5/14/2013 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR BOARD MEETING,PUBLIC SESSION
2013 May U,7:00 P.M.
BOARD ROOM,EDUCATION CENTRE
AGENDA
V-verbal
M -material
1.CALL TO ORDER
2.O CANADA V
3.SPECIAL MUSICAL PRESENTATION -none
4.APPROVAL OF AGENDA
5.OFFICIAL RECORD
6.RECOGNITIONS
a.Melanle Colvill -Brain Bee Champion
b.Canadian Armed Forces:Best Practices in Employer Support by an
Educational Institution -TVDSB
7.CONFLICTS OF INTEREST V
8.CHAIR'S ANNOUNCEMENTS V
9.DIRECTOR'S ANNOUNCEMENTS V
10.PUBLIC INPUT
a.London Secondary Vocational and Technology Program M
Accommodation Review Committee (Clarke Road,H.B.Beal,Montcalm,
Saunders,Sir George Ross and Thames Secondary Schools)
11.ADMINISTRATIVE PRESENTATIONS
a.Suspension and Expulsion Report V
12.MINUTES OF THE 2013 APRIL 23 BOARD MEETING M
a.Confirmation of Minutes
b.Business Arising from Minutes
13.STUDENT TRUSTEES'UPDATE V
14.REPORTS FROM THE ADMINISTRATION
a.Tlllson Avenue Education Centre M
14.REPORTS FROM THE ADMINISTRATION -confd
b.Requested Supplementary Information to the Senior Administration M
Response to the Central London Elementary Accommodation Review
Committee Report Regarding Estimate Savings from the Consolidation
of Lome Avenue,Bishop Townshend and St.George's Public Schools
c.Requested Supplementary Information to the Senior Administration M
Response to the Central London Elementary Accommodation Review
Committee Regarding a Potential Use for Lome Avenue Public School
15.REPORTS FROM COMMITTEES
a.Audit Committee,2013 April 16 M
b.First Nations Advisory Committee,2013 April 16 M
c.Budget Advisory Committee,2013 April 16 M
d.Trustee Professional Development Committee,2013 April 22 M
e.Policy Working Committee,2013 April 23 IVl
f.Budget Advisory Committee,2013 April 30 lUI
g.Budget Advisory Committee,2013 May 7 M
h.Chairs'Committee,2013 May 7 M
i.Committee of the Whole,In-Camera,2013 May 14 V
16.COMMUNICATIONS
a.OPSBA Update V
17.NOTICE OF MOTION -none
18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN
19.ADDITIONAL ITEMS
20.QUESTIONS/COMMENTS BY MEMBERS
21.ADJOURNMENT
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING OF
2013 MAY 14,7:00 P.M.
BOARD ROOM,EDUCATION CENTRE
The Board met in regular session on 2013 May 14 in the Board Room at the Education Centre,meeting in
public session at 7:00 p.m.The following were in attendance:
TRUSTEES ADMINISTRATION AND
OTHERS
J.Bennett (Chair)P.Jaffa B.Tucker M.E.Smith
R.Campbell E. Kim (-11:00)K.Daiton B.Sonier
D.Clark B.McKinnon (-8:50)M.Sereda P.Tufts
J.Coghlin S.Polhill L.Elliott K.Wilkinson
P.Forron (-11:00)P.Sattler C.Bourbonnais-MacDonald K.Bushell
T.Grant R.Tisdale K.Edgar B.Williams
W.Huff J.Todd L.Griffith Jones K.Young
G.Hart S.Hughes S.Young
K.Meeson K.Altken
Regrets:M.Moynlhan J.Cuddie (-8:50)
V.Nielsen
1.CALL TO ORDER
Board Chair J.Bennett called the meeting to order at 7:03 p.m.
2. O CANADAAND MUSICALPRESENTATION -The meeting was opened with the playing of O
Canada.
3.SPECIAL MUSICAL PRESENTATION -none
4.APPROVAL OF AGENDA
The agenda was approved on motion of J. Coghlln,seconded by J. Todd.
5.OFFICIAL RECORD -none
6.RECOGNITIONS
a.Melanle Colvlll -Brain Bee Champion
Supt. P. Tufts introduced M.Colvill,a student at Clarke Road Secondary School who was
recognized for winning the 2013 Western University Brain Bee.She will move on to compete at
the national competition at McMaster University; it is hoped she will advance to the World
Brain Bee in Vienna,Austria.
M.Colvill extended her appreciation to the Clarke Road staff and to her familyfor their support;
she also thanked the Board for the recognition.
b.Canadian Armed Forces:Best Practices in Employer Support by an Educational Institution
-TVDSB
Exec.Supt.M.Sereda welcomed members of the Canadian Forces Liaison Council who
presented Chair Bennett with the award for Best Practices In Employer Support by an
Educational Institution- a provincial level award.The award was given for the Board's
outstanding support to employees who serve In the Armed Forces.The nomination was received
from J. Robinson.Manager J.Cuddle was recognized for his active role in support of Canadian
Forces.
2013 May 14...2
7.CONFLICTS OF INTEREST -No conflicts of Interest were declared.
8.CHAIR'S ANNOUNCEMENTS
Chair Bennett advised that she attended the Award of Distinction ceremony on May 9 where the
Board celebrated individuals who support students.
Chair Bennett and Director B.Tucker brought greetings on behalf of the Board at the Home and
School Annual General Meeting on May 13.
Chair Bennett welcomed Claire Tully of Central Elgin Collegiate Institute to the meeting.She will
represent the secondary students of Elgin,Middlesex and Oxford County schools as Student Trustee
for the 2013-2014 school year.
9.DIRECTOR'S ANNOUNCEMENTS
Director Tucker was pleased to announce that a student from Eastdale Public School will be a
representative on the Minister's Student Advisory Council for the 2013-2014 school year.
10.PUBLIC INPUT
a.London Secondary Vocational and Technology Program Accommodation Review
Committee (Clarke Road,H.B.Beal,Montcalm,Saunders,Sir George Ross and Thames
Secondary Schools)
Public input was received from the following individuals regarding recommendations related to the
London Secondary Vocational and Technology Program accommodation review.Trustees were
provided opportunities to ask presenters questions of clarification.
Jason Bates and Peter Durant Jill Ellis-Worthington Linda Cross
Bo and Aaron Millar Garry Millar Jeanette Fletcher
Meggan Schnarr-Rice Marlene Dale and Mary Starnamen Mary Grenier
Pamela Harbottle Gail Selig Dave Shackelton
Chair Bennett thanked everyone for their input.
The committee recessed at 8:44 p.m.It reconvened in public session at 8:56 p.m.
11.ADMINISTRATIVE PRESENTATIONS
a.Suspension and Expulsion Report
Supt. B.Sonier and P.Venesoen of Research and Assessment presented an overview by power
point presentation on the Suspension and Expulsion Data:3 Year Comparison.
Conclusions,implications,and next steps were discussed.
12.MINUTES OF THE 2013 APRIL 23 BOARD MEETING
a.Confirmation of Minutes
The minutes of the Regular Board Meeting of 2013 April 23 were confirmed on motion of J.
Coghlin,seconded by J.Todd.
b.Business Arising from the Minutes -none
13.STUDENT TRUSTEE'S UPDATE
Student Trustee E.Kim advised that the next Student Advisory Council meeting is Wednesday,June
5,2013.
14.REPORTS FROM THE ADMINISTRATION
a.Tlllson Avenue Education Centre
Exec. Officer K.Bushell presented the following report to declare the land in Tillsonburg on which
the Livingstone Centre and the Tlllson Avenue Education Centre {the "TAEC")are located,a
2013 May 14...3
14.REPORTS FROM THE ADMINISTRATION -cont'd
a.Tillson Avenue Education Centre -cont'd
portionof the land surrounding same,as well as the building constituting the TAEC(together, the
"Property"),is no longer required by TVDSB.
Senior Administration Is seeking authority for the sale of the Property,pursuant to Section
194(3)(a)of the Education Act (Ontario) and otherwise in accordance with TVDSB's Disposition
of Surplus Property Guideline (the "Guideline"),subject to the recommendations of legal counsel
as set out below.
