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9/10/2013 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING,PUBLIC SESSION 2013 SEPTEMBER 10,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA V-verbal M -material 1.CALL TO ORDER 2.O CANADA 3.SPECIAL MUSICAL PRESENTATION -none 4.APPROVAL OF AGENDA 5.OFFICIAL RECORD 6.RECOGNITIONS -none 7.CONFLICTS OF INTEREST 8.CHAIR'S ANNOUNCEMENTS 9.DIRECTOR'S ANNOUNCEMENTS 10.ADMINISTRATIVE PRESENTATIONS -none 11.MINUTES OF THE 2013 JUNE 25 REGULAR BOARD MEETING a.Confirmation of Minutes b.Business Arising from Minutes 12.STUDENT TRUSTEES'UPDATE 13.REPORTS FROM THE ADMINISTRATION a.Accommodation Update b.Safe Welcome Program c.Surplus Property -Sherwood Forest Public School 14.REPORTS FROM COMMITTEES a.First Nations Advisory Committee,2013 June 18 b.Policy Working Committee,2013 June 25 c.Chairs'Committee,2013 September 3 d.Committee of the Whole - In Camera,2013 September 10 V V V M V V V M V V M M M M V 15.COMMUNICATIONS a. Ontario Public School Boards'Association (OPSBA)- Update V 16.NOTICE OF MOTION -none 17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN 18.ADDITIONAL ITEMS 19.QUESTIONS/COMMENTS BY MEMBERS 20.ADJOURNMENT THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING 2013 SEPTEMBER 10 BOARD ROOM,EDUCATION CENTRE The Board met in regular session on 2013 September 10 in the Board Room at the Education Centre, meeting in public session at 7:03 p.m.The following were In attendance: TRUSTEES J.Bennett (Chair) R.Campbell D.Clark J.Coghlln T.Grant G.Hart W. Huff (+7:45) D.Idibe P.Jaffe B.McKinnon 8.Polhill R.Tisdale J.Todd C.Tully ADiVIINISTRATION AND OTHERS L.Elliott K.Dalton J.Pratt C.Bourbonnais- MacDonald R.Culhane M.Deman K.Edgar L Griffith-Jones D.Macpherson K.Meeson M.Moynihan V.Nielsen 8.Powell B.Sonier K.Wilkinson K.Bushell B.Williams K.Young K.Aitken 1.CALL TO ORDER Board Chair J.Bennett called the meeting to order at 7:03 p.m. 2./3.O CANADA AND SPECIAL MUSICAL PRESENTATION The meeting was opened withthe recording of O Canada recorded by the Pierre Elliott Trudeau Grade 8 Band. 4.APPROVAL OF AGENDA The agenda was approved on motion of R.Campbell,seconded by T.Grant. 5.OFFICIAL RECORD B.Williams,Supervisor,Corporate Services,read the following official record into the minutes: We regret to record the death of Barbara Beach,an English as a Second Language Instructor at G. A.Wheable School on 2013 July 13. 6.RECOGNITIONS -none 7.CONFLICTS OF INTEREST -No conflicts of interest were declared. 8.CHAIR'S ANNOUNCEMENTS Chair Bennett formally welcomed Director L. Elliottto the role of Director of Education of TVDSB. She also welcomed 2013-2014 Student Trustees,D. Idibe and C. Tully to the meeting. Chair Bennett noted the resignation of P.Sattler,who was elected as MPP to London-West in August.A special recognition of P.Sattler will take place in November. 2013 September 10...2 9.DIRECTOR'S ANNOUNCEMENTS Director Elliott welcomed everyone to the new school year including the new Senior Administration team.She referred to the 2013-14 TVDSB Organizational Charts distributed at the meeting.She noted that the Board's website currently is under construction and that she is inthe process of developing a Director's Blog. She introduced Manager K.Young to share the Good News...from the Director\Nh\ch refers to the Board's website "Hot Links"that includes News from TVDSB,TVDSB in the Media,as well as Social Media. 10.ADMINISTRATIVE PRESENTATIONS -none 11.MINUTES OF THE 2013 JUNE 25 BOARD MEETING a.Confirmation of Minutes The minutes of the 2013 June 25 Regular Board Meeting were adopted on motion of P.Jaffe, seconded by J. Coghlin. b.Business Arising from the Minutes -none 12.STUDENT TRUSTEES'UPDATE -none 13.REPORTS FROM THE ADMINISTRATION a.ACCOMMODATION UPDATE Exec. Officer K.Bushel!provided a detailed update on various capital projects and school renewals including Year 4 Full-Day Kindergarten (FDK). Capital Projects and School Renewal -Year 4 FDK •Eight additions were constructed or nearly constructed at Prince Charles,Southwold, Hillcrest,McGregor,J.P.Robarts,Sir Isaac Brock,University Heights,and Orchard Park Public Schools. •15 renovations projects were completed at New Sarum,South Dorchester,Sparta,Port Burwell,Springfield,Fairmont,Oliver Stephens,Victoria,Ekcoe,Mosa,Parkhill-West Williams,White Oaks,Westmount,C.C.Carrothers and Hickson Public Schools. • A total of 46 new or renovated FDK classrooms were brought on-line. In addition to FDK projects,Accommodation Review Committee recommendations for capital projects were constructed or have commenced at J.S.Buchannan,North Meadows,Orchard Park,University Heights,New Mary Wright Public Schools. Renovations at three Emphasis Technology secondary schools were completed at Clarke Road,Montcalm and Saunders Secondary Schools.As well as completing the Emphasis Program in Woodstock with the renovations to the Huron Park Secondary School manufacturing shop. Other Proiects •Eight daycares were renovated using the Schools First funding. • An addition is underway at White Oaks Public School for the NFC to be completed by Christmas 2013. 