10/14/2014 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR BOARD MEETING, PUBLIC SESSION
2014 OCTOBER 14,7:00 P.M.
BOARD ROOM, EDUCATION CENTRE
AGENDA
V -verbal
M - material
I.
CALL TO ORDER
V
2.
O CANADA
V
3.
SPECIAL MUSICAL PRESENTATION -- Montcalm Secondary School
4.
APPROVAL OF AGENDA
V
5.
OFFICIAL RECORD
V
6.
RECOGNITIONS - none
7.
CONFLICTS OF INTEREST
V
8.
CHAIR'S ANNOUNCEMENTS
V
9.
DIRECTOR'S ANNOUNCEMENTS
V
10.
PUBLIC INPUT - none
11.
ADMINISTRATIVE PRESENTATIONS
12.
MINUTES OF THE 2014 SEPTEMBER 23 REGULAR BOARD AND 2014
M
SEPTEMBER 30 SPECIAL BOARD MEETINGS
a. Confirmation of Minutes
b. Business Arising from Minutes
13.
STUDENT TRUSTEES' UPDATE
V
14.
REPORTS FROM THE ADMINISTRATION
a. Board Decision Re North-West Oxford Elementary Accommodation
M
Review Committee (A. J. Baker, Thamesford, West Nissouri and Zorra
Highland Park Public Schools)
M
b. Board Decision Re South Central London Elementary Accommodation
Review Committee (Aberdeen, Ealing and Trafalgar Public Schools)
c. School Consolidation Capital Funding Submission
M
d. Trustee Honoraria Effective 2014 December 01
M
15. REPORTS FROM COMMITTEES
a. First Nations Advisory Committee, 2014 September 16 M
b. Policy Working Committee, 2014 September 23 M
c. Bylaw Review Ad hoc Committee Final Report, 2014 September 23 M
d. Audit Committee, 2014 September 30 M
e. Chairs Committee, 2014 October 7 M
f. Committee of the Whole — In Camera, 2014 October 14 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
C
ED
THAMES VALLEY DISTRICT SCHOOL BOARD
REGULAR MEETING OF
2014 OCTOBER 14,7:03 P.M.
BOARD ROOM, EDUCATION CENTRE
The Board met in regular session on 2014 October 14 in the Board Room at the Education Centre,
meeting in public session at 7:03 p. m. The following were in attendance:
TRUSTEES
ADMINISTRATION AND OTHERS
R. Tisdale (Chair)
P. Jaffe
L. Elliott
S. Powell
J. Bennett
B. McKinnon
K. Dalton
B. Sonier
R. Campbell
E. Muellejans
J. Pratt
K. Wilkinson
D. Clark
G. Osih
C. Beal
K. Bushell
J. Coghlin
S. Polhill
R. Culhane
B. Williams
T. Grant
M_ Reid
M. Deman
K. Young
G. Hart
J. Todd
K. Edgar
K. Aitken
L. Griffith -Jones
P. McKenzie (-10:25)
D. MacPherson
Absent: W. Huff
1. CALL TO ORDER
Board Chair R. Tisdale
called the meeting to order at 7:03 p.m.
2. 13.0 CANADA AND MUSICAL PRESENTATION
The appreciation of the Board was extended to Montcalm Secondary School for their performance
and to Conductor Brooke Davidson and Sherry Beynon for leading in the singing of O Canada and
performing two musical selections.
4. APPROVAL OF AGENDA
The agenda, as amended to add Item 16.b - Appointment to the First Nations Advisory Committee,
was approved on motion of T. Grant, seconded by P. Jaffe.
5. OFFICIAL RECORD
B. Williams, Supervisor, Corporate Services, read the following official record into the minutes:
"We regret to records the death of Sally deBruyn, a teacher at Louise Arbour French Immersion Public
School on 2014 October 11."
6. RECOGNITIONS - none
7. CONFLICTS OF INTEREST — No conflicts of interest were declared.
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9. DIRECTOR'S ANNOUNCEMENTS
Director L. Elliott announced the appointment of Paul Mackenzie as the new Superintendent of
Student Achievement effective 2015 Feb 1.
Exec. Officer K. Bushell announced the acquisition of a school site for the Summerside subdivision —
southeast London. He reported the Ministry of Education fully funded the purchase. A business case
will be put forward to the Ministry for the construction of a new school on the site.
10. PUBLIC INPUT - none
11. ADMINISTRATIVE PRESENTATIONS — none
2014 October 14. . 2
12. MINUTES OF THE 2014 SEPTEMBER 23 REGULAR BOARD AND 2014 SEPTEMBER 30
SPECIAL BOARD MEETINGS BOARD MEETING
a. CONFIRMATION OF MINUTES
The minutes of the 2014 September 23 Regular Board and 2014 September 30 Special Board
meetings were adopted on motion of M. Reid, seconded by J Coghlin.
b. BUSINESS ARISING FROM MINUTES— none
13. STUDENT TRUSTEE'S UPDATE
Student Trustee E. Muellejans reported on the Ontario Student Trustees' Association conference
advising that Student Trustee G. Osih joined the Policy Committee.
Student Trustee Osih reported the next Student Advisory Council meeting will be held on 2014
October 30.
14. REPORTS FROM THE ADMINISTRATION
a. Board Decision Re North-West Oxford Elementary Accommodation Review Committee (A.
J. Baker, Thamesford, West Nissouri and Zorra Highland Park Public Schools)
Exec. Officer K. Bushell referred to the Senior Administrative recommendations and response to
the North-West Oxford Elementary ARC presented on 2014 May 27 and deferred for decision to
2014 October 14.
In the Annual Pupil Accommodation Report (2012 November 20), Senior Administration
recommended that an Accommodation Review Committee (ARC) be initiated, in the spring of
2013, and that they consider that "A. J, Baker Public School would close and the students would
be consolidated predominantly at Thamesford and Zorra Highland Park Public Schools.
On 2013 January 22, the Thames Valley District School Board authorized the establishment of
the North-West Oxford Elementary Accommodation Review Committee, comprised of A. J. Baker,
Thamesford, West Nissouri, and Zorra Highland Park Public Schools, in order to study the
accommodation of pupils.
The ARC has completed its process with a final public input meeting held 2014 April 10 after
which the final ARC report was forwarded to Trustees on 2014 April 28.
The following recommendations were moved by G. Hart, seconded by B. McKinnon:
1. Contingent upon Ministry of Education Approval for Capital Funding that:
1.1 A.J. Baker Public School be closed and declared surplus as of 2016 June 30;
1.2 The students of A. J. Baker Public School be consolidated at Thamesford and Zorra
Highland Park Public Schools as of 2016 September 01;
1.3 Thamesford Public School receive an addition and renovations in order to accommodate
the projected enrolment and program enhancement to bring the facility to NDSB
standards for the proposed capacity,
1.4 Zorra Highland Park Public School receive renovations for an additional FDK classroom
in order to accommodate projected enrolment;
1.5 The Thamesford Public School attendance area be approved a per Figure 01 effective
2016 June 30;
1.6 The Zorra Highland Park Public School attendance area be approved as per Figure 02
effective 2016 June 30.
K
2014 October 14 ... 3
14. REPORTS FROM THE ADMINISTRATION — cont'd
a. Board Decision Re North-West Oxford Elementary Accommodation Review Committee (A.
J. Baker, Thamesford, West Nissouri and Zorra Highland Park Public Schools) — cont'd
2. That a Design Committee be established with the communities affected to assist in the
design of the consolidated Thamesford Public School.
3. That a Naming Committee be established for the Thamesford Public School.
The Administration responded to questions of clarification including Full -Day Kindergarten (FDK)
funding.
Discussion ensued regarding the costs, funding, and availability of portables versus port-a-paks
to accommodate students. It was noted that the Board currently has a surplus of portables in
inventory.
Trustee P. Jaffe acknowledged Administration and Exec. Officer Bushell for their work. He
added the issue for the trustees is not a vote for, or against, the Administration, rather what is
best interests of the students of A. J. Baker Public School. He noted that while many schools
have closed across the Valley, those closures have enabled the Board to secure capital funding
to build new schools to meet emerging needs.
Trustees spoke in support of keeping A.J. Baker Public School open.
