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11/26/2013 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING,PUBLIC SESSION 2013 NOVEMBER 26,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA V-verbal M -material 1.CALL TO ORDER V 2.O CANADA V 3.SPECIAL MUSICAL PRESENTATION -East Oxford Central Public School Intermediate Band V 4.APPROVAL OF AGENDA V 5.OFFICIAL RECORD 6.RECOGNITIONS -none 7.CONFLICTS OF INTEREST V CHAIR'S ANNOUNCEMENTS V 9.DIRECTOR'S ANNOUNCEMENTS V 10.CHAIR'S VALEDICTORY ADDRESS V 11.ADMINISTRATIVE PRESENTATIONS -none 12.MINUTES OF THE 2013 NOVEMBER 12 REGULAR BOARD AND 2013 NOVEMBER 19 M SPECIAL BOARD MEETING a.Confirmation of Minutes b.Business Arising from Minutes 13.STUDENT TRUSTEES'UPDATE V 14.REPORTS FROM THE ADMINISTRATION a.School Year Calendar Thames/Ross Survey Results M b.Senior Administrative Response to the Central London Elementary ARC (Bishop M Townshend,Lord Roberts French Immersion,Lome Avenue,and St.George's Public Schools). 15.REPORTS FROM COMMITTEES a.Chairs'Committee,2013 November 19 M b.Final Report of the Ad Hoc Award of Distinction Committee,2013 November 26 M c.Committee of the Whole - In Camera,2013 November 26 V 16.COMMUNICATIONS a.Ontario Public School Boards'Association (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 2013 NOVEMBER 26,7:00 P.M. BOARD ROOM,EDUCATION CENTRE The Board met in regular session on 2013 November 26 in the Board Room at the Education Centre, meeting in public session at 7:01 p.m.The following were In attendance: TRUSTEES J.Bennett (Chair) R.Campbell D.Clark J.Coghlln T.Grant G.Hart W. Huff (via teleconference) Regrets:C.Tully D.Idlbe P.Jaffe B.McKlnnon (via teleconference) S.Poihill R.Tisdale J.Todd (-9:50) ADMINISTRATION AND OTHERS L.Elliott J.Pratt C.Bourbonnals- MacDonald R.Culhane M.Deman L.Griffith-Jones D.MacPherson K.Meeson M.Moynlhan V.Nielsen 8.Powell B.Bonier K.Wilkinson K.Bushell B.Williams K.Young R.Hoffman (-8:00) K.Aitken 1.CALL TO ORDER Board Chair J.Bennett called the meeting to order at 7:01 p.m. 2./3.O CANADA AND SPECIAL MUSICAL PRESENTATION The appreciation of the Board was extended to East Oxford Central Public School Intermediate Band for their performance and to Conductor Jeff Holbrough for leading in the singing of O Canada and performing three musical selections. 4.APPROVAL OF AGENDA The agenda,as amended to add Item 19.a -Transportation Ad Hoc Committee Update and Item 19.b -Bylaws Ad Hoc Committee Update,was approved on motion of T.Grant,seconded by J. Coghlln. 5.OFFICIAL RECORD -none 6.RECOGNITIONS-none 7.CONFLICTS OF INTEREST -none declared 8.CHAIR'S ANNOUNCEMENTS Chair Bennett reported she attended a concert program at H.B.Beal where Young Americans engaged students intheir International Music Outreach Tour. A copy of the brochure is available for trustees to review In the Trustee Conference Room. 9.DIRECTOR'S ANNOUNCEMENTS Director Elliott reported on the launch of "Out From Under -Disability,History and Things to Remember"exhibit that will be showcased in the atrium at the Education Centre until the end of January.The final destination of the exhibit will be at The Canadian Museum for Human Rights in Winnipeg,Manitoba next September.Tours can be arranged by contacting Bonnie Williams, Corporate Services. 10.CHAIR'S VALEDICTORY ADDRESS Chair Bennett presented the following Valedictory Address: "Director Elliott, fellow trustees,administrative staff and guests,it has been an honour to serve as your Chairperson - to represent the trustees and advocate for our students over the past year. This year we have faced many challenges,seen some significant staff changes and celebrated many successes. There were several challenges as a result of Bill 115:The Putting Students First Act. Extra curricular activities were discontinued for a period of time but sports,drama and music which are enjoyed by both students and staff began again inthe spring and were back in full force this fall. We appreciate the work of our staff to provide enrichment to the school experience for our students. Moving forwardwe continue to workwiththe Ministry and OPSBAto findour Thames Valley voice at the bargaining table for the next round of negotiations. This fall we celebrated the careers of our 300 retirees from across