2013 September 10...3 13.REPORTS FROM THE ADMINISTRATION -cont'd a.ACCOMMODATION UPDATE -cont'd • 34 portable classrooms were relocated,six were sold and 12 locked for future sale. •170 School Renewal projects were completed last year Including roof restoration,fire & life safety upgrades,special needs alterations,municipal services,boiler HVAC, electrical,fire alarms and window replacements as well as grounds &asphalt upgrades and masonry restoration. • In total approximately $51.SM was spent on Capital or School Renewal projects In 2012-13. Appreciation was extended on behalf of the Board to Custodial and Maintenance staff.Facility Services Leaders and Supervisors,Project Coordinators,Consultants and Contractor. b.SAFE WELCOME PROGRAM Supt.K.Edgar presented the following report on the status of the Safe Welcome Program. At the 2013 June 18 Board meeting.Trustees requested that Senior Administration approach the Ministry of Education for an extension on the timeline for implementation of the Safe Welcome Program in order to allow for community consultation. Superintendent B.Sonier contacted the Ministry requesting an extension.This request was supported by a letter from Chair Bennett and former Director B.Tucker.The extension was granted with the conditions that expenditures will be completed by 2014 March 31 and the Board's plan must be shared with the Ministry by 2014 January 31. Financial The Ministry of Education has allocated $415,400 to TVDSB.The previous RFP has expired, thus a new RFP would be required in order to proceed. Requirements It is the Ministry's expectation that the front entrance of each school is secured and monitored by a staff member at all times. Community Consultation Through individual School Councils,members of the school community will be invited to the first School Council Meeting in October to discuss the Safe Welcome Program.This School Council meeting will provide an opportunity to gather each community's views and share information regarding the implementation of the program.The Joint Health and Safety Committee will continue to be included regarding the status and process involved. In response to a question it was noted that focus questions will be ready for school councils to review next month. c.SURPLUS PROPERTY -SHERWOOD FOREST PUBLIC SCHOOL At the 2013 June 25 meeting the decision to declare Sherwood Forest Public School surplus property was deferred to the 2013 September 10 Board meeting. Exec. Officer K.Bushell brought forward the previously presented report to declare Shen/vood Forest Public School surplus property under Section 144(3)of the Education Act and in accordance with the Disposition of Surplus Property Guidelines.The report is as follows: 2013 September 10...4 13.REPORTS FROM THE ADMINISTRATION -cont'd c.SURPLUS PROPERTY -SHERWOOD FOREST PUBLIC SCHOOL-cont'd The Sherwood Forest Accommodation Review Committee (ARC)completed its task to study the accommodation of pupils at Orchard Park,Sherwood Forest and University Heights Public Schools with its report being presented to the Board 2011 April 12. The recommendations,approved by the Board on 2011 June 28,were as follows: 1.0 That the students of Sherwood Forest Public School be accommodated at Orchard Park Public School; and That Sherwood Forest Public School at 7 Annandale Drive,London,ON N6G 2B5 be closed as of 2013 June 30. 2.0 That Sherwood Forest Public School at 7 Annandale Dr.,London,ON N6G 2B5 be declared surplus no earlier than 2013 June 30. 3.0 That Senior Administration complete a boundary review in the area affected prior to the Design Committee for Orchard Park Public School. 4.0 THAT additions and renovations to accommodate the projected student enrolment,and enhancements of program space be made to meet TVDSB standards for Orchard Park and University Heights Public Schools,subject to Ministry Capital Funding approval; and That a Design Committee be established with the communities affected to assist in the design of the consolidated Orchard Park Public School. 5.0 That University Heights Public School retains their grade 7 students as of September 2012 and Grade 8 students as of September 2013 for the gradual expansion to a JK - 8 elementary school. 6.0 That a Naming Committee be established for the consolidation of Orchard Park Public School. It should be noted that the Board revised Senior Administration recommendation 2.0 to NOT declare Sherwood Forest Public School as surplus as per usual practice to allow the Sherwood Forest Public School community time to seek out alternative uses and/or partnership for this school site rather than to approve this disposition of this property at that time.Recommendation 2.0 reflects the intent of the Board. Sherwood Forest Public School is scheduled to close 2013 June 30,and the additions and renovations to Orchard Park and University Heights Public Schools are presently under construction and are scheduled to be complete to accommodate the revised school boundaries as of 2013 September 01. Capital Planning Co-ordinating Committee recommends that the Board declare the Sherwood Forest Public School property as surplus 2013 July 01 to allow Facility Services to commence the process of disposition in accordance with Ontario Regulation 444/98 under the Education Act and the Disposition of Surplus Property Guidelines. The deferred motion to declare Sherwood Forest PS surplus property was put back on the floor as follows; f" 2013 September 10...5 13.REPORTS FROM THE ADMINISTRATION -cont'd c.SURPLUS PROPERTY -SHERWOOD FOREST PUBLIC SCHOOL-cont'd RECOMMENDATION: That the Board declare Sherwood Forest Public School,7 Annandale Drive,London, Ontario,N6G 2B5,surplus property as of 2013 July 01. The recommendation was moved by T. Grant,seconded by J.Todd and carried. 