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4/8/2014 - Regular Board MeetingTHAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING,PUBLIC SESSION 2014 APRIL 8,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA V-verbal M -material 1.CALL TO ORDER V 2.O CANADA V 3.SPECIAL MUSICAL PRESENTATION -College Avenue Secondary School Senior Band 4.APPROVAL OF AGENDA V 5.OFFICIAL RECORD 6.RECOGNITIONS -none 7.CONFLICTS OF INTEREST V 8.CHAIR'S ANNOUNCEMENTS V 9.DIRECTOR'S ANNOUNCEMENTS V 10.PUBLIC INPUT a.Attendance Area Review for Northridge Public School and Stoney Creek M Public School,and the proposed attendance area for the new Northeast London Elementary School b.Attendance Area Review for Emily Carr Public School,Masonville Public M School,Fox Hollow Holding Zone,Sunningdale Holding Zone,and the proposed attendance area for the new Northwest London Elementary School c.Attendance Area Review for Mary Wright Public School and Caradoc M North Public School d.Attendance Area Review for Springbank Public School and Springbank Holding Zone -none 11.ADMINISTRATIVE PRESENTATIONS -none 12.MINUTES OF THE 2014 MARCH 25 REGULAR BOARD MEETING M a.Confirmation of Minutes b.Business Arising from Minutes y 13.STUDENT TRUSTEES'UPDATE V 14.REPORTS FROM THE ADMINISTRATION -none 15.REPORTS FROM COMMITTEES a.First Nations Advisory Committee,2014 March 18 M b.Policy Working Committee,2014 March 25 M c.Chairs'Committee,2014 April 1 M d.Committee of the Whole -In Camera,2014 April 8 V 16.COMMUNICATIONS a.Ontario Public School Boards'Association (OPSBA)-Update V 17.NOTICE OF MOTION -none 18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN 19.ADDITIONAL ITEMS 20.QUESTIONS/COMMENTS BY MEMBERS 21.ADJOURNMENT THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING OF 2014 APRIL 8,7:00 P.M. BOARD ROOM,EDUCATION CENTRE The Board met in regular session on 2014 April8 in the Board Room at the Education Centre,meeting in public session at 7:00 p.m.The following were in attendance: TRUSTEES ADiVIINISTRATION AND OTHERS R.Tisdale (Chair)D.Idibe L.Elliott M.Moynihan J.Bennett B.McKinnon C.Beal V.Nielsen R.Campbell S.Polhill C.Bourbonnais-S.Powell D.Clark M.Reid MacDonald B.Sonier T.Grant (via J.Todd R.Culhane K.Wilkinson teleconference)C.Tully M.Deman K.Bushell G.Hart K.Edgar B.Williams L.Griffith-Jones K.Young Regrets:J. Coghlin,D.Macpherson K.Aitken P.Jaffe Absent:W.Huff 1.CALL TO ORDER Board Chair R.Tisdale called the meeting to order at 7:00 p.m. 2./3.O CANADA AND MUSICAL PRESENTATION The appreciation of the Board was extended to College Avenue Secondary School Senior Band for their performance and to Conductor Tim Gordon for leading in the singing of O Canada and perfonnlng two musical selections. 4.APPROVAL OF AGENDA The agenda was approved on motion of S.Polhill,seconded by D. Clark. 5.OFFICIAL RECORD -none 6.RECOGNITIONS -none 7.CONFLICTS OF INTEREST -No conflicts of interest were declared. 8.CHAIR'S ANNOUNCEMENTS -none 9.DIRECTOR'S ANNOUNCEMENTS a.Superintendent C.Beal Director Elliott welcomed Christine Beal as the new Superintendent of Business/Transportation. b.Grants for Student Needs &Capital Funding Update Supt.C.Beal provided a detailed update on the Grants for Student Needs Funding and Regulations for 2014-15 Memorandum released by the Ministry of Education.The information released includes major policy and funding changes In the following areas: •Full-Day Kindergarten Implementation; •Labour Framework (i.e.Collective Agreements); •School Board Efficiencies and Modernization; •Other Funding Formula Reforms (i.e.Special Education,School Board Administration Funding);and •Keeping Up with Costs (i.e.Student Transportation,utilities,construction benchmarks). 