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6/24/2014 - Regular Board Meetingr THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR BOARD MEETING,PUBLIC SESSION 2014 JUNE 24,7:00 P.M. BOARD ROOM,EDUCATION CENTRE AGENDA V-verbal M -material 1.CALL TO ORDER 2.O CANADA 3.SPECIAL MUSICAL PRESENTATION -Springbank Public School 4.APPROVAL OF AGENDA V V V 5.OFFICIAL RECORD 6.RECOGNITIONS a.Student Trustees D.Idibe and C.Tully V 7.CONFLICTS OF INTEREST V 8.CHAIR'S ANNOUNCEMENTS V 9.DIRECTOR'S ANNOUNCEMENTS V 10.ADMINISTRATIVE PRESENTATIONS -none 11.MINUTES OF THE 2014 JUNE 10 REGULAR BOARD AND 2014 JUNE 17 M SPECIAL BOARD MEETINGS a.Confirmation of Minutes b.Business Arising from Minutes 12.STUDENT TRUSTEES'UPDATE V 13.REPORTS FROM THE ADMINISTRATION a.Senior Administrative Response to the South-Central London M Elementary Arc (Aberdeen,Ealing and Trafalgar Public Schools) b.Senior Administrative Response to the South-West Middlesex Arc M (Ekcoe Central and Mosa Central Public Schools,Glencoe District High School) c.School Closure and Opening Timelines for Schools within the M Tillsonburg Accommodation Review (Annandale,Maple Lane,Rolph St. and South Ridge Public Schools) d.School Closure and Opening Timelines for Schools within the Western M Elgin Elementary Accommodation Review (Aldborough and Duhwich- Dutton Public Schools,and West Elgin Senior Elementary School) e.Capital Construction Project Update lUI 14.REPORTS FROM COMMITTEES a.Special Education Advisory Committee,2014 June 3 M b.Bylaw Ad Hoc Committee Interim Report,2014 June 10 M c.Audit Committee,2014 June 17 M d.Chairs'Committee,2014 June 17 lUl e.Committee of the Whole -In Camera,2014 June 24 V 15.COMMUNICATIONS a.Ontario Public School Boards'Association (OPSBA)-Update V b.Appointment to the Special Education Advisory Committee M 16.NOTICE OF MOTION -none 17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN 18.ADDITIONAL ITEMS 19.QUESTIONS/COMMENTS BY MEMBERS 20.ADJOURNMENT S'" J A THAMES VALLEY DISTRICT SCHOOL BOARD REGULAR MEETING 2014 JUNE 24,7:00 P.M. BOARD ROOM,EDUCATION CENTRE The Board met in regular session on 2014 June 24 in the Board Room at the Education Centre,meeting in public session at 7:00 p.m.The following were in attendance: TRUSTEES R.Tisdale (Chair) J.Bennett R.Campbell D.Clark J.Coghlin T.Grant G.Hart Regrets:W. Huff D.Idibe P.Jaffa B.McKinnon S.Polhill M.Reld J.Todd C.Tully ADMINISTRATION AND OTHERS L.Elliott K.Dalton J.Pratt C.Beal C.Bourbonnais- MacDonald R.Culhane M.Deman K.Edgar L.Griffith-Jones D.MacPherson M.Moynihan V.Nielsen S.Powell B.Sonier K.Wilkinson K.Bushell B.Williams K.Young (-9:00) 1.CALL TO ORDER Board Chair R.Tisdale called the meeting to order at 7:00 p.m. 2./3.O CANADA AND SPECIAL MUSICAL PRESENTATION The appreciation of the Board was extended to Springbank Public School Choir fortheir performance and to Conductor Elizabeth Anderson for leading in the singing of 0 Canada and performing two musical selections. 4.APPROVAL OF AGENDA The agenda was approved on motion of J. Coghlin,seconded by D. Clark. 5.OFFICIAL RECORD-none 6.RECOGNITIONS a.Student Trustees D.Idibe and C.Tully Trustee P.Jaffe expressed appreciation on behalf of the Board to Student Trustee D. Idibefor her positive presence,passion for the student voice,and her contributions. Diana is pursuing an education in public affairs and policy management.Trustee Idibe reflected on her experience serving the Board, conveying her appreciation to Trustees,Supt. D.Macpherson,Trustees Grant and Jaffe for their mentorship,and Director Elliottfor listening to the student voice. Trustee T. Grant expressed appreciation on behalf of the Board to Student Trustee C. Tully for bringing the student voice to the issue of 34 credits noting this was identified by Trustee Tully as one of her most important contributions this year.Trustee Tullyis pursuing a career in medicine. Trustee Tully conveyed her appreciation to Trustees expressing her appreciation for their dedication to the students of Thames Valley. 7.CONFLICTS OF INTEREST -none declared 8.CHAIR'S ANNOUNCEMENTS -none 9.DIRECTOR'S ANNOUNCEMENTS Director L. Elliott invited Supt.M.Moynihan to recognize a TVDSB student.Supt.Moynihan shared that Jacqueline Vandenhoff, a Grade 11 student at Medway HighSchool,was the recipient of the Elisabeth Steel Reurink Memorial Peace Ambassador Award,through the London Anti-Bullying Coalition.The memorial scholarship was established in the name of Elisabeth Steele Reurink, daughter of Trustee Linda Steel of the London District Catholic School Board.Nominees are to exhibit kindness,community involvement,commitment to personal excellence,academic achievement and integrity.Congratulations were extended to Jackie for being selected for this prestigious award and for her role as a strong advocate of healthy peer interactions. Director Elliott reflected on her first year as Director highlighting key activities.She conveyed appreciation to all staff and Trustees for their outstanding commitment to providing exceptional opportunities and programs for students.She wished everyone a safe and restful summer. 10.ADMINISTRATIVE PRESENTATIONS -none 11.MINUTES OF THE 2014 JUNE 10 REGULAR BOARD AND 2014 JUNE 17 SPECIAL BOARD MEETINGS a.Confirmation of Minutes The minutes of the Regular Board Meeting of 2014 June 10 and Special Board Meeting of 2014 June 17 were adopted on motion of J.Coghlin,seconded by T.Grant. b.Business Arising from the Minutes As a follow up to the 2014 June 10 meeting,the following motion was moved by M.Reid, seconded by G. Hart and CARRIED: That the Thames Valley District School Board request the Ontario Public School Boards'Association to lobby the Provincial Government and raise awareness of Fetal Alcohol Spectrum Disorder and the difficulties it is causing to School Boards due to a lack of service supports and assessment mechanisms. That the Thames Valley District School Board direct the Chair of the Board to write to the Minister of Education expressing our Board's concerns with the lack of service supports and assessment mechanisms for our students with Fetal Alcohol Spectrum Disorder. In reference to the 2014 June 10 meeting.Trustee J.Bennett requested follow up information concerning the addition of 5.0 PTE Secondary Staffing allocated in the budget and the impact on North Middlesex. Supt.B.Sonier responded that Additional lines were added to several schools,including an increase to North Middlesex.Supt.Sonier described the programming that would be enhanced at North Middlesex as a result. It was confirmed that a report regarding secondary staffing would be coming forward in November 2014. In response to a question and as a follow up to the minutes regarding e-Learning,Supt.M. Moynihan described class size and the process for enrolling in e-Learning noting there is room for students yet to register. 12.STUDENT TRUSTEES'UPDATE Student Trustee Idibe reported on two Relay for Life events hosted by Banting and Lucas secondary schools.She commended their fundraising efforts.She also reported on her participation in the safe school project. ChairTisdale extended appreciation to the Student Trustees fortheir contributionsto the Board and for their support to schools. 13.REPORTS FROM THE ADMINISTRATION a.Senior Administrative Response to the South-Central London Elementary ARC (Aberdeen, Ealing and Trafalgar Public Schools) Exec. Officer K.Bushell introduced the report (Item13.a) on the Senior Administrative Response to the South-Central London Elementary ARC(Aberdeen, Ealingand Trafalgar PublicSchools). The reportwas first presented at the 2014 April 22 public Boardmeeting. Six recommendations inthe reportwere deferred to the 2014 June 24 public Boardmeetingas follows: RECOMMENDATIONS; 1. Contingent upon Ministry of Education approval forCapital Fundingthat: 1.1 The students of Aberdeen and Ealing Public Schools be consolidated at Trafalgar Public School as of 2016 September 01;and 1.2 Apermanent addition,renovations and enhancements be constructedtomeet TVDSB standards for Trafalgar Public School;and 1.3 The new attendance area for the consolidated Trafalgar Public School consist of the current attendance areas of Aberdeen,Ealing and Trafalgar Public Schools,as per Figure 01,as of 2016 September 01;and 1.4 Aberdeen PublicSchool at 580 Grey Street, London N6B 1H8,be closed and declared surplus as of 2016 June 30; and 1.5 Ealing PublicSchoolat 840 Hamilton Road,London N5Z 1V5,be closed and declared surplus as of 2016 June 30. 2. That the Boardconsider the unique needs ofthe 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 Boardsupport collaboration with the community organizationsto provide comprehensive services to students. 5. Thata Design Committee be established with the communities affected toassist inthe design ofthe consolidated Trafalgar PublicSchool. 6. Thata Naming Committed be establishedforthe consolidated Trafalgar Public School. Trustees asked questions concerning the staffing levels for teaching and support staff In scenarios involving the closure of one or two schools;and questions concerning facility and accommodations issues and related capitalcosts.Administrative responses followed. 13.REPORTS FROM THE ADMINISTRATION -cont'd a.Senior Administrative Response to the South-Central London Elementary ARC (Aberdeen,Eating and Trafalgar Public Schools)-cont'd Exec. Officer Bushel!responded that there is a strong business case that may be made to the Ministry for accommodating students at one school. A consolidated school would require accommodation of a larger group of students resulting In needed improvements to programming areas. Should two schools remain open,there currently is capacity to meet the accommodation of 300 students in each school and as such a business case for capital to improve programming areas cannot be made. Any improvements to the two schools would need to be funded through Board supported capital. With respect to teaching staff, Supt.L.Griffith-Jones described the levelsof on-going sustainable teaching staff for various scenarios involving the closure of no schools,one school, and two schools. Associate Director K.Dalton added further clarity to the numbers noting staffing is allocated based on formula.She further added that there are transitional supports typically available to schools one year following consolidation. The levels of support staffing in the areas of speech and language pathology,school support counselling,social work,and psychology In a consolidated school was described Supt. R. Culhane.He further provided the current allocations for each of the three schools.The estimated levels ofsupport staffingshould two schools remain open was described. The social economic needs of families in the area were identified as an issue and questions regarding the potential to enhance the levels of teaching and support staffing were asked. Associate Director Dalton cautioned that there are schools with similar social economic needs in the system and the importanceof providing equitable resources was highlighted.Administration Identified a list of 10 other schools with student populations in the range of 540-600 and with similar demographics. In regards to student support needs,the number of students across the three schools identified on an lEP was approximately 122 noting this is not the only measure of student need and that there are schools in the system having more students on lEPs.It was confirmed that none of the three schools have self-contained classes. The use of space at Trafalgar Public School by the community was discussed.While it is not designated as a "community school"there are evening and weekend programs anticipated to continue underthe Community Use ofSchools policy and procedureregardlessofwhat school(s) are to close. Exec.Officer Bushell further confirmed that plans for Trafalgar Public School include a room to be used by the community. The option of building a new building was considered.It was estimated at twice the cost to renovate.Acquiring a new site was not considered. All three facilities require accommodations to make them each barrier free.Exec.Officer Bushell described the needed work.The timeline to complete accessibility accommodations is 2025. Currently students requiring barrier free access are attending a school otherthan theirdesignated school. Regarding bussing of students to a consolidated school at the current Trafalgar PublicSchool site, itwas noted that twosmall areas to the east of Ealing and a small portion ofstudents inthe Aberdeen boundary would require bussing based on walking distance. Potential hazards have not yet been assessed.Currently there is no bussing to any of the three schools and as such there are no current hazard designations. 13.REPORTS FROM THE ADMINISTRATION -cont'd a.Senior Administrative Response to the South-Central London Elementary ARC (Aberdeen,Baling and Trafalgar Public Schools)-cont'd Exec.Officer Bushell described school renewal for each school noting Aberdeen Public School requires the most work.The cost for building renewal at Aberdeen Public School was estimated at $3.8M and $2M for each of Ealing and Trafalgar Public Schools. It was noted that while there may be fewer overall staff in a scenario going from three to two or to one school,the ratio of support staff to students Is the same.The added benefits of consolidating the professional staff at one school was described and included:having support staff close to full time becoming part of the school team,lending the special education lens to the school team, enhancing accessibility to staff and parents,building relationships with stakeholders,and increasing the availability to respond more immediately to urgent or emerging situations. The stability of the population in the area was discussed.Supt.S.Powell offered that according to the 2006 census data a significant portion have moved within the last 5 years.There is no data to show whether they moved within the same school community or to/from another area. Regarding the outdoor recreation space at the proposed consolidated site.Exec.Officer Bushell reported that the intent is to maximize and enlarge the green space. It was noted that Native Studies programming currently is offered through Aberdeen Public School only.Programming could be offered at the consolidated school.Currently there is not enough numbers in the other two schools to offer programming.It was reported that self- identification has increased over the last number of years. Discussion ensued regarding the work of the ARC and their process in coming to make their final recommendations.A description of the decision process was provided.Asked for comment,ARC Executive Member Mr. J.Thorup reflected that the ARC found compelling the idea for essentially creating a new school due to the availability of funding for upgrades and the ability to serve the longer term needs of the community. Trustee Jaffe suggested additional time was needed to consider the benefits of keeping two schools open rather than one. Trustee Reid noted there was new information this evening and time was needed to digest the information,hear from the public,and ensure the best decision is made. The following motion as moved by P.Jaffe,seconded by M.Reid was DEFEATED by poll vote: That the Administrative recommendations for the South-Central London Elementary ARC (April 22,2014)be referred back to Administration for a report no later than 2014 October 16 in regards to the benefits of keeping two of the schools open. Poll Vote YEAS:J.Bennett,T.Grant,P.Jaffe,M.Reid,R.Tisdale NAYS: R.Campbell,D. Clark, J. Coghlin, G. Hart, B.McKlnnon,S. Polhill, J.Todd Student Trustee Idibe Yea Student T rustee T ully Yea 13.REPORTS FROM THE ADMINISTRATION -cont'd a.Senior Administrative Response to tiie Soutii-Centrai London Elementary ARC (Aberdeen,Eaiing and Trafalgar Public Schools)-cont'd The following motions were moved by S. Polhill,seconded by R.Campbell: 1.Contingent upon Ministry of Education approval for Capital Funding that: 1.1 The students of Aberdeen and Eaiing Public Schools be consolidated at Trafalgar Public School as of 2016 September 01;and 1.2 A permanent addition,renovations and enhancements be constructed to meet TVDSB standards for Trafalgar Public School;and 1.3 The new attendance area for the consolidated Trafalgar Public School consist of the current attendance areas of Aberdeen,Eaiing and Trafalgar Public Schools, as per Figure 01,as of 2016 September 01;and 1.4 Aberdeen Public School at 580 Grey Street,London N6B 1H8,be closed and declared surplus as of 2016 June 30;and 1.5 Eaiing Public School at 840 Hamilton Road,London N5Z 1V5,be closed and declared surplus as of 2016 June 30. 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 motion to substitute #1 (including 1.1 through 1.5)with the following was moved by M.Reid, seconded by P.Jaffe and CARRIED by poll vote; That Trafalgar Public School located at 919 Trafalgar Street,London,Ontario N5Z 1G3 be closed as of 2015 June 30 and declared surplus. That the students of Trafalgar Public School be designated to Aberdeen and/or Eaiing Public Schools effective 2015 September 01. That an Attendance Area Review be conducted in the fall of 2014 to determine the new attendance area for the Aberdeen and Eaiing Public Schools effective 2015 July 01. 13.REPORTS FROM THE ADMINISTRATION -cont'd a.Senior Administrative Response to the South-Central London Elementary ARC (Aberdeen,Baling and Trafalgar Public Schools)-cont'd Poll Vote YEAS:J. Bennett, R. Campbell, D. Clark,J. Coghlin,T. Grant, P. Jaffe, B.McKinnon,R. Reid, R.Tisdale NAYS;G.Hart,S.Polhill,J.Todd StudentTrusteeTully:Yea In speaking to the motion Trustee Reid reflected he was compelled to put forward the recommendations of the minority report with the understanding that if voted down the original motions would move fonward.In support of keeping Ealing and Aberdeen open and closing Trafalgar he stated concerns with staff reductions;noted the Trafalgar community has a community hub of services not otherwise in place in the other two communities; explained his preference for two schools of 300 over one school of 600; and offered it was more fiscally responsible. As a seconder to the motion.Trustee Jaffe further spoke to the preference for two schools the size of 300 and his concern with the reduction of staff resultant to the closure of two schools in the Hamilton Road corridor. Discussion ensued regarding the substitute motion and the ARC process. A motion to defer the decision to 2014 October 14 was moved by R.Tisdale,seconded by T. Grant and CARRIED. As a mover of the motion,Trustee Tisdale reflected the deferral would provide additional time for the communityto give inputthrough email and phone communication regarding the motion. A motionto recess at 9:35 p.m. was moved byJ.Coghlln,seconded byJ. Todd and carried. The meeting reconvened at 9:48 p.m. on motionofG. Hart,seconded byT. Grant. b.Senior Administrative Response to the South-West Middlesex ARC (Ekcoe Central and Mosa Central Public Schools,Glencoe District High School) Exec.Officer Bushel!referred to the written report (Item 13.b)on the Senior Administrative Response to the South-West Middlesex ARC(EkcoeCentraland MosaCentral Public Schools, Glencoe DistrictHighSchool) provided to Trustees in advance of the meeting. The report outlined the following recommendations. RECOMMENDATIONS: 1.Contingent upon Ministryof Education approval for capital funding that: 1.1 Mosa Central Public School be closed and declared surplus as of 2016 June 30; 1.2 The attendance areas for Ekcoe Central and Mosa Central Public Schools be consolidated,and the students be accommodated at Ekcoe Central Public School as of 2016 June 30; 1.3 Ekcoe Central Public School receive an addition and renovations in order to accommodate projected enrolment and program enhancements to bring the facility up to meet TVDSB program standards for its projected capacity as of 2016 September 01. 13.REPORTS FROM ADMINISTRATION -cont'd b.Senior Administrative Response to the South-West Middlesex ARC (Ekcoe Central and Mosa Central Public Schools,Glencoe District High School)-cont'd 2.That a Design Committee be established with the communities affected to'assist in the design of the consolidated Ekcoe Central Public School. 3.That a Naming Committee be established for Ekcoe Central Public School. 4.That the South-West Middlesex Accommodation Review Committee be disbanded. Exec.Officer Bushell and Supt.Powell summarized the rational for Senior Administrative recommendations and responded to recommendations from the ARC Report. The following motions were moved by J.Todd,seconded by J.Bennett,with #4 CARRIED: 1.Contingent upon Ministry of Education approval for capital funding that: 2.1 Mosa Central Public School be closed and declared surplus as of 2016 June 30; 2.2 The attendance areas for Ekcoe Central and Mosa Central Public Schools be consolidated,and the students be accommodated at Ekcoe Central Public School as of 2016 June 30; 2.3 Ekcoe Central Public School receive an addition and renovations in order to accommodate projected enrolment and program enhancements to bring the facility up to meet TVDSB program standards for its projected capacity as of 2016 September 01. 2.That a Design Committee be established with the communities affected to assist in the design of the consolidated Ekcoe Central Public School. 3.That a Naming Committee be established for Ekcoe Central Public School. 4.That the South-West Middlesex Accommodation Review Committee be disbanded. Questions regarding the 7 to 12 model were asked.In response itwas noted that programming for secondary students is not enhanced through this model.Research looking at the retention of 7-8s at the site for program offerings In 9-12 Is unknown. The following motion was moved by J. Coghlin,seconded by T. Grant and CARRIED: That recommendations 1 through 3 of the Senior Administrative Response to the South-West Middlesex ARC (Ekcoe Central and Mosa Central Public Schools, Glencoe District High School)be deferred to the 2014 November 11 Board meeting for consideration.^ c.School Closure and Opening Timelines for Schools within the Tillsonburg Accommodation Review (Annandale,Maple Lane,Rolph Street and South Ridge Public Schools) Exec. Officer Bushell referred to the written report (Item 13.c)reporting that funding for capital priorities came too late to implement the proposed school closure and opening timelines for schools within the Tillsonburg Accommodation Review.It is recommended that the dates be amended by one year. 13.REPORTS FROM THE ADMINISTRATION -cont'd c.School Closure and Opening Timelines for Schools within the Tillsonburg Accommodation Review (Annandale,Maple Lane,Rolph Street and South Ridge Public Schools)-cont'd The following recommendations were moved by G. Hart,seconded by B.McKlnnon and CARRIED: That the previously adopted motions (2013 March 26): That Maple Lane Pubiic Schooi at 25 Maple Lane, Tiiisonburg, ON N4G 2Y8 be ciosed as of 2014 June 30,contingent upon Ministry of Education Capital Funding approval. That Rolph Street Public School at 83 Rolph St., Tillsonburg, ON N4G 3Y2 be closed as of 2014 June 30 and declared surplus,contingent upon Ministry of Education Capital Funding approval. That a new JK-8 school be built at Quarter Town Line in Tillsonburg on the site previously purchased by the Board opening 2014 September 01 contingent upon Ministry of Education Capital Funding approval. That Annandale Public School be organized into a JK - 8 elementary school effective 2014 September 01 in conjunction with renovations to the school contingent upon Ministry of Education Capital Funding approval. That South Ridge PublicSchool be organized intoa JK-8 elementary school effective 2014 September 01 inconjunction with an addition and renovations to the school contingent upon Ministryof Education Capital Funding approval. That boundaries for Annandale'and South Ridge Public Schools,and the New TillsonburgElementary School be as follows (see AppendixA)effective2014 September 01. Be amended as follows: That Maple Lane Public School at 25 Maple Lane,Tillsonburg,ON N4G2Y8 be closed as of 2015 June 30.contingent upon Ministry of Education Capital Funding approvaL That Rolph Street Public School at 83 Rolph St.,Tillsonburg,ON N4G3Y2 be closed as of 2015 June 30 and declared surplus,contingent upon Ministry of Education Capital Funding approval. That a new JK-8 school be built at Quarter Town Line in Tillsonburg on the site previously purchased by the Board opening 2015 September 01 contingent upon Ministry of Education Capital Funding approvaL That Annandale Pubiic School be organized into a JK - 8 elementary school effective 2015 September 01 In conjunction with renovations to the school contingent upon Ministry of Education Capital Funding approvaL That South Ridge Public School be organized into a JK-8 elementary school effective 2015 September 01 in conjunction with an addition and renovations to the school contingent upon Ministry of Education Capital Funding approval. 13.REPORTS FROM THE ADMINISTRATION -cont'd c.School Closure and Opening Timelines for Schools within the Tillsonburg Accommodation Review (Annandale,Maple Lane,Rolph Street and South Ridge Public Schools)-cont'd That boundaries for Annandale and South Ridge Public Schools,and the New Tillsonburg Elementary School be as follows (see Appendix A)effective 2015 July or, d.School Closure and Opening Timelines for Schools within the Western Elgin Elementary Accommodation Review (Aldborough and Dunwich-Dutton Public Schools,and West Elgin Senior Elementary School) Exec.Officer Bushell referred to the written report (Item 13.d)noting the school closure and opening timelines for schools within the Western Elgin Elementary Accommodation Review are delayed by one year.The project is supported through Board supported capital. He further noted that letters will go out to the parents of the school communities affected (as well as to those schools in 13.c)providing notice of the change in dates. The following motion was moved by T. Grant,seconded by J. Todd and CARRIED: That the previously adopted motions (2013 April 09): That West Elgin Senior Elementary School 145 Graham Road,West Lome, ON NOL 2P0 be closed as of 2015 June 30,contingent upon Ministry of Education Capital Funding approval. That Aldborough Public School be organized into a JK - 8 elementary school effective 2015 September 01,and: •the JK-grade 7 students at Aldborough Public School be retained as a cohort at Aldborough Public School for the 2014-15 school year,and •the grade 8 students of Aldborough Public School be retained at West Elgin Senior Elementary School for the 2014-15 school year; contingent upon Ministry of Education Capital Funding approval. That Dunwich-Dutton Public School be organized into a JK-8 elementary school effective 2015 September 01,and: •the JK-grade 7 students at Dunwich-Dutton Public School be retained as a cohort at Dunwich-Dutton Public School for the 2014-15 school year,and • the grade 8 students of Dunwich-Dutton Public School be retained at West Elgin Senior Elementary School for the 2014-15 school year; contingent upon Ministry of Education Capita! Funding approval. Be amended as follows: That West Elgin Senior Elementary School 145 Graham Road,West Lome,ON NOL 2P0 be closed as of 2016 June 30.contingent upon Ministry of Education Capital Funding approval. That Aldborough Public School be organized into a JK - 8 elementary school effective 2016 September 01.and: •the JK-grade 7 students at Aldborough Public School be retained as a cohort at Aldborough Public School for the 2015-16 school year,and •the grade 8 students of Aldborough Public School be retained at West Elgin Senior Elementary School for the 2015-16 school year; contingent upon Ministry of Education Capital Funding approval. 