14.REPORTS OF COMMITTEES a.Report of the First Nations Advisory Committee,2013 June 18 Trustee B.McKinnon referred to the written report of the 2013 June 18 First Nations Advisory Committee meeting as attached (Item A)and provided to Trustees In advance of the Board meeting. b.Report of the Policy Working Committee,2013 June 25 Trustee McKinnon referred to the written reportof the2013 June 25 Policy Working Committee meeting as attached (Item B)and provided to the Trustees in advance of the Board meeting. The following motions were moved by B. McKinnon,seconded by R.Tisdale and carried: That the Student Admission -International/Out-of Province/First Nations/Student Exchange policy be approved. That the Bully Prevention and Intervention policy be approved. That the Progressive Discipline and Promoting Positive Student Behaviour policy be approved. That the Expulsion of Students policy be approved. In response to a question regarding cyber bullying and whether the Board's policies and procedures capture the risks for students.Director Elliott ensured that the Board continues to be mindful of the impacts of bullying in all areas.Senior Administration ensures its policies and procedures are current so that all students are working withina safe environment while inschool. c.Report of the Chairs'Committee,2013 September 3 Trustee Tisdale referred to the written report of the 2013 September 3 Chairs'Committee meeting as attached (Item C) and provided to the Trustees In advance of the Board meeting. The following motions were moved by R.Tisdale,seconded byT.Grant and carried: That the resignation of Trustee Peggy Sattler be accepted. That the Ontario Public School Boards'Association membership fee be approved. The following subsequent motions were moved by R. Tisdale,seconded by T. Grant and carried: That Trustee P.Jaffe be appointed to the TVDSB City of London Liaison Committee. That Trustee J.Bennett be appointed to the First Nations Advisory Committee. In response to a question regarding OPSBA fees,it was noted that the cost of membership has remained unchanged for the last three years. 2013 September 10...6 14.REPORTS OF COIWWIITTEES-cont'd d.Report of the Committee of the Whole-In Camera,2013 September 10 Trustee Tisdale reports the committee met in-camera from 5:00 p.m. to 6:15 p.m.The committee discussed confidential legal,property,negotiations and persona!matters. The following motion was moved by R.Tisdale,seconded by R.Campbell and carried: That the motions approved at the in-camera session of 2013 September 10 related to property and personal matters be approved. 15.COMMUNICATIONS a.Ontario Public School Boards'Association (OPSBA)Update Trustee G.Hart noted that the Board of Directors will meet on September 27 and 28 in Toronto and a volunteer is needed to attend.Trustees were asked to contact S.Pullam if they are available. OPSBA's Western Region willhold their meeting on October 25 &26 at the Education Centre. More information will be brought forward at the next Board meeting. 16.NOTICE OF MOTION -none 17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 18.ADDITIONAL ITEMS -none 19.QUESTIONS/COMMENTS BY MEMBERS -none 20.ADJOURNMENT The meeting adjourned at 7:57 p.m. on motion of D. Clark,seconded by J.Todd. Confirmed:i 'Chairperson 2013 September 10...7 SUMMARY OF APPROVED RECOMMENDATIONS OF 2013 SEPTEMBER 10 That the Board declare Sherwood Forest Public School,7 Annandale Drive, London,Ontario,N6G 2B5,surplus property as of 2013 July 01. That the Student Admission -International/Out-of Province/First Nations/Student Exchange policy be approved. -That the Bully Prevention and Intervention policy be approved. That the Progressive Discipline and Promoting Positive Student Behaviour policy be approved. -That the Expulsion of Students policy be approved. - That the resignation of Trustee Peggy Sattler be accepted. -That the Ontario Public School Boards'Association membership fee be approved. That Trustee P.Jaffe be appointed to the TVDSBCity of London Liaison Committee. -That Trustee J.Bennett be appointed to the First Nations Advisory Committee. That the motions approved at the in-camera session of 2013 September 10 related to property and personal matters be approved. REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE MEETING Item A 2013 June 18 3:13 p.m.to 4:55 p.m. MEMBERS ADMINISTRATION AND OTHERS W. Huff (Chair) D.Grosbeck,Chippewas of the Thames G.Hope,Oneida Nation of the Thames L.Nicholas,Munsee-Delaware Nation S.Smith,Oneida Nation of the Thames C.Thomas,Munsee-Delaware (-3:55) Regrets:B.McKinnon Absent:M.Burch,P.Sattler J.Fitzsimmons,Lambeth PS D.MacPherson,H.B.Beal SS B.Nielsen,Saunders SS (+3:33) S.Powell,Westminster SS L.Pressey,Program Services A.Sisco,FNMI Education Advisor K.Aitken,Corporate Services 1.CALL TO ORDER The meeting convened at 3:13 p.m. inthe libraryat H.B.Beal Secondary School. 