2/11/2014 - Regular Board MeetingTHARflES VALLEY DISTRICT SCHOOL BOARD
9-
REGULAR BOARD MEETING,PUBLIC SESSION
2014 FEBRUARY 11,7:00 P.M.
BOARD ROOM,EDUCATION CENTRE
AGENDA
V-verbal
M -material
1.CALL TO ORDER V
2.O CANADA V
3.SPECIAL imUSICAL PRESENTATION -Innerkip Public School Choir
4.APPROVAL OF AGENDA V
5.OFFICIAL RECORD
6.RECOGNITIONS
a.Presentation of the 2013 United Way Contributions V
^7.CONFLICTS OF INTEREST V
8.CHAIR'S ANNOUNCEMENTS V
9.DIRECTOR'S ANNOUNCEMENTS V
10.PUBLIC INPUT -none
11.ADMINISTRATIVE PRESENTATIONS -none
12.MINUTES OF THE 2014 JANUARY 28 REGULAR BOARD MEETING M
a.Confirmation of Minutes
b.Business Arising from Minutes
13.STUDENT TRUSTEES'UPDATE V
14.REPORTS FROM THE ADMINISTRATION
a.First Nations Metis Inuit Programming Review Report M
b.Thames Valley District School Board Enrolment versus Capacity M
Summary 2013-2014
15.REPORTS FROM COMMITTEES
a.Audit Committee,2014 January 21 M
b.Budget Advisory Committee,2014 January 27 M
^c.Chairs'Committee, 2014 February 4 M
d.Committee of the Whole-In Camera,2014 February 11 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 FEBRUARY 11,7:00 P.M.
BOARD ROOM,EDUCATION CENTRE
The Board met in regular session on 2014 February 11 In the Board Room at the Education Centre,
meeting in public session at 7:00 p.m.The following were in attendance:
TRUSTEES ADMINISTRATION AND OTHERS
R.Tisdale (Chair)
R.Campbell
D.Clark (via
teleconference)
J.Coghlin
G.Hart
W. Huff (+7:30)
Regrets:J.Bennett,
T.Grant,M.Reld
D.idibe L Elliott
P.Jaffe K.Dalton
B.McKinnon J.Pratt
S.Polhill R.Culhane
J.Todd M.Deman
C.Tully K.Edgar
L Griffith-Jones
D.MacPherson
M.Moynihan
V.Nielsen
8.Powell
B.Sonler
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 Innerkip Central Public School Ensemble for their
performance and to Conductor Jamie Hoffmanfor leading Inthe singing ofO Canada and
performing "We are Small".
4.APPROVAL OF AGENDA
The agenda was approved on motion of S.Polhill,seconded by B. McKinnon.
5.OFFICIAL RECORD
B. Williams,Supervisor,Corporate Services,read the following official record into the minutes:
"We regret to record the deaths of Emily Rebekah Tryon, a 12 year old student at John P.
Robarts Public School on Febmary 9,2014 and Lawrence Thomsen,a Custodian at Evelyn
Harrison Public School and F.D.Roosevelt Public School on February 7,2014."
6.RECOGNITIONS
a.Presentation of the 2013 United Way Contributions
Jason Rake and Jane Marlborough announced that Thames Valley United Way successfully
raised a total of $359,355.
Director L. Elliott, on behalf of Senior Administration,staff and Trustees,thanked United Way for
their support of tVdsb families -beneficiaries of the hard work and dedication of many TVDSB
employees and contributors.She noted that the many fundraising events bring people together -
the core business of United Way.She added that together,TVDSB can accomplish more as
community than as individuals.She extended her appreciation to J.Rake and J.Mariborough for
their hard work as co-chaIrs,as well as to the United Way agencies.
K.Gibson thanked community partners and expressed her gratitude on behalf of the three United
Way agencies,Oxford,Elgin,London and Middlesex.
K.Wilkinson
K.Bushell
B.Williams
K.Young
K.Altken
K.Furlong (-8:20)
A.Sisco (-8:20)
F.Galazia (-8:20)
S.Killlp (-8:20)
J.Wood (-8:20)
M.Searle (-8:20)
M.Ferdinand (-8:20)
7.CONFLICTS OF INTEREST -No conflicts of interest were declared.