2014 April 8...2 9.DIRECTOR'S ANNOUNCEMENTS -cont'd b.Grants for Student Needs &Capital Funding Update »cont'd Exec. Officer K.Bushel!described Other Capital Investments as outlined inthe Ministry Memorandum that included Capital Priorities,School ConditionImprovement and Land and Temporary Accommodation. c.Dance Festival Director Elliott a 4,500 students from across Thames Valley participating. Director Elliott announced that the 37^*^Annual Dance Festival was underway with approximately d.Southwestern Ontario Student Transportation Services Exec. Officer Bushell advised that Southwestern Ontario Student Transportation confirmed the two major intersections relating to the attendance area for Northridge Public School and Stoney Creek Public School,and the proposed attendance area for the proposed Northeast London Elementary School have been deemed hazardous.Transportation wi!i be provided for students required to cross these major intersections. 10.PUBLIC INPUT Public Input was received regarding recommendations related to the attendance areas in Item 10.a, 10.b and 10.c.There were no submissions received for Item 10.d.Trustees were provided opportunities to ask presenters from each attendance area questions of clarification. a.Attendance Area Review for Northbrldge Public Schooi and Stoney Creek Public School, and the Proposed Attendance Area for the New Northeast London Elementary School The Schedule of Presenters for the attendance area included individuals and members of the Cedar Hollow Facebook Group. b.Attendance Area Review for Emily Carr Public School,Masonvllle Pubilc Schooi,Fox Hollow Holding Zone,Sunningdaie Holding Zone,and the Proposed Attendance Area for the New Northwest London Elementary School The Schedule of Presenters for the attendance area Included individuals,the Emily Carr Parent Council,Ryerson School Council,Sunningdaie West Residents Association,Masonvllle Attendance Area Review Parent Council,and Concerned Ryerson Catchment Parents. c.Attendance Area Review for Mary Wright Public School and Caradoc North Public School The Schedule of Presenters for the attendance area included Caradoc North ~Concerned Parents and the CN Area Attendance Review Committee. d.Attendance Area Review for Springbank Public and Springbank Holding Zone There were no presenters for the Springbank Public and Springbank Holding Zone attendance area. 11.ADMINISTRATIVE PRESENTATIONS -none 12.MINUTES OF THE 2014 lUIARCH 25 REGULAR BOARD MEETING a.Confirmation of Minutes The minutes of the Regular Board Meeting of 2014 March 25 was adopted on motion M. Reid, seconded by D.Clark. b.Business Arising from Minutes A revision was made to include Trustee M. Reid under attendees present at the meeting. Trustee Grant requested a report on the implementation of Creating Pathways to Success and MyBlueprInt be provided once enough data has been collected.Information specific to parental engagement for students receiving special education was noted. 2014 April 8...4 SUMMARY OF APPROVED RECOMMENDATIONS OF 2014 APRIL 8 -That the motionsrelated to the sale of property,resignationto retirement,Principal and Vice-Principal appointments to the poolofcandidates, and personal issues be approved. 2014 April 8...3 13.STUDENT TRUSTEE'S UPDATE Trustee D.Idlbe advised that 8.Pullam will hold an information session on April 10 for Student Trustee candidates. 14.REPORTS FROM THE ADMINISTRATION -none 15.REPORTS OF COMMITTEES a.Report of the First Nations Advisory Committee,2014 March 8 Trustee McKlnnon referred to the written report of the First Nations Advisory Committee as attached (Item A)and provided to Trustees in advance of the Board meeting. b.Report of the Policy Working Committee,2014 March 25 Trustee McKinnon referred to the written report of the Policy Working Committee as attached (Item B)and provided to Trustees in advance of the Board meeting. c.Report of the Chairs'Committee,2014 April 1 Trustee Hart referred to the written report of the Chairs'Committee as attached (Item C)and provided to Trustees in advance of the Board meeting. d.Report of the Committee of the Whole - In Camera,2014 April 8 Trustee Hart reported that the committee met in camera from 5:05 p.m. to 6:00 p.m.The committee discussed confidential property and personal matters. The following recommendation was moved by G. Hart,seconded by M.Reid and carried: That the motions related to the sale of property,resignation to retirement,Principal and Vice-Principal appointments to the pool of candidates,and personal Issues be approved. 