2.APPROVAL OF AGENDA -The agenda was approved as printed by motion. IntroductionsIncluded Sue Bruynswho will be assuming the roleof Learning Supervisor and P. MacKenzie who will be the new principal at H.B.Beal Secondary School in the fall. 3.CONFLICTS OF INTEREST -none 4.REPORT OF MEETING -2013 May 21 -provided for information. 5.BUSINESS ARISING FROM MINUTES L.Nicholas noted a correction to Item 8.b clarifying that Munsee-Delaware Nation is stillin the negotiation stages withthe Federal government and workingtoward becoming an Anishinabek education system. 6.PROGRAM SERVICES UPDATE a.FNMI Program Review FNMI Education Advisor A.Sisco advised that she currently is collaborating to best support the needs of students.This summer she will be working on the FNMI Program Review to form a working framework and plan for FNMI programming that further aligns with the Ontario First Nation,Metis,and Inuit Education Policy Framework. The program review will continue to look at improving student achievement and closing the gap between Aboriginal and non-Aboriginal students in the areas of literacy and numeracy,drop-out and graduation rates. The committee broke out intotwo groups to discuss strategies and to gain a better understanding of the committee's individual perspectives.The following questions were addressed and discussed in detail. 1.How should we define student success for FNMI students?What are the key Indicators? 2.How should we measure student success for FNMI students? 3.What should the FNMI review achieve? 4.What should the FNMI review include? 5. How can we capture shared responsibilities in the review? A summary ofthe discussion will be emailed to committee members to take to their respective communities for further discussion and Input. 7.PRINCIPALS'UPDATE a. H.B.Beal Secondary School Principal D.MacPherson provided the following update regarding FNMI students at M.B.Beal Secondary School. Staffing Update: •Thanks to the work of J.Robinson and Human Resources,Margaret Perkins will teach two classes at H.B.Beal Secondary School next year including the Peer Leadership Course and Oneida Language.She will continue to teach at Woodland Heights Public School In the mornings. Martin Aboriginal.Foundation Mentor Program: • H.B.Beal Secondary School Is in the process of reviewing the academic work of current Grade 9 students with a view to including two more students to the project.The students must be in academic programs and be university bound after high school.The intake meeting and information session Is scheduled for mid-September. Grade Nine Leaders: • S. Miller and T.Sillaby continue to support a group of Grade 9 leaders who are visiting students at Lome Avenue and Aberdeen Public Schools.The program completed with a trip to the Indigenous Education Centre in Bothwell.Jackie Wood from Research and Assessment has been engaged to collect data and get feedback on the effectiveness of the program.There are hopes of expanding the program to more schools next year. b.Lambeth Public School Principal J.Fitzsimmons provided the following report. Elder in Residence Program; •The school had their initial meeting with the Elders.Program focus for this year and set up plans for next year were discussed.S.Kechago and A. Bird are the mentors and are making a connection with students through an art activity that explores their culture and roots.The purpose of the activity is to have students better able to Identify who they are through art. The students actively were engaged and very thoughtful through the process with the artist. The mentors will reconnect with students during the 2013-2014 school year and begin teachings around oral story telling traditions.The students will pair with other classes as leaders in oral story telling.Students will record their stories and self-reflect on what they have learned and the process of telling an oral story.They also will create a silhouette mural of all students in different poses with information about who they are and where they came from. Other: •Grade 8 students have provided feedback around different initiatives they have done and which ones are most effective for them to identify with their culture and to support their transition to high school.They feel that 4thR Is an important part of the support offered and value the time spent with the Native Second Language teachers. The transition meetings set up by the student advocates from Oneida were extremely valuable (i.e.,attending high school classes and riding the bus). Page 2 7.PRINCIPALS'UPDATE -cont'd b.Lambeth Public School -cont'd • Transition Dayfor Standing Stone Elementary School students will be held on June 24. A varietyof activities are planned including meetingthe teachers. Feedback provided bythe Grade 7 students from the 2011-2012 school year was used to plan the day. •Graduation is Wednesday,June 26 at Saunders Secondary School. •The Grade 7 &8 band will perform at Canada's Wonderland.Native Second Language students also have planned a trip with T.Whiteye for the year end. c.Thames Secondary School Principal L.Mills provided the following update regarding FNMI students at