the Valley including Custodians,Educational Assistants,Teachers,Principals,Superintendents and a Director. At the same time that we celebrate,we also realize that when they leave there is a very real loss of history,expertise and commitmentto the Thames Valley system.From our team here In the Boardroom,we celebrated the careers and contributions of Scott Hughes,Mary-Ellen Smith,Paul Tufts,Diana Rajala,Mike Sereda and Bill Tucker. Director Tucker worked with us to interview and appoint new Superintendents to fill the positions vacated by retirement.During the spring,Bill and Mike worked withus to make our new mission - We build each student's tomorrow,every day - a reality and to articulate our commitments to the system. Bill retired on August 31 to assume a position with the Faculty of Education at Althouse College. We became a stronger system under Bill's leadership as Directorfor almost six years.It was a pleasure to work with and learn from him. Laura Elliott officially became our new Directoron September 3.With the Superintendent retirements and the creation of the two new Associate Director positions,changes were made in the responsibilities of90 percent ofthe Superintendents to includethe implementation ofthe Board's new strategic plan and its commitments with a focus on student achievement.Director Elliott has said that we need to focus on "what can our students do and what do they struggle with?"We know that we have gaps In achievement with our First Nations students,our students with special needs,our English language learners and our newcomers to Canada.Those are the unique populations where we need to focus our attention. In my Inaugural Address,I said that weighing our future decisions at this Board table against our strategic commitments will be our Indicator of success.1also said that links with our student leaders led by our Student Trustees will prove to be a valuable pulse moving forward.This was very clearly illustrated during our discussion and debate on the 34-Credlt cap.Students led by our Student Trustees Claire and Diana provided us with feedback from their Student Advisory Council meeting which influenced our discussion and ultimate decision. 2013 November 26...3 10.CHAIRS'VALEDICTORY ADDRESS -cont'd Iwould like to Illustrate how one of our commitments Is being brought to life at one of our elementary schools, West Oaks French Immersion PublicSchool. In September,the school launched their AntI Bullylng/Self-Esteem Awareness Program with a very high energy, Interactive assembly.Through music,movement and motivation, the students worked In groups to learn about their Inner strength and how to solve problems that come their way. At the end of the assembly,the message resonated throughout the gym as the students called out "One person can make a difference.Together we can change the world". In October,like many schools, these same students participated In the 1,000 Acts of Kindness challenge.A second example of the commitment - "Being Inclusive,fair and equitable by empowering students to become caring community members and responsible global citizens" can be Illustrated by the fall concert program at H. B.Beal Secondary School with the Young Americans vjhlch is a program dedicated to the promotion of understanding and goodwill amongst people around the world through music, dance,and performance with other student groups - in this case several H.B.Beal Secondary School students and several other students from elementary schools. We have celebrated many accomplishments this year. •We have worked with four amazing Student Trustees to bring us the student perspective. •We have completed Technology Emphasis renovations at Clarke Road,Montcalm and Saunders Secondary Schools. •There were FDK additions and renovations completed at six schools. •There have been several renovations and the new Mary Wright Public School resulting from the recommendations of the Colborne Street ARC. •School and community partners have again taken The Pledge to End Bullying. •In the summer,Trustee Peggy Sattler was successfully elected to the position of WIPP representing London-West. •The Tmstees interviewed candidates for the vacant Trustee position and we were pleased to appoint Matt Reld to join our team. There are