13.REPORTS FROM THE ADMINISTRATION -cont'd d.School Closure and Opening Timelines for Schools within the Western Elgin Elementary Accommodation Review (Aldborough and Dunwich-Dutton Public Schools,and West Elgin Senior Elementary School)-cont'd That Dunwich-Dutton Public School be organized into a JK-8 elementary school effective 2016 September 01.and: •the JK-grade 7 students at Dunwich-Dutton Public School be retained as a cohort at Dunwich-Dutton Public School for the 2015-16 school year,and •the grade 8 students of Dunwich-Dutton Public School be retained at West Elgin Senior Elementary School for the 2015-16 school year; contingent upon Ministry of Education Capital Funding approval. e.Capital Construction Project Update Exec.Officer Bushell referred to the written report as attached (Item 13.e)updating the Board on the status of Capital construction projects.Projects are expected to be on budget. Ministry approval is pending for the use of Board supported capital for a number of the French Immersion and Tech Emphasis School projects. 14.REPORTS OF COMMITTEES a.Report of the Special Education Advisory Committee,2014 June 3 Trustee Bennett referred to the written report of the Special Education Advisory Committee,2014 June 3 as attached (Item A) and provided to Trustees in advance of the Board meeting. The following motions were recorded in the report.Trustee Bennett noted the recommendations were previously dealt with when the Special Education report was submitted to the Board and during the budget deliberations. That the Board approve the 2014-2015 Special Education Budget as presented at the 2014 June 03 SEAC meeting thanking the Board for its continued special education support noting concerns that the Ministry fundingformula does not match the total special education needs within the Board. That, after having reviewed and provided input into the 2014-2015 Special Education Plan and Special Education Budget, the Board approves the plan,as amended,for submission to the Ministry of Education. SEAC discussions regarding transition planning was highlighted. b.Report of the Bylaw Ad Hoc Committee Interim Report,2014 June 10 Trustee Clark referred to the written interim report of the Bylaw Ad Hoc Committee of 2014 June 10 as attached (Item B)and provided to Trustees in advance of the Board meeting. The following motions were moved by D. Clark,seconded by T. Grant and CARRIED: That the Board Bylaws as amended be approved. That the Ad Hoc Bylaw Review Committee be provided an extension to 2014 October 14 to submit their final report such that a full review of the Business Services Bylaws may be completed. 14.REPORT OF COMMITTEES -cont'd c.Report of the Audit Committee,2014 June 17 Trustee Hart referred to the written report of the Chairs'Committee of 2014 June 17 as attached {Item C)and provided to Trustees in advance of the Board meeting. It was noted administration currently is developing guidelines and procedures in light of Canada's new Anti-Spam Legislation. The following motion was moved by G. Hart,seconded by T.Grant and CARRIED: That the South Region internal Audit 2014-15 Audit Plan for Thames Vailey District Schooi Board be approved. d.Report of the Chairs'Committee,2014 June 17 Trustee Hart referred to the written report of the Chairs'Committee as attached (Item D)and provided to Trustees in advance of the Board meeting.There were no recommendations. e.Report of the Committee of the Whole,In Camera,2014 June 24 Trustee Hart reported that the committee met in camera from 5:02 p.m. to 5:55 p.m.The committee discussed confidential legal,property,negotiations,and personal matters.There were no conflicts of interest declared. The following recommendation was moved by G. Hart,seconded by T.Grant and CARRIED: That the motion approved at the in-camera session relating to legal,property,and resignations by mutual consent be approved. 15.COMMUNICATIONS a.Ontario Public School Boards'Association (OPSBA)-Update Trustee Grant reported that Trustees Tisdaie,Reid, Campbell and Hart were attending the Annual General Meeting of OPSBA and that the OPSBA Board of Directors meeting will be on 2014 July 03. b.Appointment to the Special Education Advisory Committee (SEAC) Correspondence was received from Autism Ontario regarding the recently vacated seat of their SEAC alternative representative.Autism Ontario's nomination for a new SEAC alternate is Suzanne Young. The following motion was moved by J. Bennett,seconded by M.Reid and CARRIED: That Suzanne Young be appointed the alternative representative for Autism Ontario on the Board's Special Education Advisory Committee effective 2014 June 24. 16.NOTICE OF MOTION -none 17.MOTION -NOTICE OF WHICH HAS BEEN GIVEN -none 18.ADDITIONAL ITEMS -none (.19.QUESTIONS/COMMENTS BY MEMBERS The following motion was moved by M. Reid,seconded by P.Jaffe and CARRIED: That administration brings forward a report regarding staffing and capital costs associated with the amended motion in item 13.a as it relates to the South-Central London Elementary ARC. Through discussion it was agreed the report is to identify program and support/special education staffing;facility and accommodation issues;associated capital,renewal costs;and funding. A date of Thursday,July 10, 4 p.m.was confirmed as the meeting date with Capital Planning.The meeting is intended to provide Trustees with an opportunity to have input. Trustee Tisdale wished everyone a good summer. 20.ADJOURNMENT The meeting adjourned at 10:27 p.m. on motion of J. Coghlin,seconded by Confirmed: Cfiairpefson SUMMARY OF APPROVED RECOMMENDATIONS OF 2014 JUNE 24 -That the Thames Valley District School Board request the Ontario Public School Boards' Association to lobby the Provincial Government and raise awareness of Fetal Alcohol Spectrum Disorder and the difficulties it is causing to School Boards due to a lack of service supports and assessment mechanisms. That the Thames Valley District School Board direct the Chair of the Board to write to the Minister of Education expressing our Board's concerns with the lack of service supports and assessment mechanisms for our students with Fetal Alcohol Spectrum Disorder. That the South-West Middlesex Accommodation Review Committee be disbanded. -That recommendations 1 through 3 of the Senior Administrative Response to the South-West Middlesex ARC (Ekcoe Central and Mosa Central Public Schools,Glencoe District High School)be deferred to the 2014 November 11 Board meeting for consideration. -That the previously adopted motions (2013 March 26),be amended as follows: That Maple Lane Public School at 25 Maple Lane,Tillsonburg,ON N4G 2Y8 be closed as of 2015 June 30.contingent upon Ministry of Education Capital Funding approvaL That Rolph Street Public School at 83 Rolph St.,Tillsonburg,ON N4G 3Y2 be closed as of 2015 June 30 and declared surplus,contingent upon Ministry of Education Capital Funding approvaL That a new JK - 8 school be built at Quarter Town Line in Tillsonburg on the site previously purchased by the Board opening 2015 September 01 contingent upon Ministry of Education Capital Funding approval. That Annandale Public School be organized Into a JK - 8 elementary school effective 2015 September 01 in conjunction with renovations to the school contingent upon Ministry of Education Capital Funding approvaL That South Ridge Public School be organized into a JK-8 elementary school effective 2015 September 01 in conjunction with an addition and renovations to the school contingent upon Ministry of Education Capital Funding approval. That boundaries for Annandale and South Ridge Public Schools,and the New Tillsonburg Elementary School be as follows (see Appendix A)effective 2015 Julv 01. -That the previously adopted motions (2013 April 09),be amended as follows: That West Elgin Senior Elementary School 145 Graham Road,West Lome,ON NOL 2P0 be closed as of 2016 June 30.contingent upon Ministry of Education Capital Funding approval. That Aldborough Public School be organized into a JK - 8 elementary school effective 2016 September 01.and: •the JK-grade 7 students at Aldborough Public School be retained as a cohort at Aldborough Public School for the 2015-16 school year,and •the grade 8 students of Aldborough Public School be retained at West Elgin Senior Elementary School for the 2015-16 school year; contingent upon Ministry of Education Capital Funding approvaL That Dunwich-Dutton Public School be organized into a JK-8 elementary school effective 2016 September 01.and: •the JK-grade 7 students at Dunwich-Dutton Public School be retained as a cohort at Dunwich-Dutton Public School for the 2015-16 school year,and •the grade 8 students of Dunwich-Dutton Public School be retained at West Elgin Senior Elementary School for the 2015-16 school year; contingent upon Ministry of Education Capital Funding approval. That the Board Bylaws as amended be approved. That the Ad Hoc Bylaw Review Committee be provided an extension to 2014 October 14 to submit their final report such that a full review of the Business Services Bylaws may be completed. That the South Region Internal Audit 2014-15 Audit Plan for Thames Valley District School Board be approved. That the motion approved at the in-camera session relating to legal,property,and . resignations by mutual consent be approved. That Suzanne Young be appointed the alternative representative for Autism Ontario on the Board's Special Education Advisory Committee effective 2014 June 24. That administration brings forward a report regarding staffing and capital costs associated with the amended motion in item 13.a as it relates to the South-Central London Elementary ARC. OJSTRICT SCHOOL BOARD Date of 2014 June 24 Meeting:2014 April 22 Item #:13.8 REPORT TO:BOARD X Public In Camera COMMITTEE Public In Camera PRESENTED FOR APPROVAL SOURCE:Capital Planning Co-Ordinating Committee SUBMITTED BY: SUBJECT: Kevin Bushell,Executive Officer Facility Services &Capital Planning SIGNATURE: SENIOR ADMINISTRATIVE RESPONSE TO THE SOUTH-CENTRAL LONDON ELEMENTARY ARC (Aberdeen,Ealing and Trafalgar Public Schools) RECOMMENDATIONS: 1.CONTINGENT UPON MINISTRY OF EDUCATION APPROVAL FOR CAPITAL FUNDING THAT: 1.1'The students of Aberdeen and Ealing Public Schools be consolidated at Trafalgar Public School as of 2016 September 01;and 1.2.A permanent addition,renovatiohs and enhancements be constructed to meet TVDSB standards for Trafalgar Public School;and 1.3.The new attendance area for the consolidated Trafalgar Public School consist of the current attendance areas of Aberdeen,Ealing and Trafalgar Public Schools,as per FIGURE 01,as of 2016 September 01;and 1.4.Aberdeen Public School at 580 Grey Street,London N6B1H8,be closed and declared surplus as of 2016 June 30;and 1.5.Ealing Public School at 840 Hamilton Road,London N5Z1V5,be closed and declared surplus as of 2016 June 30. DEFERRED TO 2014 JUNE 24 2. THATthe Board consider the unique needs of the school community when determining the administrative allocation. DEFERRED TO 2014 JUNE 24 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. DEFERRED TO 2014 JUNE 24 We build each student's tomorrow,every day , - ,. ' t 4.THAT the Board support collaboration with the community organizations to provide .comprehensive servicesto students.*ij /' DEFERRED TO 2014 JUNE 24 5..THATa Design Committeebe established withthe comrhunitles afferted to assistin the design of the consolidated Trafalgar Public School. ;DEFERRED TO 2014 JUNE 24 6.THAT a Naming Committed be established for the consolidated Trafalgar Public School. DEFERRED TO 2014 JUNE 24 7:THATthe South-Centraj Lohdon Elementary Accommodation Reyievy Committee be disbanded.,, APPROVED 2014 APRIL 24 Purpose To receive the Senior Administrative recommendations and response regarding the South-Central London Elementary Accommodation Review Committee Report (Aberdeen,Ealing and Trafalgar Public Schools). Content 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 "Aberdeen,Ealing and Trafalgar Public Schools be consolidated into fewer facilities and at least one of the schools close". On 2013 January 22,the Thames Valley District School Board authorized the establishment of the South-Central London Elementary Accommodation Review Committee,comprised of Aberdeen,Ealing and Trafalgar Public Schools,in order to study the accommodation of pupils. The ARC has completed its process with a final public input meeting held 2014 February 26 after which the final ARC report was forwarded to the Director of Education for presentation to the Board of Trustees on 2014 March 25 and to Senior Administration for response (see Appendix A -Report of the South-Central London Elementary ARC). The South-Central London Elementary ARC approved the following recommendations: 1.That Trafalgar Public School be renovated and enlarged to accommodate the student population of the current Aberdeen,Ealing and Trafalgar Public Schools in the South- Central London Elementary ARC. 2.That the present boundaries for the three schools be consolidated into a single boundary for Trafalgar Public School. 3.That Aberdeen and Ealing Public Schools close 2015 June 30, if renovations at Trafalgar Public School can be completed on time for pupils to be accommodated there effective 2015 September 1. 4.That appropriate municipal,health and social agencies be approached to determine their interest in participation in a community service hub at the renovated Trafalgar Public School. We build each student's tomorrow,every day Senior Administration's Response To The South-Central London Elementary ARC Report Senior Administration's recommendations to the Board reflect support for recommendations 1-4 from the ARC Report. In support ofARC recommendation 1,Senior Administration recommends that Trafalgar Public School receive a permanent addition,renovations and enhancements to the Thames Valiey DistrictSchool Board's established standards to permanently accommodate the projected enrolment of636 for a consolidated school. Specifically,Program enhancements would be required for Physical Education,Library Resource, General Arts, and Learning Support. The renovations of standard classrooms and the creation of purpose builtFullDay Kindergarten classrooms are required for accommodation.School Renewal would address all building components in need or renewal. School improvements would be required for the Administration areas and the barrier-free accessibility would be addressed.The expansion of the existing Trafalgar Public School site is required through the acquisition of adjoining properties.The estimated cost for the addition,renovations and acquisition of property has been calculated at $9.5 M. In order to allow time for the Board to request and receive Capital Priorities Funding for this project,as well as completing property transactions,design and construction of the addition and renovations to Trafalgar Public School,Senior Administration recommends an opening date of 2016 September 01. Senior Administration supports the ARC recommendation 2, to consolidate the students of Aberdeen, Ealing and Trafalgar Public Schools at Trafalgar Public School and that the consolidated school attendance area comprise of the current Aberdeen,Ealing and Trafalgar Public Schools attendance areas,as per FIGURE 01. Senior Administration also supports the ARC recommendation 3, with modifications,to close and declare surplus Aberdeen Public School at 580 Grey Street,London N6B 1H8,and Ealing Public School at 840 Hamilton Road,London N5Z 1V5.The modification required is to the date of closure, 2016 June 30, to allow for completion as noted above. In support of ARC recommendation 4,Senior Administration recommends the Board circulate to preferred entities the potential co-build opportunity at Trafalgar Public School,as per the TVDSB Encouraging Facility Partnerships Policy and Procedure,with the possibility of gaging interest in participating in the development of a community service hub at this site. As well, to communicate with various community groups in order to determine the feasibility of use of the consolidated school to further support the students and members of the community. To further support ARC recommendation 4,Senior Administration recommendations 2, 3 and 4 address the support for students at the school level. Ealing.Aberdeen and Trafalgar Public Schools currently work collaboratively with a number of community organizations to provide support for students'physical,social and emotional needs.Some of these key community organizations include;Vanier Children's Centre,Merrymount Family Support and Crisis Centre,Boys'and Girls'Club of London.School Community Intervention Partnership, London Police Services,Children's Aid Society of London and Middlesex,the Crouch Branch of the London Public Library and Neighbourhood Resource Centre,and the Hamilton Road Seniors'Centre and Community Centre.The consolidation of the three schools into one school site would allow for the streamlining of services to the schools and greater opportunities for ongoing collaboration between the school and community organizations. Each of the three schools currently has an administrative allocation of a 1.0 Principal.None of the schools has a vice-principal.The combined enrolment of the consolidated school would be sufficient to allow for the allocation of a vice-principal.The presence of a multi-administrator team in a large school setting would be important to support the diverse needs of the school population. We build each student's tomorrow,every day Currently,each of the three schools has part-time allocations for Thames Valley District School Board staff in the areas of Speech and Language Pathology and.School Support Counsellor.If the level of staff for these services was kept the same,but consolidated at one school,there would be opportunities for more consistent and comprehensive support for students and families. Aberdeen Public School has a significant population of First Nations Metis and Inuit (FNMI)students. As a result,there is an allocation of teaching staff to support FNMI programming in the school.Ealing and Trafalgar Public Schools also have some FNMI students,although the number is significantly less. Currently,Ealing and Trafalgar Public Schools receive support for FNMI students on an as-needs or program specific basis,but there is not a staff member assigned specifically to this support role in these two schools.With the consolidation of the schools,all of the FNMI students in these three schools would have the opportunity to work with Thames Valley District School Board staff who have a background in supporting FNMI students on a more regular basis. Recommendation 7 disbands the ARC as per the Thames Valley District School Board's procedure on "Pupil Accommodation and FacilityOrganization."Appreciation is extended to the ARC members and the personnel of the Thames Valley DistrictSchool Board who provided an invaluable resource to the Committee.The work completed,the time spent,and the careful deliberations of the members contributes to providing the maximum program opportunities for the maximum number of students. We build each student's tomorrow,every day Figure 01:Proposed Consolidated Trafaigar Pubiic School JK to 8 Attendance Area fFERlNA OlJFF£RlNA<I ajEENSAVEO DUNOAS HOHTOMSrE COEST x.-LmLeniii.g VWST SOOTH ST I KELSON Wl (ERST HTrafalgaHRS AMST TERWC Proposed Traralgar PS Attendance Area OSULKNb&l KING ST NNGS YORK ST a YC WST TRAfilWR -T" DAKllfST AILSA EKilometers Cost/Savings The proposed enhanced pupil accommodations listed in the Senior Administration's recommendations are contingent on Ministryof Education Capital funding approval.The Board is required to submit detailed business cases to request this. Itis estimated that the cost for the additions and renovations to Trafalgar Public School,as well as the acquisition of properties would be $9.5 M. We buiid each student's tomorrow,every day Timeline Appendices ARC Report to the Board -2014 March 25 Senior Administration Response to Board -2014 April 22 Public Input to the Board -2014 May 27 Board Decision -2014 June 24 School Closures -2016 June 30* Consolidated Trafalgar Opens -2016 September 01* (Note:*Contingent upon Ministry of Education Approval of Capital Funding) Appendix A:South-Central London Elementary ARC Report (2014 February 26) Appendix B:Existing Attendance Area Map for South-Central London Elementary ARC Relation to Commitments: El Putting students first.S Actively engaging our students,staff,families and communities. • Recognizing and encouraging leadership in all its forms.• Being inclusive, fair, and equitable. S Ensuring safe,positive learning and v/orking environments.• Inspiring new ideas and promoting innovation. S Taking responsibility for the students and resources entrusted to our care. We build each student's tomorrow,every day Date of Meeting: Item #: 2014 June 24 DISTRICT SCHOOL BOAE) REPORT TO:BOARD X Public COMMITTEE Public In Camera In Camera PRESENTED FOR APPROVAL SOURCE:Capital Planning Co-Ordinating Committee SUBMITTED Kevin Bushell,Executive Officer BY:Facility Services &Capital Planning SIGNATURE: SUBJECT: RECOMMENDATIONS: SENIOR ADMINISTRATIVE RESPONSE TO THE SOUTH-WEST MIDDLESEX ARC (Ekcoe Central and Mosa Central Public Schools,Glencoe District High School) 1.CONTINGENTUPON MINISTRY OF EDUCATION APPROVAL FOR CAPITAL FUNDING THAT: 1.1 Mosa Central Public School be closed and declared surplus as of 2016 June 30; 1.2 The attendance areas for Ekcoe Central and Mosa Central Public Schools be consolidated,and the students be accommodated at Ekcoe Central Public School as of 2016 June 30; 1.3 Ekcoe Central Public School receive an addition and renovations in order to accommodate projected enrolment and program enhancements to bring the facility up to meet TVDSB program standards for its projected capacity as of 2016 September 01. 2. THAT a Design Conimittee be established with the communities affected to assist in the design of the consolidated Ekcoe Central Public School. 3. THAT a Naming Committee be established for Ekcoe Central Public School. 4.THAT tlie Soutii-West Middlesex Accommodation Review Committee be disbanded. Purpose To receive the Senior Administrative recommendations and response regarding the South-West Middlesex Accommodation Review Committee Report (Ekcoe Central and Mosa Central Public Schools,Glencoe District High School). Content 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 the closure of Mosa Central Public School with the consolidation of students at Ekcoe Central Public School. On 2013 January 22,the Thames Valley District School Board authorized the establishment of the South-West Middlesex Accommodation Review Committee,comprised of Ekcoe Central and Mosa Central Public Schools,and Glencoe District High School ln order to study the accommodation of pupi!s. The ARC has completed Its process with a final public input meeting held 2014 May20 after which the final ARC report was forwarded to the Director of Education for presentation to the Board of Trustees on 2014 June 10 and to Senior Administration for response (Appendix A -Report of the South-West Middlesex ARC). Senior Administration's Response to the South-West Middiesex ARC Senior Administration's recommendations to the Board are reflected In the recommendation section of this report. Itshould be noted that timelines stated in the recommendations have been delayed a year from the Senior Administration's Recommendations presented to the ARC,due to the decision of the Board scheduled for the fall of 2014.This one year delay would allow for the completion of the construction of the proposed accommodation at Ekcoe Central Public School. The ARC received a presentation of existing attendance areas (see Appendix B)and proposed attendance areas (see Appendix C).The proposed attendance area identified the consolidation of Mosa Central Public School students at Ekcoe Central Public School (Figure 01).The ARC did not make any recommendations with respect to the suggested attendance areas. We build each student's tomorrow,every day Figure 01 1 Proposed Ekcoe Contaai PS Attendance)Area Ekeo'oYGontral We build each student's tomorrow,every day 6a •KM Pom r>|ii|r|pl »iiiinif»i»nTiii|| f*—i •pinB^rig\mt\I •>Mi I iQfcit A|VMhad M •pn «M» t««llMnaip MBMmmwMV Recommendation 4 disbands the ARC as per the Thames Valley DistrictSchool Board's procedure on "Pupil Accommodation and FacilityOrganization." Appreciation is extended to the ARC members and the personnel of the Thames Valley District School Board who provided an invaluable resource to the Committee.The work completed,the time spent,and the careful deliberations of the members contributes to providing the maximum program opportunities for the maximum number of students. The following recommendations from the ARC Report are not included in the Senior Administration's recommendations or require further clarification: 1.That the Senior Administration's Recommendation be rejected and that none of the three schools be closed. Following the presentation of {he Annual Pupil Accommodation Report (November 2012),an examination of the projected future pupil enrolment,the facilities involved,and the approved capital funds for the implementation of Full Day Kindergarten (FDK)was conducted.Senior Administration continues to hold that,in order to maximize program opportunities for elementary students,Mosa Central Public School should close and the students be consolidated at Ekcoe Central Public School in a JK-8 school.Senior Administration is not recommending the closure of Glencoe District High School at this time. 2.THAT a boundary review be conducted for Ekcoe Centml Public School. An Attendance Area Review was conducted for Ekcoe Central Public School during the ARC process involving Caradoc Central,Caradoc North,Caradoc South,Ekcoe Central and Metcalfe Central Public Schools.Enrolment projections for Caradoc Public School Indicate that the current attendance area is appropriate for the capacity of the facility. As there is no accommodation pressure on Caradoc Public School or any other area schools at this time,an attendance area review is not deemed necessary in this area of the Board.Should development in Mount Brydges continue to expand,an attendance area review may be considered In the future. 3.That grade 7 and 8 students from both Ekcoe and Mosa Central Public Schools be moved to GDHS to make it a grade 7 to 12 school. The Grade 7-12 model does not improve program offerings for secondary students.Such a consolidation of students could result in the reduced availability of some program spaces (e.g., gym,music areas)as there will be more classes and greater demands on these specialized areas for instructional purposes and co-curricular activities. We build each student's tomorrow,every day 4. That,shouid the Board decide to close Mosa Central Public School,contrary to recommendation number 1 of this ARC Report,an addition and renovations be approved for Ekcoe Central to accommodate the projected 406 students in a consolidated JK to 6 school. Senior Administration does not support the recommendation to create a consolidated Kindergarten to Grade 6 school.Senior Administration supports a program model of Kindergarten to Grade 8. Maintaining the grade 7 and 8 students at one elementary facility: a) Allows for a breadth of program offerings; b)Provides increased Library and LST time; c)Allows forJK-Grade 6 students to gain an appreciation for instrumental music through their older peers (e.g.,concerts,rehearsals,assemblies); d)Allows fora greater varietyofstaffand a potentialfor increased specialization to offera wider range of curricular and co-curricular programming; e) Offers leadership opportunities for Grade 7 and 8 students (e.g.,peer mentoring, reading buddies,safety monitors); f)Provides intermediate role models for primary and junior students;and g)Offers mentoring opportunities for students in JK -Grade 6. 