Thames Secondary School. June 4 - First Nations Committee attended a one-day workshop on Anxiety and working with anxious families and anxious children. June 5 -the ACE program from Fanshawe College visited the school to inform interested students June 12-Southern First Nations Secretariat will attend Thames Secondary School to discuss future educational plans with eligible FNMI Students (Re up-grading,funding,and course requirements) June 14 -Urban students will be attending the Native Youth Olympics hosted In Aamjiwnaang First Nation.Track and field event participants wnll umbrella under N'Amerind Friendship Centre to be eligible to compete. June 19 -students have been invited to the Palasad for year-end activities hosted by Oneida First Nation. June 20 -students will be attending the Thames Secondary School Graduation Ceremony dance. June 21 -students have been informed of the activities within the London area to celebrate Aboriginal Solidarity Day. Principal Mills confirmed that Thames Secondary School will remain open and become a Vocational School of Excellence. d.Saunders Secondary School Vice Principal B. Nielsen provided the following update relating to FNMI students at Saunders Secondary School. • Credit Blitzefforts are underway to ensure that students receive ample opportunity to achieve at-risk credits. •Monday tutoring sessions continue to be successful. • Vice-Principal B. Nielsen attended a meeting with S.McGahee-Albert and J.Joseph where Insight was shared with M. Bopp about better meeting the needs of students transitloning to secondary school from Chippewas of the Thames First Nation. • B.Nielsen,C .Vitsentzatos,and P.Thompson met with A.Sisco around current Initiatives and next steps for Saunders Secondary School in supporting the FNMI community. Continued purchase of culturally diverse and inclusive materials to support literacy initiatives and core curriculum was discussed. • Plans for next year include exploring the means to bring in more positive role models for FNMI students and increasing leadership opportunities.Increased efforts to engage Grades 6-8 students regarding career pathways and facilitating more communication and collaboration between Grades 7- 9 teachers to support FNMI students being academically prepared for high school. Page 3 8.COMMUNITY UPDATE a.Chippewas of the Thames First Nation D.Grosbeck requested data on Grade 12 graduating students from Saunders Secondary School for the 2012-2013 school year including those taking post-secondary studies. b.Munsee-Delaware Nation Chair Huff thanked L.Nicholas and Munsee-Delaware Nation for hosting a successful annual gathering of the 39 Chiefs of Ontario and its delegates. 0.Onelda Nation of the Thames G. Hope requested the process by which the Elders in Residence program is selected.It was noted that the list is compiled by Southwest Ontario Aboriginal Health Access Centre.It was suggested that the name ofthe program be changed to ensure itIsculturallyrelevant for all FNMl students. Students can pick up their materials for school on August 15 from 1:00 p.m. to 4:00 p.m. Everyone is welcome to attend that day. G.hope advised that student attendance from the alternative school increased by 9.2% from the previous year.The total volunteer hours were 93. 40 students accumulated 65.5 credits and 160 empire course credits.Further information will be brought forward in September to include statistics from the community. 9.ADDITIONAL ITEMS National Solidarity Day and events to be held was discussed.A safe and happy summer was extended to all committee members. 10.FUTURE MEETING DATES a.2013-2014 First Nations, DATE LOCATION 2013 September 17 Chippewas of the Thames First Nation 2013 October 15 Saunders SS 2013 November 19 Lambeth PS 2014 January 21 H.B.Beal SS 2014 February 18 Thames SS 2014 March 18 TBA 2014 April 15 TBA 2014 May 20 Munsee-Delaware 2014 June 17 TBA 11.ADJOURNMENT-The meeting adjourned at 4:55 p.m.by motion. RECOMMENDATIONS:none WARREN HUFF Chairperson Page 4 REPORT OF THE POLICY WORKING COMMITTEE Item B 2013 June 25 2:26 p.m.-4:35 p.m. MEMBERS ADMINISTRATION AND OTHERS B.McKinnon (Chair)B.Tucker B.Strong R.Campbell K.Aitken B.Wallace T.Grant K.Meeson P.Heath R.Tisdale J.Pratt K.Dalton J.Bennett (+2:36)B.Sonier M.Moynihan W. Huff (+2:41)E. Gibling K.Bushell M.Sereda K.Young Regrets:0.Clark Visiting Trustee :J.Todd 1.APPROVAL OF AGENDA-The agenda was approved on motion. 2.CONFLICTS OF INTEREST -none declared 3.COMMITTEE REPORT OF 2013 MAY 28 AND 2013 JUNE 25 TRACKING SHEET - The Committee report of 2013 May 28 and the 2013 June 25 tracking sheet were provided for information. 