also many people that Iwant to recognize and thank this evening.Director Tucker, you willingly gave an incredible commitment of loyalty,expertise and time to our students and the system.Together we celebrated success and dealt with many challenges.Bill,enjoy your hot chocolate by the fire! Director Elliott,in a very short time you have shown leadership not only in the changes you've made,but in your willingness to work with trustees and the Senior team to make our Mission and Vision not just words on the wall,but incorporated In the work of every employee and brought to lifeIn every classroom across Thames Valley. To the Senior team,your work ethic is second to none on behalf of students.To all of the staff in Director's Services - Kelly Aitken,Leanne Memer,Bonnie Williams and Theresa Levschuk;thank you.As a Trustee team we appreciate your ongoing support. Sue Pullam is the Trustees most valuable asset.She understands trustee protocol and works very hard to keep us on track.Organizing 15 trustees for dozens of functions and remembering everyone's personal schedules Is a complex task.The role of Chairperson would be Impossible without her support.Thank you Sue. Special thanks also to Manager Kate Young and Public Affairs Co-ordinator Richard Hoffman for their support. Last,but certainly not least,thank you to my colleagues.Chairing a committee requires extra time and understanding.Many of you sit on committees and work with little recognition.Thank you. 2013 November 26...4 10.CHAIRS'VALEDICTORY ADDRESS -cont'd Thank you to Tracy,Ruth and Graham for representing Thames Valley at OPSBA.This commitment often took time away from your family and we appreciate it. I would be remiss if Idid not thank the members of the Chairs'Committee -Bill McKinnon,Tracy Grant,and Ruth Tisdale.We have worked well together and your positive outlook and sound advice have helped me to stay focused and positive. Trustees,your communities have been well served through your outstanding commitment.Thank you on behalf of the students we serve. Thank you for entrusting me with the responsibility to represent your Interests as Chairperson.I challenge you again to continue to fight passionately for public education,to always put students first,and to commit to role modeling our system vision.We have cause to celebrate our students, our system and public education because together we have made a difference." The following motion was moved by T. Grant,seconded by M.Reld and carried: That the Chairperson's Valedictory address be spread upon the minutes. 11.ADMINISTRATIVE PRESENTATIONS -none 12.MINUTES OF THE 2013 NOVEMBER 12 REGULAR BOARD AND 2013 NOVEMBER 19 SPECIAL BOARD MEETING a.Confirmation of Minutes The minutes of the Regular Board Meeting of 2013 November 12 and Special Board Meeting of 2013 November 19 was adopted on motion of J.Coghlln,seconded by R. Campbell. b.Business Arising from the Minutes -none 13.STUDENT TRUSTEES'UPDATE Student Trustees,D.Idlbe and C.Tully attended the FallGeneral Meetingon November 14 in Toronto. Student Trustee Idibe noted that discussion on the 34-Credit Threshold will continue at the next Student Advisory Council meeting. 14.REPORTS FROM THE ADMINISTRATION a.School Year Calendar Thames/Ross Survey Results Supt. S. Powellprovided informationconcerning decisions about the school year organization for the consolidated Thames Secondary and Sir George Ross Secondary Schools. In June 2013,as part of the Phase 4 London Secondary Vocational and Technology Program ARC,the Board of Trustees approved a recommendation that a survey be conducted with students,parents and staff concerning the school year organization for the consolidated Thames Secondary and Sir George Ross Secondary Schools. In October 2013,a survey was developed and conducted in both school communities.Surveys were distributed in paper format and were also available electronically.The two key survey questions were; 1.Do you prefer the school year calendar that is currently used at Thames Secondary School or the school year calendar that is used at Sir George Ross Secondary School? 