6/25/2013 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR BOARD MEETING,PUBLIC SESSION
2013 JUNE 25,7:00 P.M.
BOARD ROOM,EDUCATION CENTRE
AGENDA
V-verbal
M -material
1.CALL TO ORDER V
2.O CANADA V
3.SPECIAL MUSICAL PRESENTATION -none
4.APPROVAL OF AGENDA V
5.OFFICIAL RECORD
6.RECOGNITIONS V
a.Student Trustees P.Forron and E.Kim
^b.Thames Valley Teacher Librarian Association
c.OPSOA Student Scholarships
7.CONFLICTS OF INTEREST V
8.CHAIR'S ANNOUNCEMENTS V
9.DIRECTOR'S ANNOUNCEMENTS V
10.ADMINISTRATIVE PRESENTATIONS -none
11.MINUTES OF THE 2013 JUNE 11 REGULAR BOARD AND 2013 JUNE 18 M
SPECIAL BOARD MEETING
a.Confirmation of Minutes
b.Business Arising from Minutes
12.STUDENT TRUSTEES'UPDATE V
13.REPORTS FROM THE ADMINISTRATION
a.Proposed Addition and Renovations to Parkview Public School M
b.Proposed Addition and Renovations to Mitchell Hepburn Public School M
c.Proposed Addition and Renovations to Eagle Heights Public School M
d.Surplus Property -Sherwood Forest Public School M
e.Update on Internet Filtering In TVDSB M
f.2011-12 Gifts to Schools M
'g.Thames Valley District School Board Special Education Report 2013-2014 M
14.REPORTS FROM COMWIITTEES
a.Special Education Advisory Committee,2013 June 4 M
b.Audit Committee,2013 June 18 lUi
c.Chairs'Committee,2013 June 18 M
d.Committee of the Whole -In Camera,2013 June 25 V
15.COMMUNICATIONS
a.Ontario Public School Boards'Association (OPSBA)-Update V
16.NOTICE OF MOTION -none
17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN
18.ADDITIONAL ITEMS
19.QUESTIONS/COMMENTS BY MEMBERS
20.ADJOURNMENT
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING
2013 JUNE 25
BOARD ROOM,EDUCATION CENTRE
The Board met inregular session on 2013 June 25 inthe Board Room at the Education Centre, meeting
in public session at 7:06 p.m.The following were in attendance:
TRUSTEES ADMINISTRATION AND OTHERS
J.Bennett (Chair)P.Jaffe B.Tucker M.Moynihan
R.Campbell E.Kim K.Dalton V.Nielsen
J.Coghlin B.McKinnon L.Elliott M.E.Smith
P.Forron S.Polhill M.Sereda B.Sonier
T.Grant R.Tisdale (+8:45)C.Bourbonnais-P.Tufts
G.Hart P.Sattler MacDonald K.Bushell
W. Huff(+8:10)J.Todd K.Edgar B.Williams
L.Griffith-Jones K.Young
Regrets:D.Clark S.Hughes K.Aitken
K.Meeson S.Young
1.CALL TO ORDER
Board Chair J. Bennett called the meeting to order at 7:06 p.m.
2./3.O CANADA AND SPECIAL MUSICAL PRESENTATION
The meeting was opened withthe playingof O Canada recorded byJohn P.Robarts PublicSchool.
4.APPROVAL OF AGENDA
The agenda was approved on motionof R. Campbell,seconded by 8.Polhill.
5.OFFICIAL RECORD -none
6.RECOGNITIONS
a.Student Trustees P.Forron and E.Kim
Trustee Grant expressed appreciation on behalf of the Board to Student Trustee E. Kimfor her
passion for the student voice.Trustee Jaffe expressed appreciation on behalf ofthe Board to
Student Trustee P. Forron for her self-confidence and involvement in Board processes.Both
were acknowledged for their commitment during their 2012-2013 term.
b.Thames Valley Teacher Librarian Association
Learning Coordinator A. Blue was joined by many colleagues who expressed their gratitude for
supporting the role of teacher librarian who meet the needs of students on a daily basis and
inspire a passion for reading.A short video presentation was shared.
Learning Coordinator Blue presented Director Tucker,Chair Bennett and Superintendent V.
Nielsen with The Fantastic Flying Books of Mr. Morris Lessmore on behalf of all teacher librarians
within all TVDSB school communities.
2013 June 25...2
6.RECOGNITIONS -cont'd
b.Thames Valley Teacher Librarian Association -cont'd
The Director advised that the commitment to maintain teacher librarians Is vital to TVDSB;their
knowledge of programming and curriculum and understanding of instruction supports the
classroom teacher and students.
c.Ontario Public Supervisory Officials Association (OPSOA)Student Scholarsliips
Chair Bennett Introduced 8.Robertson from Glendale High School and M.Scafe of Montcalm
Secondary School,the recipients of the Ontario Public Supervisory Officials Association
Distinguished Leadership Award. This award is presented annually to two Thames Valley
students who have demonstrated leadership and the ability to overcome personal challenges,
who have made an outstanding contribution to school and/or community and who are proceeding
to post-secondary studies.