4.POLICY/PROCEDURE -TO COMMITTEE FOLLOWING PUBLIC INPUT a.Student Admission -Internatlonal/Out-of Province/First Nations/Student Exchange Supt.K.l\/leeson and Manager J.Pratt joined the meeting to update the committee on the Student Admission -Internatlonal/Out-of Province/First Nations/Student Exchange policy and procedure which was posted to the Board's website for 30 days.No input was received during that time. The following motion was moved and carried: That the Student Admission -Internatlonal/Out-of Province/First Nations/Student Exchange policy be approved. The recommendation will be forwarded to the 2013 September 10 Board meeting. The following motion was moved and carried: That the Student Admission -Internatlonal/Out-of Province/First Nations/Student Exchange procedure be approved and forwarded to the September 10,2013 Board meeting for information. b.School Response to Threatening Behaviours Procedure Supt. B.Sonier joined the meeting to update the committee on public input to Bill 13 regarding School Response to Threatening Behaviours procedure and Items 4.c,4.d,4.e,4.f,and 4.g. References to the Health and Safety,Violence in the Workplace Employee Accident/Incident policies and procedures will be included to reflect public input received. It was noted that the Safe Schools section on the Board's website has been updated and is now more user-friendly for parents.It refers to useful resources including what steps parents can take at home in regards to bullying prevention and intervention. The following motion was moved and carried: That the School Response to Threatening Behaviours procedure be approved and forwarded to the 2013 September 10 Board meeting for information. 4.POLICY/PROCEDURE -TO COMMITTEE FOLLOWING PUBLIC INPUT -cont'd c.Risk of Violence Assessments Procedure The following motion was moved and carried: That the Risk of Violence Assessments procedure be approved and forwarded to the 2013 September 10 Board meeting for information. d.Code of Conduct Procedure The following motion was moved and carried: That the Code ofConduct procedure be approved and fonwarded to the 2013 September 10 Board meeting for information. e.Bully Prevention and Intervention Policy and Procedure It was noted that the Ministry may adopt the new Bully Prevention and Intervention resource currently In development as a model. The following motion was moved and carried: That the Bully Prevention and Intervention policy be approved. The recommendation will be forwarded to the 2013 September 10 Board meeting. The following motion was moved and carried: That the Bully Prevention and Intervention procedure be approved and forwarded to the 2013 September 10 Board meeting for information. f.Progressive Discipline and Promoting Positive Student Behaviour Policy and Procedure The following motion was moved and carried: That the Progressive Discipline and Promoting Positive Student Behaviour policy be approved. The recommendation will be forwarded to the 2013 September 10 Board meeting. The following motion was moved and carried: That the Progressive Disciplineand Promoting Positive Student Behaviour procedure be approved and fonwarded to the September 10,2013 Board meeting for information. g.Expulsion of Students Policy and Procedure The following motion was moved and carried: That the Expulsion of Students policy be approved. The recommendation will be forwarded to the 2013 September 10 Board meeting. The following motion was moved and carried: That the Expulsion of Students procedure be approved and forwarded to the 2013 September 10 Board meeting for information. 4.POLICY/PROCEDURE - TO COMMITTEE FOLLOWING PUBLIC INPUT -cont'd h. Fifth Disease Independent Procedure -Employee Exec.Supt.M.Sereda joinedthe meeting with the draft Fifth Disease Independentprocedure- Employee which was postedtothe Board's website for 60days.No input was received during that time. The following motion was moved and carried: That the Fifth Disease independent procedure be approved and forwarded to the 2013 September 10 Board meeting for information. i.Communicable Disease Independent Procedure Exec.Supt.Sereda presentedthe draft Communicable Disease independent procedure which was posted to the Board's website for60 days. Noinputwas received during that time. The following motion was moved and carried: That the Communicable Disease independent procedure be approved and forwarded to the 2013 September 10 Board meeting for information. 5.DRAFT POLICIES AND PROCEDURES a.Violence In tiie Workplace Procedure Safety Specialist B.Wallaceand Manager B.Strongjoinedthe meetingto discuss the new Violence in the Worl<pIace procedure. On 2009 June 15 the new Occupational Health &Safety Legislationregarding Violenceand Harassment in the Worl^Place came into effect.Investigations revealed many existing procedures provided system guidancefor compliance:thiswas supported during investigations by the Ministry of Labour. However, due to some uncertainty on the proper handling of potential violentsituations, and a verbalsuggestion bythe Ministry of LabourInspector,they developedthe attached procedure regarding Violence in the Workplace. The following motion was moved and carried: That the Violence inthe Workplace procedure be posted to the Board's website for 30 days beginning 2013 September 3. b.Fundraising Activities and Donations for School Projects,Enhancements,Equipment and Programs Policy and Procedure Exec. Supt.K.Dalton,Supt.M.Moynihan and Exec. OfficerBushelljoined the meeting to present tlie draft Fundraising Activities and Donations for School Projects,Enhancements,and Equipmentand Programs. The document reflectsamendments following consultation with the Thames Valley Education Foundation.Adetailedand comprehensive discussion ensued. Revisions and additions were noted. Abriefhistoryon the developmentofthe documentwas provided.The intentisto separate overlapping ofpolicesregarding fundraising,sponsorship and partnerships as multiple procedureshave individuals looking in the wrong areas. Itwas agreed thatan explanatory paragraph be included in document. Senior Administration worked with the Board's solicitor to look at areas where the Board is vulnerable.They looked at managing risk with higher value projects and howto restructure the process. Itwas notedthat the processwas structured tocoverareas including outside groups, school-based projects and donations. 