2013 November 26...5 14.REPORTS FROM THE ADMINISTRATION -cont'd a.School Year Calendar Thames/Ross Survey Results -cont'd 2. Do you prefer a semester or non-semestered system? The results have been compiled by Research and Assessment. There were 357 responses to the survey.A total of 69 parents,220 students,and 68 staff completed the survey. Parents Students Staff Thames Ross Thames Ross Thames Ross Gount i 28 41 101 1.•119,=29 39 ! %within each sub group 40;6%59.4%45.9%54.1%42.6%'57.4% The summary of the survey findings are as foilows: •The majority of Thames parents,students and staff indicated a preference for the school calendar that Thames Secondary School currently uses while the majority of Sir George Ross parents,students and staff indicated a preference for the alternate school calendar that Ross Secondary School currently uses. The majority of parents and students at both Thames and Sir George Ross indicated a preference for the non-semestered system.The majority of Thames staff Indicated a preference for a semestered system while Sir George Ross staff did not indicate a clear preference, in addition to the survey results,other considerations In determining the 2014-15 school year organization for the consolidated Thames / Sir George Ross school include: •greater flexibility for students to move mid-year between Thames/Sir George Ross and other secondary schools with a 10 month,semestered school organization; •alignment with dual credit programs,SWAC programming,and TVRA athletics with a 10 month school organization; •greater opportunities for staff to move between schools and accept part-time assignments in other schools with a 10 month,semestered school year organization; • lack of air conditioning at Thames SS if an 11 month school year calendar was used. Based on the above considerations,beginning in 2014-15,the consolidated Thames / Sir George Ross school will: •use the same 10 month school year calendar followed in other TVDSB secondary schools; •be structured as a semestered school. b.Senior Administrative Response to the Central London Elementary ARC (Bishop Townshend,Lord Roberts French Immersion,Lome Avenue,and St George's Public Schools) Chair Bennett introduced the agenda item acknowledging and thanking the members in the gallery for their patience and understanding as the Board of Trustees moved through their normal process for the meeting before coming to this agenda item. Chair Bennett provided a brief description of the process that would follow noting that the recommendations of the Senior Administrative Response to the Central London Elementary ARC were deferred to this meeting and are on the floor for debate. 2013 November 26...6 14.REPORTS FROM THE ADMINISTRATION -cont'd b.Senior Administrative Response to the Centrai London Eiementary ARC (Bishop Townshend,Lord Roberts French Immersion,Lome Avenue,and St.George's Public Schools)-cont'd Chair Bennett further acknowledged that Trustee P.Jaffe would be putting forward a motion to substitute and that the substitute motion has been provided to Trustees.Chair Bennett described the process fordebating and voting on the substitute motion.Trustee Jaffe was requested to speak to the recommendations on the floor. Trustee P. Jaffe requested that Senior Administration enter Into a process to sell or lease a portion of the school to a preferred entity for other uses. He referred to the correspondence received by Mayor Joe Fontana regarding ongoing discussions for viable and sustainable programs at Lome Avenue Public School.Healso recognized the correspondence received from the Aeolian Performing Arts Centre and Its plan to look at establishing a Centre of Excellence. Trustee Jaffe added that this will respect the wishes and dreams of the community for an alternative plan. The motion to substitute the recommendations on the floor with the following was moved by P. Jaffe,seconded by M.Held and adopted by poll vote: That Lome Avenue Public School at 723 Lome Avenue,London,Ontario,N5W 3K7 remain open to accommodate the projected enrollmentfor its current attendance area and that any existing space not required for the school and existing day care programs within the school be declared surplus and a proposal for sale or lease of the surplus space be circulatedto the preferredentitlespursuant to Ontario Regulation 444/98. Senior Administration is directed to prepare a proposal which would Include the terms and