7.CONFLICTS OF INTEREST
Trustee P.Jaffe noted his declared conflict of Interest relating to item 14.d due to spousal
employment.
8.CHAIR'S ANNOUNCEMENTS
Chair Bennett announced the Board approval of the appointment of Laura Elliott as the Director of
Education commencing 2013 September 1.A video clip of the TVDSB Announcement held at
Strathroy District Collegiate institute was shared.
9.DIRECTOR'S ANNOUNCEMENTS
Director Tucker recognized J.Pitman,the recipient of the Excellence in Math Education Award
presented by the Ontario Mathematics Coordinators Association for her efforts in promoting and
teaching mathematics through problem solving.
Director Tucker thanked Exec.Supt.M.Sereda for his demonstrated leadership recognized at the
provincial level by OPSOA.He highlighted some of his outstanding leadership accomplishments
including the Supervisory Officer's Qualification program,developing and reinventing the SO
Internship program,the Board's Strategic Plan,and the Masters of Education program at Western
University.
Chair Bennett noted that Exec. Supt.Sereda's contribution to moving the Strategic Plan and other
leadership initiatives are second to none and is appreciated.
10.ADMINISTRATIVE PRESENTATIONS -none
11.MINUTES OF THE 2013 JUNE 11 REGULAR BOARD AND 2013 JUNE 18 SPECIAL BOARD
MEETING
a.Confirmation of Minutes
The minutes of the 2013 June 11 Regular Board Meeting and Special Board Meeting of 2013 June
18 was adopted on motion of P.Jaffe,seconded by J.Coghlin.
b.Business Arising from the Minutes -none
12.STUDENT TRUSTEES'UPDATE -none
(
'•S.
2013 June 25...3
13.REPORTS FROM THE ADMINISTRATION
a.Proposed Addition and Renovations to Parl(view Public Schooi
Exec. Officer K.Bushell presented the following report regarding the proposed addition and
renovations at Parkview Public School to accommodate the increased enrolment and Full-Day
Kindergarten (FDK).
The Ministry of Education (MOE)has approved a Capital Priorities Grant for an additional 274
New Pupil Places,which equates to $4,433,991 in capital funding for Parkview Public School.
The MOE has also approved a FDKCapital Grant of $950,532 to accommodate the FDK program
(Year 5) at this school. Both of these Grants will be used to fund the proposed addition and
renovation for Parkview Public School.
The proposed addition will be ready for occupancy September 2014 (Year 5 FDK)
ASchool Design Committee was not utilized forthis project since the design forthe last addition
at Parkview PublicSchool (2003) included the location forfuture addition(s), which is being used
to construct the proposed addition. The Board standards were used to design all program and
classrooms for the proposed project.
The Project Coordinator has attended a school CommunityMeetingand discussed the proposed
plans,schedule and answered questions.
PROJECT OVERVIEW
Three one-storey additions are proposed for this project. A nine classroom addition is planned
for the west side of the school an activity room is proposed to be attached to the existing
Gymnasium and a new Library Resource Centre and office addition is planned for the northeast
corner of the school.Renovations to the existing Libraryalong with classrooms are proposed to
create five FDK classrooms.
Budget
Design and Construction $4,308,416
Disbursements $50,000
Furniture &Equipment $115,000
TOTAL $4,473,416
Notes
2.5%construction contingency allowance carried in estimated cost for design and
construction section.
FDK F & E included
All costs are Net HST
Funding
Capital Priorities Grant $4,433,911
FDK Capital Funding $950,532
FDK F & E Grant $20,000
TOTAL $5,404,443
2013 June 25...4
13.REPORTS FROM ADMINISTRATION -cont'd
a.Proposed Addition and Renovations to Parkview Public School -cont'd
NOTE:$931,027 of FDKCapital Funding available to fund other FDK projects
Schedule
School Council Meeting 2013 June 11
Tender Period 2013 August
Construction 2013 September-2014 August
Substantial Completion 2014 August
Addition Occupancy 2014 September
b.Proposed Addition and Renovations to Mitchell Hepburn Public School
Exec. Officer Bushell presented the following report regarding the proposed addition and
renovations to Mitchell Hepburn Public School to accommodate the increased enrolment and Full
Day Kindergarten (FDK).
The Ministryof Education has approved a Capital Priorities Grant for an additional 150 New Pupil
Places,which equates to $1,496,699 in capital funding for Mitchell Hepburn Public School.The
MOE has also approved a FDK Capital Grant of $1,425,798 to accommodate the FDK program
(Year 5)at this school.Both of these Grants will be used to fund the proposed addition and
renovation for Mitchell Hepburn Public School
The proposed addition willbe ready for occupancy September 2014 (Year 5 FDK)
A School Design Committee was not utilized for this project since the original design (2008)for
Mitchell Hepburn Public School included the location for a future addition which is being used to
construct the proposed addition.The Board standards were used to design all program and
classrooms for the proposed project.