5.DRAFT POLICIES AND PROCEDURES-cont'd b.Fundralsing Activities and Donations for School Projects,Enhancements,Equipment and Programs Policy and Procedure -cont'd Monetary threshold levels and funds management requirements for groups were discussed.It was suggested that a separate policy for money handling be drafted by Finance and brought back to the Policy Working Committee in the fall. Pending further revisions,the Fundralsing Activities and Donations for School Projects, Enhancements,Equipment and Programs policy and procedure will be brought back to the 2013 September 24 meeting for further consideration. 6.DRAFT POLICIES/PROCEDURES REQUIRING ADDITIONAL CONSIDERATION -none 7.POLICIES/PROCEDURES UNDER REVISION a.Religious and Faith-Based Accommodation of Staff Procedure Employee Relations Officer P.Heath joined the meeting to provide an update regarding the Religious and Faith-Based Accommodation of Staff procedure following public input.One submission regarding the procedure seeking clarification was noted. The following motion was moved and carried: That the Religious and Faith-Based Accommodation of Staff procedure be approved and forwarded to the 2013 September 10 Board meeting for information. b.Attendance Areas for Students Policy and Procedure Deferred to 2013 September 24. 8.DRAFT/APPROVED POLICY/PROCEDURE REQUIRING FURTHER CONSIDERATION -none 9.OTHER BUSINESS Trustee Huff requested that policies and procedures affecting First Nation students be reviewed to ensure that they align with the First Nations Metis Inuit Program review to ensure aboriginal student success. 10.DATE AND TIME OF NEXT MEETING The next meeting was scheduled for 3 p.m.,Tuesday,September 24,2013 In the Governor Slmcoe Room. 11.ADJOURNMENT The meeting adjourned at 4:35 p.m.by motion. RECOMMENDATIONS: 1.That the Student Admission -Internatlonal/Out-of Province/First Nations/Student Exchange policy be approved. 2.That the Bully Prevention and Intervention policy be approved. 3.That the Progressive Discipline and Promoting Positive Student Behaviour policy be approved. 4.That the Expulsion of Students policy be approved. BILL MCKINNON Committee Chair REPORT OF THE CHAIRS'COMWIITTEE Item C 2013 September 03 3:08 p.m.-6:30 p.m. MEMBERS ADMINISTRATION AND OTHERS J.Bennett (Chair)B.McKinnon L.Elliott B.Williams T.Grant R.Tisdale K.Bushell (+4:00 p.m.,-5:00 p.m.) 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST -none declared 3.REVIEW AND APPROVAL OF THE 2013 SEPTEMBER 10 BOARD AGENDAS The agendas forthe in-camera and publicBoard meetings of 2013 September 10 were discussed and amended. Areporton Alternative Educationisto come forward inOctober.The report isto includehigh level data such as the number offull/part time students,credit accumulation,waitlist information, and data on Reconnect.Director L. Elliott noted a full review is being completed this year and a second more detailed report will come fon/vard later in the year. 4.CORRESPONDENCE-none 5.STRATEGIC PLANNING There Is no update at this time. 6.MOTIONS APPROVED DURING SUMMER MONTHS During the summer months the following three motions were moved and carried: Moved by P.Sattler,seconded by J.Bennett and carried: That the Board approve an unpaid leave of absence for Peggy Sattler from her role as Trustee of the Thames Valley District School Board effective July 3,2013 through to August 2,2013. Moved by J.Bennett,seconded by T.Grant and carried: That the Board approve the appointment of Jeff Pratt to the positionof Associate Director of Education,Organizational Support Services effective September 01,2013. That the Board approve the appointment of Riley Culhane to the positionof Superintendent of Student Achievement effective September 01,2013. Moved by B. McKinnon,seconded by J.Bennett and carried: That the Board approve the appointment ofSheila Powellto the positionof Superintendent of Student Achievement effective September 01,2013. 7.ETFO NEWS RELEASE RE:USE OF CELL PHONES &WIFI IN CLASSROOMS Director Elliott reported on an ETFO news release of August 15,2013 that announced ETFO,at their annual general meeting,voted that student cell phones should be turned off and stored during school hours.The vote w/as part of a series of motions requesting that radiation from cell phones and WiFi be recognized as a potential workplace hazard for teachers. Director Elliott will follow up with the union in regards to their concerns and will update Chairs. 