5.That the Board initiate discussions with the Municipality of Southwest Middlesex to relocate the Glencoe Public Library to a location within GDHS. Itis the policy of the TVDSB to work with community partners in order to optimize the use of its facilities to benefit students and school communities within the mission,vision and values of the TVDSB.One example of this type of optimization for the benefit of both community and students includes the County of Oxford and Plattsville Public School which houses the county library. According to the TVDSB's Encouraging Facility Partnerships Policy (2010 May 31),a Facility Partnership will be considered when "future enrolment projections indicate the student population and current program can be sustained and accommodated." With declining enrolment and the challenge of offering full programming at Glencoe District High School,the future of the school may be in question.Senior Administration cannot support the ARC recommendation to relocate the Glencoe Public Library within the secondary school,nor support capital expenditures that would be required through a lease agreement while not knowing the future of the Glencoe District High School. 6.That a review be conducted on the school start time for GDHS to support video conferencing courses. A range of online learning tools including, but not limited to,e-learning and blended learning through the D2L platform,Adobe Connect,and video conferencing are available to create learning environments that allow students at different school sites to work on courses together,with the direct instruction and support of classroom teachers.The Senior Administration and school administrators at Glencoe District High School continue to facilitate the offering of these online learning opportunities for students. We build each student's tomorrow,every day ARC'S Comments on the Accommodation Review Process: Senior Administration appreciates the time spent by the ARC in developing recommendations surrounding the accommodation review process.These will be taken into consideration as the Board continues to review its process in keeping with Ministry of Education guidelines: a)All information required to support the public ARC meetings be provided at least one week In advance to the voting ARC members. b)That appropriate,Board personnel attend the public ARC meetings to answer any questions from the materials that are provided one week in advance. c)That all ARC meeting dates are published in all school newsletters and local newspapers to better facilitate public input. d)That if the School Information Profiles are continued to be used that Senior Administration ensure they are thoroughly and consistently prepared for all schools involved. e)That the School Information Profiles include the amount of school renewal funding. f)That the appendices to the meetings include the meeting date. Cost/Savings Ekcoe Central Public School: Addition &Renovations* •not including School Renewal items Estimated Cost: $4,700,000 The proposed enhanced pupil accommodations listed in the SeniorAdministration's recommendations are contingent on Ministry of Education Capital funding approval.The Board must submit detailed business cases to support the requests of this funding and the timeline for this approval has not yet been determined. Timeline ARC Report to the Board -2014 June 10 Senior Administration Response to Board -2014 June 24 Public Input to the Board -2014 October 14 Board Decision -2014 November 11 School Closure -2016 June 30* Renovated Ekcoe Central Public School Opens -2016 September 01* (Note: *Contlngentupon Ministry ofEducation Approvalof CapitalFunding) Appendices AppendixA:South-West MiddlesexARCReport (2014 May20) Appendix B: Existing Attendance Area Map South-West Middlesex ARC Relation to Commitments: El Putting students first. • Recognizing and encouraging leadersiiip In all Its forms. El Ensuring safe,positive learning and working environments. M Activelyengaging our students,staff, families and communities. • Being Inclusive,fair,and equitable. • Inspiring new ideas and promoting innovation. ITaking responsibility for the students and resources entrusted to our care. We build each student's tomorrow,every day REROltMF uthrJIVest^MiddlesexlAccoinmodatio —.. EkcoMCe ritrallandl MosalCentraliRu bl ic and GlencoeiDistrict HighlScHdbl 2014 Ma'y^io^^ CHAIRPERSON:'JenniferCoghlih Committee Recommendations In support of Committee's mandate to respond to the Senior Administration's recommendations,the South-West Middlesex Accommodation Review Committee (Ei<coe Central,Mosa Central Public Schools and Glencoe District High School)approved the following recommendations on 2014 May 20. 1.That the Senior Administration's Recommendation be rejected and that none of the three schools be closed. 2.That grade 7 and 8 students from both Ekcoe and Mosa Central Public Schools be moved to Glencoe District High School (GDHS)to make it a grade 7 to 12 school. 3.That,should the Board decide to close Mosa Central Public School,contrary to recommendation number 1 of this ARC Report,an addition and renovations be approved for Ekcoe Central to accommodate the projected 406 students In a consolidated JK to 6 school. 4.That a boundary review be conducted for Ekcoe Central Public School. 5.That the Board initiate discussions with the Municipality of Southwest Middlesex to relocate the Glencoe Public Library to a location within GDHS. 6.That a review be conducted on the school start time for GDHS to support video conferencing courses. Rationale: The South-West Middlesex ARC,comprised of two elementary schools -Ekcoe Central PS and Mosa Central PS, and one secondary school -Glencoe District High School (GDHS), had a unique opportunity to explore the accommodation needs of all the students in the community from JK through Grade 12. Rationale for Recommendation 1 a) None of the public presentations received by neither the Committee nor any of the ARC members supported the Senior Administration's recommendation. b)The Committee believes all students In Newbury and Southwest Middlesex should have the opportunity to receive their elementary and secondary education within the three schools currently operating within Southwest Middlesex. c)None of the three schools has been deemed '"Prohibitive to Repair". Report of the South-West Middlesex Accommodation Review Ekcoe Central and Mosa Central Public Schools and Giencoe District High School 2014 May 20 Page 2 of 7 d)The Senior Administration's Recommendation would require the construction of 170 new pupil spaces at an estimated capital cost of $4.7 million plus $2.6 million in interest charges bringing the total cost to $7.3 million,not Including school renewal items for which there is currently no dollar value available. e)It is not fiscally responsible to spend $7.3 million dollars to create more student spaces when we already have the OTG to accommodate the existing student population. f)Mosa Central PS is at 83.33%utilization with 34 vacant pupil places;Ekcoe Central PS Is at 82.92%utilization with 62 vacant pupil places. g)All three schools in the ARC have a rural postal code designation and as such are eligible to receive 100%top-up funding for school operations,maintenance and school renewal. h)Present school operations show that each of the three schools is operating at a profit and the combined annual operational profit Is $168,059 (Appendix C Oct 21,2013). 1)All three schools currently have dedicated computer labs and gymnasiums,which meet Board standards. j)All presentations from current and former students,parents and groups from Mosa Central Public School spoke positively of the quality of education provided at the school,the abundance of extracurricular activities,and of its great value to the community. k)Speakers representing all three schools expressed their appreciation of the school culture and supportive learning environment,which are based upon strong collaborative relationships between the administration,staff,students,parents,and the community. I)Teachers have also expressed their support for a small school environment (Advantages of Smaller Schools -Appendix D January 20,2014). m)Senior Administration has proposed consolidation of schools to maximize program opportunities for students,but TVDSB research fails to show any significant positive impact on student achievement In consolidated schools. n) It is felt that having secondary students concentrate on core courses develops critical thinking skills,problem solving and communication skills. o) In 2012-2013,GDHS had a 100%acceptance rate at Canadian universities and Canadian colleges (Appendix B December 16,2013). p) In 2012-2013,99%of all courses taken at GDHS were passed,Including 97%of all Grade 9 courses (Appendix B December 16,2013). q)There appear to be minimal savings in staff positions should Ekcoe and Mosa Central be consolidated (Appendix A March 24,2014). r)Families currently living in the area with significant Investments in farming operations and businesses want a local high school.Other families have relocated to the area,choosing to have their children educated in rural community schools and the presence of a local high school is essential. Rationale for Recommendation 2 a)The OTG capacity of Giencoe District High School (GDHS) Is 543 and the 2014 enrolment projection is only 270. b) GDHS is the only secondary school in Newbury and Southwest Middlesex. Report of the South-West Middlesex Accommodation Review Ekcoe Central and Mosa Central Public Schools and Glencoe District High School 2014 May 20 Page 3 of 7 c)Don Drummond,Chair,Commission on the Reform of Ontario's Public Services In his February,2013 report to the Ontario government stated:"Boards should also consider changing the grade configuration at some underused schools to make better use of existing facilities"and "An increasingly widespread solution Is the consolidation of Grades 7 through 12 in one secondary school.The number of secondary schools In Ontario that also serve Grade 7 and 8 students in the same facility has grown in recent years,especially since the Ontario Academic Credit (Grade 13)was eliminated.Using excess secondary school space to house Grades 7 and 8 students offers a practical use of existing resources." d)The Committee received presentations that described the success of secondary schools in rural communities in the Greater Essex District School Board,the Avon Maitland District School Board and the Lambton Kent District School Board that have moved grades 7 and 8 into secondary schools and were advised of other school boards that have done the same. e)An ARC presenter,a retired principal,with the Stratford and St.Mary's schools, supported the Grade 7-12 model and commented on the dramatic drop in suspensions within the 7-12 model (Jan 20 2014 meeting minutes). f)The 2014 enrolment projections indicate there are 103 students in grades 7 and 8 at Ekcoe and Mosa Central Public Schools. g)There are classrooms available at GDHS for the Grade 7 and 8 students without the need for significant expenditure of taxpayer capital. h) GDHS has a purpose-built music room with available capacity for the grade 7 and 8 students. 1)By moving the Grades 7 and 8 students to GDHS,space is created within the existing elementary buildings allowing for minor renovations to address TVDSB standards for the Library Resource Centres and the Mosa Learning Support Room. j)Research (Tulsa Public Schools -Research Supporting a 7-12 School Configuration, Clearinghouse on Eariy Ed. and Parenting,April 2011)has indicated a grade 7 entry point provides a better transition into high school. Rationale for Recommendation 3 a)2014 enrolment projections indicate there will be 406 students in grades JK to 6 if the grade 7 and 8 students are moved to GDHS. b)There is an OTG capacity of 369 at Ekcoe Central. Rationale for Recommendation 4 a)The eastern boundary of GDHS extends farther east than the Ekcoe boundary. b)Enrolments in adjacent community schools are near or greater than their OTG capacity. c)Planned subdivisions in Mt.Brydges and Strathroy suggest population growth in those areas creating accommodation pressures in the adjacent community schools. Rationale for Recommendation 5 a)Due to staffing allocations,the library in GDHS is open to students under staff supervision only a single period each school day. b)The municipal council of Southwest Middlesex has by resolution on June 13,2012 endorsed a report that recommends in part "'that discussions be initiated with the Middlesex County Library Board,the TVDSB and the community of Southwest Middlesex to consider the relocation of the Glencoe Public Library currently housed in its own building in Glencoe to within the GDHS building to serve both students and the general public in a facility partnership." Report of the South-West Middlesex Accommodation Review EI<coe Central and Mosa Centra!Public Schools and Glencoe District High School 2014 May 20 Page 4 of 7 c)The Middlesex County Library Board has by resolution in July 2012 stated "that the Middlesex County Library Board support in principle the relocation of the Giencoe Library to a location in the GDHS facility,following further investigation by the Municipality of Southwest Middlesex." d)The CEO of the Middlesex County Library advised the ARC that the Library Board and County Council "'encourage the expansion of Comprehensive Library Services in designated locations throughout the County"and that Glencoe is one of those locations. e)The Quest Centre,an employment resource centre,already has a partnership with the Board and utilizes a portion of GDHS. Rationale for Recommendation 6 a) GDHS has a long history of utilizing video conferencing courses and e-iearning courses to fulfil our students programming needs.It has enabled secondary students to develop time management skills and experience alternative teaching/learning methods.It was noted that these methods are now used in post-secondary and life long learning,and it is an advantage for students to be familiar with the process. Recommendations on the ARC process to be considered: a)All information required to support the public ARC meetings be provided at least one week in advance to the voting ARC members. b)That appropriate Board personnel attend the public ARC meetings to answer any questions from the materials that are provided one week in advance. c)That all ARC meeting dates are published in all school newsletters and local newspapers to better facilitate public input. d)That if the School Information Profiles are continued to be used that Senior Administration ensure they are thoroughly and consistently prepared for all schools involved. e)That the School Information Profiles Include the amount of school renewal funding. f)That the appendices to the meetings include the meeting date Background The Thames Valley District School Board approved the following motion on 2013 January 22: That Administration be authorized to proceed with the following Accommodation Review Committee (ARC),South-West Middlesex ARC:Ekcoe Central,Mosa Central Public Schools and Glencoe District High School. Following an extensive examination of the projected future pupil enrolment,the facilities Involved, and the approved capital funds for the implementation of Full Day Kindergarten (FDK),Senior Administration believes that a review of Ekcoe Central and Mosa Central Public Schools is warranted to maximize program opportunities for elementary students at these schools.It is proposed that Mosa Central Public School would close and the students would be consolidated at Ekcoe Central Public School.An addition and renovations are proposed at Ekcoe Central Public School to accommodate the projected combined enrolments and to enhance program spaces to meet the Thames Valley District School Board's standards.Included in this proposed project would be the construction of purpose-built FDK classrooms utilizing the FDK capital funding the Board has received for these schools.As the JK-12 and 7-12 models do not enhance programming opportunities for secondary students and,in fact,may decrease programming space availability for all students at the site,Glencoe District High School has not been recommended as a participant in this ARC. Report of the South-West Middlesex Accommodatton Review Ekcoe Central and Mosa Central Public Schools and Glencoe District High School 2014 May 20 Page 5 of 7 (Annual Pupil Accommodation Report -2012 November 20) The 10 Committee members,representing three school communities,met on the following dates: 2013 May 13 (Organizational Meeting) 2013 September 23 (1®^Public Consultation Meeting) 2013 October 21 (2""^PublicConsultation Meeting) 2013 December 16 (S^''Public Consultation Meeting) 2014 January 20 (4^"^Public Consultation Meeting) 2014 February 24 (5^^Public Consultation Meeting) 2014 March 24,April 7, April 15 (Draft Report Writing Meetings) 2014 May 20 (Public Input Meeting to the ARC Draft Report and Finalize Report) The Committee compiled their draft recommendations on 2014 April 15.Public input to the Draft Report was received by Committee members on 2014 May 20. Representatives of the Thames Valley District School Board included Trustee Jennifer Coghlin,who presided over the meetings.Administrative support was provided by Barry Wagner,Executive Member;Marion Moynihan and Michelle Deman,Superintendents of Student Achievement;Kevin Bushell,Executive Officer, Facility Services and Capital Planning;Philippe Venesoen,Research Associate,Research &Assessment Services;Jane Marlborough,ARC Assistant;and Principals Pat Jones,Ekcoe Central Public School;Mike Moore/Melanie Stanley,Glencoe District High School;Peter Ferguson/Sally Goulart,Mosa Central Public School. During the course of its meetings,the Committee considered,discussed and investigated the benefits,issues,concerns and considerations of the Senior Administrative recommendation.Public Consultation was received from 24 individuals and 7 organizations for a total of 31 presentations.Three letters of correspondence were received. The Committee received and/or examined: 1. Policy and Procedure - Pupil Accommodation and Facility Organization 2.Enrolment versus Capacity Report 3.Rationale for the ARC 4.ARC Public Consultation Form 5. A report endorsed by the Southwest Middlesex Council entitled Our Schools -Our Future:A Community Proposal for the Glencoe Family of Schools (2012) 6.Enrolment Projections for Ekcoe Central,Mosa Central and Glencoe District High School -from 2000,Status Quo and Proposed per Senior Administration's Recommendation 7.Boundary Map of Current and Proposed Attendance Areas for the schools involved in the ARC 8.School Information Profile (and Definitions)for each school involved in the ARC and follow-up materials/reports on Course Subscriptions,Credit Accumulation and Community Uses at GDHS,Geographic Circumstances Grant,School Operations, Renewal Costs,Transportation Policies and Accommodation Capacity 9.Thames Valley District School Board Safe Schools Report (2011/2012) Report of the South-West Middlesex Accommodation Review Ekcoe Central and Mosa Central Public Schools and Glencoe District High School 2014 May 20 Page 6 of 7 10.EQAO School Report of 2011-2012 assessment results for the schools Involved in the ARC 11.Senior Administration's Recommendation 12.Presentation by Michelle Deman,Superintendent of Student Achievement,on the Program Benefits of a Larger Elementary School 13.Presentation by Philippe Venesoen,Research and Assessment Services Associate,on Examining the Effects of Consolidated Schools 14.Information compiled on Advantages of Smaller Schools 15.Articles supporting a grade 7 to 12 school model. 16.Tour of the renovated Caradoc Public School Tours of each of the schools involved were arranged prior to the start of the meetings. Meetings were rotated among the three schools. Senior Administration's Recommendation An examination of projected future pupil enrolments and the facilities involved In this region suggests that a review of EI<coe Central and Mosa Central Public Schools Is warranted in order to maximize program opportunities in a more efficient accommodation model for the students at these elementary schools. The implementation of Full Day Kindergarten and the approved capital funds means that this Is an appropriate time to review the accommodation of pupils to ensure that capital dollars are expended in the most efficient and effective manner. Senior Administration recommends that: 1.Mosa Central Public School close and be declared surplus,as of 2015 June 30; 2.The attendance areas for Ekcoe Central and Mosa Central Public Schools be consolidated,and the students be accommodated at Ekcoe Central Public School,as of 2015 September 1; 3.Ekcoe Central Public School receive an addition and renovations in order to accommodate projected enrolment and program enhancement to bring the facility up to meet Thames Valley District School Board program standards for its projected capacity,which would create an On-The-Ground Capacity of approximately 540,as of 2015 September 1; The date of implementation for these recommendations will be contingent upon Ministry of Education funding of the proposed capital project. Estimated Costing Breakdown for Senior Administration's Recommendations of the South- West Middlesex ARC: Total Cost of Recommendations Total Estimated Cost* Ekcoe Central PS -Addition and Renovations $4,700,000 *not including School Renewal items Report of the South-West Middlesex Accommodation Review Ekcoe Central and Mosa Central Public Schools and Glencoe District High School 2014 May 20 Page 7 of 7 Committee Membership Trustee Chair -Jennifer Coghlin Executive Member -Barry Wagner ARC Assistant -Jane Marlborough Principals Ekcoe Central Public School -Pat Jones Mosa Central Public School -Sally Goulart Glencoe District High School -Melanle Stanley School Council Representatives Mike McEachren,Ekcoe Central PS Heather McVicar,Mosa Central PS Janice Bueckert,Glencoe District HS Citizen Representatives: Mavis Bedford,Ekcoe Central PS Anna Passeri,Mosa Central PS Karen Aranha,Glencoe District HS Community Representatives: Paulina Robertson Lisa Thistle Municipal Leaders: Chris Degraw Doug Reycraft _^BTRICT SCHOOL BOARD REPORT TO:BOARD COMMITTEE PRESENTED FOR APPROVAL X Public In Camera Public In Camera Date of Meeting: Item#:13.c 2014 June 24 SUBMITTED BY:Kevin Bushell,Executive Officer Facility Services &Capital Planning SIGNATURE: SUBJECT: SCHOOL CLOSURE AND OPENING TIMELINES FOR SCHOOLS WITHIN THE TILLSONBURG ACCOMMODATION REVIEW (Annandale,Maple Lane,Rolph St.and South Ridge Public Schobis). RECOMMENDATION:THAT THE PREVIOUSLY ADOPTED MOTIONS (2013 March 26): 1.THAT Maple Lane Public School at 25 Maple Lane,Tillsonburg,ON N4G 2Y8 be closed as of 2014 June 30,contingent upon Ministry of Education Capital Funding approval. 2. THAT Rolph Street Public School at 83 Rolph St.,Tillsonburg,ON N4G 3Y2 be closed as of 2014 June 30 and declared surplus,contingent upon Ministry of Education Capital Funding approval. 3.THAT a new JK - 8 school be built at Quarter Town Line in Tillsonburg on the site previously purchased by the Board opening 2014 September 01 contingent upon Ministry of Education Capital Funding approval. 4. THAT Annandale Public School be organized into a JK r 8 elementary school effective 2014 September 01 in conjunction with renovations to the school contingent upon Ministry of Education Capital Funding approval. 5. THAT South Ridge Public School be organized into a JK-8 elementary school effective 2014 September 01 in conjunction with an addition and renovations to the school contingent upon Ministry of Education Capital Funding approval. 7. THAT boundaries for Annandale and South Ridge Public Schools,and the New Tillsonburg Elementary School be as follows (see Appendix A)effective 2014 September 01. We build each student's tomorrow,every day Purpose Content Cost/Savings Timeline Appendices BE AMENDED AS FOLLOWS: 1.THAT MapleLane PublicSchool at 25 MapleLane,Tillsonburg,ON N4G2Y8 be closed as of 2015 June 30.contingent upon Ministryof Education Capital Funding approval. 2. THAT Rolph Street Public School at 83 Rolph St., Tillsonburg, ON N4G 3Y2 be closed as of 2015 June 30 and declared surplus,contingent upon Ministry of Education Capital Funding approval. 3. THAT a nev/JK - 8 school be built at Quarter Town Line in Tillsonburg on the site previously purchased by the Board opening 2015 September 01 contingent upon Ministry of Education Capital Funding approval. 4. THAT Annandale Public School be organized into a JK - 8 elementary school effective 2015 September 01 in conjunction with renovations to the school contingent upon Ministry of Education Capital Funding approval. 5. THATSouth Ridge Public School be organized into a JK-8 elementary school effective 2015 September 01 in conjunction with an addition and renovations to the school contingent upon Ministry of Education Capital Funding approval. 7. THAT boundaries for Annandale and South Ridge Public Schools,and the New Tillsonburg Elementary School be as follows (see Appendix A) effective 2015 July 01. T0 receive Board approval for the amended schedule of implementation of the Tillsonburg Elementary ARC. Board approved recommendations 1 through 5,and 7 at its meeting held 2013 March 26 as they relate to the Tillsonburg Elementary Accommodation Review.The Board received Capital Priorities Funding from the Ministry of Education to implement these recommendations which impacts the schedule developed at time of presenting the Senior Administration's recommendations to the ARC report and subsequent Board decision. The school communities were notified of the deferral of the implementation of the ARC recommendations 2014 February 03. Following approval of the amended adopted recommendations,communication will be provided to the communities impacted. Board Decision -2013 March 26 Relation to Commitments: 0 Putting students first.• Actively engaging our students,staff,families and communities. • Recognizing and encouraging leadership in all its forms.• Being inclusive, fair, and equitable. IS!Ensuring safe,positive learning and working environments.• Inspiring new ideas and promoting innovation. El Taking responsibility for the students and resources entrusted to our care. /A #Accommodation Review Committees ThamesWUeyDotnctSdiool Board CtmmmtOf APPENDIX A The following reflects the decisions made by the Board of Trustees for the Thames Valley District School Board 2013 March 26 as a result of the Tillsonburg Elementary Accommodation Review Committee (Annandale,Maple Lane,Rolph Street and South Ridge Public Schools). 1.THAT Maple Lane Public School at 25 Maple Lane,Tillsonburg,ON N4G 2Y8 be closed as of 2014 June 30, contingent upon Ministry of Education Capital Funding approval. 2. THAT Rolph Street Public School at 83 Rolph St.,Tillsonburg,ON N4G 3Y2 be closed as of 2014 June 30 and declared surplus,contingent upon Ministry of Education Capital Funding approval. 3. THAT a new JK - 8 school be built at Quarter Town Line in Tillsonburg on the site previously purchased by the Board opening 2014 September 01 contingent upon Ministry of Education Capital Funding approvaL 4. THAT Annandale Public School be organized into a JK - 8 elementary school effective 2014 September 01 in conjunction with renovations to the school contingent upon Ministryof Education Capital Funding approvaL 5. THAT South Ridge Public School be organized into a JK-8 elementary school effective 2014 September 01 in conjunction with an addition and renovations to the school contingent upon Ministry of Education Capital Funding approval. 