Trustee G. Hart commented on the compelling public input provided by the A.J. Baker
community. He noted that the Ministry of Education's funding formula does not support rural
schools. He recognized the issue of transportation noting students in rural schools have to ride
lengthy distances on buses. Trustee Hart spoke in support of keeping A. J. Baker open and
defeating the recommendations on the table.
Trustee B. McKinnon added that A.J. Baker Public School is a very well attended, over capacity
school. He commented on the public input received and the importance of the school to the
community. Trustee McKinnon spoke in favour of keeping A.J. Baker Public School open.
A poll vote was requested.
POLL VOTE
YEA: None
NAY: J. Bennett, R. Campbell, D. Clark, J. Coghlin, G. Hart, P. Jaffe, B. McKinnon,
S. Polhill, M. Reid, R. Tisdale, J. Todd
ABSENT: W. Huff
Student Trustee E. Muellejans — NAY
Student Trustee G. Osih — NAY
Recommendations 1 to 3 were DEFEATED.
Trustee T. Grant commented that the process spoke to her values for community education and
while she supports the Board for bringing the ARC forward and the Administration for giving
Trustees the opportunity to explore some of the issues, she is concerned about the complexity of
the accommodation review process.
The following motion was moved by T. Grant, seconded by J. Todd and CARRIED:
That the Chair write to the Ministry on behalf of the Board to express the complex
concerns related to capital and ongoing funding for community schools that have
been identified in the accommodation review process.
A motion to recess at 8:24 p.m. was moved by S. Polhill, seconded by R. Campbell and carried. The
meeting reconvened in public session at 8:35 p.m.
At the request of Chair Tisdale, Vice -Chair Hart took the Chair.
2014 October 14 ... 4
14. REPORTS FROM THE ADMINISTRATION — conVd
b. Board Decision Re South Central London Elementary Accommodation Review Committee
(Aberdeen, Ealing and Trafalgar Public Schools)
Exec. Officer K. Bushell referred to the Senior Administrative recommendations and response to
the South Central London Elementary ARC presented on 2014 April 22.
The following motions were deferred at the 2014 June 24 meeting to the 2014 October 14
meeting;
1. That,
1.1 That Trafalgar Public School located at 919 Trafalgar Street, London, Ontario
N5Z 1G3 be closed as of 2015 June 30 and declared surplus.
1.2 That the students of Trafalgar Public School be designated to Aberdeen and/or
Ealing Public Schools effective 2015 September 01.
1.3 That an Attendance Area Review be conducted in the fall of 2014 to determine
the new attendance area for the Aberdeen and Ealing Public Schools effective
2015 July 01.
2. That the Board consider the unique needs of the school community when determining the
administrative allocation_
3. That the Board consider that appropriate service supports (e.g. School Support
Counselors, Learning Support staff, Speech and Language Pathologists) be allocated to
the school.
4. That the Board support collaboration with the community organizations to provide
comprehensive services to students.
5. That a Design Committee be established with the communities affected to assist in the
design of the consolidated Trafalgar Public School.
6. That a Naming Committed be established for the consolidated Trafalgar Public School.
A request to separate the recommendations was moved by M. Reid, seconded by P. Jaffe and
carried.
Discussion ensued regarding issues relating to bussing/walking, funding, capital grant priorities,
accessibility options and public input.
Trustee Jaffe noted that the substituted motion was brought forward as a result of reviewing the
geography and what made most sense for the students served in the area. Having two smaller
schools of proper size to meet the needs of the students for South Central London would do that.
Trustee Reid referred to the on4he-ground capacity and that closing one school and dividing
students between Aberdeen PS and Ealing PS would address some of the empty pupil places.
The Board would be able to address growth in the area without the need for portables. He
expressed concerns with having one large school considering the needs of students living in the
area.
2014 October 14-5
14. REPORTS FROM THE ADMINISTRATION — cont'd
b. Board Decision Re South Central London Elementary Accommodation Review Committee
(Aberdeen, Ealing and Trafalgar Public Schools) — cont'd
Trustees commented on the difficult decision between closing one school or two noting that
closing one school would not provide opportunities for program and facility enhancement but
would result in having two appropriately sized schools for the area.
In speaking to Recommendation #1, Trustee Polhill expressed concerns over the
recommendation to close Trafalgar PS noting that there has not been enough information
provided to make an informed decision over which school to close should only one close.
A poli vote was requested.
POLL VOTE
YEAS: T. Grant, P. Jaffe, M. Reid
NAYS: J. Bennett, R. Campbell, D. Clark, J. Coghlin, G. Hart, S. Polhill, J. Todd
ABSTENTIONS: B. McKinnon, R. Tisdale
ABSENT: W. Huff
Student Trustee E. Muellejans - NAY
Student Trustee G. Osih - NAY
Recommendation 1 was DEFEATED.
A motion to withdraw recommendations 2 through 6 was moved by S. Polhill seconded by R. Campbell
and carried.
At the call of the Chair, the meeting recessed at 10:25 p.m. reconvening in public session at 10:34 p.m.
c. School Consolidation Capital Funding Submission
Exec. Officer Bushell referred to the written report regarding the School Consolidation Capital
Funding Submission (Item14.c).
The following recommendation was moved by T. Grant, seconded by J. Todd and CARRIED.
That the Board approve the following capital consolidation projects for the
submission to the Ministry of Education to request School Consolidation Capital
funding:
1. Bishop Townsend Public School — Addition and Renovations
ii. Aid borough Public School —Addition and Renovations
iii. Dunwich-Dutton Public School - Renovations
d. Trustee Honoraria Effective 2014 December 01
Supt. C. Beal referred to the written report regarding Trustee Honoraria Effective 2014 December
01 (Item 14A).
The following recommendation was moved by P. Jaffe, seconded by S. Polhill and CARRIED:
That in accordance with the provisions of Ontario Regulation 357106 and the
amending Regulation 190114, the Board establish that the trustee honorarium for
the 2014-2018 term of office be 100% of both the base amounts and the enrolment -
based amounts, and 0% for the attendance amount.
2014 October 14...6
15. REPORTS OF COMMITTEES
a. Report of the First Nations Advisory Committee, 2014 September 16
Trustee B_ McKinnon referred to the 2014 September 16 written report of the First Nations
Advisory Committee (Item A) and provided to Trustees in advance of the Board meeting.
b. Report of the Policy Working Committee, 2014 September 23
Trustee T. Grant referred to the 2014 September 23 written report of the Policy Working
Committee (Item B) and provided to Trustees in advance of the Board meeting.
The following recommendation was moved by T. Grant, seconded by B. McKinnon and
CARRIED:
That Senior Administration review the process of managing emergency response to
student accident and injuries at the school level and that a separate procedure be
drafted and brought back to the Policy Working Committee.
c. Report of the Bylaw Review Ad Hoc Committee Final Report, 2014 September 23
Trustee J. Bennett referred to the written report of the Bylaw Ad Hoc Committee (Item C) and
provided to Trustees in advance of the Board meeting.
The following recommendation was moved by J. Bennett, seconded by D. Clark and CARRIED:
That the Business Services Bylaws as amended be approved.
In consideration of the committee having completed its mandate, the following recommendation
was moved by D. Clark, seconded by T. Grant and CARRIED:
That the Bylaw Review Ad Hoc Committee be disbanded.
d. Report of the Audit Committee, 2014 September 30
Trustee G. Hart referred to the 2014 September 30 written report of the Audit Committee (item D)
and provided to Trustees in advance of the Board meeting.
e. Report of the Chair's Committee, 2014 October 7
Trustee G. Hart referred to the 2014 October 7 written report of the Chair's Committee (Item E)
and provided to Trustees in advance of the Board meeting. The following recommendations were
moved by G. Hart, seconded by T. Grant and CARRIED -
That Trustees J. Bennett and R. Campbell be appointed to participate in the
Elementary Principal interviews 2014 November 5 and S.
That Trustees B. McKinnon and T. Grant be appointed to participate in the Elementary
Vice -Principal interviews 2014 November 12 and 13.
f. Report of the Committee of the Whole — In Camera, 2014 October 14
Trustee Hart advised that the committee met in -camera from 5:05 p.m. to 6:00 p.m. The
committee discussed legal, personal and property matters. No conflicts of interest were declared.