8.CHAIR'S ANNOUNCEMENTS-none
9.DIRECTOR'S ANNOUNCEMENTS
Director Elliott announced the release of the 2013 Director's Annual Report that features staff and
students within TVDSB.She noted that the report Is framed around the Board's new Strategic Plan
and its commitments.She thanked the many people who contributed to the development of the
report and extended her appreciation to Manager K.Young and R. Hoffman for their work.
The 2013 Director's Report is available on the Board's website at:
http://www.tvdsb.ca/files/filesvstem/2013TVDSBAnnualReport web.pdf
10.ADMINISTRATIVE PRESENTATIONS -none
11.MINUTES OF THE 2014 JANUARY 28 BOARD MEETING
a.CONFIRMATION OF MINUTES
The minutes of the 2014 January 28 Board meeting was adopted on motion of R.Campbell,
seconded by J.Coghlin.
b.BUSINESS ARISING FROM MINUTES -none
12.STUDENT TRUSTEE'S UPDATE
Student Trustee C.Tully updated Trustees regarding the Student Advisory Committee meeting held
on 2014 Februarys.
Student Trustee D. Idibe added that there were presentations from various community organizations
Including the Youth Advisory Council and Pillar Non Profit.Students also were able to learn about the
municipal process regarding the elections scheduled for the fall.
13.REPORTS FROM THE ADMINISTRATION
a.First Nations Metis Inuit Programming Review Report
Supt.K.Wilkinson presented the review of FNMI Programming for discussion.She was joined by
Coordinator School Counselling and Social Work Services M.Ferdinand,Supt.S. Powell, FNMI
Education Advisor A.Sisco,Learning Supervisors K.Furlong and F.Galazia,Manager S.Killip,
and Research and Assessment Associates J.Wood and M.Searle.
The review framework and content that guided the review,the historical and current
implementation of policies,the outcomes of programs to date,the insights gained and the
recommendations that emerged,and the plan moving forward through 2013-14 was highlighted.
TVDSB Trustees approved the following motion during the Board meeting held on 2013 May 14:
"That the Board undertakes a program review of FNMI programs and supports,including but
not limited to First Nations languages and courses,to identify ways to improve FNMI student
outcomes for both elementary and secondary students."
The framework was inspired by the TVDSB learning wheel that gave direction and organization to
the work,framing the what,how and why of the review.
A comprehensive review was undertaken and included the following:
•the context In which TVDSB FNMI initiatives and programs are situated:
•an analysis of existing policy,programs,and professional learning;
• a presentation and summary of the outcomes that arise as a result of participation in specific
programs and general classroom instruction;
13.REPORTS FROM ADMINISTRATION -cont'd
a.First Nations Metis Inult Programming Review Report -cont'd
• an analysis of the significance of the evidence with key recommendations and
considerations;
•and a report of programs and initiatives undertaken in 2013-14.
The full review document can be found on the Board's website at:
httD://www.tvdsb.ca/file5/filesvstem/Our%20Shared%20Experience%20Feb%2012.2.pdf
Next steps included consultation and collaboration:planning,implementation and evaluation.
Trustee W. Huff noted that a positive relationship between FNMI students and the education
system needs to continue moving forward.More visits to First Nations communities should also
be explored and programming options regarding the history and culture of aboriginals should be
made available to all students.
In response to a question,It was confirmed that the Native Studies program can be a compulsory
credit toward graduation if applied as a senior Social Science course offering.
Director Elliott added that principals and teachers need to be aware that funding is available for
Native Studies and that it will continue to be widely advertised.The misconception Is that Native
Studies is only for FNMI students.This is not the case.All Native Studies courses are open and
available to all students.Ongoing efforts to engage ail students will continue.
b.Thames Valley District School Board Enrolment versus Capacity Summary 2013-2014
Exec.Officer Bushel!brought forward a summary report indicating the 2013-2014 On-The-
Ground (OTG)Capacity of schools versus the 2013 October 31 Full-Time Equivalent (FTE)
count.
Analysis of 2013-2014 Enrolment versus Capacity Summary compared to 2012-2013:
•Operating one less school.
•Number of schools with less than 100%capacity decreased by 4to 118.
•In schools with less than 100%capacity there were 14,178 excess pupil places located in
both panels which is an increase of 600 pupils.