The Project Coordinator has attended a school Community Meeting and discussed the proposed
plans,schedule and answered questions.
PROJECT OVERVIEW
A one storey FDK addition and a two-storey classroom addition will be constructed on the north
side of the school.The addition will include 2 FDK classrooms,as well as converting the existing
General Arts Classroom intoa FDKroom for a total of six FDK classrooms.The two-storey
addition will include five standard classrooms along with a new General Arts classroom.
Budget
Design and Construction $1,751,331
(Tendered)
Disbursements $50,000
Furniture &Equipment $70,000
TOTAL $1,871,331
Notes
2.5%construction contingency allowance carried in estimated cost for design and
construction section.
FDK F & E included
All costs are Net HST
2013 June 25...5
Funding
Capital Priorities Grant $1,496,699
FDKCapital Funding $1,425,798
FDKF&E Grant $30,000
TOTAL $2,952,497
NOTE:$1,081,166 of FDKCapital Funding available to fund other FDK projects
Schedule
School Council Meeting 2013 June 04
Tender Period 2013 June
Construction 2013 July -2014 April
Substantial Completion 2014 April
Addition Occupancy 2014 September
c.Proposed Addition and Renovations to Eagle Heights Public School
Exec.Officer Bushell provided the following report regarding the proposed addition and
renovations to Eagle Heights Public School to accommodate the increased enrolment and Full
Day Kindergarten (FDK).
The Ministry of Education has approved a Capital Priorities Grant for an additional 265 New Pupil
Places,which equated to $2,999,786 in capital funding for Eagle Heights Public School. The
MOE has also approved FDK Capital Grant of $1,901,064 to accommodate the FDK program
(Year 5)at this school.Both of these Grants will be used to fund the proposed addition and
renovations for Eagle Heights Public School.
The proposed addition will be ready for occupancy September 2014 (Year 5 FDK)
A school Design Committee was not utilizedfor this design since the last addition at Eagle
Heights (2004) included the location fora future addition, which is being used to construct the
proposed addition. The Board standards were used to design all program and classrooms for the
proposed project.
The Project Coordinator has attended a School CommunityMeetingand discussed the proposed
plans,schedule and answered questions.
PROJECT OVERVIEW
Atwo-storey addition is planned for this project and includes a Gymnasium,10 classrooms,two
FDK classrooms.General Art's room,as well as student washrooms and storage.Renovations
will include converting an existing classroom wing Intoa four FDK classroom suite.
Budget
Design and Construction $5,120,261
(Tendered)
Disbursements $50,000
Furniture &Equipment $116,000
TOTAL $5,286,261
2013 June 25...6
13.REPORTS FROM ADMINISTRATION -cont'd
c.Proposed Addition and Renovations to Eagle Heights Public School -cont'd
Notes
•2.5%construction contingency allowance carried in estimated cost for design and
construction section.
•FDK F & E included
•All costs are Net HST
Funding
Capital Priorities Grant $2,999,786
FDK Capital Funding $2,246,475
FDKF&EGrant $40,000
TOTAL $5,286,261
Sciiedule
School Council Meeting 2013 June 12
Tender Period 2013 August
Construction 2013 September-2014 August
Substantial Completion 2014 August
Addition Occupancy 2014 September
d.Surplus Property -Sherwood Forest Public School ,
Exec.Supt.K. Dalton provided the following report to declare Sherwood Forest Public School
surplus property under Section 144(3)of the Education Act and in accordance with the
Disposition of Surplus Property Guidelines.
The Sherwood Forest Accommodation Review Committee (ARC)completed its task to study the
accommodation of pupils at Orchard Park,Sherwood Forest and University Heights Public
Schools with its report being presented to the Board 2011 April12.
The recommendations,approved by the Board on 2011 June 28,were as follows:
1.That the students of Sherwood Forest Public School be accommodated at Orchard Park
Public School;
and
That Sherwood Forest Public School at 7 Annandale Drive,London,ON N6G 2B5 be closed
as of 2013 June 30.
2.That Sherwood Forest Public School at 7 Annandale Drive,London,ON N6G 2B5 be
declared surplus no earlier than 2013 June 30.
3.That Senior Administration complete a boundary review in the area affected prior to the
Design Committee for Orchard Park Public School.
4.That additions and renovations to accommodate the projected student enrolment,and
enhancements of program space be made to meet TVDSB standards for Orchard Park and
University Heights Public Schools,subject to Ministry Capital Funding approval;
and
That a Design Committee be established with the communities affected to assist in the
design of the consolidated Orchard Park Public School.
2013 June 25...7
13.REPORTS FROM ADMINISTRATION -cont'd
d.Surplus Property -Sherwood Forest Public School -cont'd
5. That University Heights PublicSchool retains theirGrade 7 students as of September 2012
and Grade 8 students as of September 2013 for the gradual expansion to a JK-8 elementary
school.