The following motion was moved by G. Hart, seconded by J. Todd and CARRIED:
That the motion relating to legal and property matters be approved.
2014 October 14 ... 7
i[-1wrIe111,Ii11111011Lw7_vira7:1-
a. ONTARIO PUBLIC SCHOOL BOARDS' ASSOCIATION — none
b. APPOINTMENT TO THE FIRST NATIONS ADVISORY COMMITTEE
Correspondence was received from Oneida Nations of the Thames regarding the appointment of
Carolyn Doxtator as a representative on the Board's First Nations Advisory Committee.
The following recommendation was moved by B. McKinnon, seconded by M. Reid and CARRIED:
That Carolyn Doxtator be appointed to the Board's First Nations Advisory Committee
as a representative of Oneida Nation of the Thames.
17. NOTICE OF MOTION - none
18. MOTION — NOTICE OF WHICH HAS BEEN GIVEN - none
19. ADDITIONAL ITEMS - none
20. QUESTIONSICOMMENTS BY MEMBERS - none
21. ADJOURNMENT
The meeting adjourned at 10:53 p.m. on motion of M. Reid, seconded by P. Jaffe.
Confirmed:
\.
Chairperson
2014 October 14 ... 8
SUMMARY OF APPROVED RECOMMENDATIONS OF 2014 OCTOBER 14
That the Board approve the following capital consolidation projects for the submission to the Ministry of
Education to request School Consolidation Capital funding:
Bishop Townsend Public School — Addition and Renovations
Aldborough Public School --Addition and Renovations
Dunwich-Dutton Public School — Renovations
That in accordance with the provisions of Ontario Regulation 357106 and the amending Regulation
190114, the Board establish that the trustee honorarium for the 2014-2018 term of office be 100% of both
the base amounts and the enrolment -based amounts, and 0% for the attendance amount_
That the Chair write to the Ministry on behalf of the Board to express the complex concerns related to
capital and ongoing funding for community schools that have been identified in the accommodation
review process.
That Senior Administration review the process of managing emergency response to student accident and
injuries at the school level and that a separate procedure be drafted and brought back to the Policy
Working Committee.
That the Business Services Bylaws as amended be approved.
That the Bylaw Review Ad Hoc Committee be disbanded.
That Trustees J. Bennett and R. Campbell be appointed to participate in the Elementary Principal
interviews 2014 November 5 and 6.
That Trustees B. McKinnon and T. Grant be appointed to participate in the Elementary Vice -Principal
Interviews 2014 November 12 and 13.
That the motion relating to legal and property matters be approved.
That Carolyn Doxtator be appointed to the Board's First Nations Advisory Committee as a representative
of Oneida Nation of the Thames.
0
Date of 2014 October 14
'Vri I�( � Meeting:
��Q `` (
Item #: 14.0
REPORT TO: BOARD FRI Public ❑ In Camera
COMMITTEE E] Public In Camera
PRESENTED FOR APPROVAL
SUBMITTED BY: Kevin Bushell, Executive Officer SIGNATURE:
Facility Services & Capital Planning
SUBJECT:
SCHOOL CONSOLIDATION CAPITAL FUNDING. SUBMISSION
RECOMMENDATION: That the Board approve the following capital consolidation projects for the submission to the
Ministry of Education to request School Consolidation Capital funding:
i. Bishop Townshend PS — Addition and Renovations
ii. Aldborough PS —Addition and Renovations
iii. Dunwich-Dutton PS —Renovations
Purpose As of 2014 August 27, the Ministry of Education announced capital funding available to school
boards to support projects that are a result of school(s) consolidations (Accommodation review
process). School board are required to submit a Board approved list of consolidation projects by
2014 October 15. (Appendix A: 2014:1308 Memo Request for School Consolidation Capital
(SCC) Projects)
Only projects which have completed the Accommodation Review process, have a final Board
decision (by 2014 October 15), and are identified as consolidating excess space opening no later
than 2017-18 will be eligible for SCC funding consideration. Funding will be allocated on a
business case basis for new schools, retrofits and additions that support consolidations.
Content The TVDSB currently has three Board approved capital projects that meet the Ministry's SCC
requirements of completed Accommodation Review process and consolidating excess space:
Bishop Townshend PS (Central London Elementary ARC), Aldborough PS and Dunwich-Dutton
PS (Western Elgin Elementary ARC).
Aldborough PS and Dunwich-Dutton PS projects were previously submitted to the Ministry for
Capital Priorities funding (2013 October 31), These two projects were not supported by the MOE
for Capital Priority funding. Boards have the opportunity to update any unapproved Capital
Priorities consolidation business cases and resubmit those projects for the SCC program.
It should be noted that the MOE anticipates an additional call for SCC projects in the spring of
2015.
We build each student's tomorrow, every day
Projects Svnooses:
Bishop Townshend PS — Cost., $ 5,564. 000
The addition will include a gymnasium and activity room, kitchen servery, storage, 4 Full Day
Kindergarten classrooms, and a General Arts / Music classroom. Renovations to the existing
facility will include a Library Resource Centre, Learning support room (LSR), 6 standard
classrooms, and the main office and staff room. The relocation of the main entrance and office
allows for better visibility following Safe Schools. The resulting On -The -Ground Capacity will be
461. Site alterations will include modifications to the parking lot, asphalt and green play space.
A bus bay which can accommodate up to five buses will be located on Glasgow Street.
As part of the addition to Bishop Townshend PS, the construction of 31 child care spaces will
replace the existing space at Lorne Avenue PS in compliance with the 2012-83 and 2013:1308. A
separate entrance, play yard and parking 1 drop off for the Child Care will also be provided off of
Quebec Street. This relocation allows child care servicing for both Lome Avenue and Bishop
Townshend communities.
Aldborough PS — Cost, $ 5,199,000
The addition will include a General Arts classroom, a gymnasium and primary activity room and
administrative space located at the main entrance of the school for better visibility following Safe
Schools. Renovation to the existing facility include, 3 purpose built Full Day Kindergarten
classrooms, 4 standard classrooms, Library Resource Centre, computer lab, and LSR. The
resulting On -The -Ground Capacity will be 389.
Dunwich-Dutton PS— Cost: $ 1,745,000
Renovations will result in a facility that includes 3 Full Day Kindergarten classrooms, 11 standard
classrooms, a General Arts room, Library Resource Centre, a single gymnasium. The
reorientation of the main entrance will allow for administrative space to be located the entrance of
the school for better visibility following Safe Schools. An elevator will be required for Barrier Free
compliance. The resulting On -The -Ground Capacity will be 343_
AEI of the above projects will receive school renewal and energy efficient improvements. They
will be designed and constructed to meet the Ministry Capital Standards (as set out in Building
Our Schools, Building Our Future Report from the Expert Panel on Capital Standards — 2010
June 10), LEED Silver equivalent standards for energy conservation, be fully accessible and
meet all Ontario Building Code requirements. These facilities will be designed and constructed to
provide after-hours community use.
Cost/Savings As noted above
Timeline 2014 October 15 — Submission to the Ministry
Appendices Appendix A - 2014,808 Memo Request for School Consolidation Capital (SCC) Projects
Relation to Commitments:
® Putting students first.
❑ Recognizing and encouraging leadership in all its forms
® Actively engaging our students, staff, families and communities_
❑ Being inclusive, fair, and equitable.
® Ensuring safe, positive learning and working environments. ❑ Inspiring new ideas and promoting innovation.
0 Taking responsibility for the students and resources entrusted to our care.
X.
Ministry of Education Ministbre de 11ducation
Office of the ADM Bureau du sous-ministre adjoint }
Financial Policy and Business Division Division des politiques financibres el des opdrations I ,�Ontario
20"' Floor, Mowat Block 20' 6tage. tdifice Mowat j/
900 Bay Street 900, rue Bay
Toronto ON M7A 11.2 Toronto ON WA 11.2
2014: B08
MEMORANDUM TO: Directors of Education
FROM: Gabriel F. Sekaly
Assistant Deputy Minister
DATE: August 27, 2014
SUBJECT: Request for School Consolidation Capital Projects
1 am writing to announce details of the new School Consolidation Capital (SCC) program
and to solicit requests for capital project proposals from School Boards. The program is
supported through the $750M in funding that was announced in the 2014-15 GSN release
as part of the School Board Efficiencies and Modernization (SEEM) initiative. This funding
is intended to help school boards adjust their cost structure in response to reductions in
Ministry funding that currently supports empty space.
