether more clarity and transparency was
needed on the current process. Itwas suggested that guidelinesand considerations when
applying for out-of-area be clearly stated inthe document including forms.In addition,It was
recommended that the procedure clearly Identify that the document and process is for
elementary students applying out-of-area. Secondary students are not requiredto obtainyearly
exemptions.
Pending furtherrevisions,the Attendance Areas forStudents policy and procedure will be
brought back to a future meeting for further consideration.
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,October 22,2013 Inthe Governor Simcoe Room.
11.ADJOURNMENT
The meeting adjourned at 4:67 p.m. by motion.
RECOMMENDATIONS:
1.That the Copyright and Fair Dealing Guidelines policy be approved.
2.That the Expense Reimbursement policy be approved.
BILL MCKINNON
Committee Chairperson
REPORT OF THE CHAIRS'COMMITTEE 2013 October 1
3:18 p.m.-6:26 p.m.
MEMBERS ADMINISTRATION AND OTHERS
J.Bennett (Chair)B.McKlnnon L.Elliott B.Williams
T.Grant R.Tisdale K.Young (+3:35,-3:50)
J.Rake (+3:35,-3:50)
1.APPROVAL OF AGENDA
The agenda as amended was approved by motion.
2.CONFLICTS OF INTEREST -none declared
3.REVIEW AND APPROVAL OF THE 2013 OCTOBER 08 BOARD AGENDAS
The agendas for the In-camera and public Board meetings of 2013 October 08 were discussed
and amended.
4.CORRESPONDENCE
A letter addressed to 'colleagues'was received from Liz Sandals,Minister of Education providing
an update on the plans to develop a School Board Efficiencies and Modernization Strategy.
Consultations are expected to be scheduled in late October or early November.
Upon request,Director L.Elliott will forward the electronic copy of the TVDSB review that was
completed a number of years ago along with the summary review completed across all Boards.
The letter from the Minister of Education will be sent with the two reports.
Director Elliottwill ensure information received from the Ministry in regards to the consultation is
communicated to Trustees.
5.STRATEGIC PLANNING
Discussion ensued In regards to the need for trustees to engage each other in professional
leaming that will facilitatethe development of guiding principlesand philosophical directions.
Director L.Elliott offered that a number of Boards across the Province have created retreat
opportunities for this purpose.
It was decided that an hour could be set aside for this purpose following the 2013 November 12
Board meeting as itis anticipated to be a short meeting.Details and materials will be provided In
advance.Future opportunities for professional learning will be explored.
6.ELECTRONIC CHRISTMAS CARDS
Manager K.Young and J.Rake joined the meeting to discuss electronic holiday greeting cards.
They offered that electronic greeting cards provide an opportunity to showcase student art work
and a linkto the TVDSB website.Each person receiving an electronic holiday card would be able
to view a number of images.Using electronic greeting cards provides an opportunity to reach
significantly more people.J.Rake provided a sample of the greeting card proposed for this year.
Feedback was provided to J.Rake.Printed greeting cards also willgo out to approximately 100
people as in previous years.
The contest for the seasonal greeting card art work currently is advertised on line with a deadline
of 2013 October 25.
7.EVERYTHING DISC WORKPLACE IN-SERVICE
Director Elliott reported on the opportunity for senior administration and trustees to participate in a
three hour interactive professional learning workshop in regards to working styles with a focus on
team building.
Director Elliott has material she will share with all Trustees to determine their interest.January
2014 was suggested as a possible date.
8.PRINCIPAUVICE PRINCIPAL INTERVIEWS
The schedule for the Principal and Vice Principal interviews was reviewed.
The following motions were moved and carried:
That Trustees T.Grant and J.Todd be appointed to participate in the Elementary
Principal interviews 2013 November?and 8.
That Trustees J.Bennett and B.McKinnon be appointed to participate in the
Elementary Vice-Principal interviews 2013 November 14 and 15.
9.FUTURE MP/MPP MEETINGS
Potential dates to meet jointlywith MP/MPPs were discussed.2014 January 9 or 10 were
proposed as possible dates.Ms.8.Pullam will be asked to coordinate the meeting withthe
MP/MPPs.
10.SECONDARY ATHLETICS
Director Elliott provideda briefhistoryand an update with respect to the Thames ValleyRegional
Athletics Agreement.
The Committee moved in camera at 5:00 p.m. to discuss legal matters.It reconvened in public
session at 5:45 p.m.
11.PRESENTATIONS -none
12.OTHER BUSINESS
a. City of London Advisory Committee on the Environment
Aformal letter of request to replace J. Pitman on the City of London Advisory Committee
on the Environment has been received.Through discussion it was confirmed that an
appointment of a staff person to this committee would be most appropriate.
The following motion was moved and carried:
That the appointment of a staff person,to be identified by Director Elliott,
to sit on the City of London Advisory Committee on the Environment be
approved.
b.Municipal Planning Meeting Update
Chair Bennett provided a copy of the agenda for the 2013 October 02 Municipal Planning
meeting along withthe listof the attendees.Trustee R.Tisdale requested that her name
be added to the list of attendees.
The agenda was reviewed and discussed.
c.Request for Public Input
Supervisor B. Williams reported that an application for public input was received;a copy
of the application was provided.The topic proposed was Comprehensive Literacy
Program Initiative to Achieve System Strategic Goals.
Director Elliott was asked to have administration contact the requester for additional
information.If deemed appropriate,the request will come back to Chairs'for
consideration.Director Elliottwill provide a follow up at the next Chairs'meeting.
d.Dates and Process for Receiving Public Input on the French Immersion Report
Director Elliott reported that an initial meeting to share infonnation with stakeholders
about the French Immersion Report will be held in November.Proposed dates were
discussed and 2013 November 6 was confirmed.The session will be held in the Thames
Room starting at 6:30 p.m.
The next step in the process is to receive public input.Director Elliott suggested and
described the rational for hosting one session for all schools.Each School Council will
be invited to provide input.The session also is open to individuals wishing to provide
input.Public Input is scheduled for 2013 December 03,beginning at 6 p.m.
13.DATE AND TIME OF NEXT MEETING
The next meeting is scheduled for 2013 October 15,11:45 a.m.
The business of the Board Agenda and Schedule Review Ad l-loc Committee will proceed at
11:45 a.m. followed by the Chairs'meeting.Trustee S.Polhill will attend the Ad Hoc Committee
meeting.
14.ADJOURNMENT
The meeting adjourned at 6:26 p.m. by motion.
RECOMMENDATIONS:
1.That Trustees T.Grant and J.Todd be appointed to participate in the Elementary Principal
interviews 2013 November?and 8.
2.That Tnjstees J.Bennett and B.McKinnon be appointed to participate inthe Elementary Vice-
Principal Interviews 2013 November 14 and 15.
3. That the appointmentofa staff person, to be identified by Director Elliott,to sit on the City of
London Advisory Committee on the Environment be approved.
J.BENNETT
Chairperson