6. That a NamingCommittee be established forthe consolidation of Orchard Park PublicSchool.
It Should be noted that the Board revised Senior Administration recommendation 2.0 to not
declare Sherwood Forest Public School as surplus as per usual practice to allowthe Sherwood
Forest Public School community time to seek out altemative uses and/or partnership for this
school site rather than to approve this disposition ofthis property at that time. Recommendation
2.0 reflects the intent of the Board.
Sherwood Forest Public School is scheduled to close 2013 June 30,and the additions and
renovations to Orchard Park and University Heights Public Schools are presently under
construction and are scheduled to be complete to accommodate the revised school boundaries
as of 2013 September 01.
Capita! Planning Co-OrdinatIng Committee recommends that the Board declare the Sherwood
Forest Public School property as surplus 2013 July 01 to allow Facility Services to commence the
process ofdisposition in accordance withOntario Regulation 444/98 under the Education Actand
the Disposition of Surplus Property Guidelines.
RECOMMENDATION:
1.That the Board declare Sherwood Forest Public School,7 Annandale Drive,London,Ontario,
N6G 2B5,surplus property as of 2013 July 01.
The recommendation was moved by T.Grant,seconded by J.Todd.
Discussion ensued regarding an upcoming meeting withthe Cityof London where options and
concerns related to properties and facilities inthe City of London would be addressed and the
potential impact on future capital projects.
In response to a question regarding the process of notification and disposition of surplus property
under Ontario Regulation 444/98 was clarified.
Trustee P.Sattler advised that the first meeting of the new City of London Liaison Committee was
held on 2013 June 24 where matters of mutual concern were discussed.It was noted that the
City Is in discussion in regards to securing partnerships to maintain properties within
communities.A number of Identified potential purchasers currently working withthe City of
London were noted.The Cityof London will be discussing this matter further in July.
It was noted that financial Implications for delaying the process include potential funding for
capital projects that are currently on schedule and may complicate the Implementation of capital
Initiatives.
The following motion was moved by P.Sattler,seconded by P.Jaffe and carried by PollVote:
That the motion to declare Sherwood Forest Public School,7 Annandale Drive,
London,Ontario N6G 2B5,surplus property be deferred to 2013 September 10.
2013 June 25...8
13.REPORTS FROM ADMINISTRATION -cont'd
d.Surplus Property -Sherwood Forest Public School -cont'd
Poll Vote:
YEAS:J.Bennett.R.Campbell.J. Coghlin, T. Grant. W.Huff.P.Jaffe,8.Polhill,
P.Settler,R.Tisdale,J.Todd
NAYS:G.Hart.B.McKlnnon
Student Trustee P.Forron -yea
Student Tmstee E. Kim -yea
e.Update on Internet Filtering in TVDSB
Supt. V. Nielsen and Manager S. Young provided an update on the implementation of internet
filtering in TVDSB.
At the June 12,2012 Board meeting,when 'Internet Filtering with Content Warning'was
approved by Trustees,an update was requested of Senior Administration for June 2013.
Filtering -Content Warnino
As per the Trustees'request,Information Technology Services (ITS)implemented Internet
filtering for all schools and offices in September 2012,on an ongoing basis.In this process,
every internet web page is automatically checked for appropriateness,with a 'warning page'
appearing on the user's screen when any potentially inappropriate page is accessed.
An analysis of the web traffic statistics has determined that approximately 0.05% of the web
requests from TVDSB resulted in a redirection to this page.
Costs
In June 2012,$60,000 was approved to support one-time equipment/hardware setup costs,plus
$10,000 per year for ongoing maintenance and subscription costs.The actual start-up costs of
the firewall upgrade to support the additional load of internet filtering,along with the first year of
subscription fee totalled $83,480.The annual amount for ongoing maintenance and subscription
is sufficient.
Management
ITS has been able to manage the workload associated with the configuration and monitoring
absorbed by existing staff members.
It was agreed that the initiative has been successful to date.However,concern was raised
regarding the warning page and requests to unblock sites.It was determined that the link
provided on the webpage goes directly to the manufacturer and that they have not been
responding to email inquiries.ITS will address this issue and the request to amend the warning
page for clarity. A request also was made for the total number of students who have requested a
webpage be reassessed.
f.2011-12 Gifts to Schools
Exec.Supt.Dalton provided a summary of activity related to Gifts to Schools during the 2011-12
school year.A total of $902,557.53 was received by elementary schools,and a total of
$653,672.02 was received by secondary schools,for a total of donations received of
$1,556,229.55.
The major areas where funds were directed include:
Nutrition Programs:$52,258.84
Technology &Related Equipment:$269,867.41
Playground,Outdoor Areas:$196,395.74
Physical Education,Sports.Athletics:$262,398.37
Library,Reading,Literacy Supports:$139,865.96
2013 June 25...9
13.REPORTS FROM ADMINISTRATION -cont'd
f.2011-12 Gifts to Schools -cont'd
Amajor contributing groupthatshouldbe recognized isthe manyparentgroups ineach school;
e.g., Home&School Associations,School Councils,and ParentTeacher Associations.In total,
their efforts realized $578,699.49 for students by providing fundingand opportunities to enhance
student learning.
g.Thames Valley District School Board Special Education Report 2013-2014
Supt.K.Edgar provided the 2013-2014 Thames ValleySpecial Education Report forsubmission
to the Minister of Education.