The Ministry recognizes that for school boards to effectively and efficiently manage their
excess capacity, they will need to (in some cases) right -size their capital footprint. Capital
funding will be available to school boards to support projects that address a board's
excess capacity through the SCC program.
Funding for the SCC will be allocated on a business case basis for new schools, retrofits
and additions that support consolidations.
N!, hch iahts/Summary Points:
• Boards to submit School Consolidation Capital projects expected to open no later
than the 2017-18 school year.
• The deadline for School Consolidation Capital submission is October 15, 2014.
• Business Cases will be required only for a board's top 8 School Consolidation
Capital projects. This includes submission for projects to be undertaken using board
funding.
• School consolidation business cases that were previously submitted under the last
round of Capital Priorities will be available for boards to update in the next few
weeks to resubmit under the SCC program.
Request for School Consolidation Capital Projects Page 1 of 5
Memorandum 2014: BOB from Gabriel F. S6kaly August 27, 2014
School boards are requested to provide the Ministry with an update of their consolidation
projects that need to be completed by the 2017-18 school year. The Ministry will be
reviewing the SCC submissions for funding consideration, as well as to understand the
need for ongoing capital investments in the education sector.
Business Case Considerations
The Ministry will consider funding business cases under the SCC program that allow a
board to reduce their excess capacity. Only projects that are identified as consolidating
excess space will be eligible for funding. Eligible projects for funding consideration include
the following:
• Consolidating two (or more) schools into one new facility.
• Building an addition and/or undertaking a major renovation to an existing school
to accommodate enrolment from other schools that are deemed surplus to the
board's needs.
• Right -sizing existing schools by renovating or demolishing existing excess
capacity.
The SCC capital project business cases should address the following:
• How the facilities in the area will be right -sized to address boards underutilized
space.
• Impact on reducing a school board's operating and renewal costs.
• Enrolment projections for schools in the area of the project.
• Existing renewal needs of schools that are part of the business case.
• Other benefits, such as improved programming, accessibility and/or energy
efficiency.
• Results of the accommodation review process (where applicable).
• Alternate solutions considered.
We expect that boards will be submitting projects for SCC funding that are linked to
accommodation reviews decisions. Please note, projects related to accommodation
reviews must have a final trustee decision by October 15, 2014 to be considered for SCC
funding approval.
Submission of School Consolidation Capital Projects
Similar to Capital Priorities, boards will need to submit their requests for SCC funding
through the School Facilities Inventory System (SFIS). Please note that boards will have
the opportunity to update any unapproved consolidation business cases that were
submitted under the last round of Capital Priorities in SFIS to consolidate under the SCC
program.
Only a board's 8 highest priority projects expected to open no later than 2017-18 will be
considered for SCC funding and will need to be supported with a completed business
case_ Projects required after 2017-18 will be considered for future rounds of SCC funding.
Boards will be required to submit their Trustee approved updated SCC projects by October
15, 2014. 0
Request for School Consolidation Capital Projects Page 2 of 5
Memorandum 2014: B08 from Gabriel F. S6kaly August 27, 2014
Upon submission of Trustee approved SCC projects, the submission will be locked and
school boards will only be able to modify their projects by requesting that their Capital
Analyst unlock a project (Please refer to Appendix A for a complete list of Capital
Analysts).
Joint Use Capital Projects
As with previous Capital Priorities Grant programs, the Ministry encourages boards to
consider collaborative capital project arrangements between school boards. The Ministry
will review all joint use projects for funding consideration before evaluating any other SCC
submissions. Joint use projects are more likely to receive capital funding and also have the
opportunity to generate an increased amount of capital funding than stand-alone projects.
Please see B2013:18 Initiative to Encourage Joint Use/Collaboration between School
Boards on Capital Projects for further details.
Ministry Contact
If you have any program questions, or require additional information, please contact the
Capital Analyst assigned to your board or:
Alexandre Beaudin, Acting Manager, Capital Policy and Programs Branch at 416-212-
4818 or at Alexandre. Beaudin(M..ontario.ca.
We look forward to working with you to identify your future Capital Priorities Consolidation
projects.
Sincerely,
Original signed by
Gabriel F. Sekaly,
Assistant Deputy Minister
Financial Policy and Business Division
Copy: Superintendents of Business and Finance
Request for School Consolidation Capital Projects Page 3 of 5
Memorandum 2014: B0O from Gabriel F. Sbkaly August 27, 2014
1!! h
".L !. ", .
*� sTRi[T OOL OM,
REPORT TO: BOARD
COMMITTEE
PRESENTED FOR APPROVAL
X❑ Public Fj In Camera
❑ Public ❑ In Camera
SUBMITTED BY: Christine Beal, Superintendent of SIGNATURE:
Organizational Support Services (Business)
Jeremy Knight, Manager of Business Services
SUBJECT: Trustee Honoraria Effective 2014 December 01.
RECOMMENDATION:
Date of 2014 October 14
Meeting.
Item #: 14.d Q
That in accordance with the provisions of Ontario Regulation 357106 and the amending
Regulation 190114, the Board establish that the trustee honorarium for the 2014-2018 term of
office be 100% of both the base amounts and the enrolment -based amounts, and 0% for the
attendance amount.
Purpose To establish the trustees' honorarium levels for the 2014-2018 term of office.
Content Ontario Regulation 357106 makes it a requirement for an outgoing board to establish the honoraria for
the new term of trustees prior to 2014 October 15,
Base Amount and Enrolment -based Amount:
Trustees receive honoraria which is a combination of a base amount along with an amount which
fluctuates with enrolment.
Per Ontario Regulation 357106, Section 5(2), the base amount is to be adjusted by the Ontario
Consumer Price Index ("CPI"). However. on 2014 September 23, the Minister for Education filed
amending Regulation 190114 extending the period of fiscal restraint on the base amount maximum of
$5,900 for the 2014-2018 term of office.
The enrolment amount maximum is recalculated annually based on the previous year's enrolment.
Attendance Amount:
Per Section 7(1) and 7(2) of Regulation 357106, the trustees who attend any meeting of a committee of
the Board may be paid an attendance amount not to exceed $50. On 2006 October 10 and 2010
September 28, the Board elected to not receive any compensation as part of the attendance amount.
Cost/Savings Total compensation has decreased due to declining enrolment. Net decrease of $134.20 per Trustee,
$157.21 for the Vice -Chair and $180.21 for the Chair.
Timeline The new compensation rates are effective 2014 December 01.
Appendices Honoraria for District School Board Members
Memo on Honoraria for District School Board Members
Relation to Commitments:
❑ Putting students first_
❑ Actively engaging our students, staff, families and communities.
❑ Recognizing and encouraging leadership in all its forms. ❑ Being inclusive, fair, and equitable.
We build each student's tomorrow, every day
❑ Ensuring safe, positive learning and working environments. ❑ Inspiring new ideas and promoting innovation.
® Taking responsibility for the students and resources entrusted to our care.
Miniatcy..of-Education
Minister
Mowat-Bloeh
Qusen'a Park
Toronto ON M7A 142
September 23, 2014
Dear chairs,
Minlstire de PE$ducatlon .
Minisire
'`dllloe-Mowat
Queada Park
Toronto ON M7A 11.2
Ontario
We value and appreciate the essential role that school board trustees play in helping every
student reach their full potential. Our publicly funded education system is among the best in the
world, thanks to people like you who energize our schools, inspire our educators, and serve our
communities.
As you know, our overarching goal is to improve student achievement and well-being, while
ensuring long-term financial sustainability. We are in a challenging fiscal time, and our
government is committed to balancing the budget by 2017-18. In our climate of continued
financial restraint, we are asking everyone to do their part to address Ontario's economic
challenges.
As such, I am amending Ontario Regulation 357106 to restrain the base amount limit of trustee
honoraria at $5,900 per year for the 2014-18 term of office. This is necessary until we achieve
our goal of eliminating the province's deficit.