Excess capacity in elementary decreased by 5.07%or 422 pupil places;
Excess capacity in secondary increase by 19.45%or 1,022 pupil places.
•Number of schools at 100%capacity or greater increased in the elementary panel by 4 to 38
and decreased in the secondary panel by 1 to 5.
Notes
•2013-2014 revisions to the School Facility Information System (with respect to the OTG
capacity and the 2013 October 31 FTE count)have been submitted but not yet validated by
the Ministry of Education.
•Kindergarten Classroom loading remains at 20 by the Ministry of Education and is anticipated
to increase to 26 once Full-Day Kindergarten (FDK) is fully implemented in 2014-2015.
•(Year 5 FDK schools have been identified In bold italicize in the reports)
•Closed schools have no enrolment therefore have not been included in this report.(Colborne
Street Public School and Shenwood Forest Public School were closed as of 2013 June 30).
•Continuing and Alternative Education facilities are classified as "Other" by the Ministry of
Education and loaded at zero,therefore,they have not been Included in this report.
In response to a question,Exec.Officer Bushell confirmed that declining enrolment will continue
In the secondary panel until 2017/2018.
14.REPORTS OF COWIWIITTEES
a.Report of the Audit Committee,2014 January 21
Chair Hart referred to the written report of the 2014 January 21 Audit Committee meeting as
attached (Item A)and provided to Trustees in advance of the Board meeting.
The following motion was moved by G. Hart,seconded by P.Jaffe and carried:
That the 2013-2014 Audit Plan,as presented at the 2014 January 21 in-camera meeting
be approved.
b.Report of the Budget Advisory Committee,2014 January 27
Trustee Coghlin referred to the written report of the 2014 January 27 Budget Advisory Committee
meeting as attached (Item B)and provided to Trustees in advance of the Board meeting.
0.Report of the Chairs'Committee,2014 February 4
Trustee Hart referred to the written report of the 2014 February 4 Chairs'Committee meeting as
attached (Item C)and provided to Trustees in advance of the Board meeting.
d.Report of the Committee of the Whoie - in Camera,2014 February 21
Trustee Hart reported that the committee met in camera from 5:40 p.m. to 6:05 p.m.The
committee discussed confidential property and personal matters.
The following motion was moved by G. Hart,seconded by J. Coghlin and carried:
That recommendations concerning personal matters be approved.
15.COMimUNiCATiONS
a.ONTARIO PUBLIC SCHOOL BOARDS'ASSOCIATION
Chair Tisdale advised that there will be a Board of Directors meeting at the end of the month.
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 8:30 p.m. on motion of J.Todd,seconded by P.Jaffe.
Confirmed:
Chairperson
SUMMARY OF APPROVED RECOMMENDATIONS OF 2014 FEBRUARY 11
That the 2013-2014 Audit Plan,as presented at the 2014 January 21 in-camera meeting be
approved.
That recommendations concerning personal matters be approved.
REPORT OF THE AUDIT COMMITTEE 2014 January 21
3:00-4:29 p.m.
MEMBERS PRESENT ADMINISTRATION AND OTHERS
T.Grant L.Elliott J.Nicolle
G.Hart J.Pratt J.Berkin
R.Tisdale (Chair)S.Macey
R.Robertson (+3:15 p.m.)J. Knight
1.
2.
APPROVAL OF AGENDA
The agenda was approved by motion.
CONFLICTS OF INTEREST -none declared.
3.IN-CAMERA-LEGAL
The committee moved in-camera at 3:20 p.m. to discuss legal matters.It reconvened in public
session at 3:39 p.m.
4.INTERIM FINANCIAL REPORTING NOVEMBER 30,2013
Associate Director Pratt introduced the Interim Financial Report based on results for the three
months ended 2013 November 30.Manager Macey presented the report,highlighting an increase
of $3.9M in revenue and increase of $2.8M in expenses.She explained changes in the revenue
and expense budgets and reviewed the accumulated surplus summary.The Committee discussed
measures to address revenue issues such as declining enrolment,and emphasized the importance
of a structural deficit review during the budget process.
Manager Macey reviewed the Interim Financial Report -Revenue Summary,for the three months
ended 2013 November 30.She noted enrolment adjustments,labour issues,ERG grants and the
Ministry "15 day rule"as some of the factors effecting variances.In reporting the Expense
Summary,Manager Macey pointed out increased budgets for EPO and other grants received
during the year.Discussion regarding supply teacher costs,attendance support and management
of EPO grants ensued.