A memorandum entitled"Instructions Regarding School Boards'/School Authorities' Plans for the
provisionof Special Education Programs and Services,2010"(dated April 19,2010)outlinedthe
changes to the Special Education reporting process.
Consistent with Regulation 464/97,school boards must continue to consult with their respective
Special Education Advisory Committees.
In addition,"Each school board must ensure that updated and comprehensive information
regarding special education programs and services is made available to the community at the
start of each school year.School boards are strongly encouraged to post the special education
reports in a user-friendly format on their public websites."
The Special Education Advisory Sub-Committee for the Special Education Report met several
times to reviewthe existing report and to provide input and suggest changes for the Special
Education Report.
Atthe meeting of the Special Education AdvisoryCommittee, held on 2013 June 4, the following
motions were carried:
"Thatthe Board approve the 2013-2014 Special Education Budget as presented at the 2013 June
04 SEAC meeting thanking the Board for its continued special education support noting concerns
that the Ministry fundingformula does not match the total special education needs within the
Board."
"That, after having reviewed and provided input Intothe 2013-2014 Special Education Report and
Special Education Budget, the Board approves the report for submission to the Ministry of
Education."
RECOMMENDATION:
1.That the Board approve the TVDSB Special Education Report 2013-14.
The recommendations were moved by T. Grant,seconded by R.Campbell and carried.
2013 June 25...10
14.REPORTS OF COMMITTEES
a.Report of the Special Education Advisory Committee,2013 June 4
Trustee T.Grant referred to the written report of the 2013 June 4 Special Education Advisory
Committee meeting as attached (Item A)and provide to Trustees in advance of the Board
meeting.
The following motions were moved by T.Grant,seconded by R.Campbell and carried:
That the Board approve the 2013-2014 Speciai Education Budget as presented at the
2013 June 04 SEAC meeting thanking the Board for its continued special education
support noting concerns that the Ministry funding formuia does not match the total
special education needs within the Board.
That,after having reviewed and provided input into the 2013-2014 Speciai Education
Report and Special Education Budget,the Board approves the report for submission
to the Ministry of Education.
b.Report of the Audit Committee,2013 June 18
Trustee Tisdale referred to the written report of the 2013 June 18 Audit Committee meeting as
attached (Item B)and provided to the Trustees in advance of the Board meeting.
The following motion was moved by R.Tisdale,seconded by T.Grant and carried:
That the legal Issues discussed at the 2013 June 18 in-camera session of the Audit
Committee be approved.
c.Report of the Chairs'Committee,2013 June 18
Trustee Tisdale referred to the written report of the 2013 June 18 Chairs'Committee meeting as
attached (Item C)and provided to the Trustees in advance of the Board meeting.
d.Report of the Committee of the Whole - In Camera,2013 June 25
Trustee Tisdale reports the committee met in camera from 5:00 to 6:18 p.m.The committee
discussed confidential legal,negotiations and personal matters.
The following motion was moved by R.Tisdale,seconded by T.Grant and carried:
That the motions approved at the In-camera session of 2013 June 25 related to
negotiations and personal matters be approved.
15.COMMUNICATIONS
a.Ontario Public School Boards'Association (OPSBA)Update
Trustee Sattler advised that M.Barrett was recently acclaimed as President of OPSBA at its
Annual General Meeting.M.Bailey ofthe Upper Grand District School Board waselected 1®'Vice-
President and L.French of the Limestone District School Board as 2"''Vice-President.It was
.noted that C.McGregor is the new Vice-President for Western Region.Appreciation was
expressed to Trustee Sattler for serving as President for the Western Region over the past year.
16.NOTICE OF MOTION -none
17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none
18.ADDITIONAL ITEMS -none
2013 June 25...11
19.QUESTIONS/COMMENTS BY MEMBERS
Chair Bennett acknowledged how TVDSB has grown Immenselywithpositive changes forstaff and
students alike under the leadership roles of Director Tucker, Exec.Supt Sereda,Supt. S.Hughes
and Supt.M.E.Smith who collectively worked together to support students.Each individual provided
their final thoughts and reflected upon their experiences throughout their careers as their retirement
date of 2013 August 31 approaches.
20.ADJOURNMENT
The meeting adjourned at 10:07p.m.on motion of P.Jaffe,seconded by J. Todd.
Confirmed:
Chairperson
2013 June 25...12
SUMMARY OF APPROVED RECOMMENDATIONS OF 2013 JUNE 25
That the motion to declare Sherwood Forest Public School,7 Annandale Drive,London,Ontario
N6G 2B5,surplus property be deferred to 2013 September 10.