conditions to ensure student safety, be fiscally responsible and to detail suitable uses of the surplus space given the operation of an elementary school and the remaining portion of the facility. If the board is unable to negotiate a satisfactory sale or lease of the surplus space with a preferred entity by April 30, 2014 Lome Avenue PublicSchool will be closed as of June 30,2015,and the remainder of the facility be declared surplus no earlier June 30, 2015 unless directed by the board so that during the period from April 30, 2014 to June 30, 2015 the board may explore alternative plans for the use of the facility by the board, the cityof London and/or community agencies. The above motion is subject to the approval of the Ministry of Education with respect to the capital funding for the addition and renovation to Bishop Townsend Public School. Recommendations 2 to 5 and 7 to 9 deferred until May 13,2014. Recommendation 6 concerning the status of Lord Roberts Public School,to be voted on November 26,2013. Poll Vote YEAS:J.Bennett,D. Clark, J. Coghlln, T.Grant,G. Hart, W. Huff, P.Jaffe, M.Reld,R.TIsdale,J.Todd NAYS:R.Campbell,B.McKlnnon,S. Polhlll ABSTENTIONS:none Student Trustee Idlbe yea The substitute motions moved forward for debate as the main motions on the floor. A 2013 November 26...7 14.REPORTS FROM THE ADMINISTRATION -cont'd b.Senior Administrative Response to the Central London Elementary ARC (Bishop Townshend,Lord Roberts French Immersion,Lome Avenue,and St George's Public Schools)-cont'd Trustee M.Reld thanked Trustee Jaffa and the community for their continued effort and support looking at creative and cost-effective solutions to keep Lome Avenue Public School open.He asked that the Board ensure every option available for has been exhausted before closing the school and declaring it surplus.He added that he will continue to support the ARCs recommendation to create an innovative Centre of Excellence for the students and the community. In response to a question,Executive Officer Bushell confirmed that in consultation with Harrison Pensa LLP, a portion of a school can be declared surplus for disposition according to O.Reg 444/98.He noted that by moving forward with a partial sale/lease of the property,a structured proposal outlining terms and conditions would need to be drafted to ensure student safety,be fiscally responsible,and be a compatible use with an elementary school.He noted that he would be proposing a long-term lease of 20 years and that the Board would not take on any added financial responsibilities due to the lease,either to operating the building or through renewal of the building.An appraisal would determine the fair market value of the surplus portion of the building and that the Ministry of Education would need to approve the terms and conditions of the lease. Some of the challenges regarding the sale of a portion of the building would be the separation of building systems,such as heating and ventilation and also ensuring fire safety. In terms of compatible use,the Board would rely on the municipal zoning of the property to ensure that the proposed use would be suitable to the Board.The Safe Welcome Program was discussed to be the basis for student safety. Discussion centered on whether or not a portion of the building could be demolished.It was noted that this would be a complicated process taking time and expense to obtain detailed plans and estimates.It was noted that a review was conducted with the current drawings and it was estimated that the removal of the east wing and third floor would cost between $4.2M to $5.1 M to demolish and re-configure building systems such as heating and fire safety.Additionally,the cost to relocate program spaces to the remaining school which would include FDK suites,Learning resource Centre,General Arts room and additional washrooms would cost an estimated $660K. Thus the overall range to demolish a portion of Lome Ave and re-configure the program spaces would be between $4.8M and $5.7M.He also noted that the building would need to be vacated for 12 to 18 months to complete the work. In response to a question regarding bussing,It was approximated to cost $200K per year to bus students Bishop Townshend PS. The following motions were moved by P.Jaffe,seconded