6. THAT during the first year of operation as consolidated schools,the Grade 7 students at Annandale Public School ^(from the previous year)be retained at Annandale Public School for their graduating grade 8 year. 7. THAT boundaries for Annandale and South Ridge Public Schools,and the New Tillsonburg Elementary School be as follows: Annandale Public School That the boundary for Annandale Public School, effective 2014 September 01,commence at the rear lotline of 618 Broadway Street in a south easterly direction along the rear lot lines and not including parcels fronting onto Broadway Street to the rear lot line of 434 Broadway Street;thence in an easterly direction along the rear lot lines of parcels fronting onto Lisgar Avenue to Lisgar Creek;thence along Lisgar Lake to the rear lot line of 12 Concession Street E.;thence in a south easterly direction along the rear lot lines of parcels fronting onto Broadway Street in a straight line to the centre line of Harvey Street;thence in a south easterly direction along the centre line of Harvey Street to the rear lot line of 11 Bloomer Street;thence In a westerly direction along the rear lot lines of parcels fronting onto Bloomer Street to the centre line of the intersection of Bloomer Street and Broadway Street;thence in a south easterly direction along the centre line of Van Street to the centre line of the intersection ofVan Street and OldVienna Road;thence Ina southerly direction along the centre line of Old Vienna Road to the centre line of the intersection of Old Vienna Road and Vienna Road;thence in a south westerly direction along the centre line of Vienna Road to the Oxford County boundary line;thence along the Oxford County boundary to the intersection of Town Line Road and the Oxford County boundary line;thence in a direct line north westerly to the intersection ofthe CP rail line and Potters Road;thence in a north westerly direction along the CP rail line to parcel number 32110100800010000000;thence perpendicular in an northerly direction to 164528 KellettRoad;thence Ina westerly direction along the centre line of Kellett Road to the rear lotline of 357 Tillson Ave;thence ina southerly direction along the rear lot lines of parcels fronting onto Tillson Ave to the CP rail line;thence in a westerly direction along the CP rail line to the rear lot line of 518 Broadway Street. South Ridoe Public School That the boundary for South Ridge Public School, effective 2014 September 01,commence at the north lotline of 332926 Plank Line;thence in a south easterly direction along the rear lotlines of parcels fronting onto Plank Line, including lots fronting onto Plank Lineto the centre line of Ostrander Road;thence in a westerly direction along the rear lot lines of parcels fronting onto Ostrander Road, Including parcels fronting onto Ostrander Road to the west lot line of 224166 Ostrander Road;thence perpendicular in a southerly direction to the CP rail line;thence in an We build each student's tomorrow,every day easterly direction along the CP rail line to the rear lot line of parcels fronting onto Tillson Ave;thence in a northerly direction along the rear lot line of parcels fronting onto Tillson Ave to the centre line of North Street E.;thence in an easterly direction along the centre line of North Street E. to the east lot line of 164528 Kellett Road;thence in a perpendicular southerly direction along the east lot line of 164528 Kellett Road to the CP rail line;thence in a south easterly direction along the CP rail line to the intersection of the CP rail line and Potters Road;thence in a perpendicular southerly direction to the intersection of Westtown Line and Townline Road;thence in an easterly direction along the centre line of Townline Road to the rear lot lines of parcels fronting onto Rock Mills Road;thence in a northerly direction along the rear lot lines of parcels fronting onto Rock Mills Road to the rear lot lines of the parcels fronting onto Rock MillsLine;thence in a northerly direction along the rear lot lines of parcels fronting onto Rock Mills Line to the rear lot line of parcels fronting onto Rock Mills Road;thence in a northerly direction along the rear lot lines of parcels fronting onto Rock Mills Road to the rear lot line of the parcels fronting onto County Road 13; thence In a northerly direction along the rear lot lines fronting onto County Road 13 to the rear lot line of 77 Son's Street;thence in a northerly direction along the rear lot lines of parcels fronting onto Son's Street to the rear lot lines of parcels fronting onto Main Street;thence in a easterly direction along the rear lot lines of parcels fronting onto Main Street to the rear lot line of 517 Main Street;thence in a north westerly direction to the rear lot line of 508 Main Street;thence in a westerly direction along the rear lot lines of parcels fronting onto the north side of Main Street to the rear lot lines of parcels fronting onto West Street;thence in a northerly direction along the rear lot lines of parcels fronting onto West Street to the rear lotlines of parcels fronting onto County Road 13;thence ina northerly direction along the rear lot lines of parcels fronting onto County Road 13 to the north lot line of 592968 Oxford Road 13;thence in a westerly direction along the rear lot lines of parcels fronting onto Maple Dell Road to the north lot line of 332925 Plank Line. New Tillsonburg Elementary School That the boundary for the new Tillsonburg Elementary School,effective 2014 September 01,commence at the north lot line of 332925 Plank Line;thence in a south easterly direction along the rear lotlines of parcels fronting onto Plank Line, not including lots fronting onto Plank Lineto the centre line of Ostrander Road;thence in a westerly direction along the rear lot lines of parcels fronting onto Ostrander Road, not including parcels fronting onto Ostrander Road to the west lotline of 224165 Ostrander Road;thence perpendicular in a southerly direction to the CP railline;thence in an easterly direction along the CP railline to the rear lot line of 518 Broadway Street;thence ina south easterly directionalong the rear lotlines and including parcels fronting onto Broadway Street to 434 Broadway Street;thence in an easterly direction along the rear lot lines of parcels and not including those fronting onto Lisgar Avenue to Lisgar Creek;thence along Lisgar Lake to the rear lot line of 12 Concession Street E.;thence in a south easterly direction along the rear lotlines of parcels and including those fronting onto Broadway Street ina straight lineto the centre line of HarveyStreet;thence in a south easterly directionalong the centre lineof Harvey Street to the rear lot line of 11 Bloomer Street;thence in a westerly direction along the rear lot lines of parcels fronting onto Bloomer Street and not including parcels fronting onto Bloomer Street to the centre line of the intersection at Bloomer Street and Broadway Street;thence in an easterly direction along the centre line of Van Street to the centre lineofthe intersection ofVan Street and OldVienna Road;thence ina south westerly direction along the centre line of Old Vienna Road to the centre line of the intersection of Old Vienna Road and Vienna Road; thence ina south westerly directionalong the centre lineofVienna Road to the Oxford County boundary line;thence along the Oxford County boundary lineto the centre lineof Newell Road;thence ina westerly directionalong the centre line of Newell Road to the intersection of Pigram Road and Pressey Line;thence in a north westerly direction along the centre line of Pigram Road to the rear lot line of the parcel fronting onto Prouse Road which resides east ofthe intersection of Prouse Road and Pigram Road;thence ina easterly directionalong the rear lot lines of parcels fronting onto Prouse Road to the north lot line of 332960 Plank Line. 8.That Design Committees be established for Annandale and South Ridge Public Schools,and the new Tillsonburg Elementary School. 9.THAT NamingCommittees be established forAnnandale and South Ridge PublicSchools, and the new Tillsonburg Elementary School. DjnRicr 1^^ REPORT TO:BOARD X Public In Camera COMMITTEE Public In Camera PRESENTED FOR APPROVAL SUBMITTED BY:Kevin Bushell,Executive Officer Facility Services &Capital Planning SIGNATURE: Date of Meeting: Item#:13.d 2014 June 24 SUBJECT: SCHOOLCLOSURE AND OPENING TIMELINES FOR SCHOOLS WITHIN THE WESTERN ELGIN ELEMENTARY ACCOMMODATION REVIEW (Aldbprough and Dunwich-Dutton Public Schools,and West Elgin Senior Elemehtery School). RECOMMENDATION:THAT THE PREVIOUSLY ADOPTED MOTIONS (2013 April 09): 1. THAT West Elgin Senior Elementary School 145 Graham Road,West Lome,ON NOL 2P0 be closed as of 2015 June 30,contingent upon Ministry of Education Capital Funding approval. 2. THAT Aldborough Public School be organized into a JK - 8 elementary school effective 2015 September 01,and: •the JK-grade 7 students at Aldborough Public School be retained as a cohort at Aldborough Public School for the 2014-15 school year,and •the grade 8 students of Aldborough Public School be retained at West Elgin Senior Elementary School for the 2014-15 school year; contingent upon Ministry of Education Capital Funding approval. 3.THAT Dunwich-Dutton Public School be organized into a JK-8 elementary school effective 2015 September 01,and: •the JK-grade 7 students at Dunwich-Dutton Public School be retained as a cohort at Dunwich-Dutton Public School for the 2014-15 school year,and •the grade 8 students of Dunwich-Dutton Public School be retained at West Elgin Senior Elementary School for the 2014-15 school year; contingent upon Ministry of Education Capital Funding approval. We build each student's tomorrow,every day Purpose Content Cost/Savings Timeline Appendices BE AMENDED AS FOLLOWS: 1. 2. THAT West Elgin Senior Elementary School 145 Graham Road,West Lome,ON 2P0 be closed as of 2016 June 30.contingent upon Ministry of Education Capital Funding approval. NOL THAT Aldborough Public School be organized into a JK - 8 elementary school effective 2016 September 01.and: •the JK-grade 7 students at Aldborough Public School be retained as a cohort at Aldborough Public School for the 2015-16 school year,and •the grade 8 students of Aldborough Public School be retained at West Elgin Senior Elementary School for the 2015-16 school year; contingent upon Ministry of Education Capital Funding approval. 3. THAT Dunwich-Dutton Public School be organized Into a JK-8 elementary school effective 2016 September 01.and: •the JK-grade 7 students at Dunvi/ich-Dutton Public School be retained as a cohort at Dunwich-Dutton Public School for the 2015-16 school year,and •the grade 8 students of Dunwich-Dutton Public School be retained at West Elgin Senior Elementary School for the 2015-16 school year; contingent upon Ministryof Education Capital Funding approval. To receive Board approval for the amended schedule of implementation of the Western Elgin Elementary ARC. The Board approved recommendations 1 through 3 at its meeting held 2013 April 09 as they relate to the Western Elgin Elementary Accommodation Review.The Ministry of Education did not support the request for Capital Priorities Funding to implement these recommendations.This impacts the schedule presented to and approved by Trustees. The Board remains committed to completing these projects.As a result,Board Supported Capital and FDK funding will be used. The school communities were notified of the deferral of the implementation of the ARC recommendations 2014 February 03. Following approval of the amended adopted recommendations,communication will be provided to the communities impacted. Board Decision -2013 April 09 Relation to Commitments: ElPutting students first.•Actively engagingour students,staff, familiesand communities. •Recognizing and encouraging leadershipinallitsforms. •Being inclusive,fair,and equitable. S Ensuringsafe, positivelearningand workingenvironments. •Inspiring new ideas and promoting innovation. 0 Taking responsibility for the students and resources entrusted to our care. ^Accommodation Review Committees Thames\felley KstrfctSchool Board.fiSttii'f.JainCif The following reflects the decisions made by the Board of Trustees for the Thames Valley District School Board 2013 April 09 as a result of the Western Elgin Elementary Accommodation Review Committee (Aldborough and Dunwich-Dutton Public Schools,and West Elgin Senior Elementary School). 1.THAT West Elgin Senior Elementary School 145 Graham Road,West Lome, ON NOL 2P0 be closed as of 2015 June 30,contingent upon Ministry of Education Capital Funding approval. 2. THATAldborough Public School be organized into a JK - 8 elementary school effective 2015 September 01,and: • the JK-grade 7 students at Aldborough Public School be retained as a cohort at Aldborough Public School for the 2014-15 school year,and • the grade 8 students of Aldborough Public School be retained at West Elgin Senior Elementary School forthe 2014-15 school year; contingent upon Ministry of Education Capital Funding approval. 3. THATDunwich-Dutton Public School be organized into a JK-8 elementary school effective 2015 September 01, and: • the JK-grade 7 students at Dunw/lch-Dutton PublicSchool be retained as a cohort at Dunwich-Dutton Public School for the 2014-15 school year,and • the grade 8 students of Dunwich-Dutton PublicSchool be retained at West ElginSenior Elementary School for the 2014-15 school year; contingent upon Ministry of Education Capital Funding approval. 4. THATan addition and renovations to Aldborough Public School be constructed,contingent upon Ministryof Education Capital Funding approval. 5. THAT renovations to Dunwich-Dutton Public School be completed,contingent upon Ministryof Education Capital Funding approval. 6. THATDesign Committees be established forAldborough and Dunwich-Dutton Public Schools. We build each student's tomorrow,every day APPENDIX A J STRICT i REPORT TO:BOARD X Public COMMITTEE Public PRESENTED FOR INFORMATION In Camera In Camera SUBMITTED BY: Kevin Bushel!,Executive Officer SIGNATURE: Facility Services and Capital Planning SUBJECT:CAPITAL CONSTRUCTION PROJECT UPDATE Purpose To update the Board on the status ofCapital construction projects. Content See attached Cost/Savings See attached Timeline See attached Appendices Capital Construction Projects Date of Meeting: Item #: 2014 June 24 Relation to Commitments: H Putting students first. •Recognizing and encouraging leadership in all Itsforms. Ei Ensuring safe,positive learning and w/orking environments.•Inspiring new/ideasand promoting Innovation. S Takingresponsibility for the students and resources entrusted to our care. • Actively engaging our students,staff,families and communities. • Beinginclusive,fair, and equitable. CAPITAL CONSTRUaiON PROJECTS SCHOOL Project Description Budget Funding Status 96 Complete Completion Date COMMENTS Aldborough PS addition/renovation $5,007,000 FDK,BSC,SRG design 0%Sept 2016 To be tendered Summer 2015, subject to MOE approval, for fomnlptinn Spntember 201 fi Algonquin PS addition/renovation $946,206 FDK complete 100%Sept 2014 Annandale PS renovations $4,218,308 CAPPR, FDK, SRG under construction 20%Sept 2015 FDK rooms to be completed by September 2014 to accommodate Rnlnh .Strppt FDK Arthur Ford PS renovations $191,608 FDK complete 100%Sept 2014 Bishop Townsend PS addition/renovation $3,750,000 FDK,CAPT,BSC, SRG design 0%Sept 2015 To be tendered in the Fall 2014, sublectto MOE aooroval Bonaventure Meadows PS renovations $246,500 FDK under construction 10%Sept 2014 Byron Northview PS addition/renovation $1,550,000 FDK,SRG under construction 95%Sept 2014 Centennial Central PS addition/renovation $2,340,363 FDK,SRG under construction 65%Sept 2014 Dunwich-Dutton PS renovations $1,678,000 FDK,BSC,SRG design 0%Sept 2015 To be tendered in the Fall 2014, siihiprt to MOE aooroval EagleHeights PS addition/renovation $5,173,943 FDK,CAP PR under construction 50%Sept 2014 Jack Chambers PS addition/renovation $1,560,720 FDK,SRG under construction 90%Sept 2014 JS Buchanan PS addition/renovation $3,463,523 SRG under construction 90%Sept 2014 Park Fl PS addition/renovation $1,565,932 FDK,SRG under construction 50%Sept 2014 Vrlght PS new school $10,535,205 CAP PR, FDK under construction 95%Feb 2014 Exterior site work to be completed Mitchell Hepburn PS addition/renovation $1,801,331 FDK,CAPPR complete 10056 Sept 2014 New Ullsonburg Elementary new school $12,069,090 CAP PR, FDK tendered 0%Sept 2015 Subject to MOEapproval Northbrae PS renovations $371,763 FDK under construction 10%Sept 2014 Parkview PS addition/renovation $4,298,462 CAP PR under construction 60%Sept 2014 Pierre Elliott Trudeau Fl PS addition $2,000,000 BSC design 0%Sept 2016 Subject to MOEapproval Princess Anne Fl PS addition/renovation $797,977 FDK under construction 20%Sept 2014 Princess Elizabeth PS addition/renovation $2,189,556 FDK under construction 50%Sept 2014 Rick Hansen PS renovations $884,421 FDK,SFF under construction 40%Sept 2014 Relocation of existing Daycare included in orolect Ross Secondary renovations $3,264,738 FDK,BSC under construction 40%Sept 2014 Ryerson PS renovations $235,000 FDK tendered 0%Sept 2014 Construction to commence July1 South Ridge PS addition/renovation $3,956,000 CAPT,FDK,SRG tendered 0%Sept 2015 Subject to MOE approval Southstde PS renovations $100,000 FDK design 0%Sept 2014 Construction to commence July 1 West Oaks HPS addition/renovation $5,500,000 FDK,BSC tendered 0%Sept 2015 Wilton Grove PS renovations $479,545 FDK complete 100%Sept 2014 TOTAL $80,175,191 FDK - FullDay Kindergarten Capital Grant SRG -School Renewal Grant SFF-Schools-First Funding Grant CAPPR-Capital Priority Grant BSC - Board Supported Capital CAPT -Unspent BuiltCapacity in Capital Template Item A REPORT OF THE SPECIAL EDUCATION ADVISORY COMMITTEE 2014 June 3 12:18 p.m.-2:54 p.m. MEMBERS ADMINISTRATION AND OTHERS Easter Seals Society. A. Morse (Chair)R.Culhane,Superintendent of Special Education Association for BrightChildren, Dennis Ensing D.Willaert,Leaming Supen/isor Autism Ontario, B. Curry (12:30)M.Chevalier,Elementary Principal Children's Aid Society of London and Middlesex,M.Cvetkovlch R. Lee,Elementary Principal Community Living Education Committee,S.Wilson D.Clark Epilepsy Support Centre,B.Han/ey K.Aitken,Corporate Sen/ices FASD ELM.O..W.Conforzi Learning Disabilities Association of Ontario (LDAO).T. Fawdry Guests: Thames Valley Children's Centre,J.Gritzan Trustee J.Bennett Learning Coordinator K.Masson Trustee R. Campbell (-12:55)(+2:26)Teacher on Special Assignment, C.Serpa Trustee T.Grant Supt C.Beal Voice forHearing ImpairedChildren,M.Barbeau (12:20) Manager S. Macey Vanier Children's Services,Bonnie Montminy Secretarial Assistant,J.Graham Regrets: Chippewas of the Thames,C.Dendias Thames Valley Council of Home and School.A.Morel! Supt.K.Edgar (2:25-2:35) 1.CALL TO ORDER Chair A. Morse called the meeting to order at 12:15 p.m. in the London Room at the Education Centre. Learning Supervisor D. Willaert introduced Sam Jayashankar as a guest of the Special Education Advisory Committee. 2.CONFIRMATION OF AGENDA The agenda,as amended,to include Item 5.0 -Business Arising from the Minutes of 2014 May 5, was approved on motion and carried. 3.CONFLICTS OF INTEREST-none 4.MINUTES OF THE MEETINGS FROM 2014 MAY 5 The minutes were approved as printed. 5.BUSINESS ARISING FROM THE MINUTES OF 2014 MAY 5 Chair Morse referred to the People forEducation report regarding informal suspensions and students on a modified day. Supt. R.Culhane advised that the requested information is high priority and would be brought forward in the fall for discussion. 6.CORRESPONDENCE Chair Morse encouraged the committee to complete the Provincial Parent Association Advisory Committee survey regarding Ontario Reg. 464/97 notingitis still open. The survey is available at wv>w.survevmonkev.com/sA'XYNN2Z. 7.DEVELOPMENTAL EDUCATION TEACHER ONSPECIAL ASSIGNMENT (TOSA) UPDATE Leaming Coordinator K.Masson and Teacher on Special Assignment C.Serpa joined the meeting to provide Information and follow up to the Developmental Education TOSA Initiative that began in September 2013. A copy of the presentation is available on the Board's website at http://vi/ww.tvdsb.ca/files/filesvstem/SEAC%20Developmental%20Education.Ddf. 7.DEVELOPMENTAL EDUCATION TEACHER ON SPECIAL ASSIGNMENT (TOSA)UPDATE - cont'd K.Masson advised that the teams were well received in the schools and they continue to work on behaviour strategies and programming for students. 8.SPECIAL EDUCATION REPORT Supt R.Culhane provided a high-level overview of the summary of changes and amendments to the Special Education Report (SEAC-1).Minor revisions and amendments were noted,as well as the updating of the Special Education Goals and Action Plan. 9.LEARNING FOR ALL UPDATE Learning Supervisor D.Willaertprovidedan update on the Learning for All session offered to instructional coaches and staff in February.Staff was made aware of resource material and information available to them. Learning Supervisor Willaert attended the Learning for All session offered by the Ministry of Education.Topics included information on the following: • Empower -reading program for students with a Learning Disabilityexceptionality: •Modification to programming and strategies - building capacity with staff in schools; • Tiered approach to learning - lookingat using as guiding curriculum piece for all students • PPM 156 - including how the Barrie District School Board is rolling out •Transitioning students from school to work -goal to make transition seamless A presentation on the implementation of PPM 156 will be brought to the committee on June 23. 10.PASSAGES UPDATE (TRANSITION PLANNING FOR STUDENTS) Learning Supervisor Willaert provided an update on Passages -Transition Planning for Students session where a number of community partners attended and feedback was requested.Breakout sessions were held for various exceptionalities.Results indicated that there is a need to continue offering the session and making it available. 11.SPECIAL EDUCATION BUDGET Supt.0.Beal and Manager S.Macey joined the meeting to provide an update on the 2014-2015 Special Education Budget.Concern was raised regarding Mental Health funding under Special Education.Specifically,Vanier Children's Services expressed concern since It is a leader in children's mental health. Supt.K.Edgar joined the meeting to explain the rationale for moving the funding from the Special Education to the Mental Health budget.This Is a result of the province moving the funding structure Into a leaming opportunities grant.She noted that no services currently in place for 2014-2015 will change and that input and collaboration on mental health strategies will continue with the committee as the two system priorities align.The greatest need continues to be building staff capacity. The following recommendation was moved by D.Ensing,seconded by T.Grant and carried: That the Board approve the 2014-2015 Special Education Budget as presented at the 2014 June 03 SEAC meeting thanking the Board for Its continued special education support noting concerns that the Ministry funding formula does not match the total special education needs within the Board. The following recommendation was moved by D.Ensing,seconded by J. Gritzan and carried: That,after having reviewed and provided Input Into the 2014-2015 Special Education Plan and Special Education Budget,the Board approves the plan,as amended,for submission to the Ministry of Education. 12.NEW BUSINESS-none 13.FORUM:ASSOCIATION UPDATES •The Learning Disabilities Association of London Region will hold its Annual General Meeting on 2014 June 23. T .Fawdry advised that she is resigning from the Learning Disabilities Association of London Region and that this is her last meeting.Chair Morse thanked her for her commitment and contribution to Special Education. • FASD E.L.M.O Is planning an Action Plan Conference. The committee recessed at 1:47 p.m.and reconvened at 2:03 p.m. 14.FUTURE MEETING DATES Monday,June 23,2014 6:30 pm -9:00 pm Tuesday,September 9,2014 11:45 am -3:00 pm Discussion ensued regarding the 2014-2018 Special Education Advisory Committee term.The deadline for nominations is 2014 October 31. An announcement will be sent out to current members and agencies and notification sent to the public.Members of SEAC for the new term (2014-2018)will be appointed by the Board after their Inaugural meeting. 15.FUTURE AGENDA ITEMS •lEP Report Summary (Annually) •Alternative Education Update (Fall 2014 - K.Wilkinson) •Integrated Transition Planning for Young People with Developmental Disabilities •Parent PDT Video Evaluation (ongoing) •Parent Reaching Out Grant Request (Annually) • Informal Suspension and Modified Day Data '•PPM 156(June 23) 16.ADJOURNMENT The meeting adjourned at 2:54 p.m. by motion. RECOMMENDATIONS: 1.That the Board approve the 2014-2015 Special Education Budget as presented at the 2014 June 03 SEAC meeting thanking the Board for its continued special education support noting concerns that the Ministry funding formula does not match the total special education needs within the Board. 2.That,after having reviewed and provided Input Into the 2014-2015 Special Education Plan and Special Education Budget,the Board approves the plan,as amended,for submission to the Ministry of Education. The recommendations will be brought forward to the 2014 June 10 Board meeting for approval. ALISON MORSE CHAIRPERSON r' J21STRIcr SCHOOL BOARD REPORT TO:BOARD X Public In Camera COMMITTEE Public In Camera PRESENTED FOR APPROVAL SUBMITTED BY:Donna Clark,Trustee SIGNATURE: SUBJECT:.Interim Report of;the Bylaw Review Ad Hoc Committee . Date of Meeting: Item #: Item b 2014 June 24 14.b RECOMMENDATIONS:That the Board Bylaws as amended be approved; ,.Thatthe Ad Hoc Bylaw Review Committee be provided an extenslori to 2014 October 14'to submit their final report such that a full review of the Business Services Bylaws may be completed. Purpose To report on the activities and recommendations of the Ad Hoc Bylaw Review Committee. Content At the 2012 May 8 Board meeting trustees approved the establishment of an Ad Hoc Committee to review the Board Bylaws to ensure they were consistent with the new Trustee Code of Conduct as provided through the Ontario Public School Boards'Association.At the 2012 June 12 Board meeting Trustees J.Bennett,D. Clark, T.Grant and B.McKinnon were appointed to the committee.An interim report was presented to the Board 2012 October 23.At the 2014 January 28 Board meeting the Bylaw Review Ad Hoc Committee was provided an extension to 2014 June 24 to submit their final report. A legal review of the Trustee Code of Conduct was undertaken.Section 3.0 of the proposed Bylaws provides the revised Trustee Code of Conduct for TVDSB Trustees. A section-by-section review of the Bylaws was completed.Proposed changes were made to reflect current practices and/or provide clarity of direction.Amendments otherwise may be considered housekeeping. Draft guidelines for electronic voting were reviewed.Through discussion it was determined that the guidelines be referred to the Chairs'Committee for further development.The intent is to pilot the guidelines for a period of time before they are considered for addition to the bylaws. At the 2014 May 13 meeting of the Bylaw Review Ad Hoc Committee it was determined that administration would complete a review of the Business Services Bylaws that includes a modernization of the language and a legal review.In consideration of the proposed review,the Bylaw Review Ad Hoc Committee proposes an extension to 2014 October 14. Cost/Savings n/a Timeline Immediate Appendices Bylaws of the Thames Valley DistrictSchool Board 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. • Ensuring safe,positive learning and working environments.