Having been a trustee myself, I understand and appreciate the work you do each and every day,
the difficult decisions you have to make, and the considerable time you commit to this role. You
provide an important voice in your community, and you Help to build confidence in our
education system through your focus and commitment to student achievement and well-being. I
thank you again for serving Ontario's students. Your passion, hard work and dedication are key
to a brighter future for all Ontarians.
Sincerely,
rZ5 Z --25:,k D 1�,�
Liz Sandals
Minister
lntstry of -Education
Deputy Minister
Mowat Block
Queen's Park
Toronto ON M7A t L2
Memorandum To:
From:
Date:
Subject:
Ministhm do Mducation
Sousinirdstre
tdiflce Mowat
Gueen's Park
Toronto ON M7A 1i.2
Directors of Education
George Zegarac
Deputy Minister
September 23, 2014
��tano
Honoraria for District School Board Members
Further to Minister Sandals' letter to trustees on September 23, 2014,1 am writing to provide you
with information about amendments to O. Reg. 357/06 — Honoraria far Board Members. As you
know, restrictions on increases to trustee honoraria have been in place since March 2010.
The amending regulation (O. Reg. 190114), which was filed on September 23, 2014, establishes
the base amount limit of honoraria that the board may pay for the 2014-18 term of office at
$5,900. It also changes the calculation of future increases to the base amount limit which
depends on the Ontario Consumer Price Index. These changes are discussed in greater detail
below.
As boards are required to set their honoraria policy by October 15, I will take this opportunity to
review the allowable payments under each component of honoraria for the 2014-2018 term of
office.
Base amount
The board may set an amount that does not exceed $5,904 for a trustee for each year of the term
of office. To this amount, the board may add up to $5,000 for the chair and up to $2,500 for the
vice -chair.
For clarity, adjustments to the base amount limit for future terms will be limited to the increase
in the Ontario Consumer Price Index from the previous term of office.
.n
L�nrotment a»iaunt -- -
The enrolment amount limit is recalculated annually. The limit for each year of office is tied to
the estimate of the board's day school average daily enrolment (ADE) for the previous year. For
example, the 2014-15 enrolment amount would be based on the board's day school estimate for
the 2013-14 school year that was reported in June 2013. The formula for calculating the
enrolment amount limit is found in section 6 of 0. Reg. 357106.
Attendance amount
The board may pay up to $50 for attendance at a meeting of a committee of the board that is
required to be established by an act or regulation. Boards may not pay an attendance amount for
attending other meetings. There are currently four committees that require membership of one or
more trustees under the Education Act: Audit Committee, Parent Involvement Committee,
Supervised Alternative Leaming Committee and Special Education Advisory Committee.
Distance amount
For boards and trustees who meet the criteria in section 8 (2) of 0. Reg. 357/06, there is a limit
of $50 that may be paid for attending a meeting of the board or of a committee of the board that
is required to be established by an act or regulation. The board must have a board area greater
than 9,000 lane or a dispersal factor greater than 25 as set out in 0. Reg. 412100. The board
member must reside more than 200 km from the meeting location and the member can only
receive the distance amount once in respect of any single day.
The amending regulation is attached and the revised version of O. Reg. 357/06 will be available
shortly on the E -Laws website: www.e-laws.eov.on.ca.
Should you have any questions regarding the changes to O. Reg. 357106, please contact Bruce
Drewett at 416-325-1079 or Bruce.Drewett(@ontario.ca
Sincerely,
4
George Zegarac
Deputy Minister
Attachments:
0. Reg. 190114 (the amending regulation)
Minister Sandals' September 23, 2014 letter to trustees
c: Executive Directors of School Board Associations
Superintendents of Business and Finance
REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE MEETING
MEMBERS
W. Huff (Chair)
M. Reid, Trustee
B. McKinnon, Trustee
D. Grosbeck, Chippewas of the Thames
M. Burch, Chippewas of the Thames
B. Summers, Oneida Nation of the Thames
C. Thomas, Munsee-Delaware Nation
Regrets:
L. Nicholas, Munsee-Delaware Nation
15.a
2014 September 16
3:08 — 4:39 p.m.
ADMINISTRATION AND OTHERS
V. Nielsen, Superintendent of Student Achievement
P. Skinner, FNMI Learning Supervisor
J, Hill, FNMI Learning Coordinator
K. Aitken, Corporate Services
P. Thompson, Principal, Saunders SS
D. Chisholm, Vice Principal, Saunders SS
R. Hart, Principal, B. Davison SS
L. Williams, Principal, Lambeth PS
D. Vachon, Vice -Principal, H.B. Beal Secondary SS
R. Oakley -Law, Principal, Delaware Central PS
J. Beynon, Vice -Principal SDCI
Guests:
R. Doxtator, Oneida Nation of the Thames
C. Doxtator, Oneida Nation of the Thames
1. CALL TO ORDER
The meeting convened at 3:08 p.m. in the Elgin Room at the Education Centre.
2. APPROVAL OF AGENDA —The agenda was approved as printed.
3. CONFLICTS OF INTEREST — None declared.
4. REPORT OF MEETING — 2014 JUNE 17 —Provided For information.
5. BUSINESS ARISING FROM MINUTES
Chair W. Huff advised that Attendance Working Group volunteers are needed, C. Thomas, M. Burch
and B, McKinnon agreed to participate. K. Aitken will inquire about dates, times and location and will
advise members accordingly.
6. LEARNING SUPPORT SERVICES UPDATE
a. Introductions of New Team Members
Supt. V. Nielsen introduced and welcomed the following individuals to the committee:
Purveen Skinner (Learning Supervisor);
Jessica Hill (Learning Coordinator);
Richard Hart (Principal, B. Davison Secondary School);
Murray MacDonald (Principal, Strathroy District Collegiate Institute); and
Lisa Williams (Principal, Lambeth Public School).
Supt. Nielsen responded to questions of clarification regarding the posting for the FNMI
Education Advisor,
b. September Visits by Team to Schools
Learning Supervisor P. Skinner shared that the Learning Support Services team of herself, Supt.
Nielsen and Learning Coordinator J. Hill visited both Standing Stone Public School and Antler
River Elementary School to meet administration, visit classrooms, lour the schools and discuss
possibilities on how they can work together. Each of the other schools hosting FNMI students
from Tuition Agreements was also visited by one or more members of the team.
c. Planning for 2014-2015
Learning Coordinator Hill referred to the Thames Valley District School Board FNMI Board
Initiatives: 2014-2015 (Appendix FNMI 1). Supt. Nielsen requested any input be forwarded to her
attention.
Learning Supervisor Skinner referred to the Completed Ministry Projects 2013-2014 (Appendix
FNMI 2)_
6. LEARNING SUPPORT SERVICES UPDATE—cont'd
c. Planning for 2014-2015 — cont'd
Chair Huff requested an update relating to the Cooperative Education program at Saunders
Secondary School. He noted its success among FNMI students. Principal P. Thompson advised
that the program is not currently offered as a result of declining enrolment. However, Saunders
Secondary School is hopeful that they will be able to offer it during the next school year.
A request for data regarding initiatives in partnership with Centre for Addition and Mental Health
(CAMH) was noted.
Supt. Nielsen referred to the Implementation Plan — Ontario First Nation, Metis, and Inuit
Education Policy Framework recently released and advised that it would be brought back for
discussion at a future meeting. The document is available online at:
httD:/Iwww.edu.aov.on.ca/ena/aboriainal/OFNlmolementationPlan.odf
7. PRINCIPALS' UPDATE
a. B. Davison Secondary School
Principal R. Hart advised that the students of B. Davison Secondary School are transitioning well.
The current FNMI population is 38.
Transition Meetings and Timelines
Currently meeting with students from Grades 9 through 12 and offering supports and
resources available in the classroom.
Initiatives to Support Students in their Learning
Grade 9 students are involved in Circle of Support, an initiative that includes a series of
activities focusing on team building, social norms for the classroom, diversity, exceptionalities
and acceptance and tolerance of others.
Cultural Initiatives
B. Davison Secondary School is currently ordering materials for its Longhouse. All students
will be given the opportunity to work hands-on and be directly involved in the construction
process. This will allow for increased cultural awareness. The Longhouse will be used for
sharing circles, smudging and cultural meetings.