That the Board approve the TVDSB Special Education Report 2013-14.
That the Board approve the 2013-2014 Special Education Budget as presented at the 2013 June
04 SEAC meeting thanking the Board for its continued special education support noting concerns
that the Ministry fundingformula does not match the total special education needs within the
Board.
That,after having reviewed and provided input into the 2013-2014 Special Education Report and
Special Education Budget, the Board approves the report forsubmission to the Ministry of
Education.
That the legal issues discussed at the 2013 June 18 in-camera session of the Audit Committee
be approved.
That the motions approved at the in-camera session of 2013 June 25 related to negotiations and
personal matters be approved.
Item A
REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE
2013 June 4
12:18 p.m. to 3;22 p.m.
MEMBERS ADMINISTRATION AND OTHERS
Trustee T. Grant (Chair)ElementaryPrincipal,R. Culhane (-2:45)
Trustee R. Campbell LearningSupervisor (Acting),.R.Taylor (-2:58)
Association for Bright Children,0.Ensing Secondary Principal,L.Mills (-2:25)
Children's Aid Society of Londonand Middlesex,Secondary Vice-Principal,T.Birtch
M. Cvetkovich,Superintendent of Special Education,
Chlppewas of the Thames,C.Dendias K.Edgar
Easter Seals Society,A.Morse J. Marlborough
Epilepsy Support Centre,B. Harvey K.Aitken
FASD E.L.M.O., W.Conforzi
Learning Disabilities Association of Ontario,T.Fawdry
Thames Valley Children's Centre,J. Gritzan (Vice-Chair)
Trustee J.Bennett (-2:25)
Voice for Hearing Impaired Children,M.Barbeau
Vanier Children Services,B. Montminy,
Guests:
K.Meeson,D. Munroe, M.Ferdinand,P.Venesoen,K.Wilkinson,M.Drinkvi/alter,M,Gollan Wills,M.
Deman,D.MacPherson,B.Aharan
Regrets:B. Curry, Autism Ontario
L.Carswell,Elementary Principal
Absent:M.Barbeau,VOICE
1.CALL TO ORDER
The meeting was called to order at 12:18 p.m. inthe LondonRoom at the Education Centre.
2.SECONDARY GIFTED ITINERANT INITIATIVE
M.Gollan Wills,Secondary Gifted ItinerantTeacher, joinedthe meetingto present information
relating totheSecondary Gifted Itinerant initiative (Appendix A).Further information onthe initiative
can be found on the Board's website.
Itwas notedthatengagingstaffcontinuesto be a system barrier;however,staffare continually
updated of system supports in place.
B.Aharan.Special Education Learning^Coordinator,was recognized for all ofher work in supporting
this portfolio overthe years. She will be retiring at the end ofJune.
3.STUDENT VOICE PROJECT
M.Ferdinand,Coordinator of School Counselling and Social Work Services,and M.Drinkwalter,
Student Voice Project Assistant,joined the meeting topresenttheStudentVoice Project (Appendix
B)and responded to questions by the committee.
Marnle discussed howthe Student Voiceprojectteam is working tosupport students.
Item A
4.BUDGET UPDATE
Supt K.Meeson and Supervisor D.iVIunroe joined the meeting to providean update on the 2013-
2014 Special Education Budget. (Appendix C)
5.BOARD IMPROVEMENT PLAN FOR STUDENT ACHIEVEMENT
Supt.K.Wilkinson and P.Venesoen ofResearch and Assessment joinedthe meetingto provide a
detailed overviev/of the Board Improvement Plan for Student Achievement.(Appendix D)
The Board Improvement PlanforStudent Achievement Identifies areas for improvement forthe Board
The new fonnat of the BIPSA Is more open-ended so that schools can identify areas offocus forthe
nextschoolyear,including the strategies tobe used and theways In which progresscan be
measured.
In response toa question about measurement,an examplewas given wherethe strategiestobe
used at the classroom level and the indicators of success for a student on an lEP would be contained
in that document (ie.J.will be able to respond to oralquestions without prompting 80%ofthe time).
In response toa question regarding School NeedsAssessments, itwas confirmed thateveryschool
is different and the focus must be on what the data reveals including at which level the schools are
performing.Improvement over time in one area mayleadtoa school focus in anotherarea.
Information regarding the Teacher Mental Health Capacity Survey wasdiscussed. Staff will
participateinanother capacitysurvey nextyear as part ofthe Mental Health Strategy.
The committeewas asked to provide theirinputon the Board Improvement PlanforStudent
Achievement.Feedback should be forwarded to Chair Grant and/or Supt.Edgar's attention and will
be discussed at the next meeting when Supt Wilkinsonreturns.
6.SPECIAL EDUCATION REPORT UPDATE
Principal M.Deman provided an updateonthe Special Education Report including a summary of
changes and amendments.(Appendix E)Minor revisions and amendmentswere noted.
Amotionto sit past 3:30 p.m. was moved and carried.