A portion of the TAEC building is utilized by TVDSB for continuing and alternative education.
Approximately 4,700 square feet of the TAEC Is leased to Fanshawe College.
The TAEC building Is attached to a building known as the Livingston Centre (the "Centre").The
Centre resulted from a co-operative arrangement between the Oxford County Board of Education
(a predecessor to TVDSB) and the Tillsonburg Community Services Initiative(the "Tenant").
Current participants In the delivery of services from the Centre Include TVDSB,the Tenant,
Human Resources Development Canada,and Fanshawe College.TVDSB owns all of the land
on which the Centre and the TAEC building are located,as well as the TAEC building itself.The
Tenant has an ownership interest in the building,comprising the Centre,for the term of its land
lease (the "Lease")with TVDSB.The Lease can be renewed by the Tenant until 2037 December
05.Rent under the Lease is $1.00 per year.The Tenant is responsible for all custodial,
maintenance and operational costs for the Centre.
The TAEC building accommodates continuing education and alternative education classes,
utilizing five classrooms as well as office space.Fanshawe College leases a portion of the TAEC
building generating $39,964 a year in rent for TVDSB.The current annual facility operating cost
of the TAEC building is $176,949 of which only $14,034 is offset by Ministry of Education
Accommodation Grants for Adult/Con Education;deferred Renewal costs associated with this
building estimated at $885,720.It should be noted that TVDSB's recent decision regarding
student accommodation inTillsonburg has allowed TVDSB to retain Maple Lane Public School for
future use which could accommodate the current TVDSB programs at the TAEC building.
Senior Administration recommends severing the Property from the Annandale/Maple Lane site
and selling the Property in accordance with the Guideline (Including requiring compliance with
Ontario Regulation 444/98),subject to the recommendations of legal counsel and the Capital
Planning Co-ordinating Committee.
The Lease with the Tenant provides that, IfTVDSB wishes to sell the premises on which the
Centre is located,TVDSB is to provide the Tenant with one-hundred and twenty (120)days prior
written notice of such intention and that, during such notice period,the Tenant shall have the first
right to purchase (the "Right of First Offer") all of the "Tillson Avenue Education Site" or a portion
of same adequate to operate the facilities of the Tenant.The purchase price in such
circumstances Is to be the average of three (3)independent appraisals.The Lease,which was
entered Into 1997 December 05,predates the passing of Ontario Regulation 444/98 regarding
Disposition of Surplus Real Property.
To the extent that a board of education adopts a resolution that a property Is not required for its
purposes and otherwise determines to sell that property,Ontario Regulation 444/98 requires that
the property first be offered to certain designated preferred entitles ("Preferred Entities")and that,
for a period of ninety (90)days,such Preferred Entitles shall have the opportunity to submit offers
for that property.
The foregoing requirements Interfere with the Tenant's Right of First Offer described above.
Legal counsel for TVDSB has advised that,should TVDSB adopt a resolution to sell the Property,
TVDSB should comply with Ontario Regulation 444/98 in terms of first offering the Property to the
Preferred Entities and that the common law doctrine of frustration should "shield" TVDSB in doing
so.
2013 May 14...4
14.REPORTS FROM THE ADMINISTRATION -cont'd
a.Tillson Avenue Education Centre -cont'd
By way of high level summary,the common law doctrine of frustration provides that the
enactment of subsequent legislation prohibiting the performance of a contractual requirement
brings that requirement to an end.Despite the foregoing,the Tenant may dispute the Impact of
Ontario Regulation 444/98 and our views as to the application of the doctrine of frustration in
regard to the Right of First Offer. For that reason,legal counsel has recommended that.In the
event that TVDSB decides to proceed with the sale of the Property,it should notify the Tenant
that:
(a) TVDSB Is selling the Property and will be complying with Ontario Regulation 444/98 In
terms of inviting offers for the purchase of the Property from Preferred Entities;and
(b)In the event no offer is received from and/or no sale transaction Is ultimately concluded
with a Preferred Entity, TVDSB will provide the Tenant with a period of one-hundred and
twenty (120)days to submit an offer for the Property,noting that the Property will be
required to be disposed of at Its fair market value.
In the event the Property is not sold to the Tenant,TVDSB should proceed to sell the Property as
otherwise contemplated by the Guideline.Legal counsel noted that.In disposing of the Property,
the Lease will continue to "run with"the Property.This means that any purchaser of the Property,
other than the Tenant (whether a Preferred Entity or otherwise),would be bound by the terms of
the Lease,as landlord.Due to the fact that the Lease is for nominal rent,the fair market value of
the Property,In the hands of anyone but the Tenant,will be negatively Impacted.
The Capital Planning Co-OrdinatIng Committee Is proposing the sale of the Property on the basis
set out above,as a successful disposition of the Property will result in substantial savings in
terms ofTVDSB's ongoing facility operating and renewal costs for the TAEC.
2011-12 Facility Operating Cost:$176,949
Revenue from Lease:$39,964
MOE Accommodation Grant:$14,034
Sale Price:To be determined
The following recommendation was moved by G. Hart,Seconded by P.Jaffe and carried.
That the Board declares the Tillson Avenue Education Centre,90 Tillson Avenue,
Tlllsonburg,ON N4G 3A1,surplus property.
b.Requested Supplementary Information to the Senior Administration Response to the
Central London Elementary Accommodation Review Committee Report Regarding Estimate
Savings from the Consolidation of Lome Avenue,Bishop Townshend and St.George's
Public Schools
Exec. Officer Bushell provided the following response to the Central London Elementary
Accommodation Review Committee (ARC)report as requested at the 2013 March 26 Board
meeting.
The following summary was developed using the Board's process to estimate consolidation
savings:
2013 May 14...6
14.REPORTS FROM THE ADMINISTRATION -cont'd
b.Requested Supplementary Information to the Senior Administration Response to the
Central London Elementary Accommodation Review Committee Report....Schools-cont'd
Department Total Net Savings
Human Resources Services $468,039
Facility Services $285,417
Transportation Services ($202,500)
Information Technology Services $8,977
Purchasing Services $2,509
Media Services $90
Total Savings $562,532
Distribution of Savings
Board Savings
Ministry Savings
Redeployed Savings
$78,816
$134,346
'.$349,370
Total Savings $562,532
Note:These figures do not include the FDK program.
The Senior Administrative response to the ARC report recommends that the students be
consolidated at their new schools for 2015 September 01,and that Lome Avenue Public School
close on 2016 June 30.
c.Requested Supplementary Information to the Senior Administration Response to the
Central London Elementary Accommodation Review Committee Regarding a Potential Use
for Lome Avenue Public School
Exec. Supt.K.Dalton provided the following response to the Central London Elementary
Accommodation Review Committee (ARC)report as requested at the 2013 March 26 Board
meeting.
Senior Administration has reviewed the request to develop a potential scenario to utilize the Lome
Avenue facilityfor Board use.
In considering potential scenarios (options) to utilizethis facility,Senior Administration used the
following criteria to fully assess the viability;
, •Student safety
• Maximizing program opportunities for all the elementary students included in this review area.
• Facility and site restrictions
Following thorough review,consultation and deliberations,Senior Administration maintains its
original recommendation to close Lome Avenue Public School and consolidate the students of
Lome Avenue at an enhanced Bishop Townshend and St.Georges Public Schools,and that Lord
Roberts French Immersion Public School remain status quo.
This recommendation takes Into account all of the above criteria and,most importantly,ensures
student safety and maximizes the program opportunities for the students currently attending all
elementary schools in the study area.
2013 May 14...6
14.REPORTS FROM THE ADMINISTRATION -cont'd
c.Requested Supplementaty Information ...Lome Avenue Public School -cont'd
Should trustees wish to consider a continued TVDSB use ofa portionofthe Lome Avenue
facility,the development of a Continuing and Adult Education Centre for the Board's adult
students could be considered.This use wouldallowfor potential community partnerships to be
accommodated inthe remaining portionof the facility.