Three computers will be available in all classrooms with Kurzweil and Word Q software. The
goal is to move away from a Resource classroom model and integrate all students in
classrooms.
Important Dates
November 7 — Grand Opening of B. Davison Secondary School. Rededication will be held at
1:30 p.m.
b. Delaware Central Public School
Principal R. Oakley -Law advised there are 26 students from Munsee-Delaware Nation and 10
from Oneida Nation of the Thames currently enrolled. She attended a back to school event held
in Munsee Delaware Nation.
Transition Meetings and Timelines
A welcome back assembly was held on September 5. Grade 7 students performed.
Initiatives to Support Students in their Learning
Girt Power and Be Boys sessions for students 9 to 11 years old will be held once a week for
nine weeks.
Page 2
7. PRINCIPAL'S UPDATE — cont'd
b. Delaware Central Public School — cont'd
Cuftural Initiatives
Cooking sessions will be held each Tuesday for all students to participate in.
Important Dates
September 23 — 41' R begins
September 25 — Girl Power and Be Boys sessions begin
c. H.B. Beal Secondary School
Vice -Principal D. Vachon advised that a student led conference was held on September 19 to
welcome students to M.B. Beal Secondary School.
Transition Meetings and Timelines
R. Giles and T. Sillaby are working closely with FNMI students and the Student Success
team to track student progress_
Initiatives to Support Students in their Learning
The Martin Aboriginal Youth Entrepreneurship program has 17 students enrolled
Cultural Initiatives
FNMI student dancers performed at the Ministry of Education Regional Symposium at the
London Convention Centre on September 19.
The 4 Feathers Leadership group and Lunch S Learn program will begin shortly_
d. Lambeth Public School
Principal L. Williams advised that there are currently 31 students from Oneida Nation of the
Thames (18 in Grade 7 and 13 in Grade 8) enrolled at Lambeth Public School. She attended
Standing Stone Elementary on September 12 to meet with the resource team, tour the school and
meet with students to answer questions.
Transition Meetings and Timelines
Classroom reviews are underway to develop a plan for each student in terms of supports
needed.
Initiatives to Support Students in their Learning
Principal Williams advised that Lambeth Public School will focus on learning and cultural
initiatives for the 2014-2015 school year_
Cultural Initiatives
Oneida lunches will be held on Tuesdays and Wednesday. There are currently 31 students
participating.
Moccasin making sessions will be held after school and will begin shortly.
Turtle Concepts will hold a session for students.
The e R Program will be held on Wednesday afternoons,
Important Dates
October 8 -10 is the Apprenticeship Conference with 15 students registered. The conference
will focus on Aboriginal youth career awareness.
October 24 - Student Mentors OSSA sessions will be held at Standing Stone Elementary and
lead in small group discussion.
K
Page 3
7. PRINCIPAL'S UPDATE — cont'd
e. Saunders Secondary School
Principal P. Thompson referred to the written report as attached (Appendix FNMI 3) and provided
to the Committee in advance of the meeting regarding FNMI students at Saunders Secondary
School.
f. Strathroy District Collegiate Institute (SDCI)
Vice -Principal J. Beynon advised that there are currently 40 self -identified FNMI students at SDCI
enrolled.
Transition Meetings and Timelines
Guidance Counsellors have been meeting with all new students. They are also in the
process of identifying those students who may be struggling and looking at putting supports
in place.
A webpage was created on the school's website with FNMI student resources.
Initiatives to Support Students in their Learning
FNMI Club was established. SDCI is looking into arranging visits from Elders to attend.
Important Dates
November 5 — Grade 8 class visits
January 15 — Grade 8 parent night
8. COMMUNITY UPDATE
a. Chippewas of the Thames First Nation
D. Grosbeck advised that there are currently 55 students enrolled in the secondary panel. The
Education Coordinator has scheduled meetings with principals at Saunders and B. Davison
Secondary Schools and Strathroy District Collegiate Institute.
Chippewas of the Thames First Nation will continue its support of lunch programs with Oneida
Nation of the Thames.
Chippewas of the Thames is interested in partnering with TVDSB for Turtle Concepts.
The Life Long Leaming review is completed and will be shared with the committee once approved
by the community.
D. Grosbeck requested that TVDSB consider extending Professional Development sessions to
teachers at Antler River Public School and Standing Stone Elementary School.
b. Munsee-Delaware Nation
C. Thomas advised that the trip to Canada's Wonderland and the summer literacy camps for
students was a success.
c. Oneida Nation of the Thames
B. Summers advised that she started her new role as the Life Long Learning Administrator in
August. She is currently focused on addressing the transportation issues for special education
students and reviewing transition and attendance issues.
9. ADDITIONAL ITEMS
Chair Huff was proud to advise that a number of FNMI students participated in the National Aboriginal
Indigenous Games in Saskatchewan from July 20-27with many returning with medals.
Page 4
10. FUTURE MEETING DATES
DATE
2014 October 21
2014 November 18
2015 January 20
1 2015 February 17
2015 March 24
12015 April 21
12015 May 19
i 2015 June 16
LOCATION
Saunders Secondary School
The Education Centre - Elgin Room
The Education Centre — Katherine Harley Room
Chippewas of the Thames First Nation
B. Davison Secondary School
Strathroy District Colleqiate Institute
Oneida Nation of the Thames
Munsee-Delaware Nation
11. ADJOURNMENT —The meeting adjourned at 4:39 p.m. by motion.
RECOMMENDATIONS: none
WARREN HUFF
Chairperson
Page 6
x
E*
IFT-Tor rartra 17704-0 Mins 1; =177737171 MMIMMUTNTUNAM-1
1. Visiting Elders and Cultural Teachers (VEC I3 Program
To enhance the curriculum and Aboriginal perspectives in both elementary
and secondary schools throughout the board, this program overs a financial
subsidy to invite elders or cultural teachers into classrooms and schools. This
program will be offered in the same format as previous years.
2. Grade 8 FNMI Transition Conference
In the spring, grade 8 FNMI students from across the Thames Valley (and
Antler River) will be invited to attend a one -day conference to introduce them
to the people, skills and resources needed for success as they transition into
secondary school.
3. FNMI Student Advisory Council (CAMH)
Ten secondary schools with a significant FNMI student population will be
invited to select 2 FNMI student leaders from their school to participate in the -
council which provides students with an opportunity to voice their vision,
concerns and aspirations. The FNMI SAC will meet once/month at CAMH,
Western University.
4. FNMI Peer Mentoring (CAMH)
Peer mentoring will be offered at four elementary schools (Aberdeen,
Delaware, Lambeth, Woodland Heights) and three secondary schools
(Beal, Saunders, Thames). The mentoring program will be offered for one 8 -
week sessions in the fall and one 8 -week session in the spring at each of the
above schools.
S. FNMI Leadership Retreat (CAMH)
Students from the same secondary schools as mentioned above (#3) will be
invited to apply for the 2014-15 FNMI Leadership Retreat. In 2013-14, forty
students attended Tim Horton's Camp in Parry Sound for an overnight
excursion. According to the current service agreement with CAMH, the
Leadership Retreat will include 30 students for a one -day excursion.
Completed MInlstry Protects 2013-2014
Proeect 1: Elders/Cultural Teachers In Residence
Elders and Cultural Teachers were placed within eight elementary and secondary schools with
high FNMI populations to enhance FNMI cultural content and increase FNMi student self-
esteem. A Service Agreement with Southwestern Ontario Aboriginal Health Access Centre
(SOAHAC) was completed to provide Elders and Cultural Teachers in Residence to schools.
Prosect 2: FNMI Cultural Comoetencv Learning Circle
This project involved three stages. Stage 1 consisted of FNMI cultural competency training
sessions for participating school teams. During stage 2, trained student leaders facilitated
activities to Increase FNMI cultural pride and to enhance cultural competency within their
school community. A culminating celebration took place at stage 3, whereby FNMI student
leaders shared their work. NDSB teaching and support staff along with students, Trustees, '
members of FNAC, local First Nations and Urban communities as well as the general public
were invited to attend.