•Inspiring new ideas and promoting innovation. E Taking responsibility for the students and resources entrusted to our care. We build each student's tomorrow,every day BYLAWS of the Thames Valley District School Board "v.DISTRICT SCHOOL BQARD^ BYLAWS of the THAMES VALLEY DISTRICT SCHOOL BOARD ^1 Revisions approved by Board Motion the 24'^dayofJune, 2014 SIGNED: Ruth Tisdale,Chair of the Board Laura Elliott,Director of Education TABLE OF CONTENTS SECTION PAGE I.0 Introduction 1.1 Definitions 1.2 Rules of Order 1.3 Amendments and Additions to Existing Bylaws 1.4 Banking Bylaws -Business Services 2.0 Board Governance Principles 2 3.0 Trustee Code of Conduct 3 4.0 Board Meetings 9 5.0 Publiclnput 11 6.0 Election of Chair and Vice-Chair 13 7.0 Inaugural Meeting of the Board 15 8.0 Inaugural Meeting of the Chair 16 9.0 Duties of the Chair 17 10.0 Committees 19 II.0 Committee ofthe Whole In-Camera Meetings 21 12.0 Information Committee ofthe Whole Meetings 22 13.0 Chair's Committee 23 14.0 Leave of Absence of Members 24 15.0 Rules of Order 25 15.1 Genera!25 15.2 Motions Considered at Board Meetings 25 15.3 Debate 27 15.4 Voting 27 15.5 Reconsideration 28 15.6 Petitions and Communications 29 16.0 Business Services Bylaws 30 1.0 INTRODUCTION 1.1 Definitions For the purpose of these Bylaws: "Board"means the Board of Trustees of the Thames Valley District School Board; "Chair"means the Chair of the Board; "Vice-Chair"means the Vice-Chair of the Board; "Past Chair"means the Past Chair currently elected to the Board; "Director of Education"means the Secretary of the Board; 'Treasurer"means the Treasurer of the Board; 'Trustee"means a Trustee on the Board and the Student Trustees; "Member"means a voting Member of the Board and/or Board Committee; "Board committee"means an ongoing committee established by the Board; "Ad hoc committee"means a committee established for a specific time frame and purpose; -"Board meeting"means an official,regularly-scheduled or special Board meeting as defined in the Education Act, "Meetings of the Board"includes Board meetings in addition to any in-camera or Information Committee of the Whole,statutory,standing,or ad hoc meetings chaired by a Member. 1.2 Ruies of Order 1.2.1 All Board Meetings and all meetings of the Board will be conducted in accordance with the rules of order as set forth in Section 16 of these Bylaws. 1.3 Amendments and Additions to Existing Bylaws 1.3.1 No amendment,alteration,or addition to the Bylaws shall be made unless due notice has been given setting forth the proposed amendment,alteration,or addition. A two-thirds majority of all members of the Board must vote in favour of the change. 1.3.2 Every new bylaw of the Board, upon approval,shall be signed by the Chair of the Board and counter-signed by the Director of Education,after which the seal of the Board shall be attached thereto. 1.4 Banking Bylaws -Business Services 1.4.1 The Board shall maintain on record its Borrowing and Banking Bylaws in addition to other bylaws for Business Services,under the title "Business Services Bylaws". 1.4.2 The complete set of Business Services Bylaws and their schedules shall be on record under that title. 1 I Bylaws of the Thames Valley District School Board Revised:2014 June 24 2.0 BOARD GOVERNANCE PRINCIPLES Principle 1 The Board of Trustees exists to govern the school system in the best interests of its students. Principle 2 The Board of Trustees Is accountable to its public school supporters. Principle 3 The Board of Trustees represents the interests of its students,parents and the community. Principle 4 The Board of Trustees speaks with one voice through its policies and decisions. Principle 5 The Board of Trustees is responsible fordefiningthe expected outcomes and policiesessential to meeting the organization's mission,vision and commitments. Principle 6 The Board of Trustees holds the Director of Education accountable for implementation of Board policies and Board decisions. 2 I Bylaws of the Thames Valley District School Board Revised:2014 June 24 3.0 TRUSTEE CODE OF CONDUCT 3.1 Purpose 3.1.1 This Code of Conduct is intended to contribute to confidence in public education and respect for the integrity of Trustees of the Board and is intended to promote acceptable and respectful behaviours. 3.2 Application 3.2.1 This Code of Conduct and the Enforcement Procedures contained herein shall apply to all Trustees. 3.2.2 Every Trustee shall uphold the letter and spirit of this Code of Conduct. 3.3 Compliance 3.3.1 A Trustee of the Board shall discharge his or her duties in accordance with the Education Act and comply with any other relevant legislation. 3.3.2 Each Trustee shall comply with Board policies,procedures,Bylaws,and Rules of Order. 3.4 Code of Conduct Integrity and Dignity of Office 3.4.1 Trustees of the Board shall discharge their duties loyally, faithfully, impartially and in a manner that will inspire public confidence in the abilities and integrity of the Board. 3.4.2 Trustees of the Board shall make decisions in a manner which is open,accessible and equitable. 3.4.3 Trustees of the Board shall recognize that the expenditure of school board funds is a public trust and endeavour to see that the funds are expended efficiently,in the best Interests of the students. Avoidance of Personal Advantage and Conflict of Interest 3.4.4 No Trustee shall accept a gift from any person or entity that has dealings with the Board ifa reasonable person might conclude that the gift could influence the Trustee when performing his or her duties to the Board.If Trustees are unsure about the appropriateness of a gift,they may consult with the Board Chair for further guidance. 3.4.5 Trustees shall ensure that their public office is not used for personal gain as in accordance with the Municipal Conflict of Interest Act {RSO 1990). 3.4.6 No Trustee shall use his or her office to obtain or maintain employment with the Board for the Trustee or a family member. 3 I Bylaws of the Thames Valley District School Board Revised:2014 June 24 Civil Behaviour 3.4.7 No Trustee shall engage in conduct during meetings of the Board and at all other times that would discredit or compromise the integrity of the Board. 3.4.8 A Trustee of the Board shall not advance allegations of misconduct that are frivolous, vexatious,or vindictive in nature against another Trustee of the Board. 3.4.9 Trustees shall respect the differing points of view of other Trustees on the Board, staff,students and the public. Respect for Confidentiality 3.4.10 Every Trustee shall keep confidential any information disclosed or discussed at a meeting of the Board or part of a meeting of the Board that was closed to the public or should otherwise be kept confidential,unless required to divulge such information by law or authorized by the Board to do so. 3.4.11 No Trustee shall use confidential information for either personal gain or to the detriment of the Board. Upholding Decisions 3.4.12 All Trustees of the Board shall accept that authority rests with the Board,and that a Trustee has no individual authority other than that delegated by the Board. 3.4.13 Each Trustee shall uphold the Implementation of any Board resolution after it is passed by the Board. 3.4.14 A Trustee should be able to explain the rationale for a resolution passed by the Board.A Trustee may respectfully state his or her position on a resolution provided it does not In any way undermine the implementation of the resolution. 3.4.15 The Chair of the Board is the spokesperson to the public on behalf of the Board, unless otherwise determined by the Board.No other Trustee shall speak on behalf of the Board unless expressly authorized by the Chair of the Board or Board to do so.When individual Trustees express their opinions in public,they must make it clear that they are not speaking on behalf of the Board. 3.5 Enforcement of Code of Conduct Informal Complaint Procedure 3.5.1 The Chair of the Board on his/her own initiative, or at the request of a Trustee of the Board (without the necessity of providing a formal written complaint) who alleges a breach of the Code has occun-ed,may meet informally with a Trustee of the Board who is alleged to have breached the Code to discuss the breach.The purpose of the meeting is to bring the allegation of the breach to the attention of the Trustee and to discuss options to correct the offending behavior.The Informal Complaint Procedure is conducted in private. 3.5.2 If the Chair of the Board and the Trustee alleged to have breached this Code cannot agree on a remedy,then a formal complaint may be brought against the Trustee alleged to have breached this Code and that complaint will be dealt with in accordance with the formal,complaint procedure. 4 I Bylaws of the Thames Valley District School Board Revised:2014 June 24 Formal Complaints 3.5.3 A Trustee who has reasonable grounds to believe that another Trustee of the Board has breached the Board's Code of Conduct may bring the breach to the attention of the Board by first providing to the Board Chair, a written,signed complaint setting out the following: •the name of the Trustee who is alleged to have breached the Code; •the alleged breach or breaches of the Code; •information as to when the breach came to the Trustee's attention; •the grounds for the belief by the Trustee that a breach of the Code has occurred:and •the names and contact information of any witnesses to the breach or any other persons who have relevant information regarding the alleged breach. 3.5.4 If a written complaint is filed with the Chair of the Board,the Chair shall decide,in consultation with the Vice-Chair,if a formal inquiry shall be undertaken.If a formal inquiry is to proceed,the Chair shall confidentially provide each Trustee with a copy of the written complaint. Refusal to Conduct Formal Inquiry 3.5.5 Ifthe Board Chair and Vice-Chair are of the opinion that the complaint is out of time, trivial,frivolous,vexatious or not made in good faith, or that there are no grounds or insufficient grounds for a formal inquiry, a formal inquiry shall not be conducted and a confidential report stating the reasons for not doing so shall be provided to all Trustees of the Board including the original, written complaint.The matter shall be discussed at the next in-camera Committee of the Whole meeting. Initiating a Formal Inquiry 3.5.6 Ifa formal inquiryof an allegation of a breach of the Code of Conduct is undertaken, it shall be done by a Committee of the Board (the "Inquiry Committee") which shall be comprised of three Trustees as designated by the Chair's Committee. No Trustee of the Board may sit on the Inquiry Committee if they are a witness in the formal inquiry. Formal Inquiry Procedure 3.5.7 Procedural fairness and the rules of natural justice shall govern the formal inquiry. The formal Inquiry will be conducted In private. 3.5.8 The Inquiry Committee shall obtain written statements and documents from the complainant and any witnesses.This documentation will be provided to the Trustee alleged to have breached the Code who will then have 30 days to provide a written statement and any documentation. 3.5.9 Both the complainants and the Trustee alleged to have breached the Code, shall receive copies of all written statements and documentation at least 30 days prior to the hearing. 3.5.10 The formal inquiry may involve both written and oral statements by any witnesses, ^the Trustee bringing the complaint and the Trustee who is alleged to have breached 'the Code of Conduct and the Trustee who is alleged to have breached the Code of 5 I Bylaws of the Thames Valley District School Board Revised:2014 June 24 Conduct shall have an opportunity to respond to all allegations.Timeframes may be extended with the consent of the Inquiry Committee.Such consent shall not be unreasonably withheld. 3.5.11 If the Inquiry Committee,when conducting the formal Inquiry,discovers that the subject-matter of the formal inquiry is being Investigated by police,that a charge has been laid, or Is being dealt with in accordance with a procedure established under another Act,the formal inquiry may be suspended until the police investigation, charge or matter under another Act has been finally disposed of.This shall be reported to the Board. 3.5.12 If the Trustee who is alleged to have breached the Code of Conduct refuses to participate in the formal inquiry,the formal inquiry will continue in his/her absence. Decision/Determination 3.5.13 Once the formal inquiry Is complete,the Inquiry Committee shall provide a confidential final report outlining the finding of facts and a recommendation to the Board as to whether the Code of Conduct has been breached including recommended sanctions if any.This will be considered by the Committee of the Whole in camera. 3.5.14 A decision by the Board as to whether or not the Code of Conduct has been breached and the sanction,if any, for the breach shall be made as soon as practical after receipt of the final report by the Board. 3.5.15 Trustees shall consider only the findings in the final report when voting on the decision and sanction.No Trustee shall undertake his/her own investigation of the matter. 3.5.16 The determination of a breach of the Code of Conduct and the Imposition of a sanction with respect to a complaint investigated in accordance with the Formal Complaint Procedure must be done by resolution of the Board at a meeting of the Board,and the vote on the resolution shall be open to the public.The resolutions shall be recorded in the minutes of the meeting.The reasons for the decision shall be recorded In the minutes of the meeting.Both resolutions shall be decided by a vote ofat least 2/3 ofthe Trustees of the Board present and voting. 3.5.17 Despite s. 207 (1) of the Education Act,the part of the meeting of the Board during which a breach or alleged breach of the Board's Code of Conduct is considered may be closed to the public when the breach or alleged breach involves any of the matters described in clauses 207(2)(a) to (e)being: a.the security of the property of the board; b.the disclosure of intimate,personal or financial information in respect of a member of the board or committee,an employee or prospective employee of the board or a pupil or his or her parent or guardian; c.the acquisition or disposal of a school site; d.decisions in respect of negotiations with employees of the board;or e. litigation affecting the board. 3.5.18 The Trustee who is alleged to have breached the Code of Conduct shall not vote on a resolution to determine whether or not there is a breach or the imposition of a sanction.The Trustee who brought the complaint to the attention of the Board may vote on those resolutions. 6 I Bylaws of the Thames Valley District School Board Revised:2014 June 24 3.6.19 The Trustee who is alleged to have breached the Code of Conduct may be present during the deliberations regarding the above but shall not participate in the deliberations,and shall not be required to answer any questions at that meeting. 3.5.20 The Trustee who is alleged to have breached the Code of Conduct shall not in any way,after the final report Is completed,influence the vote on the decision of breach or sanction,except as permitted below after these decisions have been made. 3.5.21 If the Board determines that a Trustee has breached the Board's Code of Conduct the Board shall: a. give the Trustee written notice of the determination,the reasons for the decision and any sanction imposed by the Board; b.the notice shall inform the Trustee that he or she may make written submissions to the Board in respect of the determination or sanction by the date specified in the notice that is at least 14 days after the notice is received by the Trustee;and c.consider any submissions made by the Trustee and shall confirm or revoke the determination or sanction within 14 days after the submissions are received. 3.5.22 If the Board revokes a determination,any sanction imposed by the Board is revoked. 3.5.23 If the Board confirms a determination,the Board shall,within the 14 days above, confirm,vary or revoke the sanction. 3.5.24 If a sanction is varied or revoked,the variation or revocation shall be deemed to be effective as of the date the original determination was made. 3.5.25 The Board decisions to confirm or revoke a determination or confirm,vary or revoke a sanction shall be done by resolution at a meeting of the Board and the vote on the resolution shall be open to the public. Both resolutions shall be decided by a vote of at least two-thirds of the Trustees present and voting.The resolutions shall be recorded in the minutes of the meeting together with the reasons for confirming or revoking a determination. The Board shall provide to the Trustee alleged to have breached the Code of Conduct written notice of the decision to confirm or revoke the determination together with reasons for the decision and written notice of any decision to confirm, vary or revoke a sanction.The Trustee alleged to have breached the Code of Conduct shall not vote on those resolutions.The Trustee who brought the complaint may vote. 3.5.26 The Trustee who is alleged to have breached the Code of Conduct may be present during the deliberations regarding the above but may not participate in the Board's deliberations and shall not be required to answer any questions at that meeting. 3.5.27 Ifappropriate, the original sanction may be stayed pending the reconsideration by the Board of the determination or sanction. 7 I Bylaws of the Thames Valley District School Board Revised:2014 June 24 Sanctions 3.5.28 If the Board determines that the Trustee has breached the Board's Code of Conduct, the Board may impose one or more of the following sanctions: a.Censure of the Trustee; Barring the Trustee from attending all or part of a meeting of the Board or a meeting of a committee of the Board; Barring the member from sitting on one or more committees of the Board,for the period of time specified by the Board;and/or d.Other sanctions as determined by the Board. b. c. 3.5.29 In respect of a Trustee's failure to comply with the duty of confidentiality as stated in 3.4.10 and 3.4.11 the following additional sanctions may be pursued by the Board: a.The Board may seek an injunction against a Trustee who fails or refuses to maintain confidentiality.The terms of such injunction may prescribe that the Trustee be excluded from confidential meetings,be refused access to confidential reports,and/or be required to undertake in writing to observe the duty to maintain confidentiality in future before being allowed back into such meetings. b. An action for damages may be brought against any Trustee who fails to maintain confidentiality,and the Board will not compensate the Trustee for legal costs incurred in defending such an action (unless directed by the court). 3.5.30 The Board shall not impose a sanction which is more onerous than the above but may impose one that is less onerous such as a warning or a requirement that the Trustee successfully complete specified professional development courses at the expense of the Board.The Board has no power to declare the Trustee's seat vacant. 3.5.31 A Trustee who is barred from attending all or part of a meeting of the Board or a meeting of a committee of the Board is not entitled to receive any materials that relate to that meeting or that part of the meeting and that are not available to members of the public. 3.5.32 The imposition of a sanction barring a Trustee from attending all or part of a meeting of the Board shall be deemed to be authorization for the Trustee to be absent from the meeting and therefore,not in violation of the Education Act regarding absences from meetings. 3.6 Statutory Powers Procedure Act The Statutory Powers Procedure Act does not apply to anything done regarding the enforcement of this Code of Conduct 8 I Bylaws of the Thames Valley District School Board Revised:2014 June 24 4.0 BOARD MEETINGS 4.1 The Board will meet regularly on the second and fourth Tuesdays of each month in public session at 7:00 p.m., in the Board Room of the Thames Valley District School Board Education Centre unless otherwise approved by Board motion. 4.2 Notice of all Board meetings,except as provided for in Bylaw 4.12, shall be made available by the Supervisor-Corporate Services to each Trustee on the Friday prior to the Board meeting. Trustees not able to access the notice and the Board agenda by the Monday prior to the Board meeting will be responsible for notifying the Corporate Services Department of such.Trustees will also advise Corporate Services staff If they are unable to attend the meeting. 4.3 Copies of reports to be presented to a Board meeting shall be made available with the notice of such meeting. New items of business arising at the meeting may, by decision of two-thirds of those present,be considered at that meeting. 4.4 A quorum is necessary to hold a Board meeting.A majority of all the Trustees constituting the Board is required to form a quorum.Trustees who attend through electronic means shall be included in the quorum count. A quorum is such a number as must be present in order that business can be legally transacted.The Chair will not call the meeting to order until a quorum is present.The only business that may be transacted in the absence of a quorum is to take measures to obtain a quorum or decide to cancel the meeting. 4.5 Should there be no quorum present within 30 minutes after the time appointed for the meeting,the Director of Education shall cause to be recorded the names of those Trustees present and the Board meeting shall be cancelled. 4.6 When a quorum is no longer in attendance,the meeting is ended and no business may be legally transacted.It shall be the responsibility of the presiding Chair and the Director of Education to note the lack of a quorum and to have the fact recorded in the minutes. 4.7 All Board meetings will begin with the singing of O Canada and will normally be followed by a student presentation or significant event. 4.8 Out of respect for First Nations representation on the Board and First Nations students, staff and community,every effort will be made to schedule a smudging ceremony once a year. 4.9 An opportunity for the public to present input to the Board regarding issues of concern/interest will be included on the agenda of the first Board meeting of the month (See Section 5.0). 4.10 The Board shall not remain in session later than 11:00 p.m.unless a vote of two-thirds of those present is taken to continue the meeting to a specified time.A further two-thirds vote may be taken to extend the meeting a second time for a specified period.The meeting may not be extended past the time approved in the second motion. 9 I Bylaws of the Thames Valley District School Board Revised:2014 June 24 4.11 The second,regularly-scheduled Board meeting in November of each year shall provide an opportunity for the outgoing Chair to present a valedictory address in celebration of achievements over the past year. Special Board Meetings 4.12 With at least 48 hours'notice,special Board meetings shall be held on the call of the Chair, or on the written request of the majority of Members of the Board made to the Chair,or if absent,the Vice-Chair,or if absent,the Director of Education.The meeting may be held at a date,time and place established by decision of the Chair, or if absent, the Vice-Chair,or if absent,the Director of Education. 4.13 The written notice of every special Board meeting shall state all business to be considered or transacted thereat,and no other business shall be considered unless all the Members of the Board qualified to vote on the matter are present. 10 I Bylaws of the Thames Valley District School Board Revised;2014 June 24 5.0 PUBLIC INPUT 5.1 The Board welcomes and values public input from students,parents,and members of the community about Board policies,practices,issues and its overall education system. 5.2 Members of the public may wish to provide input to the Board on issues of concern to the education system.It is not intended--nor is it appropriate-for such input to address confidential personal,property,legal or negotiation matters.The Director of Education should be contacted for assistance in handling a concern of this nature. Parents and students are encouraged to address local school-based issues through the appropriate principal,superintendent.Trustee and/or through their School Council. Where an alternate means to receive public input on a specific issue has been put in place,members of the public will be encouraged to use the alternate process {See 5.12). 5.3 Individuals or groups v\nll be limited to one presentation to the Board on a given topic in a school year. 5.4 An opportunity for public presentation will be provided at the first regularly-scheduled Board meeting of the month. 5.5 To appear before the Board,the Presenters'Package outlining the key points to be presented must be completed and forwarded to the Supervisor-Corporate Services prior to the request being considered.The Presenters'Package is available through the TVDSB website (www.tvdsb.on.ca:Select Seeking Public Input from the menu on left hand side of the page). 5.6 The Chair's Committee will review all requests to provide input to ensure that material to be covered complies with the requirements of 5.1 and will determine the order and number of presentations at a given meeting.The Committee will determine the suitability of materials for distribution in accordance with applicable legislation. Presenters will receive notice of the Committee's decision regarding the request for public input. 5.7 The Supervisor-Corporate Services shall inform the individual or group making a presentation of the date of the meeting and the approximate time when the presentation will be heard. 5.8 The Board will be advised of all presentation requests through the report of the Chair's Committee. 5.9 Oral presentations will be a maximum of 5 minutes for Individuals and 10 minutes for groups. 5.10 Oral presentations should address the concerns Identified in the Presenters'Package. If the materials presented differ substantially from the written submission,the Chair has the right to rule the presentation out of order. 11 I Bylaws of the Thames Valley District School Board Revised:2014 June 24 5.11 At the conclusion of each public presentation,Trustees may ask questions of clarification. No action may be taken at the meeting of the presentation;however,a motion may be brought to the next regular Board meeting under "Business Arising" or to a subsequent Board meeting for consideration providing a Notice of Motion has been served (See 15.2.6).Administration may provide brief responses of clarification to questions raised by Trustees. 5.12 Requested Input on Specific Issues 5.12.1 Public input may be solicited on specific issues to be debated by the Board such as an accommodation review,the development of the budget,or other issues.In these cases,an alternate process to receive input will be established. 5.12.2 Ifnot otherwise defined in the alternative process,applications for public input must be submitted to the Supervisor-Corporate Services no later than eight working days prior to the meeting scheduled for public input. 12 I Bylaws of the Thames Valley District School Board Revised:2014 june 24 6.0 ELECTION OF CHAIR AND VICE-CHAIR 6.1 The Chair and Vice-Chair for the ensuing year,effective December 1,shall be elected at a special Board meeting called on the first school day in December. 6.2 The Director of Education shall preside over the election of the Chair. 6.3 With the Director of Education presiding,or if absent,the Director's designate,the Board shall proceed to elect a Chair for the ensuing year. 6.4 The Director of Education,or if absent,the designate,shall name two scrutineers appointed for the election of Chair and Vice-Chair. 6.5 Election Process 6.5.1 The Director of Education or designate shall call for written nominations for the office of Chair.No seconder is required. 6.6.2 After a suitable length of time,and after a motion to close nominations has been supported by a majority vote,the Director of Education or designate shall declare nominations closed and have the nominations collected. 6.5.3 After all nominees have been identified in random order,they will be asked to declare whether they accept the nomination. 6.5.4 An Individual who is absent may be considered a candidate if the individual has previously indicated to the Director of Education a desire to stand for election if nominated. 6.5.5 The nominees shall be offered the opportunity to speak to their nomination in random order. 6.5.6 A vote by secret ballot shall then be conducted with each Member present able to cast one vote. 6.5.7 The Member receiving a majority of the votes cast (e.g. 7 of 12, 6 of 11)shall be declared elected,but the count shall not be declared. 