To accomplish the above noted proposal and to give the Board flexibility under O.Reg 444/98, the
Boardwouldclose Lome Avenue PublicSchool as an elementary school (as of 2015 June 30),
determine facility/space requirements to develop a Continuing and Adult Education Centre,and
then declare the remainder of the facility as surplus (at a later date) forthe purpose ofdisposition
or lease pursuant to Section 194(3)of the Education Act.
The requirement under Ontario Regulation 444/98 to circulate a proposal to the identified
preferred entities applies for any sale,lease or other disposition ofsurplus property.
Detailed information would be gained through the circulation of the proposals as to how such an
arrangement might be structured as a result of the following:
•whether a preferred entity would prefer to lease or purchase the surplus property;
•Should the property be purchased,how it would be divided or severed for title;
•parking requirements;
•access to the property;
•utility,maintenance,custodial and operating cost sharing;and
• Municipal zoning requirements.
It should be noted that,through the circulation proposal process,the preferred entitles would be
aware of the following;
• TVDSB is required to obtain "Fair Market Value" with respect to any sale or lease of the
surplus portion;
•TVDSB is required to identify the term of the lease,if applicable;
• Anyor all facility renovations or alterations will be the responsibility of the preferred entity;
and
• Any sale or lease will be subject to the approval of the Ministryof Education pursuant to
Section 194(4)of the Education Act.
Ifno offers are received through the circulation to preferred entities process,the Board could then
offer the surplus portion of Lome Avenue for sale or lease to the public at large.
The benefits to the Board with the above noted proposal are as follows:
On-the-Ground (OTG)capacity inthe elementary panel is removed;
Ifthe surplus portion is sold, the realization of capital proceeds from the sale;
Ifthe surplus portion is sold, the removal of a portion of the deferred renewal costs;
There is a sharing of operational costs;
Potentially,portable classrooms at G.A.Wheable Continuing and Adult Education Centre are
removed;
TVDSB has a continued presence in this area;and
The facility may be used as a "Community Hub"to accommodate social and community
programs.
2013 May 14...7
14.REPORTS FROM THE ADMINISTRATION -cont'd
c.Requested Supplementary Information ...Lome Avenue Public School -cont'd
The Senior Administrative response to the ARC report recommends that the students be
consolidated at their new schools for 2015 September 01,and that Lome Avenue Public School
close on 2015 June 30.
15.REPORTS OF COMMITTEES
a.Report of the Audit Committee,2013 April 16
Trustee R.TIsdale referred to the written report of the meeting of 2013 April 16 Audit Committee
as attached (Item 15.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 First Nations Advisory Committee,2013 April 16
Trustee W. Huff referred to the written report of the 2013 April 16 First Nations Advisory
Committee meeting as attached (Item 15.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 Budget Advisory Committee,2013 April 16
Trustee J. Coghlin referred to the written report of the 2013 April 16 Budget Advisory Committee
meeting as attached (Item 15.c)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.
d.Report of the Trustee Professional Development Committee,2013 April 22
Trustee S.Polhill referred to the written report of the 2013 April22 Trustee Professional
Development Committee meeting as attached (Item 15.d) and provided to the Trustees In
advance of the Board meeting. The committee approved four requests for professional
development funds from the pooled PD money after April 1,2013.There were no
recommendations coming out of the committee meeting for approval by the Board.
e.Report of the Policy Working Committee,2013 April 23
Trustee B. McKlnnon referred to the written report of the 2013 April 13 Policy Working Committee
meeting as attached (Item 15.e)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.
f.Report of the Budget Advisory Committee,2013 April 30
Trustee Coghlin referred to the written report of the 2013 April 30 Budget Advisory Committee
meeting as attached (Item 15.f)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.
g.Report of the Budget Advisory Committee,2013 May 7
Trustee Coghlin referred to the written report of the 2013 May 7 Budget Advisory Committee
meeting as attached (Item 15.g)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.
A priority highlighted in the report for 2013-14 was the need for a broader examination of funding
for First Nations programming.Trustee W. Huff suggested that research has shown there has
been little or no change In outcomes related FNMI student achievement.
The following motion was moved by W.Huff,seconded by R. TIsdale and carried:
That the Board undertakes a program review of FNMI programs and supports.
Including but not limited to First Nations languages and courses,to identify ways
to improve FNMI student outcomes for both elementary and secondary students.
2013 May 14...8
15.REPORTS OF COWIWHTTEES -cont'd
g.Report of the Budget Advisory Committee,2013 iUIay 7 -cont'd
Trustee TIsdale added that the Board needs to continue to exhibit its commitment to First Nations
students by improving the overall FNMI student outcomes.
Director Tucker noted the task would need to be assigned to a staff lead and that it would Involve
consultation with stakeholders.The review could commence in the fall with a one-year time
frame suggested.
h.Report of the Chairs'Committee,2013 iUIay 7
Trustee TIsdale referred to the written report of the 2013 May 7 Chairs'Committee meeting as
attached (Item 15.h)and provided to the Trustees in advance of the Board meeting.
As noted In the report,Director Tucker spoke to the funding from the Ministryof Education to
install school locks and cameras.He noted TVDSB currently Is engaged in a Request for
Proposal process.He advised funding will not fully cover the cost.
Currently TVDSB Is moving fonward with all schools with the Intent the security enhancements will
be installed by October 31,2013.
It was suggested that administration look to Home and School Associations and Parent
Involvement Committees for their Input on the initiative for their Individual schools.
A motion to sit to 11:45 p.m.was moved by T.Grant,seconded by D.Clark and carried.
The following motions were moved by R.TIsdale,seconded by T.Grant and carried:
That the schedule of in-Camera and Public Board meetings for 2013-2014 be approved.
That an Ad Hoc Committee be formed to look at the Board Meeting schedule and
agendas.
That Trustee G.Hart be appointed as the voting delegate at the OPSBA Annual General
Meeting.
That Trustee P.Sattier be appointed as the alternate voting delegate at the OPSBA
Annual General Meeting.
The Board recessed at 10:55 p.m.,reconvening In-Camera Committee of the Whole at 11:00 p.m. to
discuss personal,negotiations and property matters.
The Board reconvened in public session at 11:44 pm; a motion to sit to 12 a.m.was moved by R.
TIsdale,seconded by R.Campbell and carried.The Board moved to the In-Camera Committee of the
Whole on motion by D.Clark,seconded by J.Todd and carried.
The Board reconvened In public session at 11:55 p.m.
1.Report of the Committee of the Whole,In-Camera,2013 May 14
Trustee Tisdale reported the committee met in camera from 5:09 to 6:12 pm and from 11 pm to
11:55 pm.The committee discussed confidential matters related to negotiations,personal,and
property.There were no conflicts of interest declared.
The following motion was moved by R.TIsdale,seconded by D. Clark and carried.
That the motions approved at the in-camera session of 2013 May 14 related to
personal matters and the naming of schools be approved.
>
2013 May 14...9
16.COMMUNICATIONS
a.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION -none
17.NOTICE OF MOTION -none
18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none
19.ADDITIONAL ITEMS -none
20.QUESTIONS/COMMENTS BY MEMBERS -none
21.ADJOURNMENT
The meeting adjoumed at 12:00 p.m. on motion of P.Jaffe,seconded by J.Todd.
Confirmed:
Chairperson
2013 May 14...10
SUMMARY OF APPROVED RECOMMENDATIONS OF 2013 MAY 14
Thatthe Board declares the Tillson Avenue Education Centre,90 Tillson Avenue,Tillsonburg,on
N4G 3A1,surplus property.
That the Board undertakes a program reviewof FNMI programs and supports,including but not
limited to First Nations languages and courses,to identify ways to improve FNMI student
outcomes for both elementary and secondary students.
That the schedule of in-camera and publicboard meetings for 2013-2014 be approved.
That an Ad Hoc Committee be formed to look at the board meeting schedule and agendas.
That Trustee G. Hartbe appointed as the voting delegate at the OPSBA Annual General Meeting.
That Trustee P. Battler be appointed as the alternate voting delegate at the OPSBA Annual
General Meeting.