by M. Reld and adopted by poll vote: That Lome Avenue Public School at 723 Lome Avenue,London,Ontario,N5W 3K7 remain open to accommodate the projected enrollment for its current attendance area and that any existing space not required for the school and existing day care programs within the school be declared surplus and a proposal for sale or lease of the surplus space be circulated to the preferred entities pursuant to Ontario Regulation 444/98. Senior Administration is directed to prepare a proposal which would include the terms and conditions to ensure student safety,be fiscally responsible and to detail suitable uses of the surplus space given the operation of an elementary school and the remaining portion of the facility. 2013 November 26...8 14.REPORTS FROM THE ADMINISTRATION -cont'd b.Senior Administrative Response to the Central London Elementary ARC (Bishop Townshend,Lord Roberts French Immersion,Lome Avenue,and St.George's Public Schools)-cont'd if the Board Is unable to negotiate a satisfactory sale or lease of the surplus space with a preferred entity by April 30,2014,Lome Avenue Public School will be closed as of June 30,2015,and the remainder of the facility be declared surplus no earlier than June 30,2015 unless directed by the Board so that during the period from April 30, 2014 to June 30,2015 ,the Board may explore alternative plans for the use of the facility by the Board,the City of London and/or community agencies.The above motion Is subject to the approval of the Ministry of Education with respect to the capital funding for the addition and renovation to Bishop Townsend Public School. Recommendations 2 to 5 and 7 to 9 deferred until May 13,2014. Recommendation 6 concerning the status of Lord Roberts Public School,to be voted on November 26,2013. Poll Vote YEAS:J.Bennett.D.Clark.T.Grant,W. Huff. P.Jaffe.S.Polhill. M.Reld,J.Todd NAYS:R.Campbell,J.Coghlin,B.McKlnnon.R.TIsdale ABSTENTIONS:G.Hart Student Trustee Idibe yea The following motion was moved by J.Todd,seconded by T.Grant and earned: That Lord Roberts French Immersion Public School remain an SK to 8 single-track French Immersion elementary school. The committee recessed at 9:50 p.m.and reconvened at 10:15 p.m. 15.REPORTS OF COMMITTEES a.Report of the Chairs'Committee,2013 November 19 Trustee Grant referred to the written report of the 2013 November 19 Chairs'Committee meeting as attached (Item A)and provided to the Trustees in advance of the Board meeting. b.Final Report of the Ad Hoc Award of Distinction Committee,2013 November 26 Trustee Grant referred to the written report of the 2013 November 26 Final Report of the Ad Hoc Award of Distinction Committee meeting as attached (Item B)and provided to Trustees in advance of the Board meeting. The following motions were moved by T.Grant,seconded by J. Coghlin and carried: That the revised Award of Distinction Nomination Package be approved. That the Award of Distinction event be videotaped and a copy made available to each nominee and recipient. That the Award of Distinction event be held the Tuesday of Education Week unless otherwise determined by the Chairs'Committee. That the Ad Hoc Award of Distinction Committee be disbanded. 2013 November 26...9 15.REPORTS OF COMMITTEES -cont'd c.Committee of the Whole - In Camera,2013 November 26 Trustee Tisdale reported the committee met in camera from 5:05 p.m. to 5:27 p.m.Tlie committee discussed confidential negotiations and personal matters. The following motion was moved by R.Tisdale,seconded by D.Clark and carried: That the motions related to personal matters be approved. 16.COMMUNICATIONS a.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION (OPSBA)UPDATE -none 17.NOTICE OF MOTION -none 18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 19.ADDITIONAL ITEMS a.Bylaw Review Ad Hoc Committee Update Trustee Clark advised that a legal opinion was pending on the current Bylaws,and therefore, further indulgence is needed prior to a final report to the Board.The following motion was moved by D.Clark,seconded by T.Grant and carried: That the Bylaw Review Ad Hoc Committee provide a final report to the Board on 2014 February 25. b.Transportation Ad Hoc Committee Update Trustee Grant noted that several meetings have taking place to fulfill the mandate.They have worked through the policies and procedures of STS with the support of Supt.K. iVIeeson.Several housekeeping issues have been referred back to the Board of Directors.Currently the committee is reviewing the Service Agreement.Recognizing there is a new Superintendent responsible for Transportation and in order to complete the review of the Service Agreement an extension on providing a final report was requested. The following motion was moved by T.Grant,seconded by D. Clark and carried: That the Transportation Ad Hoc Committee provide a final report to the Board on 2014 May 27. 