Prosect 3: Indigenous Arts Initiative,
This project was piloted at H.B. Beal Secondary School through the Beal Art department and
focussed on dance, ceramics, photography, printmaking and painting. After attending a
cultural competency workshop, Art teachers collaborated with Indigenous artists who worked
with students to create their own art forms to express their understanding of Aboriginal
identity and history.
Er9ject 4: Improving FNM! OSSLT Results
Secondary schools, H.B. Beal, Clarke Road, Saunders and Strathroy District Collegiate Institute,
participated in a collaborative inquiry to Improve literacy results. Culturally relevant resources
were purchased for each school and support was provided by Learning Support Services staff
through the use of Learning Coordinators and Learning Supervisors.
1 jV V 6, Y'(
SAUNDERS SECONDARY SCHOOL
941 Viscount Road, London, Ontario N6K 1 H5
Telephone; (519) 452-2770 - Fax: (519) 452-2799
Website: www.tvdsb.ca/Saunders.cfm
REPORT to FIRST NATIONS ADVISORY COUNCIL
Saunders Secondary School
September 16, 2014
TRANSITION MEETINGS AND TIME LINES
Gr.9 Surigmer Orientation
Gr.9 students and their parents visited on the afternoon of August 27"`. Students
were welcomed by Student Council and LEAD students and had the opportunity to
find the locations of their classes and lockers. Parents met with our Administration
and Student Success staff in the library.
• Gr. 9 Orientation Week
The week started with grade assemblies so ail students, including our Gr.9's
reviewed strategies for success and also received the principal's cell phone number
for extra support. In addition to these assemblies, all Gr. 9 students participated in
daily orientation activities, which were organized by our LEAD students. Students
met pairs of student mentors assigned to each Gr.9 class and met each other -
especially with collaborative games held at the end of the week. On Friday,
September 5t', the Students' Athletic Association organized an assembly to Inform all
of the Grade 9 students about the sports teams they could join.
Gr. 9 f=amily Night
On September 11"', WI Gr. 9 ttudents and their parents were invited to Saunders for
a barbeque and to learn about all of the community supports available to them. The
event was organized in- collaboration with the Westmount Family Center. In addition,
the parents visited all of their children's classrooms.
Club Day
All Saunders students will have an opportunity to explore the wide variety of clubs
available to them on September 23d.
Thames Valley District School Board We build each student's tomorrow, every day. Website: www.tvdsb.cd
INITIATIVES TO SUPPORT STUDENTS IN THEIR LEARNING
FNSST
Our First Nations Student Success Team will meet monthly to track the progress of
the FNMI students and develop action plans for students who are struggling
academically, psychologically or emotionally. The first meeting will occur on Oct_
FNMI Attendance Pilot Project
We have initiated an attendance pilot project in collaboration with Melanie Ferdinand,
the Manager of Social Workers & Attendance Counsellors. The purpose of the
project is to track and monitor the attendance of our Gr. 9 & 10 FNMI students and
create action pians to improve academic success if any student misses three
consecutive days' attendance. Sandra Miller is our onsite FNMI attendance
counsellor. She will continue her FNM I Re-engagement work as well.
CULTURAL INITIATIVES
• Paul Martin Accounting Mentoring Program
2014-2015 marks the second year of our participation in the Martin Aboriginal
Education Initiative. An orientation session has been scheduled for interested
students and parents on September 3e.
The three students Involved in the program last year will continue to participate this
year. We will utilize the feedback they provided in June to help plan the group
activities for this year,
Cultural Competency Project
Most of the senior FNMI student leaders involved in the Cultural Competency Project
last year have returned. In June, they expressed the desire to continue to create
Public Service Announcements (PSAs) thls year to Increase FNMI cultural
awareness. In addition, they indicated that they wanted to organize a large multi-
cultural celebration at Saunders -
0 Saunders Sharing
Saunders was delighted to host Purveen Skinner Le rni g upervisor
FNMI/Pathways and Jessica Hill, FNM[ c r f`a morning to
experience Smudging in our Cultural Centre, and to see our FNMI Programs and
Equity initiatives firsthand.
IMPORTANT DATES:
Sep. 18114 - Under the Lights Football, All Families invited!
Sep.24114 - United Way Football Game, UWO
Sep. 26114 - P. A. Day
Oct. 1/14 - School Council Mee#ing, All parents Welcomel
Oct. 3114 - Progress Reports Distributed
Oct. 16114 - ParentlTeacher Night
Oct. 23/14 - Awards Night
REPORT OF THE POLICY WORKING COMMITTEE
MEMBERS
T. Grant (Chair) M. Reid
J. Bennett R. Tisdale
B. McKinnon
_Regrets: D. Clark
Item B
2014 September 23
3:33 p.m. — 5:22 p.m.
ADMINISTRATION AND OTHERS
L. Elliott K. Aitken
B. Williams
K. Edgar
K. Dalton
K. Young (+3:56)
1. APPROVAL OF AGENDA —The agenda, as amended to move Item 7.b Attendance Areas for
Students Policy and Procedure to Item 4.a, was approved on motion.
2. CONFLICTS OF INTEREST— None declared.
3. COMMITTEE REPORT OF 2014 JUNE 24 AND 2014 SEPTEMBER 23 TRACKING SHEET —
Provided for information.
4. POLICYIPROCEDURE — TO COMMITTEE FOLLOWING PUBLIC INPUT
a. Attendance Areas for Students Policy and Procedures
Associate Director K. Dalton joined the meeting to provide an update on the proposed
amendments as a result of the public consultation process. She referred to the three
submissions received and noted that no changes will be made to the procedure and that out
of area exemptions continue to reflect the current protocol and process remain consistent.
Following a lengthy discussion, it was suggested that minor revisions be made to the
procedure and that it come back to the Committee for further review.
S. DRAFT POLICIES/PROCEDURES
a. Use of Commercial Electronic Messages independent Procedure
Supervisor B. Williams joined the meeting to present the draft Use of Commercial Electronic
Messages Independent Procedure for NDSB staff and Trustees regarding the use of
Commercial Electronic Messages (CEMs) in compliance with Canada's Anti -Spam
Legislation (CASL). Exemptions were noted.
In response to a question, it was noted no Board is approaching the legislation in the same
way. However, TVDSB is ensuring that consistent messaging is in place and that it is meeting
the criteria.
The following motion was moved and carried;
That the Use of Commercial Electronic Messages independent procedure be posted to
the Board's website for 60 days.
6. DRAFT POLICIES/PROCEDURES REQUIRING ADDITIONAL CONSIDERATION
a. Safe Schools Policies and Procedures
Supt. K. Edgar referred to policies and procedures housed under the Safe Schools portfolio.
The portfolio committed to looking at all policies and procedures to streamline information
and to ensure that it is located in one policy or procedure (for example, information regarding
suspensions and expulsions was referenced in four separate procedures). It was agreed that
the policies and procedures would be consolidated into one to minimize the risk of conflicting
documents and resources. The Access to School Sites procedure will also be reviewed
during the process.
Concern was raised regarding the process and protocol for student accident and injuries and
how they are managed at the school level. It was agreed that a separate procedure from
Medical/Health Support for Students procedure be drafted and that the current title be
revised.
6. DRAFT POLICIESIPROCEDURES REQUIRING ADDITIONAL CONSIDERATION — cont'd
The following recommendation was moved by T. Grant, seconded by R. Tisdale:
That Senior Administration review the process of managing emergency response
to student accident and injuries at the school level and that a separate procedure
be drafted and brought back to the Policy Working Committee.
7. POLICIESIPROCEDURES UNDER REVISION
a. Equity and Inclusive Education Policy Review Tool
Supt. Edgar updated the committee regarding the Equity and Inclusive Education Policy Review
Tool,
At the May 2014 Policy Working Committee meeting, Director Elliott shared the Equity and
Inclusive Education Policy Review Tool with members of the Policy Working Committee. At that
time, the Terms of Reference for the Committee and the tool itself were shared, This tool will be
piloted throughout the 2014-2015 school year with policies and procedures coming forward to
Policy Working Committee in order to ensure that our new and rewritten policies and procedures
are inclusive and do not disadvantage any group either in language or in content.