That the motions approved at the in-camera session of 2013 May14 related to personal matters
and the naming of schools be approved.
REPORT OF THE AUDIT COMMITTEE
MEMBERS PRESENT
T.Grant
G.Hart
R.Tisdale (Chair)
K.Aranha
R.Robertson
2013April16
3:00-4:28 p.m.
ADMINISTRATION AND OTHERS
K.Meeson
J.Pratt
A.Meioche
J.Berl<in
J.Nicolle
J. Knight
15.a
1.APPROVAL OF AGENDA
The agenda was approved by motion.
2.CONFLICTS OF INTEREST -none declared.
3.2013 AUDIT SERVICE PLAN
Ai IVleloche,of Deloitte, provided an Executive Summary of the Audit Service Plan and confirmed
the firm's independence of the Board. He advised that materiality for the year ending August 31,
2013 is $16,200,000.In response to a Committee member's request,both corrected and
uncorrected misstatements greater than $810,000 will be reported to the Audit Committee.Jeremy
Knight, of Deloitte,described the risl<-based audit approach noting that the more significant areas
of risk identified were school cash receipts,revenue from the IVlinistry of Education and expense
reports. Areas of audit focus included cut-offof expenses and salaries and benefits. He reviewed
the four phases of the audit plan;initial planning,assessing and responding to engagement risi<,
developing and executing the audit plan and reporting and assessing performance. Consultation
with the Board's Internal AuditAnalyst and the Regional Internal Audit Manager took place.
Deloitte staff responded to questions from Committee members.
4.IN-CAMERA-LEGAL
A motion to move In-camera was carried at 3:30 p.m. to discuss legal issues.The Committee
reconvened in public session at 3:45 p.m.
5.UPDATE ON REGIONAL INTERNAL AUDIT MANAGER ACTIVITIES
Manager Nicolle advised that her team has started an internal audit on enrolment.She described
the annual risk assessment process,audit universe and five-year plan to be presented in June.
6.OASBO FINANCE PRESENTATION
Manager Nicolle distributed handouts of a recent presentation she made to the OASBO Finance
Committee and provided a detailed review of the slides.Discussion ensued with respect to the
Ministry of Education's three core priorities and the financial focus of the internal audit process.
7.OTHER BUSINESS
a.Management Letter
A.Meloche advised that there were no reportable points resulting from the August 31,2012
financial statement audit.
8.DATE AND TIME OF NEXT MEETING
The next meeting was scheduled for 2013 May 21,at 3:00 p.m.
g.ADJOURNMENT
A motion to adjourn was approved at 4:28 p.m.
RECOMMENDATIONS:-none
RUTH TISDALE
Chairperson
REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE MEETING
15.b
2013 APRIL 16
3:06 p.m.to 4:40 p.m.
MEMBERS ADMINISTRATION AND OTHERS
W. Huff(Chair)
M.Burch,Chippewas of the Thames
D.Grosbeck,Chippewas of the Thames
G. Hope,Oneida Nation of the Thames
B.McKlnnon,Trustee
L.Nicholas,Munsee-Delaware Nation (+3:17)
P.Sattler,Trustee
8.Smith (+3:09)
C.Thomas,Munsee-Delaware
L. Elliott,Executive Superintendent,Program Services
M.Ferdinand,Program Services
J.Wood,Research &Assessment
D.MacPherson,H.B.Beal SS
S.Powell,Westminster SS
L.Pressey,Program Services
K. Aitken,Corporate Services
B.Nielsen,Saunders SS (+3:09)
1.CALL TO ORDER
The meeting convened at 3:06 p.m. In the Bear Den at the Community Centre,Oneida Nation of the
Thames.
2.APPROVAL OF AGENDA -The agenda was approved as printed by motion.
3.CONFLICTS OF INTEREST -none
4.REPORT OF MEETING-2013 March 19.-provided for information
5.BUSINESS ARISING FROM MINUTES
Minor revisions noted to include C.Thomas at the meeting who provided the Munsee-Delaware
Nation update.
6.PROGRAM SERVICES UPDATE
Exec.Supt.L. Elliott provided the following update from Program Services.
A request was made to refer to all FNMI students as Thames Valley students,not Tuition Agreement
students.Principals and Vice-Principals are asked to share this with staff.
Tuition Agreement Review Meetinos
•Oneida and Chippewas
•Munsee-Delaware
It was noted there has been significant discussion regarding FNMI students attending Strathroy
District Collegiate Institute for 2013-2014.At present however,there is insufficient room for these
students and correspondence to that effect will be distributed to the different Bands by Exec.Supt.K.
Dalton.For the 2014-15 school year,there will be room for 20 Grade 9 students.Additional
applications will result in a lottery system similar to Central Secondary School.The following year
also willallow an additional 20 cohort spaces.
Chair Huff advised the current ARC involving Thames Secondary School will not affect students
enrolled for this September.
Exec.Supt.Elliott noted TVDSB sent a letter to Oneida regarding funding for a Native Language
teacher for both Lambeth and Delaware.TVDSB has been funding two .5 teachers in the past;
however,itwill continue to be a budget item for trustee consideration.
6.PROGRAM SERVICES UPDATE -cont'd
Itwas noted that the Tuition Agreement with Munsee-Delaware is inthe final stages ofcompletion
and will be provided to L.Nicholasto share with Munsee-Delaware Council foritsconsideration.
• Ministry of Education Memo-April 9,2013
A memo was distributed regarding an invitational survey on the implementation of FNMI
Education Policy Framework.
•Elder in Residence
The following six schools are participating -Saunders Secondary School,Aberdeen Public
School, Wilton Grove Public School,Lambeth Public School, Ealing Public School and Woodland
Height Public School. They also are partnering with Southwest Ontario Aboriginal Health Access
Centre.
• FNMI Program Review
Interviews with staff and partners will take place April 29 to May 17.
•Western University Indigenous Community Engagement Strategy
Information was distributed and reviewed regarding "Gathering Our Voices"where Internal and
external community stakeholders collaborated to discuss the following:
o Indigenous community outreach and engagement,
o Indigenous student and staff advancement,and
o Indigenous research and academic development.
a.FNMI Student Attendance Working Group Report
M.Ferdinand joined the meeting to present the FNMI Student Attendance Working Group report.
Overview
School attendance for First Nations,MStis,and Inult (FNMI)students has been identified as an
ongoing concern.Self-identification data for about 1300 students suggest FNMI students are
twice as likelyto be absent as non-FNMl students.The FNMI Attendance Working Group was
given the mandate to explore the issue of FNMI student attendance and identify sustainable
strategies to help improve school attendance for FNMI students.The working group was
comprised of representation from Chippewas of the Thames,Munsee-Delaware and Oneida
communities,as well as TVDSB staff.
The report outlined the process,findings and recommendations moving forward to broaden the
focus from FNMI student attendance to FNMI student engagement Including, but not limited to
creating a sense of belonging,having meaningful student involvement and,ultimately,Increasing
positive outcomes for students.
Discussion ensued on moving forward and next steps beyond the mandate of the Ad Hoc
Committee.Exec.Supt.Elliott suggested that members take the FNMI Student Attendance
Working Group report back to their communities to share and recommendations brought back to
the next First Nations Advisory Committee meeting.
Co-operative Education was discussed and it was noted that student pathways must be a
shared responsibility with parents to broaden available opportunities.
Exec. Supt.Elliott advised of the 34-Credit Threshold being implemented by the Ministry of
Education.She noted that the Board will look at preparing students beginning in Grades 5 &6 on
their pathway for secondary school.
Page 2
6.PROGRAM SERVICES UPDATE-cont'd
b.FNMI Student Engagement Project Summary
M.Ferdinand summarized the FNMI Student Engagement Project where a goal was set to gain a
deeper understanding of the barriers faced by FNMI students,which prevent engagement and
success at school,and to create and implement creative strategies to address these barriers and
improve FNMI student engagement,attendance and graduation rates.
c.FNMI Student Voice Conference -FNMI Student Attendance
At a recent FNMI Student Voice conference,a number of topics were discussed including why
students attend or miss class/school,what are the impacts of not attending,and how to address
the attendance concerns for FNMI student.