20.QUESTIONS/COMMENTS BY MEMBERS Chair Bennett noted that this was the last official meeting for Supt.Meeson.She acknowledged that Supt.Meeson has been an invaluable team member and wished her the best in her new role with the Toronto District School Board. 21.ADJOURNMENT The meeting adjourned at 10:30 p.m. on motion of J.Coghlln,seconded by R.Tisdale. Confirmed:(X ,g- Chairperson 2013 November 26...10 SUMMARY OF APPROVED RECOMMENDATIONS OF 2013 NOVEMBER 26 - That the Chairperson's Valedictory address be spread upon the minutes. -That Lome Avenue Public School at 723 Lome Avenue,London,Ontario,N5W 3K7 remain open to accommodate the projectedenrollmentforits curent attendance area and that any existing space not required forthe schooland existing day care programs within the school be declared surplusand a proposal for sale or lease of the surplus space be circulated to the preferred entities pursuant to Ontario Regulation 444/98. Senior Administration Isdirected to prepare a proposal vifhich would includethe terms and conditions to ensure studentsafety,be fiscally responsibleand to detail suitableuses ofthe surplusspace given the operation ofan elementaryschooland the remaining portion ofthe facility. Ifthe Board is unable to negotiate a satisfactorysale or lease of the surplus space with a preferred entity by April 30,2014,Lome Avenue Public School will be closed as of June 30,2015,and the remainder of the facility be declared surplus no earlier than June 30, 2015 unless directed by the Board so that during the period from April 30, 2014 to June 30, 2015 , the Board may explore alternative plans for the use of the facility by the Board,the City of London and/or community agencies. The above motion issubjecttothe approval ofthe Ministry of Education with respect tothe capital funding forthe addition and renovation to BishopTownsend PublicSchool. Recommendations 2 to 5 and 7 to 9 deferred until May 13,2014. -That Lord Roberts French Immersion Public School remain an SK to 8 single-track French Immersion elementary school. That the revised Award of Distinction Nomination Package be approved. -That the Award of Distinction event be videotaped and a copy made available to each nominee and recipient. - That the Awardof Distinction event be held the Tuesday of Education Week unless otherwise determined by the Chairs'Committee. -That the Ad Hoc Award of Distinction Committee be disbanded. -That the motions related to personal matters be approved. - That the BylawReviewAd Hoc Committee providea final report to the Board on 2014 February 25. That the Transportation Ad Hoc Committee provide a final report to the Board on 2014 May27. REPORT OF THE CHAIRS'COWIWllTTEE Item A 2013 November 19 1:15 p.m.-2:32 p.m. MEMBERS ADMINISTRATION AND OTHERS J.Bennett (Chair)T.Grant B.McKinnon L.Elliott B.Williams Regrets:R.TIsdale 1.APPROVAL OF AGENDA The agenda as amended was approved by motion. 2.CONFLICTS OF INTEREST -none declared. 3.REVIEW AND APPROVAL OF THE 2013 NOVEMBER 26 BOARD AGENDAS The agendas for the public and in camera meetings of 2013 November 26 were reviewed and amended. 4.CORRESPONDENCE a.Letter from Ontario College of Teachers re:request to meet to discuss their role, range of services and how to work together. Chair J.Bennett reported she received a letter from the Ontario College of Teachers requesting a meeting to discuss their role,range of services and how to work together. The letter will be attached to the Chairs'report as correspondence received.Trustees will be asked to contact Chair Bennett should they be interested in meeting with this group. Director L. Elliott noted they also are seeking to host a public meeting;representatives from SEAC and TVPIC were Identified as important attendees. 