The following motion was moved and carried;
That the Board approve the 2013-201,4 Special Education Budgetas presented at the 2013 June
04 SEACmeeting thanking the Boardforitscontinuedspecialeducationsupport noting concerns
that the Ministry funding formula does notmatch the totalspecialeducation needs within the
Board.
Arequest foran update on FDK funding as outlined inthe 2013-2014budgetwas put forward.
The following motion was moved and carried:
That, after having reviewed and provided input into the 2013-2014 Special Education Report and
Special Education Budget,the Boardapproves the reportforsubmissiontothe Ministry of
Education.
7.CONFIRMATION OF AGENDA
The agenda as amended to include Item #12.0,Mentorship,was approved on motion and carried.
8.CONFLICTS OF INTEREST-none
lldmA
9.MINUTES OF THE MEETING FROM 2013 MAY 6
The minutes were approved as printed.
10.BUSINESS ARISING FROM THE MINUTES OF 2013 MAY 6
Arequestwas made forResearch and Assessment toattenda sub-committee meeting regarding the
evaluation of the DVD information.
11.SEAC PLANNING SUB-COMMITTEES SET-UP &SCHEDULING SEPTEMBER MEETING DATES
Item deferred to September.
12.MENTORSHIP
It was agreed that A. Morse and D.Ensing will mentor new SEAC members.
13.NUMBER OF STUDENTS BY EXCEPTIONALITY AND GRADE REPORT
Supt. Edgar reviewed the Number of Students by Exceptionality and Grade Report (Appendix F).At
the request of SEAC, a report outlining Grade 12 students who have returned to school fora second
and third additional year willbe brought forward at a later date.
14.CORRESPONDENCE-none
15.NEW BUSINESS-none
16.FORUM:ASSOCIATION UPDATES
Information provided bythe London Disabilities Association will be sent electronicallyto the
committee.
A.Morse advised that "TransitionTips"sheets will be available invarious languages at the end of
June at v/ww.easterseals.org.The information will be distributedto TVDSB inlate August/September.
17.FUTURE MEETING DATES
Tuesday,September 10.2013 11:45 am-03:00 pm
Tuesday,October 01.2013 11:45am-03:00 pm
Monday,November 04.2013 06:30 pm-09:00 pm
Tuesday,December 03.2013 11:45 am-03:00 pm
Tuesday.January 07.2014 11:45 am-03:00 pm
Tuesday,February 04.2014 11:45 am-03:00 pm
Tuesday,March 04.2014 11:45 am-03:00 pm
Monday,April 07,2014 06:30 pm-09:00 pm
Monday.Mav 05.2014 06:30 pm-09:00 pm
Tuesday,June 03.2014 11:45 am-03:00 pm
18.FUTURE AGENDA ITEMS
Correspondence (Standing Item)
NumberofStudents by Exceptionality and Grade Report (Standing Item,K.Edgar)
Number ofRepeatGrade 12 Students by Exceptionality Report (Fall.K.Edgar)
lEP Report Summary (Annually)
Board Improvement Plan ForStudent Achievement (Fall,K.Wilkinson)
Revised Budget (Fall,K.Meeson)
Alternative Education Update
Barriersto Engaging Families(September orOctober)
EIE Committee Member (September or October)
Integrated Transition Planning for Young People with Developmental Disabilities
Item A
MACSE Survey on BIPSA
Number of Students on lEP Who Graduate at End of School Year
Parent PDT Video Evaluation
Parent Reaching Out Grant Request (January 2014)
SEAC Learning Website
TVPIC Update {A.Morel!)
Use of Technology to Share Informationwith Parents
19.ADJOURNMENT
The meeting adjourned at 3:22 p.m. by motion.
RECOMMENDATIONS:
1. That the Boardapprove the 2013-2014 Special Education Budget as presented at the 2013 June 04
SEACmeeting thankingthe Boardfor Itscontinued special education support noting concerns that
the Ministry funding formula does not match the totalspecialeducation needs within the Board.
2. That, after having reviewedand provided inputintothe 2013-2014 Special Education Report and
Special Education Budget,the Boardapproves the reportforsubmissionto the Ministry of Education.
TRACY GRANT
CHAIRPERSON
REPORT OF THE AUDIT COMMITTEE
MEMBERS PRESENT
T.Grant
R.Tisdale (Chair)
K.Aranha
R.Robertson
2013 June 18
3;00-5:08 p.m.
ADMINISTRATION AND OTHERS
K,Meeson
J.Pratt
L. Elliott (-4:01)
J.Berkin
J.Nicolle
Item B
Regrets:G. Hart
1.APPROVAL OF AGENDA
The agenda was approved by motion.
2.CONFLICTS OF INTEREST -none declared.
3.IN-CAMERA-LEGAL AND PERSONAL
Amotionto move in-camera was carried at 3:02 p.m.to discuss legal and personal issues.The
Committee reconvened in public session at 4:36 p.m.