7.PRINCIPALS'UPDATE
a. H.B.Beal Secondary School
Principal D.MacPherson provided the following update regarding FNMI students at H.B. Beal
Secondary School.
LIteracv Test
Appreciation was extended to Saunders Secondary School and the Oneida Education office for
their support of the Family Literacy Night at Stoneridge.
FNMI students enjoyed a free breakfast prior to the test,organized by Mrs.Nanayakkara
following which the students had the option to right the test together.A majority of the students
elected to take this option. Of the 30 first time writers, all but one FNMI student were in
attendance.
Post-Secondary Planning
L.Spero from The First Nations Secretariat will make a second visit to H.B.Beal Secondary
School on May 7 to provide Information and support regarding post-secondary plans.
Martin Aboriginal Foundation Update
On April25 three students will spend the day at Western University where they will have
personalized tours to a range of faculties within their field of interest.This work is organized and
supported by the mentor group from Deloitte.
First Nations Celebration Dav
Plans are underway for Celebration Day to be held on May 17.There will be programs for both
senior and junior students with school wide participation.More information will follow.
First Nations Lunch
The FNMI weekly lunches continue to be a success with 70 students who attended last week.D.
MacPherson thanked Rhonda,Mabel and Jody for their continued dedication and hard work.
b.Saunders Secondary School
Vice-Principal B.Nielsen provided the following update relating to FNMI students at Saunders
Secondary School.
Credit Rescue
C.Camlllo Is continuing to work with students on credit rescue opportunities.They have also
arranged with the Oneida Lifelong Learning Centre to offer tutorials for students at-risk that will be
identified after mid-term reporting.Students will be mandated to one after school help session
every week to support homework and learning.
Page 3
7.PRINCIPALS'UPDATE -cont'd
b.Saunders Secondary School -cont'd
FNSST
A Bridging meeting is planned for FNMI students on May24 from 9:30a.m. to 3:00 p.m.This
event will include a number of activities at the school and a healthy/active living focus. Lunch and
bowling at the Palasad is Included.
The next FNSST meeting Is scheduled for May1,where mid-term achievement data will be
discussed.
First Nations Literacv Niaht
Details on literacy night was discussed.
Resources and Planning
Additional resources will be ordered on April 18 including 25 copies of Aboriginal Peoples in
Canada.
Students have expressed interest in the following books for the Native Cultural Centre:
Keepers of the Earth;
Keepers of Life;
Keepers of the Animals;
White Girl;
Sacajawea;
The Life of Helen Betty Osbourne;
The Curse of the Shaman;
Melanie Bluelake's Dream;
The Truth About Stories.
8.COMWIUNITY UPDATE
a.Chippewas of the Thames First Nation
D.Grosbeck provided Information on employment and training opportunities - Guiding Circles - a
link between school and career.Five students will take part In an Interactive trip at University of
Guelph next week.
b.Munsee-Delaware Nation
L.Nicholas advised that Munsee-Delaware Nation continues to work on the Tuition Agreement
with the Board.
c.Onelda Nation of the Thames
G.Hope advised that the Career Fair will be held on May 21 &22.
A Lateral Violence and Bullying workshop will be held on April 19.Lunch will be provided for
students.
9.ADDITIONAL ITEMS -none
10.FUTURE MEETING DATES
The next meeting was scheduled for 2013 May21 at Munsee-Delaware Nation Community Centre.
11.ADJOURNMENT -The meeting adjourned at 4:39 p.m. by motion.
RECOMMENDATIONS:none
WARREN HUFF
Chairperson
Page 4
15.C
REPORT OF THE BUDGET ADVISORY COMIWITTEE 2013 April 16
5:30-6:38 p.m.
MEMBERS PRESENT ADMINISTRATION AND OTHERS
J.Bennett R.TIsdale B.Tucker D.Munroe
J. Coghlin (Chair)K.Meeson K.Young
T.Grant J.Pratt J.Berkin
Regrets:J.Todd,W. Huff
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 2013 Committee Chair.Trustees Coghlin and
Todd were nominated.Trustee Coghlin was elected Chair.
4.BUDGET DEVELOPMENT PROCESS AND TIMELINES
Manager Pratt distributed a suggested schedule of budget meetings and processes required to
meet the Ministry of Education submission deadline.The Committee discussed the challenges
facing approval of the budget and time requirements to allow for necessary dialogue.All Trustees
will be encouraged to participate in future Budget Advisory Committee meetings in order to provide
input and have questions addressed.Meeting material will be distributed to all Trustees with
Committee agendas.Future Committee meetings were scheduled as follows with all meetings to
be held at 7:00 p.m.:
Tuesday,April 30
Tuesday,May 07
Tuesday,May 21
5.MINISTRY MEMORANDUM
Manager Pratt discussed key findings in the following Ministry Memorandum:
2013:ELI,Full-Day Early Learning Kindergarten Program Funding for 2013-14 School Year(SY)
(Year 4)
2013:B5,Grants for Student Needs Funding and Regulations
2013:B6.2013-14 Funding in addition to Grants for Student Needs
He noted that the ELI memo indicates that this will be the last year that funding for the additional
half-day of the FDELKP will be provided through the Education Programs-Other (ERG)transfer
payment as funding will be transferred into the Grants for Student Needs (GSN).
6.COMMUNICATION PROCESS
The Committee discussed content for the budget section of the Board website.It was agreed that
public input,concerns and questions willbe sought through the website process as in past years.
7.BOARD FUNDED CAPITAL PRIORITIES
Superintendent Meeson and Executive Officer Bushell provided historical information regarding
$6.4M in energy management savings. They highlighted recent discussions with the Ministry of
Education with respect to Board-supported capital projects and explained the funding stream
suggested by the Ministry In order to make use of the energy management savings.Executive
OfficerBushell noted that Boards now require approval fromthe Ministry of Education forall capital
projects and are required to have a guaranteed funding stream.Director Tucker emphasized the
importance of these types of issues being included inthe Budget Advisory Committee process and
reiterated the value of Trustee and Administration participation in Committee meetings.
8.OTHER BUSINESS -none
9.DATE AND TIME OF NEXT MEETING:
The following future meeting dates were set:
2013 April 30 at 7:00 p.m.
2013 May 07 at 7:00 p.m.
2013 May 21 at 7:00 p.m.
8.ADJOURNMENT
A motion to adjourn was approved at 6:37 p.m.
RECOMMENDATIONS:-none
JENNIFER COGHLIN
Chairperson
REPORT OF THE TRUSTEE PROFESSIONAL DEVELOPMENT COMMITTEE
15.d
2013 April 22
12:00 pm -1:00 pm
MEMBERS ADMINISTRATION &OTHERS
8.Polhill (Chair)
B.McKlnnon
T.Grant
J.Bennett (ex Officio)
S.PuIIam
1.APPROVAL OF AGENDA
The Agenda was reviewed and approved.
2.ELECTION OF CHAIR
Trustee 8.Poihill was elected as Chair of the Committee.
2.REVIEW OF 2011-2012 P.D.EXPENDITURES
Trustee Professional Development expenditures for 2012-2013 were reviewed.Each trustee Is
allocated approximately $1944 for PD opportunities up to April 01,2013.It was noted that 7 of 13
trustees participated in various Professional Development activities/events and utilized all or a
portion of their allotted PD funds from the Trustee Professional Development line up to April 01.
As per a past Board motion,any surplus from this year's PD Budget line up to the maximum
amount determined,will be brought forward to next year's New Trustee Professional Development
line.
3.PD REQUESTS AFTER APRIL 01
Four requests for funding for professional activities from pooled funds after April 01 were
received.Three were approved and one was approved pending additional documentation being
received by Wed.April 24.It was determined that there were adequate funds remaining to cover
these requests.There was discussion regarding a request by a trustee through the Chair,
although no official documentation was received.The Chair of the Trustee PD Committee
will contact the trustee for further clarification.Trustees need to be aware that If they are unable
to attend an approved PD event,that some funds that are paid out In advance ie.Registration,
train or plane tickets may not be refundable or if they are refundable it may only be in the form of a
credit to the general PD account.Trustees are expected to complete a Professional Learning
Session Reflection sheet when they return from their PD experience to be shared with the Board.