5.STRATEGIC PLANNING-none Next steps for completing the videos were discussed;the launch of the virtual tour is expected in January.Director Elliott reported senior administration is working on operatlonalizing the strategic plan. It was confirmed the TVDSB logo would be on the promotional materials. 6.INFORMATION FOR INTERESTED CANDIDATES FOR TRUSTEE -ELECTION OCTOBER 2014 In preparation for the October 2014 election it was suggested that having information for interested candidates be made available.It was noted that OPSBA has materials on line; currently they are updating their guide.Discussion ensued into developing a standardized response should candidates contact Trustees or Board staff. Ms. S.Pullam will be asked to think about the content of a standardized response and key documents or resources,such as the OPSBA guide,that may be referenced in the response. 7.CALENDARING/TRUSTEE ENGAGEMENTS Trustee T.Grant noted the participation at the French Immersion information session was poor prompting a question as to how scheduled events and engagements are scheduled on the Trustee calendar. Ms. S.Pullam will be asked to schedule events and engagements on the Trustee calendar as she is made aware of these events/engagements.Inaddition, Director Elliott will ask that Ms. T. Levschuk inform Ms. Pullam of upcoming events/engagements. The Committee moved in camera at 2:02 p.m. to discuss personal matters.It reconvened in public session at 2:30 p.m. 8.ST.THOMAS LIBRARY BOARD VACANCY (In Camera) 9.PRESENTATIONS -none 10.OTHER BUSINESS a.Personal (In Camera) 11.DATE AND TIME OF NEXT MEETING The next meeting is scheduled for 2013 December 3 in Governor Simcoe @ 3 p.m. 12.ADJOURNMENT The meeting adjourned at 2:32 p.m. by motion. RECOMMENDATIONS:None J.BENNETT Committee Chair DISTRICT SCHOOL BOARD REPORT TO:BOARD X Public In Camera COMMITTEE Public In Camera PRESENTED FOR APPROVAL SUBMITTED BY:Tracy Grant.Trustee SIGNATURE: SUBJECT:Final Report of the Ad Hoc Aw/ard of Distinction Committee Date of Meeting; Item#:15.b Item B 2013 November 26 RECOMMENDATIONS:That the revised Award of Distinction Nomination Package be approved. That the Award of Distinction;event be videotaped and a copy made available to each nominee and recipient. That the Award of pistinction;event be held theiTuesday of Education Week unless otherwise determined bythe Chairs'Committee. That the Ad Hoc Award of Distinction Committee be disbanded. Purpose To report on the activities and recommendations of the Ad Hoc Award of Distinction Committee. Content Atthe 2013 May28 meeting ofthe Board,trustees approved the establishment ofan ad hoc committee to review the criteria and format of the Award of Distinction.At the 2013 June 11 Board meeting Trustees T. Grant and J.Coghlln and Supt. K.Edgar were appointed to the committee.Chair J. Bennett also joined the committee. The committee reviewed the nomination package,adjudication process,and award ceremony.The nomination package was revised Inconsideration ofthe new strategic plan and the 7 commitments. The revised package is attached. The adjudication process was reviewed and not revised. The award ceremony is scheduled forTuesday May6 inthe Thames Room.Inthe past itwas heldthe Thursday of Education Week.The committee recommends that it move to the Tuesday facilitating more participationbyall Trustees.Going fonward,should the Tuesday of Education Week fall on the evening of a Board meeting,Chairs'Committee will determine tlie date. Recognizing the importanceofthe Award,the event will be videotaped with copies ofthe DVD provided to all nominees and recipients of the Award. Having completed Itsmandate, itis recommended the ad hoc committeebe disbanded. Cost/Savings n/a Timeline Immediate Appendices 2014 Awardof Distinction Nomination Package Relation to Commitments: •Putting students first.•Actively engaging our students,staff,families and communities. IS Recognizing and encouraging leadership In all its forms.•Being inclusive,fair,andequitable. >,•Ensuring safe,positive learning and working environments.•Inspiring new ideas and promoting innovation. •Taking responsibility forthe students and resources entrusted to our care.