16.COMMUNICATIONS a.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION Trustee Grant noted that the Western Regional meeting will be held on April 12. 17.NOTICE OF MOTION -none 18.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 19.ADDITIONAL ITEMS -none 20.QUESTIONS/COMMENTS BY MEMBERS -none 21.ADJOURNMENT The meeting adjourned at 9:30 p.m. on motion of M.Reid,seconded by J. Todd. Confirmed: Chairperson (HemA) REPORT OF THE FIRST NATIONS ADVISORY COMMITTEE MEETING MEMBERS W. Huff (Chair) B.McKinnon,Trustee M.Reid,Trustee D.Grosbeck,Chippewas of the Thames S.Smith,Oneida Nation of the Thames C.Thomas,Munsee-Delaware Nation Regrets: L.Nicholas,Munsee-Delaware Nation Absent: S.Albert-Ninham,Chippewas of the Thames 2014 March 18 3:06-4:31 p.m. ADMINISTRATION AND OTHERS K,Wilkinson,Superintendent of Student Achievement K.Aitken,Corporate Services J.Copeland,Principal,Thames SS K.Furlong,Learning Supervisor P.McKenzie,Principal, H.B.Seal Secondary SS R.Oakley-Law,Principal,Delaware Central PS A.Sisco,FNMI Education Advisor P.Thompson,Saunders SS D.Chisholm,Saunders SS Guest: J.Wood,Research and Assessment R.Jackson,Oneida Nation of the Thames M.Burch,Chippewas of the Thames (+3:20) 1.CALL TO ORDER The meeting convened at 3:06 p.m.in the Library at Saunders Secondary School. 2.APPROVAL OF AGENDA -The agenda was approved as printed. 3.CONFLICTS OF INTEREST-none 4.REPORT OF MEETING -2014 FEBRUARY 18 -provided for information 5.BUSINESS ARISING FROM MINUTES -none 6.LEARNING SUPPORT SERVICES UPDATE Supt.K.Wilkinson distributed the Implementation Plan (Appendix FNMI-1)released by the Ministry of Education.The document will be discussed at the next meeting. a. A Review of Thames Valley District School Board's First Nations Metis and Inuit Programming Supt.Wilkinson requested the Committee look at next steps following the release of the A Review of Thames Vaiiey District School Board's First Nations Metis and inuit Programming.The Committee formed working groups to consult and collaborate on the following recommendations outlined In the Our Shared Experience: •Collaborative Relationships; •System Structures; •Programs; •Lifelong Learning;and •Programming Outcomes. It was noted that the information shared in the working groups will be compiled and distributed to the Committee prior to the next meeting. C.Thomas added the Munsee Delaware Nation Education Department has met twice to review Our Shared Experience and how to use the document moving forward.Feedback included community involvement when describing the background and history of each Nation,as well as providing more resource material for community use. 7.PRINCIPALS'UPDATE-none 8.COMMUNITY UPDATE a.Chippewas of the Thames First Nation D.Grosbeck noted that Chippewas of the Thames First Nation Is in the process of conducting their education review at the committee level. b.Munsee-Delaware Nation C.Thomas advised that the next Munsee Delaware Nation election will take place at the end of March. c.Oneida Nation of the Thames S.Smith added that there are no updates at this time. 9.ADDITIONAL ITEMS -none 10.FUTURE MEETING DATES DATE LOCATION 2014 April 15 Oneida Nation of the Thames 2014 May 20 Munsee-Delaware Nation Community Centre 2014 June 17 The Education Centre -Dundas Room 11.ADJOURNMENT -The meeting adjourned at 4:31 p.m.by motion. RECOMMENDATIONS:NONE WARREN HUFF Chairperson REPORT OF THE POLICY WORKING COMMITTEE (Item B) 2014 March 25 3:30 p.m. to 4:32 p.m. MEMBERS ADMINISTRATION AND OTHERS T. Grant (Chair) (via teleconference)L.Elliott D.Clark K.Aitken M.Reid J.Pratt B.McKinnon J.Knight R.Tisdale Regrets:J.Bennett Visiting Trustee:Student Trustee D.Idibe The meeting was called to order at 3:30 p.m. Atthe request of Chair Grant who attended the meeting via teleconference,Trustee B.McKinnon was elected pro tempore chair. 1.APPROVAL OF AGENDA-The agenda was approved on motion. 