6.5.8 Should no Member receive a majority of the votes cast,the Director of Education or designate,shall announce the names of the Members remaining on the ballot with the name of the Member receiving the fewest number of votes being dropped from the list. 6.5.9 Should there be a tie vote between candidates with the least number of votes, there will be a vote including only the candidates with the tie votes to eliminate the candidate with the fewest votes. In the event there is a tie vote after the candidate with the least number has been withdrawn,the Director of Education or designate will call for the drawing of cubes numbered 1-12.Each candidate will draw a number,be noted by the Recording Secretary,and the number returned to the box. The candidate drawing the highest ranking number will be declared the Chair of the Board for the ensuing year. Should the candidates draw the same number, the process will be repeated. 13 I Bylaws of the Thames Valley District School Board Revised:2014 June 24 6.5.10 A Member may voluntarily withdraw her/his name between votes. 6.5.11 By motion,the ballots shall be destroyed. 6.6 Following the election,the newly-elected Chair shall at once take the chair and preside over the election of the Vice-Chair. 6.7 Members shall then elect a Vice-Chair of the Board according to the same procedure followed for the election of the Chair. 6.8 In the event the office of the Chair or Vice-Chair becomes vacant for any reason,a new Chair or Vice-Chair,as is required,shall be elected at a special Board meeting called for this purpose (See 6.5). 6.9 The Board,by resolution,shall appoint by name the Officers of the Board who shall be the Director of Education,and Treasurer,both of whom,along with the Chair and Vice-Chair shall have signing authority on behalf of the Board. 14 I Bylaws of the Thames Valley District School Board Revised:2014 June 24 N 7.0 INAUGURAL MEETING OF THE BOARD 7.1 Following a municipal election,the Board's Inaugural Meeting shall be held in the Board Room of the Thames Valley District School Board Education Centre at 7:00 p.m.at the first regular Board meeting in December as approved by Board motion. 7.2 The Director of Education shall certify that the Members have met all procedural requirements and are eligible to take office. 7.3 The newly-elected Chair shall request that an honoured guest open the meeting with an invocation. 7.4 The Director of Education shall conduct a Trustee declaration of office at the Board Inaugural meeting. 7.5 The newly-elected Chair shall deliver an inaugural address. 15 I Bylaws of the Thames Valley District School Board Revised:2014 June 24 8.0 INAUGURAL MEETING OF THE CHAIR 8.1 On the years that do not follow a municipal election, the Chair's Inaugural Meeting shall be held in the Board Room of the Thames Valley District School Board Education Centre ' at 7:00 p.m.at the first regular Board meeting in December as approved by Board motion. 8.2 The newly-elected Chair shall request an honoured guest to open the meeting with an invocation. 8.3 The newly-elected Chair shall deliver an Inaugural address. 16 I Bylaws of the Thames Valley District School Board Revised;2014 June 24 9.0 DUTIES OF THE CHAIR 9.1 The Chair of the Board shall be the official spokesperson for the Board unless otherwise determined. 9.2 The Chair,in consultation with the Director of Education and the Chair's Committee,with opportunity for input from other Members of the Board,shall set the agendas for the regularly-scheduled Board meetings and ensure that Members have sufficient information for informed discussion.The Chair shall move proceedings through the approved agenda for the meeting. 9.3 The Chair of the Board shall preside at all Board meetings.The Chair shall call the meeting to order at the hour appointed,shall preserve order and decorum and decide upon all questions of order subject to an appeal to the Board. 9.3.1 The Chair shall appoint a recorder in the case of the absence of the recording secretary. 9.3.2 The Chair,when called upon to decide a point of order or practice,shall,before stating a decision,give reasons for such decision. 9.3.3 The ruling of the Chair shall be final,subject only to a Member challenging the ruling of the Chair. 9.3.4 When a Member challenges the decision of the Chair,the Member shall state the reasons for the challenge and the Chair shall have the opportunity to provide the rationale in support of the decision.Such challenge shall be decided without debate.The Secretary of the Board shall ask "Shall the decision of the Chair be sustained?"The Chair may not vote on such a challenge and in the event that there is an equality of votes,the decision of the Chair shall be deemed to be sustained. 9.3.5 The Chair shall not take part in any debate without leaving the Chair. 9.3.6 The Chair shall have voting rights on all matters,except when a Member challenges the Chair for a ruling (See 9.3.4). 9.3.7 The Chair shall ensure that any Trustee wishing to speak shall so indicate by upraised hand,and upon recognition by the Chair, who shall call the member by name (Trustee |),the Trustee shall then address the Chair. 9.3.8 When two or more Trustees attempt to speak at the same time,the Chair shall name the Trustee who is to speak. 9.3.9 The Chair shall ensure every Trustee speaks only to the matter under discussion. A Trustee may request one supplementary question.No Trustee shall speak longer than five minutes on the same question without leave of the Chair. 9.3.10 The Chair shall also ensure that Trustees direct all comments through the Chair and avoid all personal remarks and discourteous language. 9.3.11 No Trustee shall be interrupted while speaking except to be called to order by a Member for transgression of the mles of the Board,in which case the Trustee shall remain silent until the point of order has been decided by the Chair. 17 I Bylaws of the Thames Valley District School Board Revised:2014 June 24 A Member so interrupting shall speak to the point of order or in explanation only. 9.3.12 A Trustee called to order by the Chair shall at once remain silent but after the point of order has been decided,may explain and appeal to the Board, which, if appealed to,shall decide the point of order without debate.The decision of the Chair on the point of order shall be overruled only by a majority vote of the Members present in favour thereof.If there is no appeal,the decision of the Chair shall be final. 9.3.13 Trustees who resist the rules of the Board,disobey the decision of the Chair or of the Board on points of order,or make any disorderly noise or disturbance may, unless they make an apology,be ordered by the Chair to leave their seats for the remainder of the meeting,and,in case of refusal to do so, may, on the order of the Chair,be removed from the Board Room and the Education Centre. 9.3.14 The Chair of the meeting is responsible for maintaining order and seeing that appropriate decorum of the Board meeting is maintained.Heckling will not be permitted. 18 1 Bylaws of the Thames Valley District School Board Revised:2014 June 24 10.0 COMWllTTEES Board Committees 10.1 The Director of Education or the Superintendent assigned to the committee shall call the first meeting of the committee and shall preside over the election of the Committee Chair at that meeting.Any Member may request election by secret ballot. 10.2 Committee Chairs shall request a Trustee committee member,unless otherwise noted in the Terms of Reference for the committee,to act as Chair in their absence and shall advise the Supervisor-Corporate Services of this action prior to the meeting. 10.3 It is the responsibility of Trustees to attend committee meetings to which they have been appointed.The Supervisor-Corporate Services maintains attendance records. 10.4 On the absence from three sequential meetings of a committee without the approval of the Board,the Member shall be withdrawn from that committee.The Chair of the Board shall provide notification of withdrawal from the committee.The Trustee may request to be reinstated.The request will be considered at the next Board meeting. 10.5 A majority of the committee membership shall constitute a quorum. 10.6 Committees must maintain a quorum to record an official meeting. In the absence of a quorum, an informal conversation may be held but no action may be taken. Committee members shall be responsible for calling the Supervisor-Corporate Services should they be unable to attend a meeting. 10.7 The Chair of the Board shall be considered an ex officio member of all committees of the Board.The Chair,when in attendance at such meetings,shall have all privileges of a committee member and shall be counted as a member when determining the status of a quorum. The absence of the Chair shall not be counted in establishing a quorum at that meeting. 10.8 Meetings of committees shall be open to the public except when the subject matter under consideration is covered by Section 207 (2) of the Education Act, or its successors. 10.9 Action of any committee shall not be binding until formally approved by the Board, unless the Board gives the committee power to act with reference to a particular matter or matters.In all cases,the committee shall make a written report to the Board. .10.10 The Chair of the Board, Directorof Education, and administrative officials shall keep the Chair of each committee informed of matters within the terms of reference of the committee. 10.11 Any Trustee may attend meetings of a committee and may participate in the discussion,but only appointed members of the committee may vote,and propose motions and recommendations for Board consideration. 10.12 The rules of order of the Board shall be observed in all meetings of a committee except that; a.there shall be no seconder at committee meetings;and b.movers shall not be recorded In committee reports. 19 I Bylaws of the Thames Valley District School Board Revised:2014 June 24 10.13 Every meeting of a committee shall be called by a notice provided by the Supervisor- Corporate Services to reach every Trustee at least 48 hours before such meeting or in extreme circumstances,as determined by the Chair of the Committee,by oral notice attempted not later than six hours before such meeting. 10.14 Committees shall report to the Board in writing following each meeting other than Ad hoc committees who will report according to the time frame specified in the mandate of the committee. 10.15 Committee memberships shall be approved by the Board. Statutory Committees 10.16 Statutory committees will operate in accordance with the legislation or regulation by which they were established.In all cases where these Bylaws conflict with the legislative or regulatory provisions governing statutory committees,the legislative or regulatory provisions shall prevail. Standing and Ad Hoc Committees 10.17 Prior to a recommendation by the Chair's Committee for membership on a Standing or Ad hoc committee,the Chair will invite Trustees to indicate their interest.Group and/or individual consultation to clarify Trustees'wishes will be conducted. 10.18 Trustee membership of Standing and Ad hoc Committees shall be the mandate of the Chair's Committee according to the interest expressed by Trustees (See 13.5.2.2). 10.19 If any vacancy shall occur in a Standing or Ad hoc committee,the Board shall fill the vacancy. 10.20 Ad hoc committees of the Board may be established on recommendation by the Chair's Committee.The recommendation shall include a mandate,time frame for reporting to the Board and committee membership (See 13.5.2.2.)Ad hoc committees will be disbanded following completion of their mandate. Administrative Committees 10.21 Trustees named to participate on an Administrative committee shall be responsible for reporting to the Board as appropriate.Trustees may send an alternative upon notification to the Chair of the administrative committee.Only Trustees appointed to Administrative committees,or their altemate,may attend and participate in such meetings. Interview Committees 10.22 The Chair and Vice-Chair shall participate on Supervisory Officer Interview Committees.If either or both are not available,the Past Chair and /or the Information Committee of the Whole Chair shall participate. 10.23 Trustee representatives on Principal and Vice Principal interview committees are appointed by the Chair's Committee. 20 I Bylaws of the Thames Valley District School Board Revised:2014 June 24 11.0 COMMITTEE OF THE WHOLE IN-CAMERA MEETINGS 11.1 The Board may move into Committee of the Whole in-camera upon any confidential matter brought for its consideration related to legal, negotiations, personal or property matters. Meetings of the Committee of the Whole in-camera shall be closed to all but Board Members,the Student Trustees (with the exception of items that involve the disclosure of intimate, personal and/or confidential information),Supervisory/Executive Officers, and the Supervisor-Corporate Services.Others may be asked to attend as appropriate or to speak to specific agenda items. 11.2 Committee of the Whole In-camera will normally meet at 5:00 p.m. on the second and fourth Tuesdays of each month inthe Board Room ofthe Thames Valley District School Board Education Centre,unless othenwise approved by Board motion. 11.3 In-camera meetings will normally adjourn by 6:15 p.m. or recess and reconvene prior to the adjournment of the Board meeting as necessary. 11.4 The Vice-Chair of the Board,or if absent,the Chair of the Board shall chair all Committee of the Whole in-camera sessions. In the case of absence of both the Vice-Chair and the Chair for five minutes after the hour appointed,as soon as a quorum be present,the Past Chair of the Board shall preside.In the event the Past Chair is not present,the Chair of the Information Committee of the Whole shall preside over the meeting. 11.5 All rules of the Board shall be observed in Committee of the Whole in-camera so far as applicable except that no motion shall require to be seconded;movers of motions shall not be recorded in the official minutes,no motion for the previous question or for adjournment shall be allowed until all items on the agenda have been dealt with (except under the rule establishing a time limitfor meetings).The yeas and nays shall not be recorded except when called by a Student Trustee in accordance with provisions in the Education Act,Section 55 (3). 11.6 The Committee of the Whole in-camera shall report at the next regularly-scheduled Board meeting or at the special Board meeting called specifically for this purpose. 11.7 Trustees will ensure that all In-camera material is stored in a secure,confidential location or shredded following the meeting. 21 I Bylaws of the Thames Valley District School Board Revised:2014 June 24 12.0 INFORMATION COMMITTEE OF THE WHOLE MEETINGS 12.1 The Information Committee of the Whole shall consist of all Trustees. 12.2 Information Committee of the Whole meetings will be called throughout the school year by the Chair's Committee, in consultation with the Director, to hear presentations from staff. When scheduled,they normally will be held at 7:00 p.m. on the first Tuesday of the month. 12.3 No action is to be taken at the meetings;however.Trustees may request further information.Motions related to a presentation may be brought forward at the next regular Board meeting under "Business Arising" or to a subsequent Board meeting for consideration providing a Notice of Motion has been served. 12.4 The Chair and Vice-Chair of the Information Committee of the Whole shall be elected at the Special Board meeting held on the first school day of December by secret ballot as set out in Bylaw 6.0 - Election of Chair and Vice-Chair.The Chair of the Board shall preside over the election of the Committee Chair and Vice Chair. 12.5 In the event of illness or unforeseen circumstances by the Chair of the Information Committee of the Whole,this committee should be chaired in the order of Information Committee of the Whole Vice-rChatr,Chair of the Board or selection of a Chair pro tempore,ifa quorum still exists. 12.6 Notices of meetings,agendas,minutes and reports as required,are to be distributed by the Corporate Services Department. 12.7 The Committee shall report at the next regularly-scheduled Board meeting. 22 I Bylaws of the Thames Valley District School Board Revised:2014 june24 13.0 CHAIR'S COMMITTEE 13.1 Membership on the Chair's Committee includes the Chair of the Board,the Vice-Chair, the Past Chair and the Chair of the Information Committee of the Whole.The Director of Education serves as staff resource to the Committee. 13.2 In the event the Chair of the Board is re-elected,the Chair's Committee shall be comprised of the Chair,the immediate Past Chair,the Vice-Chair and the Chair of the Information Committee of the Whole.Should the immediate Past Chair relinquish this position,the most recent Past Chair will assume the seat.Failing that, a Member at large will be invited to sit on the Chair's Committee for that year. 13.3 The Chair of the Board shall be the Chair of the Chair's Committee. 13.4 The Committee meets the week prior to the regularly-scheduled Board meeting and as often as required.Trustees may submit agenda items for consideration at the Chair's Committee meetings through the Chair of the Board. 13.5 Mandate 13.5.1 The Chair's Committee is designed to ensure the effective working of the Board.The Chair's Committee shall provide leadership to the Board in maintaining the Board's focus on the multi-year plan and the Board's mission and vision.It shall also: 13.5.1.1 Develop ad hoc committees with defined tasks and appropriate time lines (See 10.0); 13.5.1.2 Recommend appointment of Trustees to committees of the Board; 13.5.1.3 Appoint Members to Principal and Vice-Principal interview committees; 13.5.1.4 Co-ordinate Member activities; 13.5.1.5 Review of Board agenda items,determine the routing process and in-camera status accept and review submissions of public input to the Board and determine submissions to be placed on the agenda of the first,regularly-scheduled Board meeting of the month {See 5.0); 13.5.1.6 Provide a report at the next regularly-scheduled Board meeting; 13.5.1.7 Review Standing Committee mandates as appropriate. 23 I Bylaws of the Thames Valley District School Board Revised:2014 June 24 14.0 LEAVE OF ABSENCE OF MEMBERS 14.1 To meet the provisions of Section 229 (1) of the Education Act, a Board Member applying for leave of absence shall make the request directly to the Board convened in regular open session. Any action on a request for leave of absence must be recorded as a motion of the Board. 24 I Bylaws of the Thames Valley District School Board Revised:2014 June 24 15.0 RULES OF ORDER Note: Inall cases not provided for by these rules,Robert's Rules of Order shall govern as applicable. 15.1 General 15.1.1 In the absence of the Chair from any Board meeting,the Vice-Chair shall preside at the meeting.During the continued absence of the Chair from duty,or upon written request of the Chair,the Vice-Chair shall perform all the duties of the Chair. 15.1.2 The Supervisor-Corporate Services shall record the names of the Trustees present and absent.The times of arrival and departure of Trustees not attending the entire meeting shall be recorded in the minutes.Absence during any vote will be recorded. 15.1.3 In case of the absence of both the Chair and Vice-Chair for five minutes after the hour appointed,as soon as a quorum is present,the Past Chair shall preside.In the event the Past Chair is not present,the Chair of the Information Committee of the Whole shall preside over the meeting until such time as the Chair of the Board or the Vice-Chair arrives. 15.1.4 In the case of absence of all the officers noted in 15.1.3,and as soon as a quorum is present,the Director of Education shall employ a process to elect a pro tempore Chair. 15.1.5 The Chair pro tempore so chosen shall preside only until the Chair or Vice-Chair arrives and the immediate item of business at hand is completed. 15.2 Motions Considered at Board Meetings 15.2.1 Every motion shall be seconded and shall be disposed of only by a vote of the Board unless the mover and seconder,by permission of the Chair,withdraw the motion. 15.2.2 Any Member may request the motion under discussion be read for information at any time in the course of the debate,provided that no such request is made so as to interrupt a member speaking to the question. 15.2.3 The mover and seconder shall be recorded in the official minutes of all Board meetings.Movers shall not be recorded in reports of committees submitted to the Board (See 10.12). 15.2.4 After a motion is moved and seconded,it shall be deemed to be in possession of the Board. 15.2.5 A Member may introduce a motion and before it is seconded,speak to it for clarification or direction on wording only. No other Member may speak to the motion before it has been seconded.Once seconded,the mover will be asked to speak to the motion and be the final speaker to the motion. 15.2.6 A Member may provide a written notice of motion at the appropriate agenda item of a Board meeting to be heard at the next regular Board meeting. 25 I Bylaws of the Thames Valiey District Schooi Board Revised:2014 June 24 The notice of motion need only indicate the purpose but such a statement must be accurate and complete since it will determine what amendments are in order when the motion is considered,e.g."To raise the annual fee to $20.00".The notice of motion will become invalid if the motion is amended beyond the scope of the notice. 15.2.7 No motion or amendment shall be debated or put to a vote unless seconded and read before the vote is taken,except that the reading may be omitted before the vote if the motion is based on a written recommendation in the agenda or is a motion to refer, to postpone,to rise and report, to table,or to adjourn.Upon the request of any Member,the Chair shall direct the mover to put the motion in writing. 15.2.8 A motion directly concerning the privilege of the Board and thereby affecting the rights and immunities of the Board collectively, or the position and conduct of Trustees in their respective capacities,shall take precedence over all other business and may be moved without notice. 15.2.9 When a question is under debate,the only motions in order shall be: (a)adjourn or take a recess; (b)raise a question under point of order,privilege or question; (c) lay on the table; (d)call for the previous question; (e)postpone to a certain time; (f)refer; (g)amend; (h)postpone indefinitely; (i)main motion. Each motion shall have precedence in the order listed; and (a), (b), (c) and (d) shall be decided without debate except as provided under point of order, privilegeor question by majority vote other than Motion (d)which shall require a two-thirds vote of those present to adopt. The motion for the previous question shall preclude all further amendment and debate, and shall be submitted by the Chair in this form:"Areyou ready for the main question?". Ifadopted, the Chair shall at once proceed to put the main question,first putting any amendments pending, to the vote of the Board. 15.2.10 A motion to lay on the table,done only in the case of an emergency,is not debatable;but a motion to lay on the table with any other condition involved is subject to debate and amendment with a majority vote. Generally, a motionto defer or postpone discussion to a future date will be put forward. 15.2.11 When a question has been laidon the table, itshall not be taken up again at the same meeting except by a vote in favour of reconsideration by two-thirds of the Members present. 26 I Bylaws of the Thames Valley District School Board Revised:2014 June 24 15.2.12 A question having been postponed indefinitely shall not be taken up again at the same meeting. 15.2.13 After a motion is made and seconded,a motion to amend may be made,and a motion to amend the amendment;but no further motion to amend shall be made until those have been decided. 15.2.14 An amendment modifying the subject of a motion shall be in order,but an amendment relating to a different subject or completely changing the Intent of a motion shall not be considered. 15.2.15 All amendments shall be put in the reverse order to which they are moved. 15.2.16 Every amendment submitted shall be decided upon or withdrawn before the main question is put to a vote;and if the vote on an amendment Is decided in the affirmative the main question as amended shall be put to a vote. 15.2.17 A motion to adjourn shall be in order except when a Trustee is speaking,or a vote is being taken,or when the previous question has been called.A motion to adjourn only shall not be open to amendment or debate;but a motion to adjourn to a particular time may be amended or debated. 15.2.18 No second motion to adjourn shall be made until some business has been transacted after the first motion to adjourn has failed. 15.2.19 Requests by individual Trustees for information,which will require a significant time commitment by Administration,must be formulated into a motion and receive Board approval prior to the task being undertaken. 15.2.20 Student Trustees may not move a motion but may suggest a motion on any matter at a meeting of the Board or of one of its committees on which the student Trustee sits.If no member of the Board or committee,as the case may be,moves the suggested motion,the record shall show the suggested motion. 15.3 Debate 15.3.1 The Chair shall ensure that every Trustee speaks only to the matter under discussion.A Trustee may ask one question,request one supplementary question and may then return to the speakers'list. 15.3.2 No Trustee shall speak longer than five minutes on the same question without leave of the Chair. 15.3.3 When the question under consideration contains two or more distinct propositions,any particular proposition,upon the request of any Trustee,may be considered and voted upon separately. 15.4 Voting 15.4.1 No Member shall have more than one vote,as Chair or otherwise,either at Board meetings,or on any committee. 27 I Bylaws of the Thames Valley District School Board Revised:2014 June 24 15.4.2 Any Member may abstain from voting.An abstention maintains a quorum.The number of yea and nay votes will determine the approval or defeat of a motion under consideration.In all cases where there is an equality of votes,the question is defeated. 15.4.3 As ruled by the Chair,every Member.of the Board or a committee as the case may be,may vote on a question put in a telephone poll, fax submission or e- mail submission conducted by the Supervisor-Corporate Services or designate. !n all cases where there is an equality of votes,the question Is defeated. 15.4.4 After the Chair has put a question to vote,there shall be no further debate and no Member shall walk across or out of the room or make any noise or disturbances.The decision of the Chair as to whether the question has been finally put shall be conclusive. 15.4.5 The yeas,nays and abstentions shall be recorded on any question when requested by at least one Member at a Board meeting.Such a request for a recorded vote must be made before the Chair calls upon the Members to vote on the question. 15.4.6 The request for a recorded vote shall require all members including the Chair to participate in the vote indicating a nay,yea or abstention.The resulting number of yeas,nays and abstentions shall be declared by the Supervisor-Corporate Services. 15.4.7 Unless a recorded vote is requested,all votes at meetings shall be taken by a show of hands.The resulting number of yeas,nays,and abstentions shall be declared by the Chair. If this declaration is questioned,the Members voting shall rise and stand until they have been counted. 15.4.8 Voting by proxy will not be allowed in any meeting under the jurisdiction of the Board in that proxy voting is incompatible with the essential characteristics of the Board Inwhich membership is individual,personal and non-transferable. 15.4.9 Where a Member attends a Board meeting via electronic means,the Member may vote via teleconference or electronically or by a pre-arranged secret ballot in the case of Board elections given to the Supervisor-Corporate Services in a sealed envelope. 