5 INTERNAL AUDIT UPDATE
Manager Knight reviewed the status of internal audits completed since the last report to the
Committee.He noted findings largely consistent with prior audits.
6.COMMUNITY MEMBERS -INTERVIEW STATUS
Chair Tisdale advised that interviews for the vacant community member position will take
place next week.
7.DATE AND TIME OF NEXT MEETING
The next meeting is scheduled for 2014 February 18,at 3:00 p.m.
8.ADJOURNMENT
A motion to adjourn was approved at 4:29 p.m.
RECOMMENDATION:
That the 2013-2014 Audit Plan,as presented at the January 21 in-camera meeting,be approved.
RUTH TISDALE
Chairperson
REPORT OF THE BUDGET ADVISORY COMMITTEE
January 27,2014
3:36 p.m.-4:27 p.m.
MEMBERS PRESENT ADMINISTRATION AND OTHERS
J.Coghlin (Chair)L.Elliott B.Williams
G.Hart K.Young K.Dalton
M.Reid S.Macey D.Munroe
J.Pratt J. Knight
Regrets;W. Huff J.Berkin
Absent:J.Todd
1.APPROVAL OF AGENDA
The agenda was approved by motion
2.CONFLICTS OF INTEREST -none declared.
3.ELECTION OF CHAIR
The following motion was moved and carried:
That Trustee J. Coghlin be appointed as Chair of the Budget Advisory Committee for the
period 2014 January 27 to 2014 November 30.
4.2013-14 REVISED ESTIMATES (BUDGET)UPDATE
Associate Director J.Pratt introduced discussion of the 2013-2014 Revised Estimates asking
Manager 8.Macey to review the document in detail.
Manager Macey reviewed the revisions to the enrolment,pupil foundation grants/allocations,other
revenues such as the restricted grants (EPOs),and expense adjustments.The revised budget
shows a lower deficit relative the approved budget.
Discussion ensued in regards to the EPOs.
Associate Director Pratt noted the Ministry has indicated they will be releasing GSNs by 2014
March 31.
5.ASSUMPTIONS AND PROCESS
Associate Director summarized the issues affecting the budget this year include declining
enrolment,school board efficiency and modernization strategies,board administration and
governance grants,the labour framework (Bill 122)and collective bargaining.There may also be
changes to Special Education funding.In addition,it is expected that FDK will be rolled Into the
GSN.
As per the Drummond report,the Ministry target for funding is 1%growth In education spending.
Changes to salary and benefits were discussed noting that the budget will operate on the
assumption of 0%increases In salary.Whether to budget for movement on the grid needs to be
considered in budget discussions.
The Assumptions and Process document was reviewed.Of primary consideration was to
emphasize that the Board Strategic plan drives the 2014-15 budget decisions.The document will
be updated by Associate Director Pratt and brought back to the committee at the next meeting.
6.GUIDING PRINCIPLES
The Guiding Principles document was reviewed.Again,the Importance of Including the strategic
plan as a driver of the 2014-15 budget decisions was emphasized.In addition,the language of the
principles should reflect the language of the commitments In the strategic plan.Committee
members were asked to review the document for changes and to bring back their suggestions for
any amendments to the next meeting.
Both the Guiding Principles and Assumptions and Process documents will need to go to the Board
of Trustees for approval.
7.OTHER BUSINESS-none
8.DATE AND TIME OF NEXT MEETING
The next meeting Is scheduled for 2014 February 19,2014 at 3:00 p.m. In Governor SImcoe.
The revised Budget Assumptions and Process and the Guiding Principals will be reviewed at the
next meeting.
Information in regards to the 2013-14 deficit and the accumulated surplus also will come fonward to
the next meeting.
9.ADJOURNMENT
A motion to adjourn was moved and carried at 4:27 p.m.
RECOMMENDATIONS:None
J.COGHLIN
Chairperson
REPORT OF THE CHAIRS'COMMITTEE 2014 February 04
3:15 p.m.-5:03 p.m.