8.TRUSTEE RESIGNATION A letter of resignation was received by Chair J.Bennett from Trustee P.Sattler.Trustee Sattler is resigning as a result of her recent election to MPP for London West. The following motion was moved and carried: That the resignation of Trustee Peggy Sattler be accepted. In honour of her contributions she will be asked to attend a future Board meeting to receive recognition.Supervisor B.Williams will coordinate a date. 9.TRUSTEE VACANCY a.COMMITTEE VACANCIES -REPLACEMENT Discussion ensued in regards to the filling of committee vacancies in light of Trustee Battler's resignation. Supervisor Williams will send out a request to the Trustees seeking volunteers to sit on two key committees.These are the TVDSB/City of London and the First Nations committees.A call to sit on the various other committees will come fon/t/ard at the next Board meeting. b.INTERVIEW PROCESS AND QUESTIONS Chair Bennett reported on the number of applications received to date.Potential interview questions were discussed and agreed upon. 10.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION MEMBERSHIP FEES The invoice for the Ontario Public School Boards'Association membership fee has been received as attached. The following motion was moved and carried: That the Ontario Public School Boards'Association membership fee be approved. 11.TVDSB -HOSTING OPSBA WESTERN REGIONAL MEETING OCT.25/26 Trustee T. Grant reported that TVDSB is hosting the OPSBA Western Regional Meeting October 25/26.Meeting details such as the agenda,hospitality and accommodations were discussed. Director Elliott willfollow up with respect to the school venue for dinner. Director Elliott noted the Education Centre is hosting a display during this time that may be of interest to the meeting participants.The display provides an historical account of disabilities and was created by Ryerson University.It has travelled to four other locations and will be at the Education Centre for at least two months.This display is of significance and will eventually be housed permanently at the new Human Rights Museum in Winnipeg. 12.CITY OF LONDON ADVISORY COMMITTEE ON THE ENVIRONMENT -APPOINTMENT With the resignation ofJ.Pitman from tVDSB,the City of London Advisory Committee on the Environment may request a new appointment to this committee.They have been asl<ed to forward the request to Chair Bennett along with the Terms of Reference for the committee. Correspondence has yet.to be received. 13.CITY OF LONDON AND TVDSB LIAISON COMMITTEE AGENDA The agenda items for the meeting were discussed.The agenda will be formalized at a planning meeting 2013 September 11. 14.MUNICIPAL MEETINGS Director Elliott will facilitate the scheduling meetings with Elgin, Oxford,Middlesex,and St. Thomas in November.An item for consideration on the agenda is the co-planning of infrastructure as it relates to the health and safety of TVDSB students. 15.CAPITAL PLANNING -MOVING FORWARD -KEVIN BUSHELL Exec.Officer K.Bushell joined the meeting.He reviewed the process for selling a property including both what is dictated by the Education Act and what is the Board practice. The committee moved In camera at 4:15 p.m. to discuss property matters.It reconvened in public session at 4:54 p.m.- Future reports coming fonward to the Board of Trustees were noted and included the French Immersion Report and the Elementary Planning Report. 16.TRUSTEE INFORMATION SESSIONS a.SEPT.25 &SEPT.30 -CAPITAL PLANNING These meetings will run 5 p.m. to 9 p.m. and will Include dinner.Superintendents will be invited to attend.The French Immersion Report will be presented at the September 25 meeting: the Elementary Planning Report will be presented at the September 30 meeting. b.OCT.28 -DR.S.KATZ Dr. Katz will host a session with the Board of Trustees,5:30 p.m. to 7 p.m. on October 28. 17.REORGANIZATION OF SENIOR TEAM -UPDATE AND NEXT STEPS Director Elliott reported on the workthat Is being done to update information as itpertains to the reorganization of the senior team including updates to the website. The senior team will meet each Mondaymorningin regards to student achievement and school improvement.The business meeting (Administrative Council)meets Monday afternoons. Capital Planning meets Tuesday mornings. The neworganizationalcharts were reviewedand will be provided to all Trustees at the 2013 September 10 meeting. Director Elliott noted she is interested in entertaining some team building opportunities for senior administration and trustees. Asuggestionforthe Superintendentsto introduce themselvestothe School Councils bywayofa letter or email was brought forward. 18.CHAIRS FOR THE BOARD ROOM &BOARD ROOM SEATING -SR.ADMIN. Director Elliott reportedon the changes to the seating arrangement inthe Boardroom. In addition,the beige chairs will be replaced with more appropriate chairs. 19.CHAIRS'COMMITTEE MEETING DATES 2013-2014 Chairs'will continue to meet on Tuesdays.The following dates and times were set forfuture Chairs'meetings: September 17,12 pm October 1,3 pm October 15,12 pm Novembers,12 pm November 19,12 pm December 3, 3 pm Wednesday,December 11,4:30 pm January 7, 3 pm January 21,12 pm 20.PRESENTATIONS -none 21.OTHER BUSINESS -none 22.NEXT MEETING 23.ADJOURNMENT The meeting adjourned at 6:30 p.m.by motion. RECOMMENDATIONS: 1.That the resignation of Trustee Peggy Sattler be accepted. 2.That the Ontario Public School Boards'Association membership fee be approved. J.BENNETT Chairperson Z'