As part of the process and as outlined in the Terms of Reference, a committee has been
established to review all policies and procedures. The members of the Committee are as follows,
Diana Goodwin, Learning Supervisor, Equity and Inclusive Education (Chair)
Jessica Hill, Learning Coordinator, Culture for Learning (Equity and FNMI)
Linda Carswell, Learning Supervisor, System Staff Development
Jennifer Tozer, Staffing Officer
Bonnie Williams, Supervisor, Corporate Services
Tracy Grant, Trustee (Chair or Alternate, Policy Working Committee)
8. DRAFT/APPROVED POLICYIPROCEDURE REQUIRING FURTHER CONSIDERATION - none
9. OTHER BUSINESS - none
10. DATE AND TIME OF NEXT MEETING
The next meeting was scheduled for Tuesday, October 28, in the Governor Simcoe Room.
11. ADJOURNMENT
The meeting adjourned by motion at 5:22 p.m.
RECOMMENDATION:
1. That Senior Administration review the process of managing emergency response to
student accident and injuries at the school level and that a separate procedure be
drafted.
TRACY GRANT
Chairperson
C
101
REPORT OF THE BYLAW REVIEW AD HOC COMMITTEE
MEMBERS
J. Bennett (Acting Chair) T. Grant
B. McKinnon
R. Tisdale (ex Officio)
Regrets: D. Clark
1. APPROVAL OF AGENDA
The agenda was approved on motion.
2. CONFLICTS OF INTEREST - none declared.
Hem C
2014 September 23
2:08 p.m. — 2:38 p.m.
ADMINISTRATION AND OTHERS
L. Elliott B. Williams
C. Beal J. Pratt
3. BANKING SERVICES BYLAWS
Associate Director J. Pratt and Supt. C. Beal presented the amended Banking Services Bylaws
for discussion and approval. Bylaws 1, 2, and 3 were reviewed. The remainder of bylaws are
related to longer term financing and do not require amendments other than to rename them in
order to provide clarity. This will be completed by Supt. Beal as part of the recommended
changes to the Bylaws.
Amendments to Bylaws 1 through 3 were made to align with the TVDSB agreement with RBC, to
align with the Education Act, to add clarification or otherwise were considered housekeeping.
The following motion was moved and carried:
That the Business Services Bylaws as amended be approved.
The final report of the Bylaw Review Ad Hoc Committee moves forward to the Board 2014
October 14.
4. ADJOURNMENT
A motion to adjourn the meeting at 2:38 p.m. was approved.
RECOMMENDATIONS:
1. That the Business Services Bylaws as amended be approved.
JOYCE BENNETT
Acting Chairperson
15.d
REPORT OF THE AUDIT COMMITTEE
2014 September 30
3-.00 - 5:19 p.m.
MEMBERS PRESENT ADMINISTRATION AND
OTHERS
T_ Grant R. Kent L. Elliott
J, Nicolle
G, Hart R. Robertson J. Pratt
M. Chimhanda
R. Tisdale (Chair) C. Beal
C. Dowding
J. Knight
J. Berkin
1, APPROVAL OF AGENDA
The agenda was approved, as amended, by motion.
2 CONFLICTS OF INTEREST - none declared.
3 AUDIT COMMITTEE DECLARATION RE CONFLICT OF INTEREST
The annual Audit Committee declarations regarding conflict of interest were collected from
all members.
4 MEETING DATES
A list of meeting dates was distributed. Members were asked to notify Judy Berkin with any
meeting regrets.
MOE MEMORANDUM 2014: SB22
Ministry of Education Memorandum 2014: SB22, Guidance for Holding Audit Committee
Meetings in Closed Session, was distributed. Chair Tisdale provided a historical review of
guidance originally received from the Ministry on closed sessions for Audit Committees.
She noted that Ministry Memorandum 2014: SB22 now supports Thames Valley District
School Boards' position of holding Audit Committee meetings open to the public and moving
to closed session only when the subject matter necessitates, as directed under the act.
b, COMMITTEE SELF-ASSESSMENT
Supt. Beal provided a review of the Audit Committee Self -Assessment required annually per
Regulation 361/10. The Committee discussed a process for completing the assessment and it
was agreed that the Research and Assessment Department would be approached to create a
survey that would allow for tabulation of responses to be discussed at the November 18'h
meeting. Members were encouraged to include comments.
7. OTHER BUSINESS
a. The Committee reviewed a Regional Internal Audit Team Coordinator job posting
recently distributed by CODE.
Ac
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8. IN -CAMERA
The Committee moved in -camera at 3:30 p.m. It reconvened in public session at 5:18 p.m.
9. DATE AND TIME OF NEXT MEETING
The next meeting is scheduled for 2014 October 21, at 3:00 p.m.
8. ADJOURNMENT
A motion to adjourn was approved at 5:19 p.m.
RECOMMENDATION: none
RUTH TISDALE
Chairperson
REPORT OF THE CHAIR'S COMMITTEE
MEMBERS
Item E
2014 October 7
1:05 p.m. — 2:36 p.m.
ADMINISTRATION AND OTHERS
J. Bennett G. Hart L, Elliott B_ Williams
T. Grant R. Tisdale (Chair) S. Young (+1:32,-2:10)
1. APPROVAL OF AGENDA
The agenda as amended was approved by motion_
2. CONFLICTS OF INTEREST — None declared.
REVIEW AND APPROVAL OF THE 2014 OCTOBER 14 BOARD AGENDAS
The in camera and public Board meeting agendas for 2014 October 14 were reviewed and
discussed.
4. CORRESPONDENCE
Correspondence received from Minister Liz Sandals regarding an independent review of
competitive procurement processes for student transportation was reviewed and discussed.
The correspondence is attached (CC -1).
5_ IMPLEMENTATION OF TECHNOLOGY FOR NEW BOARD OF TRUSTEES
The implementation of technology for the new Board of Trustees was discussed. Manager S.
Young joined the meeting.
It was determined that each Trustee will have a desktop device, multifunction print device, and a
phone device.
The options for desktop devices were described. It was determined the incoming Board be
provided the choice between two options_ Current desktop devices will be repurposed.
Phone devices of outgoing Trustees will be repurposed for use by incoming Trustees. Print
devices may also be repurposed or otherwise made available.
Discussion ensued regarding the challenges with the current phone devices and the mechanism
for voicemail. Manager Young will investigate options.
Concerns were discussed regarding the syncing of the phone devices with the calendar and with
the current contact list in First Class. Manager Young will follow up by scheduling an in-service
to update phones.
6. PRINCIPAL AND VICE-PRINCIPAL INTERVIEWS — TRUSTEE PARTICIPANTS
The schedule for the Principal and Vice -Principal interviews was reviewed.
The following motions were moved and carried:
That Trustees J. Bennett and R. Campbell be appointed to participate in the
Elementary Principal interviews 2014 November 5 and 6.
That Trustees B. McKinnon and T. Grant be appointed to participate in the
Elementary Vice -Principal interviews 2014 November 12 and 13.
7. OTHER BUSINESS
a. Public Input Process
The public input process for accommodation reviews was discussed with a lens of
improving upon the process. The importance of providing opportunities for Trustees to
request additional information from Administration following public input was highlighted.
b. Director's Update
Director L. Elliott reported on the development of the ITS strategic plan. Community
consultation included parent and student feedback.
Director Elliott provided an update on the Secondary School Innovation Forum planned
for the evening of 2014 November 13 and the day of November 14.
c. Transportation Committee Meeting
Supervisor B. Williams was asked to coordinate the first meeting of the new
Transportation Committee.
8. DATE AND TIME OF NEXT MEETINGS
The following Chair's Committee meetings were scheduled in the Governor Simcoe Room:
• Tuesday, October 21 1 pm
• Tuesday, November 04 3 pm
• Tuesday, November 18 1 pm
9. ADJOURNMENT
The meeting adjourned at 2:36 p.m. by motion.
101
RECOMMENDATIONS:
1. That Trustees J. Bennett and R. Campbell be appointed to participate in the
Elementary Principal interviews 2014 November 5 and 6.
2. That Trustees B. McKinnon and T. Grant be appointed to participate in the Elementary
Vice -Principal interviews 2014 November 12 and 13.
R. TISDALE
Chairperson
L