2.CONFLICTS OF INTEREST -none declared 3.COMMITTEE REPORT OF 2014 FEBRUARY 25 AND 2014 MARCH 25 TRACKING SHEET The Committee report of 2014 February 25 was provided for information.The 2014 March 25 tracking sheet was discussed and updates provided. Director Elliott will follow up with Exec. Officer K.Bushell to determine ifthe RFP process includes vulnerable screening checks for vendors/contractors renovating/upgrading schools while upgrades during school hours. The website layout was discussed including a search engine to locate a policy/procedure.Director Elliott advised that she and Manager K.Young are looking at potential upgrades with SchoolWorld. 4.POLICY/PROCEDURE -TO COMMITTEE FOLLOWING PUBLIC INPUT -none 5.DRAFT POLICIES/PROCEDURES -none 6.DRAFT POLICIES/PROCEDURES REQUIRING ADDITIONAL CONSIDERATION -none 7.POLICIES/PROCEDURES UNDER REVISION a.Expense Reimbursement -Trustee Policy and Procedure Associate Director J.Pratt and Manager J. Knight joined to meeting to discuss the Expense Reimbursement-Trustee policyand procedure.They highlighted changes including the needs to find alternative and efficientways to conduct business.An annual review,similar to the Employee Expense Reimbursement policyand procedure will be brought forwardat the time of budget approval and in place for September 1 of each budget/school year. The following motion was moved and carried: That the Expense Reimbursement -Trustee policyand procedure be posted to the Board's website for public input for 30 days. b.Allocation of Funding •Parent Involvement Committees (System &School)Policy Associate Director Pratt and Manager J.Knight reviewed the Allocation of Funding -Parent InvolvementCommittees (System &School) policynotingthe revisions.It was agreed to change the titleto Allocation of Funding-Parent InvolvementFunds (System &School). 7.POLICES/PROCEDURES UNDER REVISION -cont'd b.Allocation of Funding -Parent Involvement Committees (System &School)Policy-cont'd It was agreed to bring the revised policy to the Thames Valley Parent Involvement Committee on April 10 for discussion and back to the Policy Working Committee on April 22. c.Expense Reimbursement -Parent Involvement Committee (System &School)Procedure Associate Director Pratt and Manager Knight continued with the Expense Reimbursement- Parent Involvement Committee (System &School)procedure.The title was revised to reflect the policy-Expense Reimbursement -Parent Involvement Funds (System &School).Further revisions and changes were reflected in the procedure. Concern was raised regarding interpretation around reimbursement.It was agreed that wording regarding the approval process is required for clarity.Manager Knight will bring the procedure to the TVPIC meeting April 10 and back to Committee for discussion on April 22. d.Employee Expense Reimbursement Policy and Procedure Associate Director Pratt advised that the revisions to the Employee Expense Reimbursement are housekeeping issues and the revised document will be posted to the Board's website. 8.DRAFT/APPROVED POLICY/PROCEDURE REQUIRING FURTHER CONSIDERATION -none 9.OTHER BUSINESS Trustee McKinnon added that he will speak with Superintendents K.Edgar and B.Sonier regarding potential revisions and additions to the Emergency policyand procedure and Safe Schools policy. 10.DATE AND TIME OF NEXT MEETING The next meeting was scheduled for Tuesday,April 22 in the Governor Simcoe Room. 11.ADJOURNMENT The meeting adjourned at 4:32 p.m.by motion. RECOMMENDATION:none BILL MCKINNON Pro Tempore Committee Chairperson REPORT OF THE CHAIRS'COMMITTEE MEMBERS J.Bennett (teleconference)G.Hart T.Grant (-2:40)R.Tisdale (Chair) (Item C) 2014 April 01 1:09 p.m.-3:15 p.m. ADMINISTRATION AND OTHERS L Elliott K.Dalton (+1:35,-2:15) S. Powell (+2:30,-2:40) B.Williams J.Pratt (+1:35,-2:15) 1.APPROVAL OF AGENDA The agenda was amended and approved by motion. 