15.4.10 In accordance with the Education Act.Section 55 (3),the student Trustees are not entitled to exercise a binding vote on any matter before the board or any of its committees.They may request to have their non-binding vote recorded in the Board minutes and may request that a matter before the Board, or any of its committees,be put to a vote,in which case there must be two votes: a. a recorded non-binding vote that includes the student Trustees'vote;arid b. a recorded binding vote that does not include the student Trustees*vote. 15.5 Reconsideration 15.5.1 A motion for reconsideration may only be brought by a member who voted on the prevailing side. 28 I Bylaws of the Thames Valley District School Board Revised;2014 June 24 15.5.2 After a vote has been taken on any question (except one of indefinite postponement)such vote may,vkfith the consent of a twro-thirds majority of the Members present,provided that the Members constitute a quorum,be reconsidered during the same meeting. The question may be reconsidered with the consent of a majority of the Members present at any regular meeting of the Board held thereafter provided that any Member shall give notice to that effect In v^riting at a prior regular Board meeting. A motion to reconsider,being once made after notice at a prior Board meeting and decided in the negative,shall not again be entertained during the current Board year {December 1 -November 30) or within a period of four months, whichever is the lesser,unless approved unanimously by a quorum of the Board. 15.5.3 When a Member has properly moved for reconsideration of any question which has been decided,no discussion of the main question shall be allowed until the motion for reconsideration has been decided in the affirmative. 15.6 Petitions and Communications 15.6.1 Petitions shall be submitted to the Supervisor-Corporate Services for addition to the next regular Board meeting agenda under "Communications". 15.6.2 Petitions and communications on any subject within the purview of a committee shall be referred by the Chair to the proper committee without motion. 29 [Bylaws of the Thames Valley District Schooi Board Revised:2014 June 24 16.0 BUSINESS SERVICES BYLAWS BYLAW #PAGE 1.Banking and Security 31 2.Bankers and Signing Officers 33 3.Borrowing for Current Expenditures 34 4.Capital-Related Debt -Pre-amalgamation 35 5.Capital-Related Debt - Banking 39 6.Stage 1 Long-Term Financing 40 7.Good Places to Learn and Primary Class Size Projects 43 8. New Pupil Place Projects 45 9. Good Places to Learn Stage 2 and Primary Class Size Projects 48 10. New Pupil Places Projects 50 11.Good Places to Learn,Prohibitive to Repair and PrimaryClass Size Projects ....54 12. Good Places to Learn, Prohibitiveto Repair, Capital Priorities and Primary Class Size Projects 57 13.New Public Places Projects 60 14.Capital Priorities and Primary Class Size Projects 63 15. Banking By-Law 15 66 30 I Bylaws of the Thames Valley District School Board Revised;2ou June 24 REPORT OF THE AUDIT COMMITTEE MEMBERS PRESENT T.Grant G.Hart R.Tisdale (Chair) R.Robertson Regrets:R.Kent 1.APPROVAL OF AGENDA The agenda was approved by motion. 2.CONFLICTS OF INTEREST -none declared. 2014 June 17 3:00 -4:30 p.m. ADMINISTRATION AND OTHERS C.Beal L Elliott S.Macey J. Knight J.Nicolle J.Berkin E.Grosvenor 14.C 3.SCHOOL BOARD COMPLIANCE REPORT Superintendent Beal distributed the attached School Board Compliance Report (AC-1) executed by Director Elliott.She noted that the document Isbased on a template developed by the Ministry of Education. 4.IN-CAMERA The Committee moved in-camera at 3:08 p.m.It reconvened in public session at 4:01 p.m. The following motion was moved and carried: That the 2014-15 AUDIT PLAN AND RISK ASSESSMENT,discussed in-camera,be reported in public session. 5.2014-15 AUDIT PLAN AND RISK ASSESSMENT Manager Nicolle introduced the attached document "South Region Internal Audit 2014-2015 AuditPlan for Thames Valley DistrictSchool Board."{AC-2).She noted that the purpose of the annual audit plan isto revisit the multi-year risk-based plan and to take into account changes in the control environment and underlying risks that have been identified.Factors considered during the preparation of the audit plan included;IIA Internationals Standards, requirements of the Internal Audit Mandate,and risk factors related to the quality of internal controls and level of exposure.She reminded the Committee that the South Region Internal Audit Team (RIAT)operates as a shared services model and supports ten district school boards across the South Region.Manager Nicolle described the risk assessment model followed in the original benchmark year and used In the annual assessments.A high level overview of the audit objective was provided. She responded to questions of clarification regarding the evaluation process and allocation of resources and reviewed the listing of planned audits. 14.c The following motion was moved and carried: That the South Region Internal Audit 2014-15 Audit Plan be recommended to the Board of Trustees for approval. 6.WORK PLAN Supt.Beal distributed a revised work plan which included revisions based on responses received from Committee members.She reviewed the changes made and sought feedback on particular areas of interest.Discussion regarding the Board's system for monitoring compliance with legislative requirements and Board policies and procedures took place. It was noted that a number of compliance items are observed by the Internal Audit Analyst, Regional Internal Audit Team,external auditors and the Ministry of Education. Analyst Grosvenor noted she has observed significant Improvements around compliance to the Ministry's fundraising and fees guidelines during her school audits.Code of conduct,results ofschool visits by Superintendents of Student Achievement and EPO grants accountability were potential items identified for presentation at next year's meetings. 7.OTHER BUSINESS-none 8.DATE AND TIME OF NEXT MEETING The next meeting is scheduled for 2014 September 16, at 3:00 p.m. 8.ADJOURNMENT A motion to adjourn was approved at 4:30 p.m. RECOMMENDATION: That the South Region Internal Audit 2014-15 Audit Plan for Thames Valley District School Board be approved. RUTH TISDALE Chairperson School Board Compliance Report 2014June 17 Thames Valley District School Board 1250 Dundas Street P.O.Box 5888 London,ON N6A5L1 TO: Audit Committee of the Thames Valley District School Board RE:School Board Compliance Report During the 2013-14 fiscal year,nothinghas cometo our attention that would lead usto believe that the Thames ValleyDistrictSchool Board was not compiiant with the current federal and provincial Acts,Regulations and Statutes. Date- 2014 June 17 Laura Elliott,Director of Education AC-1 South Region Internal Audit 2014-2015 Audit Plan For Thames Valley District School Board To: AuditCommittee Date:June 17*^2014 Subject:2014-2015 Audit Plan for Thames ValleyDistrict School Board Inaccordance with Ontario Regulation 361/10 s. 9 (3)and the InternalAudit Mandate,attached isthe South Region Internal Audit 2014-2015 Audit Plan forthe Thames Valley District School Board.The regulation requiresthe internalauditorto submitthe annualand multi-year audit plansto the audit committee,in order for the committee to make recommendations to the board on the content of annualor multi-year internalaudit plansand onallproposed majorchangesto plans. The purpose of the audit plan isto identifyparticular processes Regional InternalAudithasscheduled for auditing in the following fiscal yearand planned overa five year horizon.Our annual audit plan facilitates an efficient allocation of limited audit resourceson a risk-basis;provides a flexible mechanism for managing competingaudit needs and eliminatesthe potential overlapping ofaudits withother audit organizations. South Region InternalAudit Is committed to maintaininga collaborative partnership with the trustees, audit committee and management ofthe Thames ValleyDistrictSchoolBoard.As such, we welcome any requests regarding possible audits or audit services not listed in the 2014-2015 plan with the caveat that, perthe InternationalStandardsforthe Professional Practice of Internal Auditing,Performance Standard 2010 - Planning,those internal audit priorities must be risk based. Ifyou have any questions, please callJohan Nicolle,Regional InternalAuditManager at 519-452-2000 ext.21094 or i.nlcolle(Stvdsb.on.ca. Sincerely; Johan Nicolle,CGACIA CRMA CISA Regional Internal Audit Manager CC:L Elliott,Director of Education and Secretary K.Dalton,Associate Director,Learning Support Services J.Pratt,Associate Director and Treasurer,Organizational Support Services Table of Contents I.Introduction 4 II.Overview of Annual Audit Plan 5 III. Risk Based Audit Planning 5 IV.Risk Assessment 7 Regional Internal Audit -Annual Risk Assessment Process 2013/2014 8 Regional Internal Audit Team Assessment 8 Audit Universe-Inherent Risk 10 Audit Universe -Residual Risk 11 V.Preparing the Annual Audit Plan 12 Determination of the Resources Available 12 Determination of the Distribution of Resources by Board 12 Allocation Model 12 VI.Description of 2014-2015 Audit Plan 13 Attachment A -Resource Allocation Data 15 Attachment B-Listing of Planned Audits 2014-2015 16 Attachment C-Listing of Planned Audits 2015-2019 21 I.Introduction In orderto meetthe responsibilities of internal auditors andthe internal audit activity.South Region InternalAuditconducts itswork inorder to conform to the Institute of InternalAuditors (IIA) International Standards for the Professional Practice of Internal Auditing. The Internal Audit Mandate wasdevelopedto conformto the standards and establishesthe dutiesand responsibilities of regional internal audit. The InternalAuditMandate establishes cleardefinitionsand requirements related to the independence of the audit function as well as authorize the regional internal audit team to: • Have unrestricted access to allfunctions,records,property,and personnel. • Have full and free access to each audit committee in the region. • Allocateresources, set frequencies, select subjects, determine scopes ofwork, and applythe techniques required to accomplish audit objectives. • Obtain the necessary assistance of personnel inunits of the districtschool boards where they perform audits,as well as other specialized services or expertise from within or outside the district school boards. The InternalAuditMandate also requires that the head(s) ofthe audited activity(ies)or department(s} formally respond to audit findings and recommendations.Responses must specify either agreement with findings and recommendations or reasons for disagreement with findings and recommendations, plansfor implementing solutions to issues identified and a timetable to complete such activity. Finally,the Internal Audit Mandate requires that the Regional Internal Audit Manager submit to the director of education,senior business official and audit committee of each district school board a summary of the audit plan (current year work schedule and multi-year plan), staffing plan, and budget for the following fiscal year. The audit committee in each district school board shall recommend formal approval of the audit plan to their board of trustees.Anysignificant deviation from or major change to the formally approved audit plan shall be communicated to the director of education,senior business official and audit committee of each district school board through periodic activity reports.The audit committee shall make recommendations to the board oftrustees for approval of any major amendments to the audit plan. The Regional Internal Audit Manager or any of her team may initiate and conduct any other audit or review deemed necessary for potential illegal acts,fraud,abuse,or misuse of funds.Reasonable notice shall be given to appropriate personnel of intent of audit in their areas except when conditions warrant an unannounced audit. In the fulfillment of this Internal Audit Mandate responsibility,the Regional Internal Audit Manager has developed the enclosed annual audit plan for the 2014-2015 fiscal year. II.Overview of Annual Audit Plan The purpose of the annual audit plan isto revisitthe multi-year risk-based plan. Anannual audit plan takes into account changes in the control environment,the education sector,and most importantly the underlying risks that have been identified insimilar and/or related processes. At times,changes to the annual audit plan are required in order to further support the risk prioritization associated with audit planning.Other factors may include special requests from management and/or the audit committee.Overall,the purpose of the annual audit plan is to ensure that the original scheduling of audits for that year still reflect the areas of greatest riskand will allocate internal audit resources sufficiently and in accordance with the Institute of Internal Auditors (IIA)mandated risk-based approach. III. Risk Based Audit Planning There are a number of factors considering during the preparation of a risk based Internal audit plan, including: •Conformance to the Institute of Internal Auditors (IIA)International Standards for the Professional Practice of Internal Auditing (Performance Standard 2010 below) •Requirements and fulfillment of the Internal Audit Mandate •Identification and prioritization of audits based upon specific risk factors related to the quality of internal controls and the estimated liability and level of exposure to the District School Board related to various school board processes.Several techniques are used to identify and prioritize audits in the annual plan. It should also be noted that the South Region Internal Audit Team operates as a shared services model and supports ten district school boards across the South Region. In order to obtain the most value from scarce resources,we take other audits being performed in the region into account when scheduling audits in alt boards.If there are opportunities to be more efficient and effective and gain some synergies during the planning process,then these considerations are also taken into account.However,only processes that satisfy the criteria required to be included in the risk based audit plan would be included for any individual board. As per the Institute of Internal Auditors (llA)International Standards for the Professional Practice of Internal Auditing -Performance Standard 2010 -Planning The chief audit executive must establish a risk-based plan to determine the priorities of the internal audit activity,consistent with the organization's goals. Interpretation: The chief audit executive is responsible for developing a risk-based plan.The chief audit executive takes into account the organization's risk managementframework,including using risk appetite levels set by managementfor the different activities or parts of the organization.Ifa framework does not exist,the chief audit executive uses his/her own judgment of risks after consideration of input from senior management and the board. Thechief audit executive must review and adjust the plan, as necessary, in response to changes inthe organization's business,risics,operations,programs,systems, and controls. • 2010.A1 - The internal audit activity's plan of engagements must be based on a documented risl( assessment,undertal<en at least annually.The input ofsenior management and the board must be considered in this process. • 2010.A2 - The chief audit executive must identify and consider the expectations ofsenior management,the board,and other stakeholders for internal audit opinions and other conclusions. • 2010.C1 - The chief audit executive should consider accepting proposed consulting engagements based on the engagement's potential to improve management of risks,add value,and improve the organization's operations.Accepted engagements must be included in the plan. When reviewing an organizations risk management framework,it is important to consider the existence " and maturity of the organization's framework.There are various Enterprise Risk Management (ERM) frameworks used by organizations today,each of which describes an approach for identifying,analyzing, responding to,and monitoring risks and opportunities,within the Internal and external environment facing the enterprise.Management then selects a risk response strategy for specific risks identified and analyzed Some definitions that might be useful when thinking about risk management and risk management frameworks follow. Institute of Internal Auditors (IIA) • Risk Management Framework:The totality of the structures,methodology,procedures and definitions that an organization has chosen to use to implement its risk management processes. • Risk Management Processes:Processes to Identify,assess,manage,and control potential events or situations,to provide reasonable assurance regarding the achievement of the organization's objectives. • Risk Maturity:The extent to which a robust risk management approach has been adopted and applied,as planned,by management across the organization to identify,assess,decide on responses to and report on opportunities and threats that affect the achievement of the organization's objectives. Committee of Sponsoring Organizations of the Treadway Commission (COSO) •Enterprise Risk Management is a process,effected by an entity's board of directors, management,and other personnel,applied in strategy setting and across the enterprise, designed to identify potential events that may affect the entity,and manage risk to be within its risk appetite,to provide reasonable assurance regarding the achievement of entity objectives. International Organization for Standardization (ISO) • According to ISO 31000,a risk management framework is a set of components that support and sustain risk management throughout an organization.There are two types of components: foundations and organizational arrangements.Foundations Include your risk management policy,objectives,mandate,and commitment.Organizational arrangements include the plans, relationships,accountabilities,resources,processes,and activities you use to manage your organization's risk. IV.Risk Assessment The RegionalInternal Audit risk assessment model follows the definition of the risk management process as defined by the MA (page 6). The 3 specific steps were followed in the benchmark year and continue to be used in the annual assessment:1)Identification,2)Assessment,and 3)Management. Identification The "Original"Process Risk Assessment Tool wasa detailed instrumentwhere aseriesof specific questions within the eight key risk categories were asked in order to determine a process riskrating of High, Medium or Low.Risk definitions guided the auditor in their evaluation of risk;however the Identification was based directly on workshop attendees'responses. Assessment Basedon the answers to each question posed inthe workshop, the appropriate levelof risk was selected.To enhance consistency from region to region,and recognize the absence ofcontroltestingto date, the auditor onlyhadtwo choices (Low or High).Ifthe assessment of likelihood was high the auditorthen considered mitigating factorsto reducethe risk to medium or low,thereby reflecting and contributing to the controllability of the process. Mitigating factorsare controls/processesthat helplessenor minimize the severityofthe likelihood ofan event occurring and its impact should it occur.The tool did not allow the likelihood of risk to be reduced to zero.In the Mitigating Factorcolumna legendwas provided with choices of "n/a","L"and"M"only. A definition foreachwas provided to aidthe inthe risk assessment, and professional judgmentand overall impact wasto be considered.If there wereno mitigating factors orthe likelihood wasalready assessed as low then the auditor entered "n/a". Risks cannot be reducedto zeroas controlsare notaguarantee that risks are completely mitigated due to the possibility of override,collusion,etc.Instead,when designed effectively,controls can greatly reducethe overall risk level.Assurance onsuchcontrol design isobtainedthrough regular reviews of the processand a recognition that controlsmust evolve as processesand the board'sexperience changes (per the globally recognized COSO framework). Oncethe percentageof likelihood wasdeterminedfor each key risk category within the process,the auditor then considered the financial and reputational impact to the school board should an event occur.Impactisdefinedas the outcome ofan event expressed qualitatively or quantitatively,beinga loss,injury,disadvantage or gains.To enhance consistency from region to region the tool provides clear definitions and scoring forthe assessment of impact.Based on the prescribed definitions the appropriate level of impact should have been selected. Management The final step in effective risk management is the decision to apply a variety of controls to reduce riskto a tolerable level of the school board,a responsibility of management w/ithln the board.While there may be controls already designed by boards,this requires testing and substantiation through the • introduction of the regional internal audit model.Further,using a risk-based audit approach means that the overall risk ratings drive the prioritization of auditable processes (areas within the board) on the audit plan.By usingsuch a risk-based approach,the areas with the greatest levelof risk,as determined bylikelihood. Impact, and controllability, are evaluated sooner and more frequently in order to provide overall assurance to both senior management and the Audit Committee that the greatest risks are being mitigated to an acceptable/tolerable level. Regional Internal Audit - Annual Risk Assessment Process 2013/2014 Risk Assessment Questionnaires Objective The process of assessing risks isa continuous processwhichrequires monitoringofactivitiesand the changestherein.Following the comprehensive risk assessment exercise undertaken inthe benchmark year,the risk assessment questionnaire was a supplemental annual tool used to: • Identifyany changes that have occurred sincethe last risk assessment that couldimpactthe previously determined risk ranking; •Ensure the Internal controls remain effective;and, •Remind process owners that risk management iseveryone's responsibility. The 2013-2014 Annual Risk Assessment package included: •2012-2013 Inherent &Residual Risk Audit Universes •Annual Risk Assessment Procedure document •2013-2014 Risk Assessment Questionnaires workbook Thequestions noted In the spreadsheet questionnaireswere keyquestions that couldindicate that a review of the risk assessment rating was required. Ourgoalwas to ensure process riskfactors were accurate and upto date; however, we alsowere looking to minimize the intrusion on DSB staff's time and have a quick turnaround time for the review. The 2013-2014 Annual Risk Assessment process supported preparation of the annual riskbased audit plan Regional Internal Audit Team Assessment Theprocessthat the Regional Internal Audit Teamundertook, relatedto the completed risk questionnaires,can be broken down Into two steps. 8 step 1 Reviewof the completed questionnaires and evaluation of changes to the likelihoodof riskidentified by the DSB was performed as wellas evaluation of the financial and reputational impact. Districtschool board inherent and residual riskaudit universes were updated as appropriate Step 2 Other criteriawere taken into consideration bythe RIAT to corroborate the inclusion of the process in the audit plan.The information reviewed related to Internal audits, external audits,other assurance providers and other criteria (see Regional Internal AuditTeam Assessment table below) and was not based solelyon assurance activitiesat the specificboard under reviewbut alsowithinthe regionand the province. These considerations could have indicated a change in the likelihoodof a riskoccurring (inherent risk)orobservationsfromassurance activities where controlswere not In placeto address risk.Some ofthe considerations pointed to a realizationof riskwithin processes due to a iackor failure of internal controls. Adjustments were iiot made to the audit universes based on assurance activities or the realization of risk withina processbyanother board.Only the execution ofan internalauditofa processwouldbe ableto determine ifthe controls identified bymanagementwere inplaceand functioning. Change in likelihood - if changes in likelihood have been identified related to the risk factors,then determine whether an individual risk assessment questionnaire should be completed HHH Isthe financialimpactstillappropriate?Review the financial impact from the previousyear and determine whether the financial Impact Isstill appropriate HHHI Isthe reputational Impact still appropriate?Review the reputational impact from the previous year and determine whether the reputational impact isstill appropriate Internal Audits Analysis ofoperations and internal controls derivedfrom previous internal audits, including trend analyses to identify recurring audit findings and control deficiencies as well as conducting formal audit follow-up and outstanding recommendation tracking activities; Other Assurance Providers Analysis of observations and recommendations reported by other assurance providers External Audits Assessment of operations and controls derived from previous external audits including information in the District School Board Annual Financial Reports and ExternalAuditor Management Letters Other Change in staff,emerging risks, Google alerts 9 Audit Universe-Inherent Risk Audit Universe -Residual Risk 1 I3I I ^I fi il I 11 [T u }J II V.Preparing the Annual Audit Plan The audits Included in the ^ve year period are based on audit hours available each year to ensure that realistic expectations are established and stated goals are met.It is understood,however,that the audit universe may not be comprehensive and the approach also builds ample hours into the plan for specially requested audits not originally captured on the plan, and for urgent audit issues that arise throughout the year.This provides Regional Internal Audit with a great deal offlexibilityto address emerging issues in a timely manner and for providing high quality and responsive customer service to the District School Board. The final step to complete the annual audit plan is to estimate the number of available staff hours in the year and apply these to the estimated hours needed to complete selected audits and projects.These hours include hours allocated for special requests,follow-up on findings/recommendations and a contingency component. Determination of the Resources Available Based on a full staff complement in the South Region Internal Audit office of one internal audit manager, two senior auditors and two auditors,the available hours are 5,572 for the South Region. The calculation assumes a starting amount of 1,820 hours for each senior auditor and auditor.This amount is then adjusted for vacation,statutory holidays,training/professional development,estimated sick leave,administration,etc.The hours available for audit related activities are 1,393 for each senior auditor and auditor. Oversight,file review and quality assessment of the audit related activities performed by the senior auditors and auditors is accounted for outside of the available hours.The time required for these tasks to be performed by the internal audit manager has been estimated at 20% of the available hours of 5,572 orl,114 hours. Determination of the Distribution of Resources by Board An allocation model has been used to ensure a fair distribution of resources based on the school board size and the risk score of school boards within the region. The RegionalInternal Audit Manager has prepared,based on the model below,the multi-annual audit plan. Allocation Model The allocation of the audit hours for a given year is the greater of: • The minimum guaranteed amount of$28,000 (the minimum amount for performing a small to medium audit at any school board) • The amount corresponding to the audit hours allocated to the respective school board. 