A binder will be provided in the Trustee Conference Room for this purpose.
The following recommendation was made:
That since there were adequate funds available,the requests submitted for funds
from the pooled PD money after April 01,2013 be approved.
4.OTHER BUSINESS -none
5.NEXT MEETING
Scheduled at the call of the Chair of the Committee.
6.ADJOURNMENT
The meeting was adjourned at 1:00 pm.
RECOMMENDATION:
That since there were adequate funds available,the requests submitted for funds
from the pooled PD money after April 01,2013 be approved.
SHERI POLHILL
Chairperson
REPORT OF THE POLICY WORKING COMWIITTEE
15.e
2013 April 23
2:30 p.m.-5:00 p.m.
MEMBERS ADMINISTRATION AND OTHERS
B.McKinnon (Chair)T.Grant L.Elliott J.Cuddle
J.Bennett R.Campbell K.Young P.Martin
K.Meeson J.Pratt
Regrets:D.Clark,W. Huff B.Williams 0.Blewett
D.Kenny C.Fewster
1.APPROVAL OF AGENDA -The agenda was approved on motion.
2.CONFLICTS OF INTEREST -none declared
3.COMMITTEE REPORT OF 2013 MARCH 26 AND 2013 APRIL 23 TRACKING SHEET-
The Committee report of March 26,2013 and the April 23,2013 tracking sheet were provided for
Information.
4.POLICY/PROCEDURE -TO COMMITTEE FOLLOWING PUBLIC INPUT
a.Attendance Support Program Procedure
Manager P. Martin joined the meeting to provide an update to proposed amendments resulting
from the public consultation process.Feedback was received from 32 individuals and four
union groups -CUPE Locals 4222 and 7575,ETFO Thames Valley Teacher Local,and
Ontario Secondary School Teachers'Federation District 11.
Some of the feedback from employees questioned the need for an ASP given their
understanding that the sick leave allocation was reduced to 10.This point was clarified to each
employee who responded:
"The Board allocates 11 days per fulltime employee for sick leave.After 11 sick leave days
have been exhausted,employees may apply under the short term disability leave provision
for up to 120 days of additional sick leave.This provision provides sick leave benefits at 66
2/3%or 90%of salary."
A number of staff commented that they were satisfied with the new language;however,not all
of the feedback was positive.Several employees still believe that they can best manage their
attendance.As professionals,they believe the Board should not be questioning their decision
to stay home when they are not feeling well.
The unions provided a mixed array of feedback.ETFO Thames Valley appreciated the direction
of the modifications to the program.Both ETFO and OSSTF do not believe there is an
attendance problem that requires an attendance procedure.CUPE Locals 4222 and 7575
believes the procedure is still unlavi/ful and will be so advising the arbitrator when the hearings
continue in 2014.
Based on the feedback received,three amendments to the procedure are highlighted in green:
1.Under 1.1 add the words "support for the health and wellbeing of our employees"
2.Under 2.2 add a statement that identifies for the purpose of this procedure we are only
4.POLICY/PROCEDURE -TO COMMITTEE FOLLOWING PUBLIC INPUT -Cont'd
a.Attendance Support Program Procedure -cont'd
reviewing absences using the provision of sick leave as described in the collective
agreement/terms and condition document for each employee group.
3.Under 6.0 add the words "Care Day" in the exclusion area.
In response to questions P. Martin noted other Boards have attendance policies.This policy
addresses illness only; it does not affect other days an individual may take such as religious
holidays.There has been savings with respect to sick days,but there has been a spike in care
days.This is being monitored.
The following motion was moved and carried:
That the draft Attendance Support Program procedure be forwarded to the 2013 May 14
Board meeting for information.
5.DRAFT POLICIES/PROCEDURES
a.Copyright and Fair Dealings Guidelines Policy and Procedure
Manager K.Young and C.Blewett joined the meeting to discuss the draft Copyright and Fair
Dealings Guidelines Policy and Procedure.
C.Blewett provided background information In regards to the development of the Copyright and
Fair Dealings Guidelines Policy and Procedure.The draft policy was written in consultation
with S.Spindler.A number of edits were suggested and recorded by K. Young.
Aflyer communicating the new guidelines was distributed.
The policyis under Director's Services as there are implications for many departments
including Programs,Operations,and HR.
The following motion was moved and carried:
That revisions to the Copyright and Fair Dealings Guidelines policy and procedure be
posted for public input for 60 days.
6.DRAFT POLICIES/PROCEDURES REQUIRING ADDITIONAL CONSIDERATION -none
7.POLICIES/PROCEDURES UNDER REVISION
a.Student Admission -International/Out-of-Provlnce/First Nations/Student Exchange
Policy and Procedure
Supt.K.Meeson,Manager J. Pratt, and C.Fewster joined the meeting to discuss amendments
to the Student Admission International/Dut-of-Province/Flrst Nations/Student Exchange policy
and procedure.
The policy was last reviewed in2004.The purpose of the proposed changes are:
• to provide further clarity to the policy and procedure;
• to include clarifications by the Ministryof Education Memo 2012:SB01;
• to update Appendices A, B and D to facilitate ease of use by applicants and
administration;
• to include accountability changes for pupils claimed for English as a Second Language
(ESL)Funding by the Ministry of Education Memo 2012:SB2Q;
• to add Appendix E pursuant to the Ministryof Education Memo 2012:SB20;and
7.POLICIES/PROCEDURES UNDER REVISION-Cont'd
a.Student Admission -International/Out-of-Province/First Nations/Student Exchange
Policy and Procedure -cont'd
• to remove the detailed tuition fee calculations from procedure along with administrative
fee amounts,to allow administration the flexibility to establish rates and fee structures as
deemed appropriate.
The policy was reviewed with the following comments and suggestions:
• Item 4.0;the language in reference to 'on a reserve'was questioned and administration
will review.
•The "approved exchange organizations"noted under item 5.0 in the policy are vetted
through Program Services and the list is brought to Executive Council.Additional detail
is provided in the procedure under item 2.2. Making this list available to parents on the
website was suggested.
The procedure was reviewed with the following comments and suggestions:
•The tuition fee calculations are removed from procedure to allow administration the
flexibility to establish rates and fee structures as deemed appropriate.
• A question was raised as to whether there was a base tuition rate,and if so,it ought to be
accessible for Information on the website.
• A question was raised in regards to the role of the custodian and whether they are
contacted should there be discipline issues,for example.The custodian is contacted in
these circumstances.
The following motion was moved and carried:
That the Student Admission -International/Out-of-Province/First Nations/Student
Exchange Policy and Procedure be posted for public Inputfor 30 days.
b.Expense Reimbursements Policy and Procedure
K.Meeson and J.Pratt provided the revised draft Expense Reimbursements policy and
procedure for review.
The Management Board of Cabinet Issued the Broader Public Sector (BPS)Expenses
Directives governing requirement for BPS organizations,including school boards to establish
expense rules where amounts are reimburses from public funds.Subsequently,Price
Waterhouse Coopers was engaged to create an implementation guide to assist school board
compliance.
J.Pratt reviewed the draft policy and procedure documents.
A question arose as to whether the Trustee Expense Reimbursement policy could be
amalgamated into this policy.The other suggestion was to fold in policy #2026a;this is the
expense reimbursement policy for parent involvement committees.Administration will review.
Edits were captured and documented by J.Pratt.
Discussion ensued in regards to the per diem rates and the need for oversight and an approval
process.It was suggested having a Memorandum or Addendum that is reviewed annually by
the Board,it could come forward as part of the Budget approval process annually rather than
through Policy Working Committee each time a change needed to be made.
7.POLICIES/PROCEDURES UNDER REVISION -Cont'd
b.Expense Reimbursements Policy and Procedure -cont'd
A concern was raised in regards to the use of a rental car given a recent ruling In the provincial
Auditor General's Report.Administration willreview.