MEMBERS ADMINISTRATION AND OTHERS
J.Bennett T.Grant K.Dalton
R.Tisdale (Chair)B.Williams
K.Bushell (+3:30,-3:56)
Regrets:G.Hart S.Pullam (+4:20,-4:30)
1.APPROVAL OF AGENDA
The agenda as amended was approved by motion.
2.CONFLICTS OF INTEREST -none declared.
3.REVIEW AND APPROVAL OF 2014 FEBRUARY 11 BOARD AGENDAS
The in camera and public Board meeting agendas for 2014 February 11 were discussed and
reviewed.
It was noted that in addition to the recognition of the 2013 United Way Contributions at the Board
meeting,a 9:00 a.m.celebration and cheque presentation will be hosted at Princess Anne Public
School that morning.Information inviting Trustees will be posted.
The schedule of reports to the Board from administration was discussed.
4.CORRESPONDENCE
a.Letter from Renfrew County District School Board
A copy of a letter sent to the Minister of Education from Renfrew County District School
Board in regards to the underfunding per pupil allocation of Special Education High
Needs Amount (HNA)was reviewed.
5.STRATEGIC PLANNING -none
6.MEETING REQUEST FROM MIDDLESEX CENTRE MUNICIPAL MEMBERS AND
DEVELOPERS
Exec.Officer K. Bushell joined the meeting.In a letter dated 2014 January 14 developers and
Middlesex Centre Municipal members raised concerns in regards to recommendation #13 of the
Annual Pupil Accommodation Report as it relates to the creation of a holding zone designation for
a future subdivision in llderton.The letter requests a meeting with Trustees to discuss the
recommendation.Exec.Officer Bushell provided the committee with information in regards to the
holding zone decision noting this information also has been provided to the Middlesex Centre
Municipal members and developers.A letter v^ll be drafted in response suggesting that Trustees
would be pleased to discuss the matter with Municipal leaders at one of the regularly scheduled
meetings in the Spring.Developers will be Invited to meet with Administration.
7.TVDSB/CITY OF LONDON LIAISON COMMITTEE
The next meeting of the TVDSB/City of London Liaison Committee is scheduled for 2014
February 20.Items for the agenda were considered.Supervisor B. Williams will communicate
the items to the City Clerk and will ensure the following administrators are added to the email list:
K.Dalton,J.Pratt,and K.Bushell.
8.UPCOMING MUNICIPAL ELECTIONS MATERIAL FOR SCHOOL BOARD CANDIDATES
Messaging and links on the website for school board candidates was discussed;a number of
resources were identified to post on the TVDSB website including the OPSBA guideline.Ms.8.
Pullam reported on the information currently posted on various municipal and Board websites.
Trustees will be asked to provide input as to what they would like to have on the TVDSB website.
Once confirmed,S.Pullam willfollow up with Manager K.Young to have the information posted.
9.MP/MPP MEETINGS
Due to scheduling difficulties a date to meet with MP/MPPs was not set last fall.Trustees will be
polled in regards to their availability to meet;potential dates will be identified.
10.FUTURE MEETING DATES/TIMES
Future Chairs'meeting dates and times were reviewed and are listed in item #13 below.
11.PRESENTATIONS -none
12.OTHER BUSINESS
a.Trustee-Superintendent Communication
Discussion ensued In regards to Trustee-Superintendent communication concerning key
issues;the importance of Superintendents communicating to Trustees any emerging
concerns was highlighted.Associate Director K.Dalton offered to address this with
Superintendents in Learning Support Services to improve the relay of information.It was
noted that public relations communicates significant issues to Trustees.
b.Ross Construction
Exec.Officer Bushell provided a brief update on the timeline for construction at Ross and
plans to minimalize the impact on current students.Associate Director Dalton offered to
send information out to parents in this regard.
Trustee J.Bennett acknowledged the work of Exec.Officer Bushell and Superintendent
S.Powell regarding the meeting held with the community to share design plans for the
school.The information generally was well received by an audience of over 400.
13.DATE AND TIME OF NEXT MEETING
The next meetings are scheduled for:
•2014 February 18,12 p.m.
o 2014 March 18,12 p.m.
Meetings will be held In Governor Simcoe.
14.ADJOURNMENT
The meeting adjourned at 5:03 p.m.by motion.
RECOMMENDATIONS:None
R.TISDALE
Committee Chair