4.INTERIM FINANCIAL REPORT
Manager Pratt reviewed the 2012-2013 Interim Financial Reports for the seven months ending
2013 March 31. He highlighted the changes brought about by prior year carry forwards and EPO
grants received in-yearand explained staffing changes and impacts resulting from Bill 115.The
Committee discussed concerns regarding use of accumulated surplus and provided input into the
format of the reports.Supt Meeson reviewed the Ministryof Education reporting requirements.
5.2013-2014 MEETING DATES
Supt.Meeson distributed a draft schedule of topics for 2013-2014.Members were asked to
provide further items as required.
6.UPDATE ON RIAT ACTIVITIES
Manager Nicolle notedherteam is currently completing an enrolmentauditand will be following this
withthe Budget Process audit.She advised that she will be bringingthe five year audit plan back to
the Committee every year in order to make revisions as required.
7. OTHER BUSINESS-none
8.DATE AND TIME OF NEXT MEETING
The next meeting was scheduled for 2013 September 17,at 3:00 p.m.
g.ADJOURNMENT
A motion to adjourn was approved at 6:08 p.m.
RECOMMENDATIONS:
That the legal issues discussed at the 2013 June 18 in-camera session of the AuditCommittee be
approved.
RUTH TISDALE
Chalrpereon
ItemC
REPORT OF THE CHAIRS'COMMITTEE 2013 June 18
6:15 p.m.-6:20 p.m.
MEMBERS ADMINISTRATION AND OTHERS
J.Bennett (Chair)B.Tucker
T.Grant R.Tisdale B.Williams
Regrets:B. McKinnon
1.APPROVAL OF AGENDA
The agenda as amended was approved bymotion.
2.CONFLICTS OF INTEREST -none declared.
3.REVIEW AND APPROVAL OF 2013 JUNE 25 BOARD AGENDAS
Theagendasofthe In-Camera and Public Board meetings for 2013 June25 were discussed and
amended.
4.CORRESPONDENCE -none
5.STRATEGIC PLANNING
Chairs'Committee will engage the Trustees in a conversation in regards tothe logo following the
evening's public meeting.
Itwas notedthe budget allocated for the implementation ofthestrategic plan is underspent.
6.ETFOIWOU
A copy ofthe MOU was received and reviewed as an information item.The MOU is attached to
the minutes.
7.SAFE WELCOME PROGRAM (Security)
Director Tucker reported thata buddy systemIs being implemented at elementary schools for
students travelling between the school anda portable classroom.It was noted theSafe Welcome
Program as designed would not prevent an incident occurring with a student travelling between
the school and a portable.
Discussion ensued in regards tothe implementation oftheSafe Welcome Program noting the
need to consult withSchool Councils.Further,it was agreed the Board requires additional time to
considerthe benefits and implications ofthe Program.Consensus was that further discussion
needs to occur at the Board In the fall.
8.MEETING WITH LIHC
Director Tucker reported he met with LIHC on two occasions.Currently they are winding down
the programs at Lome Avenue due to the current labour unrest noting this decision is not related
to the ARC process in any way.
LIHC toured LomeAvenue with theirarchitect;they are waiting to receive her reportand will
develop a business plan based on that report.
Should LIHC present a business caseand wish tousea portion ofthe school,Director Tucker
noted capital planning will wanttohear input from Trustees in early September in order to
prepare a report that provides design options for the school.
9.TVDSB MOTION -REG 274 vs.OUR HUMAN RIGHTS OBLIGATIONS
Correspondence from the Toronto District School Board was.recelved and reviewed for
Information. A copy is attached to the minutes.
10.CHAIRS'COMMITTEE MEETING DATES 2013-2014
Chairs'will next meet 2013 September 3 at 3 p.m.Further meetings will be scheduled In
September.
11.2013-2014 STUDENT TRUSTEE MENTORS
Trustee Grant offered to continue as a student tnjstee mentor and Chair Bennett will ask Trustee
Jaffe if he would iike to continue In his role as a mentor.
12.PRESENTATIONS -none
13.OTHER BUSINESS
a.Quad SI
DirectorTucker reported the Ministry has approved Quad SI for6 schools along with funding
of $120,000 for staffing. This Is an EPO;staffing to support the project is in discussion at
this time.
b.Early Learning Memo
DirectorTucker reported money has been granted forEarlyYears inclusiveofstaffing and
operating Inthe amount of$780,000, The staffing amount of$248,000 will be used to cover
current positions.
c.Exec.Supt.Positions
DirectorTucker reported the Executive Superintendent positions will be posted nextweek
witha plan to interviewon July 17 and 18.Two trustees are needed to interview.
Discussion ensued in regards to the current structure ofthe Executive.Regardless ofthe
structure.It was agreed Interviews do need to proceed.Chair J.Bennett and Trustee T.
Grant volunteered to participate on the Interviewcommittee.
14.NEXT MEETING
See Item 10.
15.ADJOURNMENT
The meeting adjourned at 6:20 p.m. bymotion.
RECOMMENDATIONS:
None.
'J.BENNETT
Chairperson