There was a discussion in regards to the meal per diem In exceptional circumstances and
whether this should be provided for in the procedure.Administration will take back the
concerns for further discussion.
Discussion ensued In regards to the hospitality section.The events listed ought to be listed
under a different section as these are 'employee/trustee only'events.
it was suggested to remove the section on Conferences as it does not apply to employee
expense reimbursement.
The document will be brought back to the May meeting for further discussion along with the per
diem rates proposed.
c.Criminal Background Check-Volunteers Independent Procedure
Manager J.Cuddle joined the meeting to provide an update regarding the Criminal Background
Check -Volunteer Independent procedure.
J.Cuddle noted the London Police are beginning to suggest the jobs requiring police checks
regardless of Board policy. He is working with the London Police in this regard.
On the volunteer side current policy is flexible such that screening is required depending on the
kind of work being done;the London Police is suggesting all volunteers have one done.
It was noted the permissible screening process leaves discretion up to the school and as such
there is not consistency across schools on how the policy is applied.
A concern/question was raised in regards to the consistency Inwhich checks are completed for
staff and volunteers (I.e.,staff have the check completed once,but volunteers are done
annually).
In response to a question,service providers going Intothe schools are required to have a police
check completed.
Exec.L.Elliott described the screening process and contracts with groups coming into the
schools.Checks are completed annually.She will provide J.Cuddle with paperwork provided
by S.Splndler in this regard.
d.Fifth Disease -Employees Independent Procedure
J.Cuddle presented proposed changes to the Fifth Disease -Employees independent
procedure.D. Kenny joined the meeting.
Disability Management Officers worked with three Public Health Units to review and update the
Independent procedures to reflect both current terminology and current practices.
The key changes the Fifth Disease Independent Procedure are as follows:
•Changing the confirming outbreaks to reported cases;
•Changes to the accommodation/work relocation process;and
•Changes to the notice to the public
Fact sheet and Alert posting will be made available on the website.
7.POLICIES/PROCEDURES UNDER REVISION -Cont'd
d. Fifth Disease -Employees Independent Procedure -cont'd
The following motion was moved and carried:
That the Fifth Disease -Employees Independent Procedure be posted for public input for
60 days.
e.Communicable Diseases -Employee Independent Procedure
D. Kenny reviewed key changes to the Communicable Diseases Independent procedure to
include updates to terminology and process,as well as reorganization of the document for a
better understanding.
The following motion was moved and carried:
That the Communicable Disease -Employees Independent Procedure be posted for
public input for 60 days.
f.Technology Security Procedure -deferred to end of May
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,May 28,2013 in the Governor Simcoe Room.
11.ADJOURNMENT
The Committee adjourned at 5:00 p.m.
RECOMMENDATION:
None
BILL MCKINNON
Committee Chair
15.f
REPORT OF THEBUDGET ADVISORY COMMITTEE 2013 April 30
7:00-8:26 p.m.
MEMBERS PRESENT ADMINISTRATION AND OTHERS
J.Bennett R.Tisdale B.Tucker D.Munroe
J. Coghlln (Chair) W. Huff K.Meeson S. Macey
T.Grant J.Pratt J.Berkin
Regrets:J.Todd
1.APPROVAL OF AGENDA
The agenda was approved as amended by motion.
2.CONFLICTS OF INTEREST -none declared.
3.IN-CAMERA -LEGAL
A motion to move in-camera was carried at 7:05 p.m.to discuss legal Issues.The Committee reconvened
in public session at 7:28 p.m.
4.GRANTS FOR STUDENT NEEDS (GSN)REVENUE
Manager Pratt reviewed the 2013-14 revenues.He noted that the total enrolment decrease of 531.81 is
resulting in a $5M decrease in GSN revenues.
5.OTHER REVENUE
Manager Pratt advised that the addition of other revenues to GSN revenue,such as tuition fees and special
program revenues will result intotal revenues of $815.5M.This represents an increaseof $6.1 Mfrom last
year.
6.34 CREDIT ANALYSIS
Manager Pratt advised that based on differentiated high credit funding resulting from the 34 Credit
Threshold,GSN revenue will decrease by approximately $1.4M for 2013-14.Discussion regarding the
effect on student timetabling and programming ensued.
7.OTHER BUSINESS
a. FULL DAY KINDERGARTEN (FDK)
Manager Pratt provided the projected FDK budget summary which Indicates a $2M deficit.Director Tucker
highlighted the programming benefits recognized with the formation of SK/GR1 combination classes and
advised that further analysis is forthcoming.
b.DEPARTMENT BUDGETS
Director Tucker described a line by line review of department budgets currently taking place with a goal of
achieving both In year projected savings and potential 2013-14 budget reductions.
c.TRUSTEE PRIORITIES
The Committee discussed Trustee establishment and review of system priorities. It was stressed that the
opportunity to highlight priorities takes place at Budget Advisory Committee meetings.
8.DATE AND TIME OF NEXT MEETING:
The next meeting was scheduled for 2013 May 07 at 7:00 p.m.
9.ADJOURNMENT
A motion to adjourn was approved at 8:26 p.m.
RECOMMENDATIONS:-none
JENNIFER COGHLIN
Chairperson
REPORT OF THE BUDGET ADVISORY COMWIITTEE 2013 May 07
7:00-9:44 p.m.
MEMBERS PRESENT
J.Bennett
J.Coghlin (Chair)
T.Grant
R.Tisdale
J.Todd
W.Huff
ADMINISTRATION AND OTHERS
B.Tucker
K.Meeson
J.Pratt
D.Munroe
8.IVIacey
T.Knox
K.Bushel)(-7:47)
K. Dalton (-7:47)
K.Wilkinson
J.Berkin
15.g
1.APPROVAL OF AGENDA
The agenda was approved by motion.
2.CONFLICTS OF INTEREST -none declared.
3.BOARD SUPPORTED CAPITAL MODEL
Superintendent Meeson highlightedthe proposed Board Supported Debt model designed byadministration
and approved by the Ministry of Education.Manager Pratt reviewed the effects on operating budget,
accumulated surplus,board supported debt and capital deficit for the 2012-13 approved budget and
2013-14 preliminarybudget. For 2012-13,he noted a net expense of $2.1M on the operating budget, an
appropriation committed to capital projects of $13.7M, a board supported debt of$23.5M and total capital
deficit of $9.8M at August 31. For 2013-14,Manager Pratt described a net expense effect on operating
budget of $3.7M,$17.4M appropriation committed to capital projects, board supported debt of $23M and
capital deficit of $6M. Director Tucker observed that the board supported capital model addresses the
Board's needs and Ministry of Education requirements for reporting.
Executive Officer Bushell highlighted items potentially affecting the capital deficit.He described major
repairs required on the Education Centre and advised that as school renewal funds cannot be used to fund
these expenses,they become board supported capital expenses.Frustration regarding the lackof funding
for administrative building renewal was expressed.Exec. Officer Bushell reviewed minor system and
program related projects and project expenditures awaiting Ministry funding. He described the timing
difficultiesfaced as the project design process takes place in advance of receipt of funding and noted that
proceeds ofdisposition often create a temporary gap infunding.ARC recommendations and program items
such as French Immersion are not funded through the Ministry's capital priorities funding. Executive
Superintendent Dalton reviewed the regulations the Board must follow with respect to disposition of
property. In response to Committee questions,Exec. OfficeBushellhighlightedrenewal fundingfor facilities
such as Wheable and briefly reviewed the prioritization process for determining school renewal projects.
Exec. Supt. Dalton noted the reduction in the average facility age outlined in the annual pupil
accommodation report each year. The Committee expressed their appreciation for the board supported
debt Illustration developed by administration and found Itvery helpful in understanding the model.
4.SPECIAL EDUCATION
Trustee Grant informed the Committee of SEAC's appreciation ofthe Informative budget presentation given
by Financial Services staff the previous night.Manager Pratt provided a highlevelsummary of projected
special education revenues and expenses,noting they are still working through the process with Supt.