12 In this model,the allocation of the audit hours is based on both: •The risk score of the school board,as a percentage of the total risk of the region;and • The size of the school board (see chart below). Enrolnientsize Size "Units" Board Size One (enrolment under 22K)small 1.00 Board Size Two (between 22K and 38K) s-m 1.50 Board Size Three (between 38K and 64K)medium 2.00 Board Size Four (between 64K and 95K) large 3.00 Board Size Five (over 95K)xl 4.00 The proportion of the audit hours dedicated to one school board willbe calculated factoring the school board size and the risk score,in a 50-50 proportion.Regional resource allocation data is included for information purposes (see Attachment A). Proportion of the Hours Available to be allocated to the Thames Valley District School Board Revenue Proportion X50% + Risk Proportion X50% 20.69 X 50%+8.96 X 50% =14.82% Total Resource Hours Available X District School Board Score 5,572 X 14.82% =826 hours VI.Description of 2014-2015 Audit Plan South Region Internal Audit's 2014-2015 audit listing (see Attachment B)identifies the audits,functional areas,estimated audit hours and audit timing planned for the next fiscalyear. Ahigh levelaudit objective isalso provided that will be further refinedduringthe audit planningstage. Whilethe listing represents the planned audit schedule for 2014-2015,as noted previously,the plan isa flexible document that is subject to change. The estimated audit hours at plan creation may also change during the actual planning stage of an audit, as objectivesand scope are refinedand more informationis gathered fromthe auditee.Experience with similaraudits in other districtschool boards will also betaken into consideration and mayaffect the hours allocated. The identified audits that cover the remainder of the five year horizon from 2015 - 2019 (see Attachment C)also havethe functional areas,estimated audit hours, audit fiscal year and high level audit objective noted. 13 Where possible auditable processes will be combined into single audits in orderto reduce the audit hours required,prevent audit fatigue In the functional areas and provide a more end to end review of an entire cycle (processes that are closely related). 14 Attachment A -Resource Allocation Data South Region Internal Audit 2014-2015 Regional Resource Allocation Data IReveiiuel^joporti^|Ks|cpraporeon^H Avon Maitland District School Board Small 1 6.90 Brant I-laldimand Norfolk District School Board Small 1 6.90 Grand Erie District School Board Small-Medium 1.5 10.34 Greater Essex County District School Board Medium 2 13.79 Huron Perth Catholic District School Board Small 1 6.90 Lambton Kent District School Board Small-Medium 1.5 10.34 London District Catholic School Board Small 1 6.90 St.Clair Catholic District School Board Small 1 6.90 Thames Valley District School Board Large 3 20.69 43.75 8.96 Windsor Essex Catholic District School Board Small -Medium 1.5 10.34 Totals 14.5 100 488.27 100 15 Attachment B- Listing of Planned Audits 2014-2015 AudltiTltle iRlanned'Audits! Manage IT Security/Network & Application Management Department Information Teciinology& Communications South Region Internal Audit 2014-2015 Annual Internal Audit Plan Listing of Planned Audits RrelimlnaryJ ALfdltl Schedule] Q12014/2015 lEstlmatedl 350 16 EvaluatlofTofiPSB'Riskl Assessmentl Results Risk Assessment Likelihood:Input from board - A new security policy and procedure have been implemented. Deployment of Windows 8 as a replacement Operation System for Windows XPis currently under v/ay.Windows 8 is more secure and has additional security features that TVDSB will implement. Impact; Financial Manage IT Security-low, Network &Application Access Mgmt - low Reputational:Manage Audit.Oblectlve To obtain assurance that the controls around the review and communication of IT security/network &application management policies and administrative procedures / guidelines/ etc. are adequately designed and operating effectively To determine whether adequately designed and operationally effective controls are in place to ensure: 1.Procedures exist for requesting, establishing,issuing,suspending, modifying and closing user accounts and related user privileges including an approval procedure requiring the data or system owner to grant the access privileges. This leads to all users (internal vs.external and temporary vs.permanent)and their activity on ITsystems (business application,IT environment,system operations,development and AuditiTitie Department pfelimlrtaryj Schedule! lEstlmatedl 17 EvaluatlotvofJOSBRisk AssessmentiResults ITSecurity -medium, Network &Application Access Mgmt -medium Internal Audits Across the Sector:N/A Other Assurance Providers:N/A External Audits:N/A Other;N/A Audit,Objective 3. 4. 5. 7. 8. maintenance)being uniquely Identiftable and authenticated. AH users (internal vs.external and temporarvvs.permanent)access rights to systems and data are In line with the school board's needs. Management review of all accounts and related privileges is performed regularly. All users (Internal,external, temporary and permanent)and their activity on ITsystems (business application,ITenvironment,system operations,development and maintenance)are uniquely identifiable/authenticated. Authentication mechanisms restrict access to systems and applications. Aiogging and monitoring function is enabled for the early prevention and/or detection and subsequent timely reporting of unusual and/or abnormal activities that may need to be addressed Security incident management process is defined/monitored &an effective incident response team in place. Preventive,detective and corrective measures are in place (especially up- to-date security patches and virus A^iTltle Data Management/Back-up Department Information Technology & Communications PrSimlrafyJ Schedule] 2014/2015 lEstlmatedl 350 18 Eraluatlonof^DSB^Risj^ AssSsmentiResgltel Risk Assessment Likelihood:Input from board - A new security policy and procedure have been implemented.The security procedure requires that employee's acknowledge that they understand and will comply with the technology security procedure on an annual basis. Impact; AudltiOblective control)across the school board to protect Information systems and technology from malware (e.g. viruses,worms,spyware,spam] and unauthorized software. 9. Physical security measures are defined and implemented in line with business requirements to secure the location and the physical assets. 10. Physical security measures are capable of effectively preventing/detecting/mitigating risks (ie.theft,smoke fire,temperature, water,vandalism,or power outages. To obtain assurance that the controls around the review and communication of data management and back-up policies and administrative procedures / guidelines / etc.;controls over the execution of procedures related to the security,correctness and storage of data; data restoration and business continuity planning are adequately designed and operating effectively;users are assured that data is available and correct for decision making purposes;and continuation of board functions that rely on electronic data is maintained AudltiTitte Department Total Planned Audit Hours Special Requests N/A PfeHmlnar^ AjWl Schedulel N/A lEstlmatedl 700 44 19 EvSlu>t|onjotfDS^si^ tesSsmSitiRSultej Financial data mgmt low, back-up low Reputational:data mgmt medium,back up medium Internal Audits Across the Sector:N/A Other Assurance Providers:N/A External Audits:N/A Other:Information Technology isa key priority of the MOE Audlt'Ofalectlve This category would include requests from the Audit Committee,Ministryof Education, etc. This may include planned requests or contingency for unplanned requests (such as fraud investigations). Requests should be within the internal audit mandate and may include consulting engagements,as long as such engagements have the potential to improve management of risks,add value and improve operations and are consistent with the overall values and goals of the district school board. prenminary^B ScIieauIeHii lEstimatedl |Evaluatton''otjD!>BlRisK| mssKsmenti^^ Contingency N/A N/A 41 Part of the audit plan set aside for other and unforeseen items such as:assistance for external auditors and quality assurance reviews,employee turnover, overruns,etc. Audit Follow-up N/A N/A 41 Dedication of hours to follow up on outstanding audit findings and recommendations. 1TotalAuditPlan Hours 826 20 Attachment C-Listing of Planned Audits 2015-2019 AuditiTitle iRIanned'AudltsI Fundraising Department Director's Services South Region Internal Audit 2015-2019 Internal Audit Plan Listing of Planned Audits Rreilmlnarv lEstimatedl EvaluatiorfofJDSB^^^ ScheduJe 2015/2016 750+ 21 AssessmentlResults Risk Assessment Likelihood: No changes in likelihood Identified by board Impact; Financial medium Reputational:medium Internal Audits Across the Sector:Oversight of the fundraising process isa concern with all boards Other Assurance Providers; N/A External Audits;A number of boards still have qualified opinions due to concerns v/ith completeness, Other:Still numerous issues of theft of funds occurring across the sector AuditiOblective To obtain assurance that the controls around the review and communication of the fundraising policy and administrative procedures/guidelines/etc.are adequately designed and operating effectively;that adequate and operationally effective controls have been implemented by the school board to monitor the fundraising activities of schools;that other controls relating to fundraising at the school level are adequately designed and operating effectively;that the school level controls around the selection of fundraising activities to engage in for the year,execution of ^ndraising activities,purchase of goods/services to be used in fundraising activities,collection of money,opening,use and monitoring of bank accounts;the custody and toudlt'iTlttg Payroll/Compensation &Benefits Department Business Services/Human Resources Prelimlnaril Schedulel 2016/2017 lEstimatedl 400 22 Evaluation^flOSB]Rtsl( AssessmentiResults Risk Assessment Likelihood;No changes in likelihood identified by board Impact; Financial payroll high, compensation &benefits medium Reputational:payroll medium,compensation & benefits medium Internal Audits Across the Sector:Issues with t4s noted in various audits throughout Ontario, Audit.Objective deposit of fundraising proceeds;and the bank reconciliation process issuance,recording and safeguarding of cheques use of proceeds raised financial reporting to the school board are adequately designed and operating effectively;that the controls around the review and communication of the donations policy and administrative procedures are adequately designed and operating effectively;that controls over the receipt and use of charitable donations are adequately designed and operating effectively To obtain assurance that the controls relating to payroll and compensation &benefits policyand procedures are adequately designed and operating effectively, in compliance with ministrydirectives/collective agreements,etc.and value for money is being obtained. To determine whether adequately designed and operationally effective controls are in place to ensure: 1)That monitoring and reconciliation performed is adequate to ensure compliance and accuracy. 2) Adequate documented fAuditiTItle Attendance Support Department Human Resources PfellminarM AiTdl^ Schedulel 2016/2017 ^timated Hours 300 23 EvaU^tj^g^SBW^ AssessmentlResults segregation of duties a potential issue,lack of approval and retention of supporting documents,lack of revievk/of pay grid changes,appropriateness of access rights to confidential information,lack of clarity related to requesting supporting documentation for leaves,no regular reviev/of employee information for accuracy Other Assurance N/A Providers:Concerns v/ith post retirement benefits External Audits:N/A Other:Increased media attention to the subject of compensation &benefits Risk Assessment Likelihood: Input from board - Change in sick leave plan, has increased financial Audlt'ObJective procedures exist to govern the activities related to payroll and compensation &benefits 3) The human resource systems reflect remuneration data in accordance with the terms and conditions of the collective bargaining agreements,non-union group agreements and personal services agreements. 4) Employee details in the human resource master files are accurate (personal details,properly classified,years of service, qualifications,annual grid changes,vacation days, sick days, benefits/pension group benefits) 5)There is a school board process to assess v/hether benefits are competitive within the industry (value for money) 6) Access to human resources /payroll systems is granted to appropriate staff and that permissions/approvals are appropriate. To obtain assurance that the controls around the review and communication of attendance support policies and administrative procedures AuditiTitle Grant &Non-Grant Revenue Management Business Services Preliminary Sdiedulel 2017/2018 Estimated Hours 200 24 Evaluatim]ofJDSB]R^ AssessmentlResults risk due to increased usage Impact; Financial changed from low to medium Reputational:medium Internal Audits Across the Sector:N/A Other Assurance Providers; N/A External Audits:N/A Other:Labour relations have been particularly strained this year due to MOE MOU,forced contracts,labour unrest, worl<stoppages,etc. Increase in number of grievances.Attendance support one of the MOE's top concerns. Risk Assessment Likelihood:No changes in likelihood identified by board Impact; Financial high Reputational:medium Internal Audits:N/A Other Assurance .Providers: Concerns in the sector of issues with data upon which AudltObiective /guidelines / etc.;controls over the execution of procedures related to delivery of attendance support programs (including EAR,WSIB, chronic absence and return to work) are adequately designed and' operating effectively,program goals are being met and value for money is being attained. To obtain assurance that the controls around the review and communication of grant and non- grant revenue management policies and administrative procedures / guidelines / etc.; are adequately designed and operating effectively and in compliance with ministry requirements To determine whether adequately designed and operationally effective AuditiTItle Facility Requirement Forecasting/Capital Planning Department Facilities Preliminary Schedule 2017/2018 lEstimatedl 200 25 Evaluation oflDSB'RisK AssessmentlResults grant amounts are based on,adequacy and effectiveness of grant and non-grant revenue policies/procedures ex. organizational capacity,systems and processes to predict,track, and control revenues External Audits;N/A Other:N/A Risk Assessment Likelihood: No changes in likelihood identified by board Impact: Rnancial medium Reputational:lov\/ Internal Audits:Lack of compliance with the Capital Project Approval Process, Incomplete and/or out-of- date long term capital plans (enrolment projections, census data,facility information,etc.). Constructing to accommodation needs - Adherence to guidelines, directives,etc.,Capital priority request not toditLpblectlve controls are in place to ensure: Grants for Student Needs (GSN), Education Programs Other (EPO), Federal Funding,Tuition Fees, Lease revenue,accounts receivable,school fees and other revenue reported on Schedule 9 are adequately accounted for; used as intended and that any required reporting is completed To obtain assurance that the controls around the review/and communication of fecility requirement forecasting and capital plans policies and administrative procedures/ guidelines /etc.,including consideration of long term objectives, pupil accommodation and environmental issues are adequately designed and operating effectively. AiTditiTiO Department Schedule] Estimated Hours 26 Evaluation ofjDSBBtsk SssSsmentTRSSiS supported by comprehensive business case (not prepared, incomplete or inaccurate] for a major facility project, Higher potential riskof project cost overruns and lower quality project work resulting from inadequate planning phase of the project management process,Transparency throughout the capital planning process and clarification of the roles and responsibilities of those involved in the decision making process, clauses re class sizes in contracts may adversely impact board's ability to run the "business"by not building to benchmarks, concerns with money allocated by the MOEfor FDK not being used appropriately (funding for classrooms does not align with number of classrooms being built) No real focus in DSBon value for money fAudit'Oblectivel Health &Safety Human Resources 2017/2018 200 27 when building new schools/renovating because there is no incentive to have projects come in under funding allocated - May also be issues with Accommodation Review Committees related to clarity of roles and responsibilities Other Assurance Providers; Plans to build/renovate that might not be supported by MOEfunding, capital deficits due to cost overruns External Audits; N/A Other:declining enrolment and aging infrastructure, 2012 statistics;average age of ^cilities across Ontario is 50 years, facility condition index is 36%anything above 15% is not good,Memo B18 joint use projects to be considered first by the MOE for funding Risk Assessment Likelihood; No changes in likelihood identified by board To obtain assurance that the controls around the review and communication of health and safety policies and administrative procedures 28 Impact; Financial low Reputational:medium Internal Audits Across the Sector:Opportunities for more efficient processes by eliminating redundant activities,non-compliance with various regulators, improvements required in tracking of training,site inspection reports not completed,required information not posted Other Assurance Providers: Ministry of Labour reviews of science labs,tech shops resulted in some orders being issued,OSBIE,Public Services Health &Safety Association (PSHSA), Stantec,etc.review/s indicate a number or areas for improvement External Audits:N/A Other:Some employee groups are more susceptible to health & safety concerns and are experiencing greater claims / guidelines/ etc. (including Occupational Health &Safety Act, Harassment in the Workplace, etc.' are adequately designed and operating. AuditiTitle Treasury Manage labour relations Department Business Services Human Resources PrellnilMr^ Schedule] 2018/2019 2018/2019 Estiroated 150 300 29 ^aluatjonoyo^^ AssessmentlResuits Risk Assessment Lllcelihood;No changes in likelihood identified by board Impact; Financial high Reputational:low Internal Audits Across the Sector:Reconciliations not being completed properly or in a timely manner,investment policies not in place,Improvements possible in cash flow management &reporting Other Assurance Providers: N/A External Audits;N/A Other:N/A Risk Assessment Likelihood: No changes in likelihood identified by board Impact; Rnancial low Reputational:medium Internal Audits Across the Sector:N/A Other Assurance Providers: N/A External Audits:N/A Audit'Obltttlve To obtain assurance that the controls around the review and communication of treasury policies and administrative procedures/ guidelines/ etc. are adequately designed and operating effectively. To determine whether adequately designed and operationally effective controls are in place to ensure: 1] Theschool board is meeting Its obligations and requirements regarding the acceptable level of risk for investments. 2) That adequate cash management controls are in place. To obtain assurance that the controls around the review and communication of manage labour relatlons.pollciesand administrative procedures /guidelines / etc.;controls over the execution of procedures related to review and implementation of Ministry directive;measures in place to foster harmonious labour relations are adequately designed and operating effectively,open communication is being fostered, WTdltiTitle Ministry Reporting Depaitmient Business Services grdlmlnary Schedule 2018/2019 lEstimatedl 200 ^a[uatl^gf|DSB|Ri^ AssessmentiResults Other;Labour relations have been particularly strained due to MOE MOU, forced contracts,labour unrest,work stoppages,etc. Increase in number of grievances Risk Assessment Likelihood:No changes in likelihood identified by board Impact; Financial high Reputational:low Internal Audits Across the Sector:Boards not meeting filing deadlines, improvement inclarity for readers,procedures not documented and may effect efficiency Other Assurance Providers: N/A External Audits:N/A Other:MOE provides requirements atthe "ll'*' hour",MOE working on reducing EPO reporting requirements,EFIS 2.0 being rolled out 30 Audit Oblective grievances are minimized and lessons learned are applied To obtain assurance that the controls around the review and communication of ministry reporting policiesand administrative procedures / guidelines/ etc.; are adequately designed and operating effectively and in compliance with ministry requirements To determine whether adequately designed and operationally effective controls are in place to ensure: That Education Finance Information System (EFIS)reporting (estimates, revised estimates,financial statements,ministry 5/7 month reports) is In compliance,timely and accurate. Item D REPORT OF THE 2014 JUNE 17 CHAIRS'COMMITTEE 2014 June 17 12:30 p.m.-2:22 p.m. MEMBERS ADMINISTRATION AND OTHERS J.Bennett G.Hart L.Elliott B.Williams T.Grant R.Tisdale (Chair)J.Pratt (+1:15,-2:05) J. Knight (+1:25,-1:55) K.Bushell (+2:05,-2:22) 1.APPROVAL OF AGENDA The agenda as amended was approved by motion. 2.CONFLICTS OF INTEREST -none declared. 3.REVIEW AND APPROVAL OF 2014 JUNE 24 BOARD AGENDAS The in-camera and public Board meeting agendas for 2014 June 24 were reviewed and discussed. 4.CORRESPONDENCE ~none. 5.STRATEGIC PLANNING Director Elliott reported the virtual tour is now available. 6.CANADA'S ANTI-SPAM LEGISLATION (CASL) Supervisor B.Williams provided an oven/lewof CASL and the impactofthis new legislation on the Board.Administration currentlyis meeting to develop policiesand procedures, communication strategies, and training inthis regard. Partofthe process will include getting informed consent to send commercial-related electronic messages. 7.BPS INSTRUCTIONAL VIDEOS FROM MOE Associate Director J. Pratt and ManagerJ.Knight joinedthe meetingto provide information on the BPS instructionvideos available from the Ministry.The content ofthe videos was described. A power pointslide deck also is available and summarizes the highlightsofthe video modules in a clear and succinct manner. A Question and Answer slidedeck will be created through BusinessServicesto provide additional training for newTrustees andstaffas required.See attached report (CC-1). 8.IN CAMERA On motion the committee moved in camera todiscuss legal and negotiation issues at 1:35 p.m. The committee reconvened inpublic session at 2:05 p.m. 9.TILLSONBURG CAPITAL PROJECTS START UP Exec.Officer K.Bushell joined the meeting todiscuss the Tlllsonburg Capital projects.Duetothe election,the approvalof projectswas delayed.Approvals are expected nextweek. A proposed meeting with Trusteeswassuggested for 2014 July 8 toshare information regarding capital planning.The intent isto provide Trustees with the opportunity togive input prior tostaff moving fonward with planning over the summer. 10.OTHER BUSINESS a.TVPIC Director Elliott reported on the year end meeting with the two TVPIC Co-ChaIrs noting they were appreciative of the administrative support received this year.She further reported that TVPIC is hosting their symposia on November 22 and 23,2014 and that they have four new members for next year.Administrative support has been requested to take meeting minutes and ensure TVPIC reports are included in the Board agendas. Corporate Services v;/ill provide the requested administrative support. b.SEAC MEMBERSHIP The process for promoting SEAC membership for the 2014-2018 term was discussed.It was confirmed that Corporate Services is managing the promotion of membership to SEAC.This item also will be brought forward to SEAC at their next meeting. 11.DATE AND TIME OF NEXT MEETINGS The following Chairs'Committee meetings were scheduled in the Govemor Simcoe Room: •Tuesday,Sept.02 1 pm •Tuesday,Sept.16 1 pm •Tuesday,October?1pm •Tuesday,October 21 1pm •Tuesday,November 04 3 pm •Tuesday,November 18 1 pm 12.ADJOURNMENT The meeting adjourned at 2:22 p.m. by motion. RECOMMENDATIONS:None R.TISDALE Chairperson •^STRICT SOiOOI.POARO REPORT TO:BOARD .Public In Camera Chairs COMMITTEE X Public In Camera PRESENTED FOR INFORMATION SUBMITTED BY:Jeff Pratt.Associate Director of Organizational Support Services Christine Seal,Superintendent of Organization Support Services (Business) Jeremy Knight.Manager of Business Services SIGNATURE: Date of Meeting: Item #:7.0 SUBJECT:Broader Public Sector Expense and Procurement DirectiveTraining Courses CC-1 June 17.2014 Purpose To summarize the contents of the Ministry's Broader Public Sector (BPS)Expenses and the BPS Procurement Directive Training Course. Content On April 11. 2014. the Ministry released Memorandum 2014: SB 08 announcing the Impending release of the BPS Expense and BPS Procurement DirectiveTraining Course.The objective of the learning material was to provide a "resource to help school boards reach a larger group of staff and stakeholders,help manage procurement risks,and act as a point of reference for updating school board procurement policies and procedures to support compliance v^rith the Directive".The Ministrydid not stipulate how the material was to be used. In mid-May 2014,the learning material and a PowerPoint slide deck were received from the Ministry. As the Purchasing Policy had been updated to reflect the BPS Procurement Directive on June 28, 2011,the material would be used as a reference and learning resource. The learning material comprises four different sets of CDs.Each CD set has Its own customized content for an Intended audience and thus It varies in length and detail.The target audiences and the length of the videos are:' Governance &Senior Leadership (Trustees,Director of Education and Superintendents)- 48 minutes Operations (Mangers &Supervisors)-120 minutes School Administration (Principals,Vice-Principals,Department Heads,Secretaries etc.)- 100 minutes Teachers,Parents and Student Councils -61 minutes Each CD set is comprised ofsixvideo modules, writtenmaterialand a case study/quiz.The modules cover the following material: BPS Accountability Act Competitive Procurement Procurement Evaluation Procurement Award Post Award &Contract Management Non-Competitive Procurement Business Services reviewed the content of each CD.The introductions and case studies are customized to each target audience.The videos in each module are generic and are extended in certain sections fordifferenttarget audiences.The quizzes and videos can easily be skipped as the user navigates through the CD. The length of the videos is underestimated by approximately 20 to 30%. The content in each video is far more detailed than what the target audience will likely need to know to fulfill their responsibilities.The videos are an excellent reference for an individual who wishes to perform detailed research or is addressing a complex purchasing matter. In contrast,the PowerPoint deck summarizes the highlights of the video modules ina clear and succinct manner.The PowerPoint deck is intended for school boards to customize their presentations to various stakeholders and to be posted as a reference resource. Cost/Savings N/A Appendices None Relation to Commitments: S Putting students first.•Actively engagingour students,staff, familiesand communities. •Recognizing and encouraging leadership InallItsforms. •Being Inclusive,fair,and equitable. • Ensuringsafe, positive learning and working environments.• Inspiring new Ideas and promoting innovation. S Takingresponsibility for the students and resources entrusted to our care.