2.CONFLICTS OF INTEREST -Trustee T.Grant declared a conflict of interest with respect to item 14.0 noting she is a member of FASD. 3.REVIEW AND APPROVAL OF 2014 APRIL 08 BOARD AGENDAS/REVIEW OF SCHEDULED BOARD PRESENTATIONS/REPORTS The in-camera and public Board meetings for 2014 April 08 were discussed and amended. The Committee moved in camera at 1:15 to discuss personal issues and reconvened in public session at 1:18 p.m. 4.CORRESPONDENCE -none 5.STRATEGIC PLANNING -none 6.CAPITAL PLANNING Associate Directors K.Dalton and J.Pratt joined the meeting to discuss capital planning priorities and the approval process.The history and rationale for the current approval practice at the administrative level was described. Discussion ensued regarding the timing of Board approval for capital expenditures.It was noted, for example,the potential schools to be built in the northeast and northwest have yet to be approved through a Board motion while the public may perceive otherwise. Administration will review the current process to improve the timing of Board approval for capital expenditures.It was noted the approval authority schedule may need to be reviewed. The approval of capital projects through the budget approval process was discussed. 7.ACCOMMODATION REVIEW COMMITTEE (ARC)DATES The date for public input regarding the South Central London Elementary ARC was scheduled for 2014 May 27 with the Board decision scheduled for June 24. Discussion ensued concerning the timing of the ARC report,administrative response,public input,and Board decision with respect to the two other Accommodation Review Committees, (Item C) 8.AODA Supt. S. Powell joined the meeting to provide follow up Information regarding the cost to transcribe archived videos of Board meetings.The transcription cost is $5.85 per minute. As per AODA,transcribing is provided only upon request.The need to consider the retention of videos was discussed.This Item willbe referred to policy working committee. It was noted the reception counter at the Education Centre needs to be reconstructed to accommodate an individual approaching reception by wheelchair. 9.MEMBERSHIP ON BUDGET COMMITTEE Supervisor B.Williams reported Trustee J.Todd provided a verbal resignation from the Budget Committee.Supervisor Williams willfollow up with Trustee Todd to request a formal written resignation.Follow up with Trustee W. Huff also is required due to missed meetings. 10.COMMISSIONAIRE AT BOARD MEETINGS Through discussion It was determined that the Commissionaire would be contracted to attend Board meetings on an as-needed basis going forward. 11.SOUND SYSTEM Concerns with respect to the sound system in the Board room were discussed.The cost to upgrade the current system is estimated to be $20,000.The cost will be referred to budget. 12.BIAS FREE HIRING Options for ensuring all Trustees have Bias Free Training were discussed.A potential date of April 16 at 7 p.m.was identified.Ms.S.Pullam will be asked to send an email to trustees. 13.POSSIBLE GOOD NEWS PRESENTATIONS Director Elliott provided a list of potential administrative presentations that may be of interest to Trustees.The list was reviewed and a number of recommendations were made. Other Items Identified by Chairs'included construction project updates,occasional teacher statistics,safe school survey,and suspension data. 14.REQUEST FOR PUBLIC INPUT A request by FASD ELMO to make a presentation to the Board was received and reviewed. Supervisor Williams will invite the requestor to present at the 2014 May 13 public Board meeting. 15.2014-2015 STUDENT TRUSTEE NOMINATIONS Seven applications for student trustees have been received.Four are for the City of London and three for Oxford,Elgin,and Middlesex Counties.A candidate session Is scheduled for 2014 AprI! 10 at 3:30 p.m.The student debate and elections will be held 2014 April24, 9 a.m.to 12 p.m. Members of the Chairs-Committee are encouraged to attend both sessions and all Trustees are Invited to attend the debate and election. 16.OTHER BUSINESS a.COUNTY MEETINGS The following meetings have been scheduled with the Counties: • Oxford County,April 29,10 a.m.to 11:30 a.m. • Elgin County,May 6,11 a.m.to 12:30 p.m. •St Thomas,May 13,10 a.m.to 11:30 a.m. •Middlesex County,June 3,1 p.m. 17.FUTURE MEETINGS The following Committee meetings were scheduled in the Governor Simcoe Room; • T uesday,April 15 12 pm •Tuesday,May 06 12 pm •Tuesday,May 20 12 pm •Tuesday,June 03 5 pm •Tuesday,June 17 12 pm ADJOURNMENT The meeting adjourned at 3:15 p.m.by motion. RECOMMENDATIONS:None R.TISDALE Chairperson (Item C)