Edgar. He described decreased SEPPA benchmarks,and Increase inthe SEAbenchmark, a slightdrop In
the high needs amount received and an increase InFDKfunding. He noted that although FTE has remained
constant,expenses have increased leadingto an overallprojected deficitof$5.6M for2013-14.It was noted
that the special education statement is a required Ministry report and illustrates TVDSB's commitment to
serving students.
5.TRUSTEE'S PRIORITIES
a.Review of Prior Years
Manager Pratt reviewed previous Items approved annually by the Board.Director Tucker discussed a report
on material handlings that will be presented to the Audit Committee in June 2013.Discussion regarding the
Board's obligations,legal requirements and associated costs took place.Supt.Meeson reviewed an update
provided from Supt.Nielsen regarding the computer funding received over three years.The Committee
discussed wireless capabilities and hardware provided to schools and It was agreed that the ICT plan
should be revisited to determine current status and future requirements.The Committee discussed the
merit of highlighting budgeted Board priorities such as mental health in the report to the community.In
response to a Trustee's question,Supt.Meeson will review the Oneida language program funding.
b.Priorities for 2013-14
Supt.Meeson advised that there were budget discussion items received from administration and Trustees.
Manger Pratt reviewed three potential areas of savings identified by administration along with projected
areas of Increased needs.Discussion regarding secondary programming needs ensued.Superintendent
Wilkinson identified three key findings that have been identified;specialized teachers required for the new
technology emphasis schools,appropriate courses and timetabling for Ross and Thames,and
programming problems faced at small secondary schools now due to projected declining enrolment.
Director Tucker emphasized the Importance of receiving support in a timely manner in order to provide the
programming required for September.Potential modes for addressing the problem were discussed.It was
agreed that a report regarding secondary programming needs will be presented to Board at the 2013 May
14 meeting.The Committee reviewed communication received from Trustees regarding priorities. It was
noted that a number of the Items require broader examination and will be explored more fullyIn the future.It
was suggested that a thorough analysis of FNMI programming take place.
6.OTHER BUSINESS -none
7.DATE AND TIME OF NEXT MEETING:
The next meeting was scheduled for 2013 May 21 at 7:00 p.m.
8.ADJOURNMENT
A motion to adjourn was approved at 9:44 p.m.
RECOMMENDATIONS:-none
JENNIFER COGHLIN
Chairperson
15.h
REPORT OF THE CHAIRS'COMMITTEE 2013 May 7
3:05 p.m.-5:50 p.m.
MEMBERS ADMINISTRATION AND OTHERS
J.Bennett (Chair) B.McKinnon B.Tucker (-3:09;+4:10 p.m.)
T.Grant R.Tisdale B.Williams
P.Thorup (-4:00 p.m.)
1.APPROVAL OF AGENDA
The agenda as amended was approved by motion.
2.CONFLICTS OF INTEREST -none declared.
3.REVIEW AND APPROVAL OF 2013 MAY 14 BOARD AGENDAS
The agendas for the In-Camera and public Board meetings of 2013 April23 were discussed with
no amendments.
4. IN CAMERA -PERSONAL,NEGOTIATIONS
The Committee moved in camera at 3:10 p.m. to discuss personal and negotiations matters.It
reconvened in public session at 4:29 p.m.
5.CORRESPONDENCE -none
6.STRATEGIC PLANNING
A discussion ensued in regards to defining the possible next steps for the redesign of the logo.
Director B.Tucker will consult with senior administration and follow up in this regard.
7.DRAFT SCHEDULE OF BOARD MEETINGS FOR 2013 DEC.TO 2014 NOV.30
The proposed schedule of In-camera and Public Board meetings for 2013 December to 2014
November was reviewed.Meetings in December will bethe2 ,10*^and l/"^.Otherwise,
meetings are scheduled on the 2 and Tuesday of the month with the exception of March.
Due tothe March break,the meeting in March will move tothe 1®*Tuesday.The following
motion was moved and carried and will be attached to the report:
That the schedule of In-camera and Public Board meetings for 2013-2014 be
approved.
A discussion ensued in regards to the content,frequency, and length-of Board meetings and the
need to consider a change.The following motion was moved and carried:
That an Ad Hoc Committee be formed to look at the Board meeting schedule and
agendas.
8.CONFIRMATION OF VOTING DELEGATES FOR OPSBA AGM
The following motions were moved and earned:
That Trustee G.Hart be appointed as the voting delegate at the OPSBA Annual
General Meeting.
That Trustee P.Sattler be appointed as the alternate voting delegate at the OPSBA
Annual General Meeting.
9.STS PRESENTATION TO THE BOARD
STS will be invited to pr
Trustees In September.
STS will be invited to provide an overview of their services atthe 2"*^meeting ofthe Board of
10.TIME CHANGE OF MAY 21 CHAIRS'COMMITTEE MEETING
The May 21 Chairs'Committee Meeting is set for 5 pm.Trustee B. McKlnnon may need to join
the meeting by phone.
11 SCHOOL SECURITY
Director B.Tucker provided Information about current security measures and those planned.
Recently received provincial funding will not fully cover the cost of Installing newer security
measures;the scheduling of which In the TVDSB Is similar to what can be found at other Boards
In the province. A noted concern with respect to security Is its impact on the establishment of
community hubs and creating welcoming places for parents.Director Tucker will provide an
update under Director's Announcement at the 2013 May 14 meeting witha more formal report to
come fonward at a later date.
12.PRESENTATIONS
a.Alternative Education Report
The Chairs Committee requests that a report from administration come forward to a Board
meeting in September in regards to alternative education.
b.Thames Valley Education Foundation
Director B.Tucker will follow up with TVEF to determine If the Foundation Is required to follow
the same Broader Public Service Directives as the Board with respect to procurement of
contracts.
13.OTHER BUSINESS -none
14.ADJOURNMENT
The meeting adjourned at 5:50 p.m. by motion.
RECOMMENDATIONS:
1.That the schedule of In-camera and Public Board meetings for 2013-2014 be approved.
2.That an Ad Hoc Committee be formed to look at the Board meeting schedule and
agendas.
3.That Trustee G. Hart be appointed as the voting delegate at the OPSBA Annual General
Meeting.
4.That Trustee P.Sattler be appointed as the alternate voting delegate at the OPSBA
Annual General Meeting.
J.BENNETT
Chairperson
THAMES VALLEY DISTRICT SCHOOL BOARD
Schedule of Regular Board Meeting Dates
2013 December 1 to 2014 November 30
DATE TIME BOARD/COMMITTEE
2013 December 2 7:00 p.m.Special Board Meeting
10 7:00 p.m.Inaugural Meeting
17 5:00 p.m.and 7:00 pm In-camera and Regular Board Meetings
2014 January 14 5:00 p.m.and 7:00 pm In-camera and Regular Board Meetings
28 5:00 p.m.and 7:00 pm in-camera and Regular Board Meetings
February 11 5:00 p.m.and 7:00 pm In-camera and Regular Board Meetings
25 5:00 p.m.and 7:00 pm In-camera and Regular Board Meetings
March 4 5:00 p.m.and 7:00 pm In-camera and Regular Board Meetings
25 5:00 p.m.and 7:00 pm in-camera and Regular Board Meetings
April 8 5:00 p.m.and 7:00 pm in-camera and Regular Board Meetings
22 5:00 p.m.and 7:00 pm in-camera and Regular Board Meetings
May 13 5:00 p.m.and 7:00 pm In-camera and Regular Board Meetings
27 5:00 p.m.and 7:00 pm In-camera and Regular Board Meetings
June 10 5:00 p.m.and 7:00 pm In-camera and Regular Board Meetings
24 5:00 p.m.and 7:00 pm in-camera and Regular Board Meetings
September g 5:00 p.m.and 7:00 pm In-camera and Regular Board Meetings
23 5:00 p.m.and 7:00 pm In-camera and Regular Board Meetings
October 14 5:00 p.m.and 7:00 pm In-camera and Regular Board Meetings
28 5:00 p.m.and 7:00 pm In-camera and Regular Board Meetings
November 11 5:00 p.m.and 7:00 pm In-camera and Regular Board Meetings
25 5:00 p.m.and 7:00 pm In-camera and Regular Board Meetings